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.
Title: Indiana Checklist of Matters to Consider in Drafting a Lease for the Use of Exhibit Space at a Trade Show Introduction: When planning to lease exhibit space at a trade show in Indiana, there are several crucial factors to consider before drafting a lease agreement. This checklist provides a detailed overview of important matters that organizers, exhibitors, and event planners in Indiana should include in their lease agreements. By focusing on key elements and adhering to relevant regulations, parties can ensure a successful and mutually beneficial trade show experience. 1. Identification of Parties: Clearly identify the lessor (trade show organizer or venue) and lessee (exhibitor) by their legal names and contact information, including physical addresses and telephone numbers. Consider including additional details, such as the legal status of the parties involved. 2. Exhibit Space Description: Define the specific exhibit space, including dimensions, location within the trade show venue, proximity to other exhibitors, and any unique features or restrictions associated with the space. 3. Lease Term: Specify the exact dates and times during which the exhibitor is allowed access to and use of the exhibit space. Include setup and dismantling periods, as well as any early access arrangements or limitations. 4. Rental Fees and Payments: Clearly outline the rental fees, payment schedules, and acceptable forms of payment. Include any penalties or late fees for non-payment or breach of lease agreement terms. 5. Booth Regulations and Restrictions: Detail any restrictions or limitations imposed by the trade show organizer or venue, such as booth design specifications, height restrictions, electrical requirements, noise restrictions, prohibited materials, signage limitations, and safety regulations. Ensure compliance with local Indiana building codes and fire safety regulations. 6. Insurance and Liability: Outline the insurance requirements, such as general liability insurance, workers' compensation coverage, and property insurance. Define the respective responsibilities of the lessor and lessee regarding potential damages, losses, accidents, and personal injuries that may occur during the trade show. 7. Indemnification: Ensure that both parties clearly understand their obligations and responsibilities in the event of any claims, damages, or liabilities arising from the lessee's use of the exhibit space. Define the process for resolving disputes and the jurisdictions applicable for legal actions. 8. Changes and Modifications: Establish procedures for requesting changes or modifications to the lease agreement, including deadlines, communication channels, and potential fees associated with such requests. 9. Promotion and Marketing: Specify the rights and obligations of the exhibitor regarding promotional activities, such as display signage, marketing materials, access to customer databases, online presence, use of the trade show logo, and any exclusivity agreements. 10. Termination and Cancellation: Clearly define provisions for early lease termination or cancellation, including potential penalties, required notice periods, and refund policies. Different Types of Indiana Checklists: 1. Checklist for Drafting a Lease for Indoor Trade Show Exhibit Space 2. Checklist for Drafting a Lease for Outdoor Trade Show Exhibit Space 3. Checklist for Drafting a Lease for Trade Show Booth-Sharing Arrangements 4. Checklist for Drafting a Lease for Exhibitor Spaces at Industry-Specific Trade Shows 5. Checklist for Drafting a Lease for Food Vendor Spaces at Trade Shows. Conclusion: Drafting a well-considered lease agreement is crucial for exhibitors and event organizers in Indiana, as it helps minimize potential disputes and ensures a smooth trade show experience. By addressing the key matters outlined in this checklist, parties can protect their interests, maintain regulatory compliance, and focus on maximizing the value and success of their exhibit space.
