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.
Title: Oklahoma Checklist for Drafting a Lease or Agreement for Exhibit Space at Trade Shows or Exhibitions Introduction: When organizing trade shows or exhibitions in Oklahoma, it is essential to have a comprehensive lease or agreement in place for the use of exhibit space. This checklist will guide you through drafting an effective and legally sound agreement that covers the key aspects of leasing exhibit space. Key Considerations for an Oklahoma Exhibition Lease Agreement: 1. Description of Parties: Clearly identify the lessor (property owner) and the lessee (exhibitor/company) involved in the agreement. State their legal names, addresses, and contact information. 2. Exhibition Dates and Location: Specify the exact dates and venue of the trade show or exhibition. Include relevant details such as setup and teardown dates, move-in/out times, and any restrictions or guidelines related to the use of the space. 3. Exhibit Space Description: Provide a detailed description of the exhibit space being leased, including square footage, location within the venue, and any specific amenities or limitations related to the space (e.g., electrical hookups, access to water, limitations on noise or visuals). 4. Term and Rent: Outline the duration of the lease, including any options for renewal. Clearly state the rent amount, frequency of payment, and acceptable payment methods. Mention any applicable taxes, insurance, or additional fees associated with the exhibit space. 5. Permitted Use: Specify the activities allowed within the exhibit space during the trade show or exhibition. Include any restrictions on noise levels, hazardous materials, or offensive content that may be prohibited. 6. Security Deposit: Indicate the amount and conditions for the security deposit, including when it must be paid and the circumstances under which it may be withheld or refunded. 7. Insurance: Stipulate the insurance requirements for both the lessor and lessee. Consider including clauses regarding the coverage, limits, and proof of insurance to protect both parties from potential liabilities. 8. Indemnification and Liability: Clarify the responsibilities and liabilities of each party. Include a mutual indemnity clause to protect both the lessor and lessee from claims or damages arising from their respective activities. 9. Maintenance and Repairs: Specify the obligations of each party regarding the maintenance, cleanliness, and repairs of the exhibit space during and after the event. 10. Compliance with Laws and Regulations: Include a provision stating that both parties will abide by all relevant state and local laws, regulations, and permits, ensuring compliance with fire codes, safety standards, accessibility requirements, and any other applicable regulations. 11. Termination: Outline the conditions that allow either party to terminate the lease or agreement, including procedures to provide notice and any penalties or remedies for early termination. 12. Governing Law and Jurisdiction: Specify that the lease or agreement will be governed by the laws of Oklahoma and state the jurisdiction in which any disputes will be resolved. Types of Oklahoma Checklist for Drafting a Lease or Agreement: 1. Temporary Exhibit Space Lease: This checklist is applicable for short-term leases or agreements where exhibitors lease space for a specific trade show or exhibition. 2. Long-Term Exhibit Space Lease: Suitable for extended lease periods, such as leasing exhibit space at a permanent exhibition hall or center. 3. Fairground Exhibit Space Lease: Specifically designed for leasing exhibit space at fairgrounds or agricultural venues that host trade shows or exhibitions. Remember to consult with legal professionals to ensure compliance with Oklahoma laws and to tailor the lease or agreement to meet the specific needs of your trade show or exhibition.
