Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most jurisdictions, provided intent, consent, attribution, and record retention requirements are met; specific exceptions may apply.

When is notarization required?

Notarization depends on state law and the agreement's purpose. Many facility use agreements do not require a notary, but permits or local rules might. Note that RON availability varies by state; over 45 states permit permanent RON.

What documents should be attached?

Attach proof of insurance, a certificate holder form, vendor contact information, payment instructions, and any required permits or campus approvals to streamline verification and reduce day-of-event issues.

How do I correct a signed agreement?

Do not alter a signed copy unilaterally. Prepare a written amendment or addendum signed by all parties that states the change and effective date; preserve the original for auditability.

Who must sign the agreement?

An individual with authority to bind the organization should sign: an authorized officer, department head, or delegated facilities manager. Document signatory authority internally to avoid challenges to enforceability.

How long should I retain the agreement?

Retain agreements according to applicable rules: at least three years for financial records (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or industry rules require it.

Electronic Signature
Templates
HR
HR Use of Facilities Agreement

HR Use of Facilities Agreement

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HR USE OF FACILITIES AGREEMENT

Parties and Recitals

This Use of Facilities Agreement ("Agreement") is entered into between Requesting Party Name: and Employer/Owner Name: .

The Requesting Party requests temporary use of Employer/Owner facilities for purposes described below, and the Employer/Owner agrees to permit such use subject to the terms, conditions, representations, warranties, and indemnities set forth in this Agreement.

Personal Information (Requesting Party)

Full Name Address

Phone

Email

Position Information

Job Title

Department

Reporting Manager

Start Date (employment)

Salary / Rate

Facility Use Details

Facility Requested:

Location/Address:

Date of Use:

Start Time:

End Time:

Purpose of Use Estimated Number of Attendees Equipment Requested

Fees, Deposits, and Insurance

Fee to be charged (if any): $

Deposit required: $ Refundable subject to inspection and compliance with this Agreement.

Insurance required: If checked, Requesting Party shall provide certificate(s) of insurance naming Employer/Owner as an additional insured and evidencing the coverages described in the Employer/Owner facility policy guidelines.

Insurance Details (if applicable)

Use, Conduct, and Compliance

Requesting Party shall comply with all Employer/Owner policies, applicable laws, safety regulations, fire codes, and building rules while using the facility. Requesting Party shall not permit conduct that creates a nuisance or risk to persons or property. Requesting Party is responsible for obtaining any permits or licenses required for the specific activity.

Alcohol: If alcohol will be present, the Requesting Party must obtain prior written authorization and satisfy any additional insurance, licensing, or security requirements imposed by Employer/Owner.

Accessibility and ADA compliance: Requesting Party represents that the planned use will be accessible to persons with disabilities and will not obstruct required egress or accessible paths.

Damages, Cleaning and Security

Cleaning and Restoration Responsibility

Security and keys required: If keys or security access are issued to Requesting Party, Requesting Party accepts responsibility for their safekeeping and will return them immediately upon demand.

Damage responsibility: Requesting Party agrees to be responsible for and promptly reimburse Employer/Owner for any damage to facilities or equipment caused by Requesting Party, its guests, invitees, or contractors.

Cancellation and Termination

Cancellation by Requesting Party requires at least days' written notice to avoid forfeiture of deposit. Employer/Owner may terminate or suspend this Agreement for safety, policy noncompliance, or other material breach.

Indemnity, Liability, and Insurance Certifications

To the fullest extent permitted by law, Requesting Party shall indemnify, defend, and hold harmless Employer/Owner, its officers, employees, volunteers and agents from and against any and all claims, liabilities, losses, damages, judgments, costs and expenses (including reasonable attorneys' fees) arising out of or in connection with Requesting Party's use of the facilities, except to the extent caused by Employer/Owner's gross negligence or willful misconduct.

Limitation of Liability: Employer/Owner's liability for direct damages arising out of this Agreement shall be limited to amounts actually paid by Requesting Party under this Agreement; in no event shall Employer/Owner be liable for consequential, incidental, or punitive damages.

Acknowledgment of Indemnity and Liability Terms: Requesting Party acknowledges and accepts the indemnity and liability terms set forth above.

Legal Disclosures & Employment Statements

At-Will Employment Statement: Nothing in this Agreement alters the at-will nature of employment between Employer/Owner and any employee; employment may be terminated by either party at any time, with or without cause or notice, unless otherwise set forth in a separate, written agreement signed by an authorized representative of Employer/Owner.

