Venue contracts signed before someone else books the date

What a venue gets signed

• Rental agreementDate, hours including setup and teardown, spaces, capacity, fees, payment schedule and cancellation. Start from the event venue rental agreement.
• Wedding contractThe same, plus ceremony and rehearsal times, getting-ready rooms and the rain plan. See the wedding venue contract.
• Venue rulesNoise curfew, no confetti or open flames, nothing nailed to the walls, cleanup, and who may serve alcohol.
• Vendor requirementsLoad-in times, parking, power and the insurance certificate each outside vendor must provide.
• Floor plan and final detailsLayout, table count, guest count and the event-day timeline, approved a few weeks out.
• Damage and incident reportIf something breaks, a short report the client or vendor signs the same night.

Holds that don't hang around

1. 1

   Send after the tour

   Fill the rental agreement with the date, spaces and price and send it by link while they're still in the parking lot. A calculated field adds the ceremony fee or extra hours they tick.

2. 2

   Let the hold expire

   Set the signing link to expire when your courtesy hold ends. If they don't sign in time, the date is yours to sell again. See signing links that expire.

3. 3

   Everyone who's paying signs

   Add both partners, a parent, or a company's signer and their approver. Each gets their own link, in order or all at once.

4. 4

   Countersign and confirm

   Add yourself last. When you sign, everyone gets the sealed PDF, and the date is booked on a record.

Outside vendors sign your rules

Every caterer, florist, DJ and photographer who walks in should have agreed to your rules. Turn your vendor policy into a public signing link and print the QR code on the vendor packet you send, or put it on your website. Each vendor fills in their business name, the event date and their contact, uploads their insurance certificate in an attachment field, and signs their own copy. On paid plans, the template's Responses tab shows every vendor for every event in one table, so the coordinator can check the list before load-in.

Final details and corporate events

A few weeks before the event, send the floor plan and timeline with an Approve field and initials beside the final guest count, with the planner and caterer added as CCs, so everyone works from the same signed version. Corporate clients often need a manager and someone from purchasing; set the signing order so the manager signs first, and use a signer group when any one of their team can approve. On paid plans, with Save signers to Contacts on, every client and planner who signs is saved for the next booking.

Pricing for venues

Sales managers and event coordinators who send contracts each need a seat. Crew is $49 a month for 5 people, with your venue's logo on signing pages and emails, and extra seats are $8 a month. A venue with one sales manager can start on Solo at $15 a month. Public-link signatures use envelopes, which are unlimited on paid plans. New workspaces get 14 days of Crew free. See plans.

What SignMaster doesn't do

• It isn't a booking calendar and doesn't block dates for you.
• It doesn't collect deposits or damage deposits.
• It doesn't check whether a vendor's insurance is adequate. Your coordinator does.
• It emails signing links; copy a link to text a client.