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.
Iowa Checklist of Matters to be considered in Drafting a Lease for the use of Exhibit Space at a Trade Show: 1. Location: Specify the exact location of the exhibit space within the trade show venue to determine accessibility and visibility. 2. Lease Term: Determine the duration for which the exhibit space will be leased. Include specific start and end dates to avoid any ambiguity. 3. Rental Rates: Clearly mention the rental rates for the exhibit space, including any discounts or additional charges for amenities or services. Specify the payment terms and due dates. 4. Space Allocation: Define the size and dimensions of the exhibit space. Discuss any restrictions on booth design, height, or placement within the trade show area. 5. Use and Restrictions: Specify the permitted use of the exhibit space. Address any limitations on activities, noise levels, or hazardous materials. Determine if sharing the space with other exhibitors is allowed. 6. Amenities and Services: Identify the amenities and services provided by the trade show organizer, such as electricity, Wi-Fi, or signage. Clearly state who is responsible for providing and paying for these services. 7. Insurance Requirements: Determine the minimum insurance coverage required from the exhibitor, including general liability, property damage, and worker's compensation insurance. Outline the procedure for providing proof of insurance. 8. Indemnification: Include a clause stating that the exhibitor will hold the trade show organizer harmless for any liabilities, damages, or disputes arising from their use of the exhibit space. 9. Cancellation Policy: Clearly define the cancellation policy, including any penalties or refunds applicable. Identify the process for canceling the lease agreement and any notice periods required. 10. Compliance with Laws: Ensure the lease agreement includes a provision stating that the exhibitor must adhere to all applicable laws, rules, and regulations, including those related to safety, health, and trade show conduct. 11. Maintenance and Cleaning: Clearly state the responsibility for maintaining cleanliness and condition of the exhibit space during the lease term. Specify any requirements for booth dismantling and cleanup after the trade show concludes. 12. Booth Assignment: If there are multiple exhibit spaces available, include a section detailing the process for assigning booths to exhibitors, such as through a lottery system or by seniority. 13. Default and Remedies: Outline the consequences of default, such as non-payment or breach of terms. Include any remedies available to the trade show organizer, such as eviction or legal actions. These considerations offer a comprehensive checklist to ensure the drafting of a lease for the use of exhibit space at a trade show in Iowa.