Equal Opportunity Statement: Employer/Owner is an equal opportunity employer and does not discriminate on legally protected bases in connection with facility access, employment, services, or contracting.

Employment History (for Requesting Party)

Employer 1

Company Title

Responsibilities Reason for Leaving

Employer 2

Company Title

Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References

Reference 1

Reference 2

Reference 3

Applicant Certification & Authorizations

I certify that all information provided in this Agreement and in any attachments is true, complete, and correct to the best of my knowledge. I understand that false statements or omissions may result in denial of facility use or disciplinary action.

Authorization to Contact: I authorize Employer/Owner and its agents to contact prior employers, references, and other persons or entities to verify information provided herein and to conduct such background checks as permitted by law in connection with the request to use Employer/Owner facilities.

Consent to Background Check: I consent to any background, criminal, or financial checks required by Employer/Owner for approval of facility use.

Miscellaneous Provisions

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state in which the facility is located, without regard to its conflict of laws rules.

Entire Agreement and Amendment: This Agreement constitutes the entire understanding between the parties regarding the subject matter and may be amended only by a writing signed by authorized representatives of both parties.

Authority: Each person signing this Agreement represents and warrants that they have the full power and authority to enter into this Agreement on behalf of the party for whom they sign.

Requesting Party Printed Name:

By:

Date:

Employer/Owner Representative Printed Name:

By:

Date:

What an HR Use of Facilities Agreement Is

An HR Use of Facilities Agreement is a written contract that grants an employer, contractor, or third party temporary permission to use workplace facilities or shared spaces for HR-related activities such as training, interviews, onboarding, benefits enrollment, or employee events. The agreement sets dates, times, permitted areas, responsibilities for setup and cleanup, payment or cost allocation, insurance and indemnity requirements, and compliance with facility rules. It clarifies liabilities, access controls, and cancellation terms to reduce disputes and ensure consistent, auditable authorization when internal teams or external groups occupy company premises.

Why Use a Formal Facilities Agreement for HR Events

An HR Use of Facilities Agreement provides legal clarity about who may occupy corporate spaces, for what purposes, and under what conditions. It reduces operational risk by documenting insurance, indemnity, access privileges, and scheduling, helping HR and facilities teams coordinate events and maintain compliance with workplace policies.

Who Prepares and Signs These Agreements

Typical users who prepare or sign HR Use of Facilities Agreements include internal HR, facilities management, and external event organizers.

HR managers coordinating employee training, onboarding sessions, and benefits enrollment events.
Facilities or operations staff scheduling space, arranging access, and managing setup or teardown logistics.
Third-party vendors or community groups reserving corporate rooms for meetings, interviews, or presentations.

Use these roles to assign responsibility for execution, compliance, and signatory authority on each agreement.

Core Sections to Include in the Agreement

A professional HR Use of Facilities Agreement typically contains clear definitions, operational terms, financial arrangements, insurance provisions, compliance clauses, and signatures to bind the parties.

Parties & Purpose

Identify each party by legal name, define the permitted use of the space, and state the specific purpose to limit ambiguity and support insurance and liability analysis.

Facilities Details

Describe rooms, entrances, equipment access, capacity limits, and any special systems (AV, security) so operations teams can prepare facilities and confirm compliance with building rules.

Schedule & Term

List event dates, daily start and end times, and buffer periods for setup and teardown to prevent overlap, minimize disruption, and ensure reliable room turnover between users.

Fees & Payment

Specify amounts, due dates, accepted payment methods, refundable deposits, and consequences for late or nonpayment, including invoice references and audit trail requirements to facilitate accounting reconciliation.

Insurance & Indemnity

Define required insurance types and limits, name certificate holders, set indemnity language, and require advance delivery of evidence before access is granted.

Compliance & Rules

Include health and safety requirements, ADA access rules, smoking or alcohol policies, permit responsibilities, and termination conditions for policy violations.

Step-by-Step: Complete and Route the Agreement

Follow these steps to complete an HR Use of Facilities Agreement accurately and route it for approval and signature.

01

Gather Details: Collect dates, times, rooms, participant counts, and purpose.
02

Identify Parties: Enter legal names and contact information for all parties.
03

Specify Terms: Define permitted uses, setup instructions, access hours, and cancellation policy.
04

Sign & Distribute: Obtain signatures, provide copies to stakeholders, and file securely.

