Can the agreement be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA where applicable; ensure the signer demonstrates intent, consents to electronic records, attribution is clear, and the record can be retained and reproduced.

Who needs authority to sign?

An authorized representative with corporate signing authority should sign. For corporations, use an officer or an authorized agent; for LLCs, follow operating agreement authority to avoid challenges to enforceability.

Is notarization required for the agreement?

Not usually required for routine showcase contracts, but some jurisdictions or venue requirements may mandate notarization for certain indemnities or addenda; check venue rules before declining notary services.

What if equipment causes damage during the show?

Liability depends on the agreement's indemnity, insurance clauses, and fault. Maintain required insurance and document loss promptly; timely notice procedures in the contract preserve rights.

How do I amend the agreement after signing?

Amendments should be executed in writing and signed by authorized representatives. Electronic amendments can be used if they meet the same e-signature validity criteria as the original.

How long should I keep the signed agreement?

Retain the executed agreement at least three years for tax purposes, seven years for post-termination claims, and six years for healthcare-related records where HIPAA applies.

Electronic Signature
Templates
Miscellaneous
Business Showcase Agreement

Business Showcase Agreement

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

BUSINESS SHOWCASE AGREEMENT

This Business Showcase Agreement (the Agreement) is entered into as of by and between:

Showcase Organizer (Party A) Organizer Address Showcase Participant (Party B) Participant Address

WHEREAS

WHEREAS, Organizer operates an event, exhibition, or online presentation under the trade name designed to promote business services and products; and

WHEREAS, Participant desires to participate in the Business Showcase to present its products or services and Organizer desires to provide space, promotion, and related services in accordance with the terms set forth herein.

SCOPE OF WORK

Organizer will provide space, promotional placement, and operational support for Participant as described below. Participant shall present and staff its showcase in a professional manner and comply with Organizer rules and reasonable directions.

Detailed Scope of Services

PAYMENT TERMS

Participant agrees to pay Organizer the fees set forth below for participation in the Business Showcase. All payments are non-refundable except as expressly provided in this Agreement.

Total Fee Deposit Amount (if any) Payment Schedule / Milestones

Deposit due by: . Balance due by:

Late payments will incur interest at the lesser of 1.5% per month or the maximum rate permitted by law, assessed after a grace period of days from the due date. Late fee percentage: %

TERM AND TERMINATION

This Agreement commences on: and terminates on: unless earlier terminated in accordance with this Agreement.

Either party may terminate for convenience upon written notice no fewer than days prior to the effective termination date. Organizer may terminate immediately for breach by Participant that is not cured within 10 days after written notice.

CONFIDENTIALITY

During performance of this Agreement, each party may receive Confidential Information of the other. For purposes of this Agreement, Confidential Information means non-public business, financial, technical, marketing, customer, and pricing information disclosed in any form. Each receiving party shall: (a) hold Confidential Information in strict confidence; (b) use it only to perform obligations under this Agreement; and (c) restrict access to its employees and contractors who have a need to know and who are bound by confidentiality obligations no less protective than those herein.

Confidential Information does not include information that: (i) is or becomes publicly available through no breach of this Agreement; (ii) was lawfully in possession of the receiving party prior to disclosure; or (iii) is rightfully obtained from a third party without restriction. If a receiving party is compelled by law to disclose Confidential Information, it shall provide prompt notice and cooperate with the disclosing party to seek protective measures.

Confidentiality Acknowledgement I acknowledge and agree to the confidentiality obligations set forth above.

INDEMNIFICATION

Participant shall indemnify, defend and hold Organizer harmless from and against all claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of Participant's acts, omissions, representations, product liability, or breach of this Agreement. Organizer shall indemnify Participant for Organizer's gross negligence or willful misconduct in providing services under this Agreement.

INSURANCE

Participant shall maintain commercial general liability insurance in amounts customary for similar events and name Organizer as an additional insured where reasonably requested. Participant shall provide certificates of insurance upon Organizer's request prior to the event.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. The parties consent to the exclusive jurisdiction and venue of the state and federal courts located in that State for any dispute arising under this Agreement.

