Party room rules: a template for your building

For building managers, boards and management companies · Updated October 2026

Why written rules matter

Almost every party room dispute starts with a rule that was never written down: how late the music can go on, who pays for the broken glass, how far ahead you have to book, who cleans up. When the rule is written, approved and handed to everyone, the building manager doesn't have to decide case by case, and residents know before the party what they'll be charged for. Written rules also protect whoever books: the same rules apply to everyone.

Good rules answer five questions: who can book and how, what it costs, when and for how many people, how the room is handed over and returned and what happens if something goes wrong. The template below follows that order.

Rules template

Party room rules for ________________________________ (building)

Section 1. Use

The party room is for private events held by residents of the building, owners or tenants, and their guests. The resident who books is responsible for the event, the guests and any damage caused, and must be present the whole time.

Section 2. Booking

• Bookings are made with the management at least ____ days and at most ____ days in advance, in the order requests are recorded.
• Each unit may book the room at most ____ time(s) a month.
• There is a minimum gap of ____ hours between two events for cleaning and inspection. Bookings that overlap that gap are not accepted.
• Bookings can be cancelled free of charge up to ____ days before the event. After that, ____________________.

Section 3. Fee

Use of the room costs ________ per event (or ______ per hour), used for ____________________ (e.g. cleaning, maintenance), added to the following month's building fee.

Section 4. Hours, noise and capacity

• The room may be used from ____ to ____. Keys are handed back and the check-out inspection is done by ____.
• Music and sound must respect the building's quiet hours (from ____) and local noise regulations.
• Maximum capacity is ____ people, including the resident. The guest list must be given to the front desk at least ____ hours before the event.

Section 5. Check-in and check-out inspection

• Before the event, a staff member and the resident go through the room and its items (furniture, tableware, equipment) together, record the condition of each one and sign the check-in inspection.
• After the event, the same check is done in the check-out inspection, also signed by the resident.
• Any damage or missing item recorded at check-out that was not on the check-in is the responsibility of the resident who booked, who must repair it or reimburse the building within ____ days.
• If the resident doesn't attend the inspection, the staff member's record, with photos, stands.

Section 6. Cleaning and return

The room must be returned with the trash sorted and taken to the designated place, furniture back in place and equipment switched off. ☐ Deep cleaning is done by the building and included in the fee. ☐ Cleaning is the resident's responsibility.

Section 7. Not allowed

• Nails, tape or decorations that damage walls, doors or glass.
• Fireworks, unsupported candles or any open flame outside the barbecue.
• Taking furniture, tableware or equipment out of the room.
• Extending the event into other shared areas without permission.
• ____________________________________________ (other building rules).

Section 8. Breaches

Breaking these rules subjects the resident to the penalties set out in the building's bylaws and house rules, in addition to paying for any damage.

Section 9. Anything not covered

Cases these rules don't cover are decided by the building manager, consulting the board when needed.

Approved at the residents' meeting held on ___/___/______.

Tips for approving and applying the rules

• Check the bylaws first. They say how house rules are approved and changed and which penalties can be applied. The party room rules can't contradict them. If in doubt, ask your management company or a lawyer to review the text.
• Use numbers, not adjectives. “Until 11 pm” and “60 people max” can be checked; “reasonable hours” and “a suitable number of guests” start arguments.
• Spell out what happens with damage. The deadline to repair or reimburse and how the charge is made must be in the text, not just in the manager's head.
• The inspection is the evidence. The damage rule only works with a signed check-in and check-out inspection. Start from our printable party room checklist.
• Publish it and hand it over at booking. Put the rules on the notice board, send them to residents and give a copy with every booking.
• Look after personal data. Guest lists and inspections include names, units and signatures. Keep them only as long as the building needs them, as privacy law requires.

Need to take the idea to the board first? Use our ready-made board proposal too.