Are electronic signatures legally binding?

Yes in most cases. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by 49 states plus DC), electronic signatures have the same legal effect as handwritten signatures unless an exception applies such as wills or certain court filings.

When is notarization required?

Notarization depends on state law and the document’s legal purpose; deeds and certain affidavits require notarization. Check the state notary rules or lease language to determine if a notarized acknowledgement is required.

Which file formats should I use?

Use PDF for final signed documents to preserve layout and signature appearance. Keep editable DOCX or source files in your records for future template updates.

What if a signer’s name differs from ID?

If the signer’s legal name differs from the name on their ID, include a clear explanation and supporting documentation. Mismatches can delay verification or trigger requests for additional identity proofing.

Can I require stronger signer authentication?

Yes. Use SMS one-time passcodes, knowledge-based authentication, or platform-provided multi-factor options when higher assurance is needed for liability or regulatory reasons.

How to correct an error after signing?

Void or supersede the document with a new signed version that references the original. Retain both the original and the corrected version with an explanation of the change for audit purposes.

Electronic Signature
Templates
Miscellaneous
Annuals Display Document

Annuals Display Document

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

ANNUALS DISPLAY AGREEMENT

This Annuals Display Agreement (the Agreement) is entered into as of between:

Display Provider: Address for Notices to Provider: Host / Venue: Address for Notices to Host:

WHEREAS

WHEREAS, Provider specializes in the supply, installation and maintenance of annual plant displays for public and private venues; and

WHEREAS, Host operates or controls the premises identified below and desires to procure an annuals display for aesthetic, promotional or seasonal purposes under the terms set forth herein; and

WHEREAS, the parties desire to set forth their respective duties, payment terms, risk allocation and duration in a written agreement.

SCOPE OF WORK

Provider shall furnish all labor, materials and services necessary to design, deliver, install, maintain and remove the annuals display at the location specified by Host. The detailed description of services, installation plan and schedule is set forth below.

Display Location: Detailed Scope of Work: Plant List, Quantities and Installation Notes:

PAYMENT TERMS

Host shall pay Provider the total sum of $ for the services described in this Agreement, subject to the following schedule:

Payment Schedule / Milestones:

Invoices shall be submitted by Provider in accordance with the schedule above and are due and payable within days of receipt. Overdue amounts shall accrue a late fee of (or the maximum permitted by law, if less). Host is responsible for reasonable collection costs and attorney fees incurred to collect overdue amounts.

TERM AND TERMINATION

The term of this Agreement shall commence on and shall continue until unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for material breach by the other party, provided that the non-breaching party delivers written notice describing the breach and the breaching party fails to cure the breach within days after receipt of such notice. In addition, Host may terminate without cause upon providing Provider with not less than days' written notice, subject to payment for work performed and reasonable removal costs.

MAINTENANCE, OWNERSHIP AND RISK

Provider shall perform routine maintenance and watering as set forth in the Scope of Work. Title to plants and materials shall remain with Provider until paid in full by Host, unless otherwise agreed in writing. Risk of loss for plants and materials remains with Provider until installation completion, except for loss or damage resulting from Host's negligence or willful misconduct.

Insurance and Indemnity (Provider to describe required limits and coverage):

Each party shall indemnify, defend and hold harmless the other party and its officers, directors and employees from and against claims, damages and liabilities arising out of the indemnifying party's gross negligence or willful misconduct in connection with this Agreement.

CONFIDENTIALITY

Each party may disclose Confidential Information to the other for the purposes of performing this Agreement. "Confidential Information" means non-public business or technical information disclosed in any form and marked or identified as confidential or that reasonably should be understood to be confidential. The receiving party shall: (a) hold Confidential Information in strict confidence; (b) use it solely to perform this Agreement; and (c) disclose it only to employees and subcontractors who have a need to know and are bound by confidentiality obligations. Confidentiality obligations shall survive termination of this Agreement for a period of years, except as otherwise required by law.

