House rules for your facility: how to do it right

Why house rules are so important

Without clear house rules, there is always room for dispute in the event of conflicts: "I didn't know that", "That wasn't listed anywhere." By having written rules that tenants agree to at the time of booking, you lay the foundation for a professional rental relationship. You also protect yourself in liability matters.

What should be included at a minimum?

Prepare a set of house rules for each rented space that at a minimum covers the following:

• Access and key management: How and when does the tenant gain access? Who is responsible for the key?
• Start and end times: Should the space be vacated on time? Is there a tidying-up period after the event?
• Capacity: What is the maximum number of people in the space?
• Noise: Are there noise limits? Is there an evening curfew?
• Smoking and alcohol: Is smoking allowed? Is alcohol consumption permitted, and if so, until what time?
• Cleaning: What do you expect from the tenant when leaving?
• Damage and liability: Who is responsible for damage, and how is this determined?
• Emergency procedures: Where are the escape routes, first-aid supplies and fire extinguishers?

Safety and compliance

Also state what the safety rules are for the premises:

• Maximum occupancy (in accordance with fire safety regulations)
• Prohibition on open flames, barbecues or candles (unless explicitly permitted)
• Mandatory closing of doors and windows on departure
• Instructions for the alarm system, if present

Code of conduct for users

In addition to the practical rules, it's wise to include codes of conduct as well. Consider:

• Respectful interaction with fellow users and neighbours
• No discrimination, bullying or aggression on the premises
• Rules regarding photography and filming (particularly relevant for activities with children)

Tie the house rules to the rental agreement

Explicitly reference the house rules in the rental contract and have the tenant sign to indicate agreement. This can also be done digitally: during online booking a checkbox "I agree to the house rules" with a link to the document. This demonstrates that the tenant knew and accepted the rules.

Communicate proactively

Always include the house rules in the confirmation email when booking. Also display them visibly in the space itself. Tenants who read the rules again shortly before their event are more likely to take them into account than people who signed the contract months earlier.

Review and update annually

Have there been any situations over the past year that were not properly arranged? If so, add them to the house rules. House rules that grow with practical experience become increasingly effective and complete.