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.
Montana Checklist for Drafting a Lease or other Agreement for the use of Exhibit Space at Trade Show or an Exhibition When planning for a trade show or exhibition in Montana, it is essential to draft a comprehensive lease or agreement for the use of exhibit space. This checklist will help you ensure that all the crucial elements are included in your lease document. Here are the key factors to consider: 1. Identification of Parties: Clearly state the full legal names and addresses of both the lessor (exhibition space owner/organizer) and the lessee (exhibitor). 2. Description of Exhibition Space: Provide a detailed description of the allocated exhibit space, including the dimensions, location within the venue, and any specific features or restrictions. 3. Term and Dates: Specify the exact dates and times when the exhibitor has access to the exhibit space. Clearly define the setup, show opening, show closing, and dismantle dates. 4. Rent and Payment Terms: State the amount of rent due for the exhibit space and outline the payment schedule (e.g., one-time payment or installments). Include details regarding any additional fees, such as utilities or cleaning charges. 5. Security Deposit: Determine whether a security deposit is required, the amount, and the terms for its return, including any deductions for damages or violations. 6. Insurance Requirements: Specify the kind and amount of insurance coverage the exhibitor must carry, including liability coverage. Indicate whether proof of insurance is necessary before occupying the exhibit space. 7. Display Guidelines and Restrictions: Set forth any regulations regarding the exhibitor's activities, including noise limitations, booth construction, signage, and adherence to fire and safety codes. 8. Indemnification: Include an indemnification clause to protect the lessor from liability arising from the exhibitor's activities, products, or negligence. 9. Exhibitor Responsibilities: Outline the exhibitor's responsibilities, such as maintaining cleanliness, security of their exhibit space, and compliance with local laws and regulations. 10. Termination or Cancellation: Specify the conditions under which either party can terminate the agreement early or cancel participation in the event. Include any penalties or fees associated with the termination. 11. Force Mature: Define circumstances, such as natural disasters or unforeseen emergencies, that may excuse or delay performance under the agreement. 12. Dispute Resolution: Indicate the preferred method of dispute resolution, whether it's through mediation, arbitration, or litigation. It is important to note that lease agreements may differ based on the specific trade show or exhibition. These are general elements to include; however, it is advisable to consult with legal professionals experienced in Montana trade show laws and regulations to ensure compliance. Other Types of Montana Checklists for Drafting a Lease or Agreement for Exhibit Space: 1. Montana Checklist for Drafting a Lease for Outdoor Trade Shows: This checklist would encompass additional considerations related to outdoor exhibit spaces, such as parking areas, accessibility, and weather-related contingencies. 2. Montana Checklist for Drafting a Lease for Warehouse or Indoor Trade Shows: This specific checklist would address unique requirements related to warehouse or indoor exhibition spaces, covering factors such as HVAC systems, lighting, and access to loading docks. 3. Montana Checklist for Drafting a Lease for Virtual Trade Shows: In the era of virtual events, creating a separate checklist for virtual trade shows would be essential. It would involve terms concerning virtual booth design, technology infrastructure, online security, and content hosting. Remember, adapting the lease agreement to fit the specific needs of your trade show or exhibition is crucial.
