Run Facility Rental Agreement and Use Inspection — Free

Inspection Details

Inspection type

Inspection date and time critical (required)

Facility name critical (required)

Space inspected

Identify the specific room, gym, hall, or multipurpose area inspected.

Inspector name critical (required)

Renter organization name critical (required)

Renter and Agreement Verification

Renter contact information is complete critical (required)

Verify that the renter name, phone number, and email are recorded on the rental agreement.

Yes No N/A

Authorized renter representative present critical (required)

Confirm the person present is authorized to sign or receive the facility on behalf of the renter organization.

Yes No N/A

Rental agreement signed by both parties critical (required)

Confirm the facility representative and renter representative have signed the agreement before use.

Yes No N/A

Rental dates and times match approved reservation critical (required)

Verify the scheduled use window matches the approved booking and any setup or teardown windows.

Yes No N/A

Special use restrictions reviewed

Confirm any restrictions for food, alcohol, amplified sound, occupancy, or equipment use were reviewed with the renter.

Yes No N/A

Key or access control issued and logged critical (required)

Document whether keys, fobs, gate codes, or access cards were issued and recorded for the rental period.

Yes No N/A

Insurance, Deposit, and Administrative Controls

Certificate of insurance on file critical (required)

Verify a current certificate of insurance is provided before occupancy, if required by the facility agreement.

Yes No N/A

Insurance coverage dates valid for rental period critical (required)

Confirm the policy effective dates cover the full rental window, including setup and teardown if applicable.

Yes No N/A

Additional insured wording verified

If required by the agreement, confirm the facility or nonprofit is listed as additional insured.

Yes No N/A

Security deposit received critical (required)

Confirm the security deposit amount was collected before use and matches the agreement terms.

Yes No N/A

Deposit amount recorded

Record the deposit amount received or held for the rental.

Special fees or charges noted

Document any cleaning fees, overtime charges, damage charges, or other agreed costs.

Pre-Event Condition Walkthrough

Floors clean, dry, and free of trip hazards critical (required)

Check for spills, debris, loose cords, damaged flooring, or other walking hazards in the rental area.

Yes No N/A

Photo evidence (optional)

Entrances and exits unobstructed critical (required)

Verify doors, corridors, and exit paths are clear for normal occupancy and emergency egress.

Yes No N/A

Photo evidence (optional)

Lighting operational in inspected space

Confirm overhead and task lighting are functioning in the room or gym area.

Yes No N/A

Restrooms available and stocked

Verify restrooms assigned to the rental area are open, clean, and stocked with soap and paper supplies.

Yes No N/A

Furniture and equipment in good condition

Inspect tables, chairs, mats, bleachers, or other provided items for visible damage or instability.

Yes No N/A

Photo evidence (optional)

Existing damage documented before event

Record any pre-existing scuffs, dents, tears, stains, or other conditions that should not be attributed to the renter.

Photo evidence (optional)

Post-Event Condition Walkthrough

Space returned to agreed condition critical (required)

Confirm the room or gym was left in the condition required by the rental agreement, including furniture reset if applicable.

Yes No N/A

Photo evidence (optional)

Trash removed and waste properly disposed critical (required)

Check that trash, recyclables, and event waste were removed or placed in the designated receptacles.

Yes No N/A

Photo evidence (optional)

No new damage observed critical (required)

Verify there is no new damage to floors, walls, doors, fixtures, furniture, or equipment after the rental.

Yes No N/A

Photo evidence (optional)

Cleaning required beyond normal turnover

Note whether additional cleaning is needed due to spills, residue, or excessive debris left by the renter.

Yes No N/A

Missing or misplaced items

Document any missing keys, equipment, furniture, supplies, or accessories.

Damage estimate or follow-up needed

Summarize any repair estimate, vendor follow-up, deposit deduction, or incident escalation required.

Sign-Off and Notes

Inspector comments

Use this field for general notes, exceptions, or clarifications not captured elsewhere.

Renter representative signature critical (required)

Inspector signature critical (required)

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Run: Facility Rental Agreement and Use Inspection

Inspection Details

Renter and Agreement Verification

Insurance, Deposit, and Administrative Controls

Pre-Event Condition Walkthrough

Post-Event Condition Walkthrough

Sign-Off and Notes

Get your results