This form is a suggested checklist to use when preparing a contract for an exhibition space at a trade show or similar such exhibition. Exhibitions generally involve companies in a specific industry and gives them a chance to showcase and demonstrate their new products and services. 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: Hawaii Checklist for Drafting an Agreement for Use of Exhibit Space or Booth at Exhibition Introduction: Drafting an agreement for the use of exhibit space or booth at an exhibition in Hawaii requires careful consideration and attention to detail. This checklist aims to provide a comprehensive guide that includes all the necessary elements to be included in the agreement. By following this checklist, event organizers can ensure a smooth and successful experience for both exhibitors and the event itself. 1. Event Details: — Specify the exhibition name, venue, and dates. — Provide a brief description of the event, including its purpose and target audience. — Outline any specific rules, regulations, or guidelines related to the exhibition. 2. Parties Involved: — Identify the exhibiting company or individual (the "Exhibitor") and the event organizer (the "Organizer"). — Include the complete legal names, addresses, and contact information of both parties. 3. Exhibit Space Details: — Clearly define the size, location, and configuration of the exhibit space or booth assigned to the exhibitor. — Include a floor plan or layout indicating the location of the exhibit space. — Specify any additional features or amenities included with the exhibit space (e.g., power outlets, tables, chairs). 4. Exhibition Costs and Payment Terms: — Clearly outline the total cost of the exhibit space, including any applicable taxes and additional charges (e.g., security deposit, insurance). — Specify the payment schedule, including due dates and accepted payment methods. — Include information on cancellation or refund policies. 5. Exhibitor's Responsibilities: — Outline the exhibitor's obligations, such as booth construction, setup, dismantling, and removal of materials. — List any restrictions or requirements related to exhibit design, safety, or appearance. — Define any additional services or equipment the exhibitor is responsible for (e.g., cleaning, garbage removal). 6. Organizer's Responsibilities: — Clearly explain the responsibilities of the event organizer, including providing necessary permits, security, and general event management. — Specify any additional services or equipment the organizer is providing (e.g., Wi-Fi access, signage). 7. Liability and Insurance: — Include a clause outlining liability and indemnification obligations for both the exhibitor and the event organizer. — Specify the insurance requirements, including the minimum coverage limits and any additional insured parties. 8. Intellectual Property and Trademarks: — Include a provision stating any limitations on the use of intellectual property and trademarks during the exhibition. — Specify ownership rights and usage permissions for any materials created during the exhibition. 9. Termination and Dispute Resolution: — Detail the conditions under which either party may terminate the agreement. — Include a clause outlining the preferred method of dispute resolution (e.g., mediation, arbitration) in case of any conflicts. Conclusion: By following this checklist, event organizers can create a comprehensive agreement tailored to the use of exhibit space or booths at exhibitions in Hawaii. It is important to adapt and customize the checklist based on the specific requirements of each event. Ensuring a well-drafted agreement will foster a successful and mutually beneficial experience for all parties involved.
