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.
New York Checklist for Drafting a Lease or Agreement for the use of Exhibit Space at Trade Show or an Exhibition When organizing a trade show or exhibition in New York, drafting a lease or agreement for the use of exhibit space is crucial to ensure a smooth and successful event. This checklist will guide event organizers, exhibitors, and landlords through the essential elements that should be considered when creating such an agreement. Below are the key points to include: 1. Parties involved: Clearly identify the parties involved, including the event organizer or landlord and the exhibitor. Include their legal names, addresses, and contact information. 2. Exhibition details: Provide comprehensive information about the trade show or exhibition, such as its name, location, date(s), duration, and purpose. Specify whether it is open to the public, industry-specific, or by invitation-only. 3. Exhibit space description: Describe the designated exhibit space within the event venue, including its size, location, and any specific features or limitations. Attach a detailed floor plan, indicating the agreed-upon space. 4. Lease term and rent: State the lease or agreement's duration, which might differ depending on whether it is for the entire event or limited to specific days. Determine the rental cost, payment terms, and any penalties for late payments. 5. Rights and responsibilities: Define the rights and responsibilities of both parties. Specify that the landlord is responsible for providing the agreed-upon exhibit space in proper condition, while the exhibitor must observe the rules and regulations set by the event organizer and venue management. 6. Insurance and liability: Include a section highlighting insurance requirements for the exhibitor, such as general liability insurance, property insurance, or workers' compensation coverage. Determine the liability of both parties for any damage, theft, or injury occurring in the exhibit space. 7. Indemnification: Detail the indemnification clause, stating that the exhibitor agrees to hold the event organizer and the venue harmless from any claims, damages, or losses resulting from the exhibitor's actions or negligence. 8. Display guidelines: Provide guidelines for setting up exhibits, including any restrictions on fixtures, displays, signage, or lighting. Outline rules regarding noise levels, crowd management, and compliance with fire and safety regulations. 9. Booth specifications: Clearly outline the exhibitor's booth specifications, such as size, height limitations, and electrical, lighting, and internet requirements. Indicate whether the exhibitor can make alterations, such as painting or installing temporary structures. 10. Termination and cancellation: Specify the circumstances under which either party can terminate the agreement, including potential penalties or refund policies. Address cancellation due to unforeseen events, force majeure, or non-compliance with terms. Types of New York Checklists for Drafting a Lease or Agreement for the use of Exhibit Space: 1. Trade Show Lease Checklist: A comprehensive checklist for organizing trade shows, covering all the necessary elements of drafting a lease or agreement for exhibitors. 2. Exhibition Space Rental Agreement Checklist: Specifically tailored for exhibitions, focusing on the unique requirements of these events and the exhibitors who participate in them. 3. Public Trade Show Lease Checklist: A checklist designed for trade shows open to the public, ensuring compliance with additional regulations and safety measures to protect attendees. By following this New York Checklist for Drafting a Lease or Agreement, event organizers and exhibitors can establish a clear, fair, and legally binding contract that protects the interests of all parties involved while facilitating a successful trade show or exhibition experience.New York Checklist for Drafting a Lease or Agreement for the use of Exhibit Space at Trade Show or an Exhibition When organizing a trade show or exhibition in New York, drafting a lease or agreement for the use of exhibit space is crucial to ensure a smooth and successful event. This checklist will guide event organizers, exhibitors, and landlords through the essential elements that should be considered when creating such an agreement. Below are the key points to include: 1. Parties involved: Clearly identify the parties involved, including the event organizer or landlord and the exhibitor. Include their legal names, addresses, and contact information. 2. Exhibition details: Provide comprehensive information about the trade show or exhibition, such as its name, location, date(s), duration, and purpose. Specify whether it is open to the public, industry-specific, or by invitation-only. 3. Exhibit space description: Describe the designated exhibit space within the event venue, including its size, location, and any specific features or limitations. Attach a detailed floor plan, indicating the agreed-upon space. 4. Lease term and rent: State the lease or agreement's duration, which might differ depending on whether it is for the entire event or limited to specific days. Determine the rental cost, payment terms, and any penalties for late payments. 5. Rights and responsibilities: Define the rights and responsibilities of both parties. Specify that the landlord is responsible for providing the agreed-upon exhibit space in proper condition, while the exhibitor must observe the rules and regulations set by the event organizer and venue management. 6. Insurance and liability: Include a section highlighting insurance requirements for the exhibitor, such as general liability insurance, property insurance, or workers' compensation coverage. Determine the liability of both parties for any damage, theft, or injury occurring in the exhibit space. 7. Indemnification: Detail the indemnification clause, stating that the exhibitor agrees to hold the event organizer and the venue harmless from any claims, damages, or losses resulting from the exhibitor's actions or negligence. 8. Display guidelines: Provide guidelines for setting up exhibits, including any restrictions on fixtures, displays, signage, or lighting. Outline rules regarding noise levels, crowd management, and compliance with fire and safety regulations. 9. Booth specifications: Clearly outline the exhibitor's booth specifications, such as size, height limitations, and electrical, lighting, and internet requirements. Indicate whether the exhibitor can make alterations, such as painting or installing temporary structures. 10. Termination and cancellation: Specify the circumstances under which either party can terminate the agreement, including potential penalties or refund policies. Address cancellation due to unforeseen events, force majeure, or non-compliance with terms. Types of New York Checklists for Drafting a Lease or Agreement for the use of Exhibit Space: 1. Trade Show Lease Checklist: A comprehensive checklist for organizing trade shows, covering all the necessary elements of drafting a lease or agreement for exhibitors. 2. Exhibition Space Rental Agreement Checklist: Specifically tailored for exhibitions, focusing on the unique requirements of these events and the exhibitors who participate in them. 3. Public Trade Show Lease Checklist: A checklist designed for trade shows open to the public, ensuring compliance with additional regulations and safety measures to protect attendees. By following this New York Checklist for Drafting a Lease or Agreement, event organizers and exhibitors can establish a clear, fair, and legally binding contract that protects the interests of all parties involved while facilitating a successful trade show or exhibition experience.
