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. 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.
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.
Maryland Checklist for Drafting a Lease or other Agreement for the Use of Exhibit Space at a Trade Show or an Exhibition When considering drafting a lease or other agreement for the use of exhibit space at a trade show or an exhibition in Maryland, it is essential to have a comprehensive checklist to ensure all necessary details are addressed. Whether you are an exhibitor, event organizer, or venue owner, understanding the relevant keywords and types of checklists can help in facilitating a smooth and successful event. Here are the key elements to include in a Maryland checklist for drafting such an agreement: 1. Identifying Parties: Clearly identify the parties involved in the agreement, including the name and contact information of the exhibitor(s) and the event organizer(s). 2. Specific Event Details: Provide a detailed description of the trade show or exhibition, including the event name, date(s), venue location, and specific exhibit space assignment(s) or booth number(s). 3. Lease Term: Specify the duration of the lease, covering the setup, event days, and breakdown period, ensuring clarity on the timing of access to the exhibit space. 4. Rental Fee and Payment Terms: Clearly state the rental fee for the exhibit space, including any additional charges such as electricity, Wi-Fi, or storage fees. Outline the payment terms, including due dates, accepted payment methods, and penalties for late payment. 5. Exhibit Space Allocation: Describe the allotted exhibit space, including the size, dimensions, restrictions, and any specific requirements set by the venue. 6. Booth Materials and Structure: Specify any restrictions on the booth design, materials, signage, or construction to ensure compliance with safety regulations, fire codes, and any venue-specific rules. 7. Insurance and Liability: Determine the insurance requirements for the exhibitor, such as general liability insurance, naming all parties involved as additional insured. Clarify liability for damages to the exhibit space, property, or injuries that may occur during the event. 8. Indemnification: Include an indemnification clause whereby the exhibitor agrees to defend, indemnify, and hold the event organizer and venue harmless from any claims, losses, or damages arising from their participation. 9. Code of Conduct: Establish a code of conduct for exhibitors to ensure professional behavior, adherence to event regulations, and compliance with any applicable laws, including intellectual property rights. 10. Booth Setup and Restrictions: Outline any specific guidelines for booth setup, teardown, and hours of operation during the event. Include rules regarding noise levels, use of amplified sound, and specific restrictions on products or services that can be displayed. 11. Advertising and Promotion: Clarify the permitted methods of advertising and promotion within the exhibit space and the event as a whole, ensuring compliance with any trademark or copyright laws. 12. Force Mature: Include a force majeure clause to address unforeseen events that may prevent the trade show or exhibition from proceeding as scheduled, such as natural disasters or government interventions. 13. Termination and Cancellation: Define the conditions under which either party can terminate or cancel the agreement, including any applicable refund policies or penalties. Different Types of Maryland Checklists for Drafting a Lease or Other Agreement: 1. Exhibitor Checklist: This type of checklist is designed to guide exhibitors specifically, ensuring they have a clear understanding of their responsibilities and obligations when participating in a trade show or exhibition. 2. Event Organizer Checklist: This checklist targets event organizers and covers the requirements for leasing exhibit space, managing multiple exhibitors, and complying with local regulations. 3. Venue Owner Checklist: Geared towards venue owners or managers, this checklist focuses on the legal considerations, safety regulations, and liability issues related to leasing exhibit space at trade shows or exhibitions. By utilizing these keywords and understanding the different types of checklists available, you can draft a comprehensive lease or agreement for the use of exhibit space at a trade show or an exhibition in Maryland, addressing all the necessary aspects to ensure a successful event for all parties involved.
