Hospitality Pro Toolkit
A complete toolkit for established hotels and B&Bs, including an annual accommodation and venue agreement and an in-depth guest experience review
Get started with PocperA complete toolkit for established hotels and B&Bs, including an annual accommodation and venue agreement and an in-depth guest experience review
Get started with PocperThis agreement sets out the terms under which the property ("Host") makes rooms, event space, and related services available to the organisation or individual named below ("Client") on a recurring basis over the term. It becomes effective only when BOTH parties have signed below. The Host 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.
Host (property / business name):
Client (full legal name):
Client billing email:
Client contact phone:
Agreement start date:
Initial term:
The Host reserves the following rooms, spaces, and services for the Client during the term:
Room / space | Capacity / units | Notes |
|---|---|---|
Anything not listed above is not reserved and is subject to availability at the time of each booking.
Item | Amount | When due |
|---|---|---|
Agreed room rate (per night) | ||
Event space hire (per booking) | ||
Refundable security deposit | ||
Late payment interest |
Invoices are issued after each booking or monthly by agreement, and are due within 14 days of receipt. The security deposit is held against damage or loss and returned within 14 days of the final booking, less any documented deductions.
I have read and agree to the rates, deposit, and payment terms in this section.
Individual bookings against this agreement are confirmed in writing (email is sufficient) at least 14 days before arrival. The Client may cancel or reduce a confirmed booking free of charge up to 30 days before arrival; cancellations within 30 days are charged 50% of the booking value, and within 7 days or no-shows are charged in full. The Host will use reasonable efforts to re-let cancelled space and reduce the charge accordingly.
Any special booking, change, or cancellation terms agreed between the parties:
I understand how bookings are confirmed and how changes and cancellations are charged.
The Client and its guests will observe the Host's house rules, respect quiet hours between 22:00 and 08:00, and comply with capacity, fire-safety, and licensing limits for any event. The property is non-smoking indoors. The Client is responsible for any damage to rooms, event space, furnishings, or shared areas caused by the Client or its guests, and authorises the Host to charge reasonable repair or replacement costs against the deposit or on account.
I accept responsibility for the conduct of my guests and for any damage caused during our bookings.
The Host maintains public liability insurance for its premises. The Client is responsible for insuring its own property, equipment, and event activities, and indemnifies the Host against third-party claims arising from the Client's use of the space, except to the extent caused by the Host's negligence. Neither party is liable for failure to perform due to events beyond its reasonable control.
I have read and agree to the liability and insurance terms in this section.
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 bookings honoured and reserved through the effective termination date.
I have read and agree to the term, renewal, and termination provisions in this section.
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.
Host — 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.
The Annual Accommodation & Venue Agreement template is a ready-to-use form from Pocper's Hospitality Pro Toolkit pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.