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.
Ohio Checklist for Drafting a Lease or other Agreement for the use of Exhibit Space at a Trade Show or an Exhibition To ensure a smooth and successful event, it is essential for both exhibitors and organizers to have a comprehensive lease or agreement for the use of exhibition space at a trade show or an exhibition. This checklist outlines key considerations and provisions that should be included in such agreements in the state of Ohio. Please note that this checklist is not exhaustive and may vary based on specific circumstances or event requirements. 1. Identification of Parties: Clearly state the names and contact details of both the exhibitor and the trade show organizer/sponsor. Include any legal entities, if applicable. 2. Description of Exhibition Space: Provide a detailed description of the rented space, including dimensions, location, and any specific requirements or limitations. 3. Lease Term: Specify the duration of the lease, including setup and breakdown periods, as well as the exhibition dates. Ensure clarity on any extensions or early termination clauses. 4. Fees and Payments: Clearly state the rental fees, any additional charges (e.g., utilities, Wi-Fi), and the payment schedule. Specify accepted payment methods and any penalties for late payments. 5. Exhibit Rules and Regulations: Detail the rules and regulations governing the use of the exhibition space, including setup and display restrictions, allowable materials, noise limits, and security considerations. Ensure compliance with relevant Ohio laws and regulations. 6. Liability and Insurance: Specify the responsibilities for property damage, personal injury claims, and liability insurance requirements for both the exhibitor and the organizer. Consider including indemnification clauses to protect both parties from third-party claims. 7. Assignment and Subleasing: Determine if the exhibitor is allowed to assign or sublease the space to third parties, and specify any restrictions or approval processes. 8. Advertising and Marketing: Outline any marketing or advertising obligations for both parties, such as displaying event logos, providing promotional materials, or participating in media coverage. 9. Termination and Cancellation: Establish conditions under which either party can terminate or cancel the agreement, including notice periods and potential refunds or penalties. 10. Governing Law and Jurisdiction: Determine which state laws (specifically, Ohio laws) will govern the agreement and identify the jurisdiction for resolving any disputes. Types of Ohio Checklists for Drafting a Lease or Agreement: 1. Basic Exhibition Space Agreement: This checklist focuses on essential provisions for renting exhibit space, suitable for small-scale or less complex trade shows or exhibitions. 2. Comprehensive Exhibition Space Lease: This checklist includes more robust provisions and serves best for large-scale or complex events, requiring additional considerations such as security, logistics, and extended rental periods. 3. Customized Exhibition Space Agreement: Depending on specific event requirements or unique circumstances, the checklist can be further tailored to meet the needs of the exhibitor and the organizer. Remember to consult an attorney or legal professional experienced in Ohio law while drafting or reviewing any lease or agreement to ensure compliance and to address individual circumstances.
