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: Kansas Checklist of Matters to Consider in Drafting a Lease for Exhibit Space at a Trade Show Introduction: Drafting a lease for the use of exhibit space at a trade show in Kansas requires careful consideration of various legal and practical aspects. This comprehensive checklist outlines the essential matters to address when preparing a lease agreement. By incorporating these key elements, event organizers and exhibitors can ensure a smooth and mutually beneficial trade show experience. 1. Parties: — Identify the full legal names of both the lessor (trade show organizer) and the lessee (exhibitor). — Include contact details for each party, such as address, phone number, and email. 2. Description of Exhibit Space: — Provide a detailed description of the exhibit space to be leased, including its dimensions, location, and any specific features or restrictions. — Mention the purpose for which the space is intended (e.g., showcasing products, informational booth, interactive display). 3. Lease Term: — Clearly define the start and end dates of the lease agreement, specifying any setup and dismantling periods if applicable. — Include provisions for early termination or extension, along with any associated fees or penalties. 4. Lease Fee and Payment Terms: — State the rental amount for the exhibit space, including any additional charges for utilities, security, or marketing services. — Specify the due dates for rental payments, accepted payment methods, and any consequences for late or failed payments. 5. Insurance Requirements: — Specify the required insurance coverage, including general liability insurance, property insurance, and workers' compensation insurance. — Clarify whether the lessor or lessee should provide insurance, and if the lessee, request proof of coverage. 6. Indemnification and Liability: — Define the responsibilities of each party regarding liabilities, damages, or injuries occurring within the exhibit space. — Include an indemnity clause that holds harmless the lessor from any claims, losses, or expenses resulting from the lessee's activities. 7. Use of Exhibit Space: — Enumerate any restrictions on the lessee's use of the space (e.g., prohibited activities, noise levels, signage placement). — Outline any special requirements, permits, or authorizations needed for certain activities, such as serving food or demonstrating machinery. 8. Access and Security: — Detail the lessee's access rights to the exhibit space throughout the trade show, including setup, operation, and dismantling hours. — Specify security arrangements, such as surveillance systems, on-site personnel, or required badges. 9. Exhibitor Responsibilities: — Outline the lessee's obligations regarding exhibit setup, staffing, cleanliness, and maintenance of the leased space. — Address restrictions on modifications to the exhibit space or installation of additional structures (e.g., nails, screws, adhesive materials). 10. Force Mature: — Include a force majeure clause to address unforeseen circumstances beyond either party's control, such as natural disasters, strikes, or government restrictions. 11. Dispute Resolution: — Establish a mechanism for resolving disputes, such as mediation or arbitration, to avoid lengthy and costly litigation. — Specify the jurisdiction and venue where any legal proceedings will take place. Conclusion: This Kansas Checklist of Matters to Consider is a comprehensive guide to drafting an effective lease for the use of exhibit space at a trade show. By addressing the crucial elements, both the lessor and lessee can safeguard their interests and create a successful event that maximizes business opportunities.
