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.
The Illinois Checklist for Drafting a Lease or other Agreement for the use of Exhibit Space at a Trade Show or Exhibition ensures that all necessary provisions are included to protect the interests of both the exhibitor and the event organizer. This comprehensive checklist helps in drafting a legally binding agreement that covers essential topics and addresses common issues that may arise during an exhibition. Below are some key elements that should be considered while drafting such agreements: 1. Identification of Parties: Clearly mention the names, addresses, and contact information of both the exhibitor and the event organizer. Include any relevant business licenses or permits required for the exhibition. 2. Description of Exhibit Space: Specify the location, dimensions, and any limitations or restrictions of the exhibit space. Also, mention if any utilities (such as electricity or water supply) are included in the agreement. 3. Duration of Use: State the specific dates and times the exhibitor is permitted to access and use the exhibit space. Include setup and teardown times as well as restrictions on access during non-event hours. 4. Payment Terms: Outline the total cost of rent or booth fees, the due date(s) for payment, and any penalties for late payments or cancellations. Specify the accepted payment methods and currency. 5. Booth or Space Allocation: If applicable, describe the process of assigning specific booths or exhibit spaces to the exhibitor. Include any rules or regulations for booth design, signage, or display materials. 6. Insurance Requirements: Clearly state the insurance coverage(s) required for the exhibitor, including general liability, workers' compensation, and property damage insurance. Specify the minimum coverage limits and provide details for additional insured parties. 7. Indemnification: Include a clause where the exhibitor agrees to indemnify and hold the event organizer harmless from any claims, damages, or liabilities arising out of the exhibitor's activities or use of the exhibit space. 8. Termination or Cancellation: Outline the conditions under which either party can terminate the agreement, including any penalties or refund policies. Clarify the procedures and notice period required for termination or cancellation. 9. Force Mature: Include a force majeure clause to address unforeseen circumstances, such as natural disasters or government-imposed restrictions, which may affect the event or the parties' obligations under the agreement. 10. Governing Law and Jurisdiction: Specify that the agreement will be governed by the laws of the state of Illinois and identify the jurisdiction where any legal disputes will be resolved. Different types of Illinois Checklists for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Shows or Exhibitions may exist depending on the specific requirements of the event or the parties involved. Examples may include checklists for outdoor trade shows, checklists for non-profit organizations hosting exhibitions, or checklists specific to certain industries (e.g., automotive, technology, or healthcare). These checklists would cater to the individual needs and peculiarities of each type of event, ensuring all relevant factors are addressed in the agreement.
