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.
Louisiana Checklist of Matters to be considered in Drafting a Lease for the use of Exhibit Space at a Trade Show: 1. Lease Terms: include the start and end date of the lease, specifying the duration of the exhibition and any setup or teardown periods. 2. Rental Rates: outline the cost of renting exhibit space, including any additional charges such as utilities, insurance, or cleaning fees. 3. Payment Terms: specify the due date for rental payments, late fee penalties, and methods of payment accepted. 4. Booth Assignment: describe how exhibit spaces will be allocated, whether through a lottery system, first-come-first-served basis, or specific requests. 5. Space Configuration: detail the location and dimensions of the exhibit space, any restrictions on alterations or displays, and provision for necessary utilities. 6. Additional Services: outline any additional services available, such as electrical connections, internet access, storage, or marketing opportunities. 7. Indemnification and Liability: include clauses protecting both the lessor and lessee from liability for damages, injury, or loss during the trade show event. 8. Insurance Requirements: specify the type and amount of liability insurance the lessee must carry and provide proof of coverage with the lessor named as an additional insured. 9. Use of Space: describe any limitations on the types of products or services that can be exhibited, noise levels, prohibited activities, or competing exhibitors. 10. Security and Safety: detail any security measures provided, access control protocols, emergency procedures, and responsibility for loss or damage to personal property. 11. Termination and Cancellation: specify conditions under which either party can terminate the lease early or cancel without penalty, notice periods, and any associated fees. 12. Force Mature: include a clause addressing unforeseeable circumstances (e.g., natural disasters, strikes) that may relieve either party from their obligations under the lease. 13. Governing Law: identify Louisiana state law as the governing law for any disputes arising from the lease agreement. 14. Signatures and Execution: provide spaces for both parties to sign and date the lease, indicating acceptance of the terms and conditions. Different types of Louisiana Checklists of Matters to be considered in Drafting a Lease for the use of Exhibit Space at a Trade Show may include variations based on the specific trade show regulations, venue requirements, or industry-specific considerations. For example: 1. Trade Show Organizers Checklist: This checklist may include additional items related to exhibit set up and teardown requirements, coordination with other vendors, exhibitor registration process, and any rules specific to the trade show event. 2. Venue Checklist: This type of checklist may focus on the venue's specific regulations, such as load-in/out schedules, parking arrangements, fire safety protocols, waste disposal requirements, and any restrictions on signage or decorations. 3. Industry-Specific Checklist: Certain industries may have unique considerations, such as health and safety regulations for food vendors or specialized display requirements for technology or automotive exhibits. Industry-specific checklists may include additional clauses addressing these specific needs. These examples highlight the adaptable nature of the checklist depending on the trade show's context, venue, and industry requirements.
