This form is a suggested checklist to use when preparing a contract for an exhibition space at a trade show or similar such exhibition. Exhibitions generally involve companies in a specific industry and gives them a chance to showcase and demonstrate their new products and services. 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.
Title: Rhode Island Checklist for Drafting an Agreement for Use of Exhibit Space or Booth at Exhibition Introduction: In Rhode Island, drafting a comprehensive agreement for the use of exhibit space or booths at an exhibition is crucial to safeguard the rights and responsibilities of both the exhibitors and the event organizers. This checklist aims to provide a detailed description of key elements to include when drafting such an agreement, ensuring a smooth and successful exhibition experience. The checklist covers various types of agreements tailored to suit different exhibition scenarios, as described below: 1. General Agreement Checklist: — Include the names and contact information of the exhibitor and event organizer. — Clearly define the purpose and goals of the exhibition. — Specify the exhibition dates, times, and location. — Outline the allotted exhibit space or booth dimensions and provide a layout plan. — Specify any booth equipment or utilities provided, such as electricity, lighting, or internet access. — Describe any additional services offered, such as storage, signage, or security. — Set a clear duration for the agreement and any necessary permits or licenses. — Establish the exhibitor's responsibilities, including setup, teardown, and maintenance of the booth. 2. Terms and Conditions: — Include terms for payment, including booth fees and any additional charges. — Specify the payment schedule and any penalties for late payments. — Outline the cancellation policy, including any refund provisions. — Establish insurance requirements for both the exhibitor and event organizer. — Define the exhibitor's liabilities for damage to property or injury to attendees. — Include any rules regarding the sale of products or services within the booth. 3. Booth Setup and Design: — Outline any restrictions on booth construction or decoration. — Specify any limitations on noise levels, signage, or displays. — Address accessibility requirements for differently abled individuals. — Include guidelines for fire safety, including the use of flammable materials. — Provide details on any specific health and safety regulations that must be followed. 4. Advertising and Promotion: — Determine the exhibitor's rights to use the event's name, logo, or trademarks in their marketing materials. — Address any restrictions on advertising methods within and outside the exhibition venue. — Discuss cooperation on cross-promotion through the event's marketing channels. — Include guidelines for social media promotion and use of event-related hashtags. 5. Intellectual Property: — Specify any copyright or trademark restrictions on the exhibitor's materials. — Address concerns related to the protection of intellectual property during the exhibition. — Establish any licensing or permissions required for the use of third-party intellectual property. Conclusion: Drafting an agreement for the use of exhibit space or booths at an exhibition in Rhode Island is a vital step to ensure a successful event for all parties involved. By following this checklist, event organizers and exhibitors can create a detailed and comprehensive agreement that covers all necessary aspects, tailoring it to suit the specific circumstances of their exhibition.
