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.
West Virginia Checklist for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Show or an Exhibition When drafting a lease or agreement for the use of exhibit space at a trade show or exhibition in West Virginia, it is essential to ensure all necessary provisions are included. This checklist outlines critical considerations to include in the document to protect both the exhibitor and the event organizer: 1. Identification of the Parties: Clearly state the names and contact information of the exhibitor, as well as the event organizer or trade show management company. 2. Description of the Exhibit Space: Provide a detailed description of the exhibit space, including dimensions, location on the floor plan, and any additional amenities or services provided (e.g., electricity, storage, internet access). 3. Lease Term: Specify the start and end dates of the lease, along with any specific setup and dismantle periods. Include any provisions for early move-ins or extensions if necessary. 4. Lease Fees and Payment Terms: Outline the total lease fees and any additional charges, such as taxes or security deposits. Specify the payment schedule, including due dates and acceptable payment methods. 5. Insurance Requirements: Clearly state the insurance requirements for the exhibitor, including general liability coverage. Specify the minimum coverage amounts and list the event organizer as an additional insured party. 6. Indemnification: Include a provision where the exhibitor agrees to indemnify and hold harmless the event organizer or trade show management company from any liability arising from the exhibitor's participation. 7. Rules and Regulations: Incorporate a comprehensive set of rules and regulations that govern the exhibitor's conduct during the event. Cover important aspects such as booth setup and design, noise levels, prohibited activities, and limitations on signage and displays. 8. Occupancy and Use: Specify the hours during which the exhibitor can access and operate within the exhibit space. Address any restrictions on the use of hazardous materials, open flames, or other potentially dangerous activities. Include provisions for compliance with local laws and regulations. 9. Promotion, Advertising, and Sponsorships: Clarify the exhibitor's rights and obligations regarding their own marketing and promotion efforts during the event. Specify any restrictions on affiliations, partnerships, sponsorships, or endorsements. 10. Termination and Cancellation: Establish the conditions under which either party can terminate the agreement, such as non-payment or breach of terms. Include any applicable notice periods and potential penalties for early termination. Types of West Virginia Checklists for Drafting a Lease or other Agreement: 1. Trade Show Exhibit Space Lease Agreement Checklist 2. Exhibition Booth Rental Agreement Checklist 3. Convention Center Exhibit Space Rental Checklist 4. Conference Hall Lease Agreement Checklist These are some examples of checklists that may be tailored specifically for different venues or types of agreements within the trade show or exhibition industry in West Virginia. The specific checklist needed will depend on the unique requirements and circumstances of the event.
