User regulations for your venue: what should be included?
Difference from house rules
House rules are the concrete behavioural rules that are visible in the space: no open flames, a maximum of X people, waste in the containers. A user regulation is the broader legal document that applies at the time of booking and sets out the rights and obligations of the tenant and the landlord. Both are necessary. They complement each other.
What should be included in a user regulation?
1. Definitions and scope
Who is the landlord, who is the tenant? To which spaces and services does the regulation apply? Make this clear at the outset.
2. Booking and confirmation
How does the booking process work? When is a booking final? Is there a deposit requirement? Also specify through which channel (online, e-mail, telephone) bookings can be made.
3. Cancellation and refunds
This is a point that is unclear for many landlords. Describe exactly:
- Within how many days prior to the start can cancellation be made free of charge?
- What percentage is charged for late cancellations?
- Is the deposit refunded, and within how many working days?
4. Use of the space
What is the space permitted to be used for? Are commercial activities allowed? May audio or video equipment be brought in? Is there a policy on catering, may guests bring their own drinks, or is alcohol only served from the bar?
5. Liability and damage
Who is liable for damage to the space, inventory or third parties? Many community centres require a deposit or require tenants to take out an events insurance policy for larger gatherings. Be explicit about this.
6. Privacy and data processing
You process personal data of tenants (name, e-mail, IBAN for the deposit). Briefly state this in the regulation and refer to your privacy policy. More about AVG and personal data.
7. Dispute resolution
How are disputes resolved? A brief clause on mediation or the competent court is sufficient.
Tenant consent
A regulation that nobody has read or signed has little legal value. Ensure that tenants actively consent at the time of booking, for example via a checkbox in your online booking system or a signature when collecting the key.
Make the user regulation align with the rental agreement that you use for regular venue rental.
Update periodically
Laws and regulations change. Review the regulation annually and update it if your rental practice changes, for example if you switch to online booking, add a new space, or adjust the alcohol policy.