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.
New Mexico Checklist of Matters to be Considered 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 New Mexico, it is crucial to consider various matters to ensure a smooth and successful event. This checklist provides a comprehensive guide for drafting a lease agreement that covers all essential aspects of reserving and using exhibit space. By addressing these matters, both the lessor and lessee can clarify their responsibilities and protect their interests during the trade show. 1. Identification and Description of Exhibit Space: — Clearly specify the location, size, and dimensions of the exhibit space, including any particular rules or restrictions regarding the booth's layout, design, or configuration. 2. Lease Term: — Detail the specific dates and times during which the lessee has exclusive rights to occupy and use the exhibit space. Define any additional setup and dismantling periods required. 3. Rental Fee and Payment Terms: — Clearly state the amount of rent and any additional charges or fees applicable to the lease. Define the due dates for payment, late payment penalties, and any particular methods of payment accepted. 4. Security Deposit: — Determine if a security deposit is required to cover potential damages or breaches of the lease terms. Set forth the conditions for refunding the security deposit after the trade show, considering deductions for any necessary repairs or unpaid fees. 5. Reservation and Assignment of Exhibit Space: — Specify the process for reserving and assigning exhibit spaces, including any requirements for pre-approval or registration deadlines. Outline whether the lessee has the right to request a specific booth location and the lessor's discretion in making such assignments. 6. Insurance Requirements: — Determine the necessary insurance coverage for both the lessor and lessee, including general liability insurance, and name the parties responsible for obtaining and maintaining this coverage throughout the lease term. Include provisions for providing proof of insurance coverage. 7. Indemnification and Liability: — Establish the responsibilities of each party regarding liability for damages, injuries, or losses occurring within the exhibit space. Include an indemnification clause to protect one party from claims arising from the other party's actions or negligence. 8. Maintenance and Cleaning: — Specify the parties responsible for maintaining cleanliness and orderliness within the exhibit space during the event. Clarify any restrictions or requirements regarding exhibitor installations, dismantling, or trash removal. 9. Termination and Cancellation: — Outline the conditions under which either party may terminate or cancel the lease agreement, including any notice periods or penalties for early termination. 10. Governing Law and Jurisdiction: — Determine the applicable laws of New Mexico that govern the lease agreement. Specify the appropriate jurisdiction for any legal disputes that may arise. 11. Additional Provisions: — Include any specific provisions or requirements unique to the trade show or the lessor's policies. Examples may include rules regarding noise levels, security protocols, or restrictions on offensive or inappropriate materials. Different Types of New Mexico Checklist for Drafting a Lease: — Standard Lease Agreement for Exhibit Space — Lease Agreement for Outdoor Trade Show Events — Lease Agreement for Indoor Trade Show Events — Lease Agreement for Small-scale Exhibit Spaces — Lease Agreement for Large-scale Exhibit Spaces.
