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.
Arizona Checklist for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Show or an Exhibition When entering into a lease or agreement for the use of exhibit space at a trade show or exhibition in Arizona, it is essential to ensure all necessary provisions are included to protect the rights and responsibilities of both the exhibitor and the event organizer. The following checklist outlines some key factors to consider when drafting such a lease or agreement: 1. Event Information: a. Clearly state the name, dates, and location of the trade show or exhibition. b. Specify the booth or exhibit space number assigned to the exhibitor. 2. Term and Termination: a. Define the duration of the lease or agreement, including move-in and move-out dates. b. Include provisions for early termination or cancellation by either party if necessary. 3. Rental Fees and Payment Terms: a. Outline the total rental fee for the exhibit space and any additional charges or fees. b. Specify the payment schedule, due dates, and acceptable payment methods. c. Indicate the consequences of late or non-payment. 4. Space Allocation and Layout: a. Describe the dimensions and location of the exhibit space, including any restrictions or limitations. b. Highlight any additional services provided, such as access to utilities, Wi-Fi connectivity, or signage opportunities. 5. Rules and Regulations: a. Incorporate the event organizer's rules and regulations that the exhibitor must comply with. b. Detail any restrictions on booth displays, noise levels, or specific activities. c. Include requirements for liability insurance coverage and provide proof of insurance provision. 6. Indemnification and Liability: a. Clarify each party's responsibilities regarding property damage, theft, or personal injury. b. Include indemnification clauses, holding each party harmless against any claims arising from their actions. 7. Intellectual Property Rights: a. Address exhibitor's rights to intellectual property displayed at the event. b. Define rules regarding the usage of event logos, trademarks, or copyrighted materials. 8. Force Mature: a. Insert a force majeure clause, outlining circumstances that may impact the execution or cancellation of the lease or agreement due to unforeseen events like natural disasters or government orders. 9. Dispute Resolution: a. Specify the jurisdiction and applicable laws in case of disputes. b. Determine the preferred method of dispute resolution, such as arbitration or mediation. Keep in mind that variations of this checklist may exist within different regions or event organizers in Arizona. However, the above list covers the general key aspects necessary for drafting a lease or agreement for the use of exhibit space at a trade show or exhibition in Arizona.