GOVERNING LAW AND DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of without regard to conflict of law principles. The parties shall use commercially reasonable efforts to resolve disputes amicably. If the parties cannot resolve a dispute within 30 days, the dispute shall be resolved by mutually agreed mediation or, if the parties do not agree on mediation within 30 days, by litigation in the courts of the chosen jurisdiction.

ENTIRE AGREEMENT

This Agreement, including all attachments and written schedules executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals and understandings, whether written or oral. No amendment shall be effective unless in writing and signed by both parties.

NOTICES

All notices under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party may designate in writing. Notices are effective upon delivery if delivered in person, by nationally recognized courier, or three (3) days after deposit in the U.S. mail when postage prepaid and registered or certified.

Display Provider - Printed Name:

By:

Date:

Host / Venue - Printed Name:

By:

Date:

What the Annuals Display Document Is and Why It Exists

The Annuals Display Document is a standardized form used to record the setup, approval, and maintenance plan for a temporary or seasonal display of annual items (merchandise, promotional materials, or horticultural annuals) at a retail or facility location. It documents parties involved, dates, inventory counts, placement maps, safety and accessibility checks, and any agreed signage or vendor responsibilities. The document is intended to create a clear operational record, assign responsibilities, and provide a single source of truth for audits, lease compliance, or insurance purposes while supporting lawful electronic completion and retention under U.S. e-signature law.

Why having a clear Annuals Display Document matters

A formal Annuals Display Document reduces disputes about placement, timing, and liability by setting expectations in writing and producing a retained record suitable for audits or lease review.

Who typically completes the Annuals Display Document

Each participating party should retain a signed copy and any attachments (floor plans, insurance certificates) for recordkeeping and potential disputes.

Property managers and leasing agents who need to confirm compliance with lease clauses and building rules.
Store operations and visual merchandisers responsible for layout, safety, and inventory reconciliation.
Vendors or suppliers who supply merchandise, signage, or maintenance under a venue agreement.

Step-by-step: completing the Annuals Display Document

Follow these steps in order to ensure the document is complete, legally compliant, and accepted by all stakeholders.

01

Prepare attachments: Gather site plan, insurance certificate, and vendor agreement before starting.
02

Fill required fields: Enter parties, location, dates, and itemized inventory with units.
03

Review terms: Confirm responsibilities for maintenance, damages, and removal costs.
04

Sign and distribute: Obtain signatures, save copies, and share to relevant stakeholders.

How to route and submit the completed document

Typical routing involves internal approvals, vendor acknowledgment, and final retention by facility management or legal.

Internal approval: Manager or lease administrator reviews for compliance and budget impact.
Vendor acceptance: Vendor signs to confirm delivery and maintenance responsibilities.
Insurance verification: Confirm vendor insurance meets requirements before display opens.
Record retention: Store final signed PDF in centralized records for audits.

Configuring an online workflow for this document

Set up a repeatable online workflow to minimize errors and speed approvals for recurring seasonal displays.

Field	Configuration
Approval order	Sequential signer order: operations → vendor → manager
Authentication	Email link by default; use SMS code for higher assurance
Attachments	Require floor plan and COI upload before final signature
Notifications	Enable reminders at 3 and 7 days before effective date

Technical considerations for eSubmission and signing

Use a platform that produces tamper-evident signed PDFs and stores an auditable certificate of completion for legal and audit purposes.

File formats: PDF and DOCX supported
Authentication options: Email link, SMS, KBA
Integrations: CRM and document storage integrations

Key dates to set and monitor on the form

Identify the dates that drive operational tasks, legal obligations, and insurance coverage to reduce risk.

Display start date:

Date when display becomes active; triggers insurance and staffing

Maintenance schedule:

Specify recurring checks (weekly, biweekly) for safety and inventory

Removal deadline:

Date by which the display must be cleared to avoid lease penalties

Insurance effective date:

Date COI must cover to avoid coverage gaps

Signature deadlines:

Set signer response windows to avoid late approvals

Milestones from setup through removal

Track milestones in sequence so responsibilities and handoffs are clear across stakeholders and time.

