Meeting room rental: what to consider in the contract

Rental of conference rooms is constantly growing in demand nowadays. Meeting room in Neuchâtel are chosen for various purposes: trainings, seminars, brainstormings or business events. The conference room serves as a multipurpose facility for any event.

However, quite often different situations arise that lead to misunderstandings between the contracting parties of the conference room rental agreement. Most of these disagreements occurs due to the lack of a settlement in the contract. As a rule, there is a certain format of the contract that no one tries to change, but unfortunately in majority of the cases the contract is not read at all. And in vain, because when you rent a conference room, you sign up to fulfill specific obligations under this agreement.

In reality, there are many situations that are not covered by the contract. Luckily you can reach mutually beneficial solution. But sometimes renting conference rooms turns into a long legal dispute. But it was only necessary to add one paragraph to the contract, that would dot the i’s and cross the t’s…

So what should the contract stipulate in advance…?

The meeting room must be rented out together with all technical equipment exclusively for its intended use (it may be a projector, microphone, speakers, etc.).  

When a conference room is loaned to a tenant, the tenant is also allowed to place information (newsletter, advertisement) there. To avoid confusion, it is better to negotiate this aspect as additional clauses in the contract.

The way of payment is particularly important for the rent of the conference room. If it’s a monetary value, then it’s simple. However, if the price of a conference room is expressed not in monetary terms but in services or benefits (e.g. the opportunity to participate in a conference organized by the tenant), then not only additional clauses in the contract may be required, but also an additional agreement.

The possibility of rescheduling (including unilaterally), the cancellation of conference room rent and early termination of the contract should be specified in the contract most thoroughly.

In order to prevent any unforeseen disagreements, it is better to specify in the contract all sorts of additional details: exact dates of conference room rent, furniture arrangement plan and number of participants.

The time period of rent is the most toughest issue in renting the meeting room. A separate clause in the contract should specify the time when the tenant can enter the conference room before the event, the duration of the event and the time during which he or she is entitled to stay in the conference room after the event. As a rule, the time before and after the event is around 20-30 minutes.

In Coworking Neuchâtel we have taken into account all the above mentioned instructions to deliver a seamless experience for the conference rooms rental. The rental contract specifies the date, arrival and departure time; included services (privative use of floor space and furniture, reception, conference equipment, cleaning, etc) and desired layout. It is possible to change the event date up to 3 weeks before the scheduled reservation of the meeting room. The contract also provides discounts for subsequent reservations of the conference room. Take a moment to read the main provisions of the rental contract:

In this article we have enumerated the main points to pay attention to when signing a conference room rental agreement.  In any case, a lot depends on the location, type of event and simply on the human factor. Therefore we recommend you to choose the meeting rooms in the Coworking Neuchâtel, where you can rely on the professional expertise of our team.

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