What is a campsite rental agreement?
Whether you run a campground or let people pitch a tent in your meadow, a short signed agreement sets expectations before anyone arrives: how many people and vehicles, when to arrive and leave, what's included, what happens if they cancel or you have to close for a fire ban, and the rules that protect the land and your neighbours.
This template covers the site and what's included, arrival and departure times, the maximum number of people and vehicles, the total fee with an optional booking deposit and a refundable damage deposit, a choice of flexible, moderate or strict cancellation terms (or your own), refunds if the host cancels for safety reasons, fire rules that follow any fire ban, a pet policy, the ordinary outdoor risks, the camper's duties (quiet hours, rubbish, wildlife, waste water, children, driving), and the lead camper's responsibility for the whole group.
- Best for
- Campgrounds, farm and private-land camping, glamping sites and cabin hosts
- Signed by
- The lead camper and the host (with job title)
- Cancellation
- Flexible, moderate, strict or your own terms
- Length
- About 2 to 3 pages
When to Use a campsite rental agreement
- A farm renting a few tent pitches over summer weekends
- A glamping business confirming bookings for yurts or safari tents
- A campground renting RV pitches with hook-ups
- A landowner hosting a group or family camp on private land
- A cabin host who wants clear fire and pet rules in writing
What You Fill In
26 blanks, then the name and email of each person who signs: host, camper.
1 The booking
- Host or campground*
- Host phone (for arrival and emergencies)*
- Lead camper's full name*
- Lead camper's phone*
2 The site
- What is rented* a tent pitch · an RV or caravan pitch · a glamping tent or yurt · a cabin
- Site name or number*
- Location*
- Facilities included
3 Dates and guests
- Arrival date*
- Departure date*
- Check-in*
- Check-out*
- Maximum number of people*
- Vehicles allowed on site*
4 Payment
- Currency*
- Total fee for the stay*
- Booking deposit paid now
- Balance is due
- Refundable damage deposit
- Cancellation policy* Flexible · Moderate · Strict · As set out below
- Your cancellation terms
5 Site rules
- Fires* Campfires only in the fire ring or pit provided · No open fires — camping stoves and barbecues off the ground only · No fires or barbecues of any kind
- Pets* No pets · Up to two dogs, on a lead at all times · Well-behaved pets allowed, under control at all times
- Quiet hours*
- Other rules
- Governing law*
6 Who signs
- Host signature and date, job title · The landowner, campground or glamping business renting the site.
- Camper signature and date · The lead camper who books and is responsible for the group.
What the campsite rental agreement Covers
- The stay
- Fees and deposit
- Cancellation
- Fires and pets
- Outdoor risks
- Looking after the Site
- Contact and general
Using the campsite rental agreement, step by step
1 Describe the site
Choose what's rented — tent pitch, RV pitch, glamping tent or cabin — and give its name or number, location and included facilities, such as a fire ring, water tap, showers or hook-up.
2 Set dates, guests and fees
Enter arrival and departure dates and times, the maximum number of people and vehicles, the total fee, any booking deposit and when the balance is due, and a refundable damage deposit if you take one.
3 Pick cancellation, fire and pet rules
Choose a cancellation policy: flexible (full refund up to 7 days before), moderate (full refund up to 30 days, half up to 7) or strict (half refund up to 30 days), or write your own. Then choose the fire rule, the pet rule, quiet hours and any other site rules.
4 Send to the lead camper
The lead camper signs for the whole group. Send it by email; they sign on any device, and the signed copy is filed in Files.
Tips Before You Send It
- Fire bans can be announced at short notice — the agreement requires campers to follow them even if they come after booking.
- Be clear about water: if swimming is at the camper's own risk with no lifeguard, say so in the site rules.
- Consumer protection laws may give campers cancellation or refund rights your policy can't override.
- Check whether you need a licence, permit or planning consent to host campers on your land, and whether your insurance covers it.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Campsite rental agreement: frequently asked questions
Does the host have to refund if it closes the site?
Yes. If the host cancels or closes the site for safety reasons such as a fire ban, flooding or a severe weather warning, the camper gets a full refund for the nights affected, but no other compensation.
Is this a liability waiver?
Not a full one. The camper accepts the ordinary natural risks of camping, but the host remains responsible for injury or loss caused by its own negligence, and nothing limits liability that the law does not allow to be limited. For activities with higher risk, consider a separate liability waiver.
Who signs for a group?
The lead camper signs for everyone and is responsible for the whole group, including children and guests.
Is an e-signed booking agreement valid?
In the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, electronic signatures are generally valid for ordinary contracts like this one. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF as evidence of who signed and when.
Is this template free?
Yes. The template is free to use with the eSignature app in VergeHR. The other party doesn't need a VergeHR login to sign.