How to Configure an Online Template and Routing

Configure an online template and routing rules to automate HR Use of Facilities Agreement creation, approvals, and signature collection.

Document Workflow Field and Configuration	Field Name \| Setting
Auto-populate Parties from HR Directory	Map company directory fields to agreement party fields.
Conditional Fields for Insurance Proof	Show insurance upload field only when external vendor selected.
Specify routing order and approver roles	Set sequential approval steps and optional parallel reviewers.
Signature Authentication Level	Choose email link, SMS code, or ID verification for signer authentication.

Digital Signing, Formats, and Integration Needs

Digital signing and eSubmission options affect authentication, integrations, and accepted formats for the HR Use of Facilities Agreement.

File Formats: PDF, DOCX, and fillable forms supported.
Integrations: Connects to Salesforce, Microsoft 365, NetSuite, Google Workspace.
Authentication Options: Email link, SMS code, KBA, or ID check.

How This Agreement Differs from Other Facility Contracts

Compare the HR Use of Facilities Agreement with common alternatives to determine which contract matches your operational and legal needs.

Document Comparison: Key Attributes for Employers	HR Use Agreement	Facility Use License
Purpose and Scope	event access	long-term rental
Typical Signatories	employer, vendor	landlord, tenant
Insurance Requirement	required	required
Term Length	hours to days	months to years

Essential Data Points to Capture

Party Names: Full legal names of each party.

Contact Details: Phone number and email address.

Facility Identifier: Room number, building, or area name.

Event Timing: Start, end, and setup/teardown times.

Payment Terms: Amount, due date, and payment method.

Insurance Proof: Certificate of insurance and coverage dates.

Common Pitfalls to Avoid

Using vague location descriptions (for example 'conference area') without a specific room number leads to double-booking and liability disputes between internal teams.
Failing to require proof of insurance for third-party vendors exposes the organization to uninsured claims and can void indemnity protections.
Not specifying setup/teardown windows causes operational conflicts and unexpected costs for facilities staff who must rearrange schedules.
Allowing verbal approvals or unsigned emails increases risk; unsigned agreements may be unenforceable under certain statutes.

Potential Consequences of an Improper Agreement

Breach Liability: Monetary damages and remediation obligations.

Insurance Denial: Claims denied without required coverage.

Permit Violations: Fines and event shutdown risk.

Contract Ambiguity: Enforceability disputes in court.

Operational Disruption: Overruns and staffing cost exposure.

Reputational Harm: Negative employee or public impact.

Vendor Pricing and Feature Snapshot for eSigning

Key pricing and feature differences among common eSignature vendors for HR Use of Facilities Agreements.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card required	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Available	Available	Available	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA required)	Yes	Yes	No	No

Practical Scenarios Where This Agreement Helps

Real-world situations illustrate how the agreement reduces confusion, improves scheduling, and documents responsibility for events and external contractors.

Onsite Training Session

A company schedules multi-day onboarding in a shared training room

The agreement lists setup, AV needs, and insurance
Clear timing, deposit terms, and a signed agreement prevented double-booking and clarified cleanup responsibilities for facilities staff.

Vendor-Led Benefits Fair

An outside benefits vendor requests a conference area for open enrollment

The agreement required vendor insurance and a staffing contact
Requiring a certificate of insurance and an onsite contact reduced liability and simplified access control on the day of the event.

Frequently Asked Questions

Answers to common questions about completing, signing, and storing HR Use of Facilities Agreements, including eSignature and notarization concerns.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most jurisdictions, provided intent, consent, attribution, and record retention requirements are met; specific exceptions may apply.
When is notarization required?
Notarization depends on state law and the agreement's purpose. Many facility use agreements do not require a notary, but permits or local rules might. Note that RON availability varies by state; over 45 states permit permanent RON.
What documents should be attached?
Attach proof of insurance, a certificate holder form, vendor contact information, payment instructions, and any required permits or campus approvals to streamline verification and reduce day-of-event issues.
How do I correct a signed agreement?
Do not alter a signed copy unilaterally. Prepare a written amendment or addendum signed by all parties that states the change and effective date; preserve the original for auditability.
Who must sign the agreement?
An individual with authority to bind the organization should sign: an authorized officer, department head, or delegated facilities manager. Document signatory authority internally to avoid challenges to enforceability.
How long should I retain the agreement?
Retain agreements according to applicable rules: at least three years for financial records (IRC §6501(a)), six years for HIPAA-related records (45 CFR §164.530(j)), and longer where state law or industry rules require it.

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