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. (Statute of Frauds does not require contracts to be in writing that are to be performed within one year). 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.
Florida Checklist of Matters to be considered in Drafting a Lease for the use of Exhibit Space at a Trade Show When drafting a lease for the use of exhibit space at a trade show in Florida, it is crucial to consider specific matters to ensure a smooth and successful exhibition. The following checklist highlights the important aspects that should be included in the lease agreement: 1. Identification of the Parties: Clearly identify the lessor (exhibition organizer) and the lessee (exhibitor) with their contact information. 2. Description of Exhibit Space: Provide a detailed description of the exhibition space, including the location, dimensions, and any specific conditions or restrictions. 3. Lease Term: Specify the duration of the lease, including move-in and move-out dates and times. 4. Rent and Payment Terms: Clearly state the rental amount, payment structure (e.g., lump sum or installment basis), and due dates. Include any applicable taxes, additional charges, and penalties for late payment. 5. Security Deposit: Indicate the amount of the security deposit required and the conditions for its refund or use. 6. Insurance Requirements: Determine the insurance coverage needed by the lessee for liability and property damage. Specify the minimum coverage amount and any additional insured parties required. 7. Indemnification: Include a provision where the lessee agrees to indemnify and hold harmless the lessor from any claims, damages, or losses arising out of the lessee's use of the exhibit space. 8. Use and Restrictions: Clearly define how the exhibit space can be utilized, including any restrictions on activities, prohibited items, or noise limitations. Specify the lessee's responsibility for maintaining their exhibit space in good condition. 9. Utilities and Services: Outline the availability and responsibility for utilities (electricity, water, Wi-Fi, etc.) and any additional services provided by the lessor (cleaning, security, maintenance, etc.). 10. Signage and Advertising: Specify any restrictions on the size, type, or placement of signage and promotional materials within the exhibit space and the premises. 11. Modifications: Establish the process for requesting and obtaining consent for modifications to the exhibit space or any additional services required. 12. Termination and Cancellation: Define the conditions, notice periods, and penalties for lease termination or cancellation by either party. 13. Force Mature: Address how unforeseen circumstances such as natural disasters or events beyond either party's control will be handled, including allowances for rescheduling, refunds, or alternative arrangements. 14. Governing Law: Specify that the lease agreement will be governed by the laws of the state of Florida and any necessary venue or jurisdiction clauses. It is important to note that specific lease agreements may have additional considerations depending on the nature of the trade show or any specific regulations governing the exhibition industry. Therefore, it is advisable to consult with legal professionals familiar with Florida state laws and trade show lease requirements to ensure a comprehensive and legally sound lease agreement. Additional type: Checklist of Matters to be considered in Drafting a Lease for a Specialized Trade Show (e.g., for technology, fashion, or automotive industries).