01

Planning Approval

Operations and leasing confirm layout and budget.

02

Vendor Onboarding

Vendor provides COI and delivery schedule for verification.

03

Installation

Vendor completes installation and documents item counts.

04

Active Maintenance

Ongoing checks and inventory reconciliation during display.

Common mistakes to avoid when preparing the document

Using vague inventory descriptions that make reconciliation impossible during removal or audit.
Failing to attach required insurance certificates or verification that meet lease minimums.
Neglecting to record exact placement or include a layout map, causing disputes about permitted space.
Missing or inconsistent dates that create gaps in responsibility and trigger lease or vendor disputes.

Consequences of an incomplete or incorrect document

Lease penalties: Monetary fines for noncompliance

Insurance denial: Claims may be denied for missing coverage dates

Removal costs: Vendor or landlord may charge for forced removal

Reputational risk: Public safety incidents damage reputation

Tax reporting: Unreported vendor payments may trigger withholding

Legal disputes: Contract breaches can lead to litigation

Essential data and security fields to include

Party identity: Full legal name

Contact info: Email and phone

Location details: Address and space ID

Insurance status: COI present/absent

Inventory count: SKU and quantity

Signature timestamp: ISO timestamp required

Comparing common eSignature options for signing this document

The table compares basic pricing and feature availability across common vendors. signNow is listed first to show an option with lower entry pricing and no envelope cap.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of this document in use

These short examples show how organizations apply a documented display process to reduce friction and document compliance.

Retail chain example

A regional retailer used the form to coordinate seasonal plant displays across 120 stores with a single template and attachments.

The template required COI and placement map per store.
The standardized record reduced installation disputes and improved inventory reconciliation during removal, saving staff time and avoiding lease penalties.

Campus event example

A university used the form to approve temporary installations on campus grounds during orientation week.

The form captured accessibility checks and vendor certificates.
Centralized signed records enabled facilities to verify insurance quickly and enforced consistent removal timelines tied to the academic calendar.

Practical tips to speed up accurate completion

Apply these practices each season to lower error rates and speed approvals while preserving an auditable record.

Use a single template

Maintain one canonical Annuals Display Document with required attachments and version control to avoid inconsistent terms or missing fields across locations.

Require attachments up front

Make COI, floor plan, and vendor method statements mandatory before final signature to prevent late-stage rework and insurance exposure.

Set signer deadlines

Configure automated reminders and a maximum signature window to prevent last-minute approvals that force rushed installations or missed insurance coverage.

Archive signed PDFs

Store tamper-evident signed PDFs and the associated audit trail in a central repository for at least the retention period specified by policy and applicable law.

Frequently asked questions and troubleshooting

Answers to common questions about execution, legal validity, and technical issues when using the Annuals Display Document.

Need help? Contact support

Are electronic signatures legally binding?
Yes in most cases. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by 49 states plus DC), electronic signatures have the same legal effect as handwritten signatures unless an exception applies such as wills or certain court filings.
When is notarization required?
Notarization depends on state law and the document’s legal purpose; deeds and certain affidavits require notarization. Check the state notary rules or lease language to determine if a notarized acknowledgement is required.
Which file formats should I use?
Use PDF for final signed documents to preserve layout and signature appearance. Keep editable DOCX or source files in your records for future template updates.
What if a signer’s name differs from ID?
If the signer’s legal name differs from the name on their ID, include a clear explanation and supporting documentation. Mismatches can delay verification or trigger requests for additional identity proofing.
Can I require stronger signer authentication?
Yes. Use SMS one-time passcodes, knowledge-based authentication, or platform-provided multi-factor options when higher assurance is needed for liability or regulatory reasons.
How to correct an error after signing?
Void or supersede the document with a new signed version that references the original. Retain both the original and the corrected version with an explanation of the change for audit purposes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now