Since a trade show or exhibition is held for a period of several days or weeks only, an exhibitor's agreement for space at such exhibition would not ordinarily have to be in writing in order to be valid. It is advisable, however, that the agreement be reduced to writing, in order that the rights, duties, and liabilities of the parties can be clearly fixed.
This form is a generic example that may be referred to when preparing such a form for your particular state. It is for illustrative purposes only. Local laws should be consulted to determine any specific requirements for such a form in a particular jurisdiction.
Arkansas Checklist for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Show or an Exhibition When planning to participate in a trade show or exhibition in Arkansas, it is crucial to have a comprehensive lease or agreement in place before using exhibit space. Such a document ensures proper understanding and adherence to the terms and conditions, promoting a smooth and successful event for both exhibitors and organizers. Below is a detailed checklist for drafting an Arkansas lease or agreement for the use of exhibit space: 1. Title and Parties: Clearly state the title of the agreement, such as "Arkansas Lease Agreement for Exhibit Space at Trade Show/Exhibition." Identify all parties involved, including the organizer/event management company and the exhibitor. 2. Date and Duration: Specify the starting date and ending date of the trade show/exhibition. Clarify if the lease agreement encompasses multiple days or if each day requires a separate agreement. 3. Identification of Exhibit Space: Clearly define the allocated exhibit space, including the dimensions, location within the venue, and any additional features (e.g., electricity access, water/sewage connections, internet availability). Attach a map or graphical representation, if necessary. 4. Lease Fee and Payment Terms: State the agreed-upon lease fee, method of payment, and the due dates for payments. Specify any penalties or late fees for missed payments. 5. Insurance Requirements: Outline the insurance coverage exhibitors must carry, including general liability insurance, workers' compensation insurance, and property damage insurance. Specify the minimum coverage limits and whether proof of insurance should be presented before the event. 6. Indemnification and Liability: Describe the responsibilities and liabilities of both parties regarding property damage, injury, or loss incurred during the event. Clearly state the indemnification clause, which holds each party harmless from claims arising out of their own negligence. 7. Booth Design and Setup: Establish rules and regulations related to booth design, construction, decorations, and signage, ensuring they comply with Arkansas building and fire codes. Mention any restrictions or requirements imposed by the venue management. 8. Exhibitor's Obligations: Enumerate the exhibitor's responsibilities, including booth setup and dismantling timeframe, cleanliness of the space, noise restrictions, and adherence to the show's rules and regulations. 9. Show Management's Obligations: Specify the show management's obligations, such as providing essential utilities, maintaining common areas, and promoting the event to attract attendees. 10. Termination and Cancellation: Detail the conditions under which either party can terminate the agreement, including any notice period required. Outline the refund policy in case of cancellation by either party. 11. Governing Law and Jurisdiction: Mention that the agreement is subject to Arkansas state law and identify the county or city where disputes will be resolved. 12. Exhibitor's Representation and Warranties: Include a clause where the exhibitor represents and warrants that their products/services comply with relevant laws and regulations. Types of Arkansas Checklists for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Show or an Exhibition: 1. Standard Lease Agreement: A basic lease agreement covering the essential terms and conditions for using exhibit space at a trade show or exhibition in Arkansas. 2. Customizable Lease Agreement: A more flexible lease agreement that allows exhibitors and organizers to add specific terms according to unique requirements, such as additional services, customization options, or add-on features specific to the event. 3. Multi-Event Lease Agreement: For exhibitors participating in multiple trade shows or exhibitions in Arkansas, a multi-event lease agreement can be used to cover all events within a specified period, streamlining the leasing process and reducing administrative burden. By diligently following this checklist and tailoring it to suit the specific needs of an Arkansas trade show or exhibition, both exhibitors and event organizers can establish a clear and mutually beneficial agreement, creating a successful and memorable experience for all involved.Arkansas Checklist for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Show or an Exhibition When planning to participate in a trade show or exhibition in Arkansas, it is crucial to have a comprehensive lease or agreement in place before using exhibit space. Such a document ensures proper understanding and adherence to the terms and conditions, promoting a smooth and successful event for both exhibitors and organizers. Below is a detailed checklist for drafting an Arkansas lease or agreement for the use of exhibit space: 1. Title and Parties: Clearly state the title of the agreement, such as "Arkansas Lease Agreement for Exhibit Space at Trade Show/Exhibition." Identify all parties involved, including the organizer/event management company and the exhibitor. 2. Date and Duration: Specify the starting date and ending date of the trade show/exhibition. Clarify if the lease agreement encompasses multiple days or if each day requires a separate agreement. 3. Identification of Exhibit Space: Clearly define the allocated exhibit space, including the dimensions, location within the venue, and any additional features (e.g., electricity access, water/sewage connections, internet availability). Attach a map or graphical representation, if necessary. 4. Lease Fee and Payment Terms: State the agreed-upon lease fee, method of payment, and the due dates for payments. Specify any penalties or late fees for missed payments. 5. Insurance Requirements: Outline the insurance coverage exhibitors must carry, including general liability insurance, workers' compensation insurance, and property damage insurance. Specify the minimum coverage limits and whether proof of insurance should be presented before the event. 6. Indemnification and Liability: Describe the responsibilities and liabilities of both parties regarding property damage, injury, or loss incurred during the event. Clearly state the indemnification clause, which holds each party harmless from claims arising out of their own negligence. 7. Booth Design and Setup: Establish rules and regulations related to booth design, construction, decorations, and signage, ensuring they comply with Arkansas building and fire codes. Mention any restrictions or requirements imposed by the venue management. 8. Exhibitor's Obligations: Enumerate the exhibitor's responsibilities, including booth setup and dismantling timeframe, cleanliness of the space, noise restrictions, and adherence to the show's rules and regulations. 9. Show Management's Obligations: Specify the show management's obligations, such as providing essential utilities, maintaining common areas, and promoting the event to attract attendees. 10. Termination and Cancellation: Detail the conditions under which either party can terminate the agreement, including any notice period required. Outline the refund policy in case of cancellation by either party. 11. Governing Law and Jurisdiction: Mention that the agreement is subject to Arkansas state law and identify the county or city where disputes will be resolved. 12. Exhibitor's Representation and Warranties: Include a clause where the exhibitor represents and warrants that their products/services comply with relevant laws and regulations. Types of Arkansas Checklists for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Show or an Exhibition: 1. Standard Lease Agreement: A basic lease agreement covering the essential terms and conditions for using exhibit space at a trade show or exhibition in Arkansas. 2. Customizable Lease Agreement: A more flexible lease agreement that allows exhibitors and organizers to add specific terms according to unique requirements, such as additional services, customization options, or add-on features specific to the event. 3. Multi-Event Lease Agreement: For exhibitors participating in multiple trade shows or exhibitions in Arkansas, a multi-event lease agreement can be used to cover all events within a specified period, streamlining the leasing process and reducing administrative burden. By diligently following this checklist and tailoring it to suit the specific needs of an Arkansas trade show or exhibition, both exhibitors and event organizers can establish a clear and mutually beneficial agreement, creating a successful and memorable experience for all involved.
Para su conveniencia, debajo del texto en español le brindamos la versión completa de este formulario en inglés. For your convenience, the complete English version of this form is attached below the Spanish version.
