Annual Event Hosting Agreement

This agreement sets out the terms of an ongoing hosting arrangement between the escape room venue ("Provider") and the organisation booking recurring events ("Client"). It becomes effective only when BOTH parties have signed below. The Provider drafts and signs first, then shares this document with the Client for review and countersignature — either in-app, or by printing, signing, and uploading a scanned copy.

Section 1 — Parties & Term

Provider (venue name):

Client (full legal name):

Client contact person:

Client billing email:

Agreement start date:

Initial term:

Section 2 — Reserved Sessions & Capacity

During the term, the Provider will reserve the following recurring session capacity for the Client:

Sessions beyond the reserved capacity above are subject to availability and billed at the standard walk-in rate. Reserved sessions not used within the applicable month do not roll over unless agreed in writing.

I have read and agree to the reserved-capacity terms in this section.

Section 3 — Fees & Payment

Invoices are issued at the start of each billing cycle and are due within 14 days of receipt. The hosting retainer is payable regardless of how many reserved sessions are used, in exchange for the Provider holding the capacity in Section 2 open for the Client.

I have read and agree to the fee and payment terms in this section.

Section 4 — Rescheduling & Cancellation

A reserved session may be rescheduled at no charge with at least 48 hours’ notice, subject to availability. Cancellations inside 48 hours are billed at the late cancellation fee in Section 3. No-shows are treated as a used session. The Provider may reassign a room for maintenance or safety reasons and will offer the Client a comparable alternative slot.

I understand how rescheduling, cancellations, and no-shows are handled.

Section 5 — Conduct, Safety & Damage

The Client is responsible for ensuring its participants follow the Provider’s safety briefing and staff instructions at all times. Participants must not force props, sets, locks, or fixtures. The Client is liable for the repair or replacement cost of any damage caused by its participants beyond normal wear. The Provider may pause or end a session where conduct threatens the safety of people or the room.

I have read and agree to the conduct, safety, and damage terms in this section.

Section 6 — Confidentiality of Puzzles & Media

The Client and its participants will keep room solutions, puzzle mechanics, and storylines confidential and will not publish spoilers, photos, or video of room interiors without the Provider’s written consent. The Provider may capture group photos at agreed moments and use anonymised, non-spoiler media for its own promotion unless the Client opts out in writing.

I have read and agree to the confidentiality and media terms in this section.

Section 7 — Term, Renewal & Termination

After the initial term, this agreement renews automatically for successive periods of the same length unless either party gives written notice of non-renewal at least 30 days before the current period ends. Either party may terminate for material breach that remains uncured 14 days after written notice. On termination, the Client pays for all sessions delivered and capacity reserved through the effective termination date.

I have read and agree to the term, renewal, and termination terms in this section.

Section 8 — General Acknowledgments

I have read and understood each section of this agreement.

I have had the opportunity to ask questions and seek independent advice.

I consent to electronic signatures having the same legal effect as handwritten signatures.

I am authorized to enter into this agreement on behalf of the party named above.

Section 9 — Signatures

Provider — printed name:

Date:

Client — printed name:

Date:

Optional — upload a countersigned scan of this agreement:

This template is provided for reference only and does not constitute legal advice. Consult qualified counsel before relying on this document.