ENTIRE AGREEMENT; AMENDMENT

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

MISCELLANEOUS

Neither party may assign its rights or obligations under this Agreement without the prior written consent of the other party, except that Organizer may assign to an affiliate or successor in connection with a merger or sale of substantially all of its assets. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Additional Provisions / Notes

Organizer (Party A):

By:

Date:

Participant (Party B):

By:

Date:

What the Business Showcase Agreement Covers

A Business Showcase Agreement is a contract between an exhibitor and an event host that defines the terms for displaying products, services, signage, and marketing materials at a trade show, conference, or similar event. It sets booth allocation, display guidelines, fees, insurance and liability responsibilities, setup and teardown timelines, and intellectual property or usage rules for demos and promotional materials. The agreement often includes operational details such as power, internet access, and storage, and it can be executed electronically under U.S. e-signature laws where permitted.

Why this Agreement Matters for Exhibitors and Hosts

A clear Business Showcase Agreement reduces operational friction, establishes financial and insurance obligations, allocates risk, and documents performance expectations. It protects both parties by assigning liability, defining permitted materials and behavior, and creating an enforceable record of deadlines, payment terms, and cancellation policies.

Who Typically Signs a Business Showcase Agreement

Identify each signer by role and include authorized representative names and contact information to avoid disputes at installation and reconciliation.

Event organizers and venues managing booth assignments, utilities, and on-site services during the event.
Exhibiting businesses responsible for displays, staffing, product demos, and adherence to venue safety rules.
Third-party contractors such as builders, AV vendors, and logistics providers executing setup and teardown work.

Core Elements to Include in a Professional Agreement

A professional Business Showcase Agreement should be concise yet comprehensive so obligations, timelines, and remedies are clear to all parties before the event.

Parties

Full legal names and business types for exhibitor and host, plus mailing addresses and primary contact details to establish contracting identities.

Exhibit Details

Booth number, dimensions, permitted equipment, signage rules, power and internet access, and any restrictions on noise, lighting, or demos.

Fees & Payments

Show fee amount, deposit schedule, payment method, late fee rates, and refund/cancellation rules tied to defined deadlines.

Liability & Insurance

Required insurance types and limits, indemnity obligations, and who bears loss for theft, damage, or attendee injuries during the event.

Term & Termination

Event start/end dates, move-in/move-out windows, material breach remedies, and conditions allowing immediate termination.

IP & Use Rights

Permissions to photograph or record displays, licensing of trademarks for event materials, and restrictions on third-party displays or claims.

Step-by-Step: Completing and Filing the Agreement

Follow these sequential steps to prepare, approve, and file the Business Showcase Agreement.

01

Assemble details: Gather booth specs, insurance info, and payment data.
02

Draft terms: Populate required fields and review legal clauses.
03

Authorize signing: Have an authorized representative sign and date.
04

Distribute copies: Send final PDF to all parties and retain a copy.

Digital Workflow Settings to Use When Completing Online

Configure the digital workflow to capture signatures, verify identities, and automate notifications for payments and document delivery.

Field	Configuration
Document Template	Use a standardized template with locked core clauses to ensure consistency.
Conditional Fields	Enable conditional display for optional addenda like electrical requests or demo waivers.
Authentication	Require email plus SMS code or government ID where stronger signer verification is needed.
Notifications	Notify exhibitor, organizer, and finance contacts on signature and payment events.

Typical Online Signing Flow

A predictable signing workflow reduces signer friction and creates an auditable record of each action taken on the agreement.

Upload: Host uploads the agreement PDF and tags required fields.
Invite: Organizer sends a secure signing link or email to the exhibitor.
Authenticate: Signer confirms identity via email link or SMS code.
Complete: Signer reviews, signs, and receives an executed copy with an audit trail.

File Formats and Integration Points for eSubmission

Use platforms that export signed records in archived formats (PDF/A) and connect to your CRM or document repository for retention and reporting.

Supported Formats: PDF, DOCX, and fillable forms
Key Integrations: CRM and cloud storage connectors
Authentication: Email, SMS, or ID-based options

Critical Dates to Track in the Agreement

Track all operational and financial deadlines clearly to avoid penalties, missed services, or cancellation fee triggers.

Submission Deadline:

Date by which form and deposit must be received

Payment Due Date:

Final payment deadline to secure the booth

Cancellation Notice:

Last day for partial or full refund eligibility

Move-In Window:

Start and end times for exhibit setup

Insurance Proof Date:

Deadline for delivering required certificates

Common Preparation Mistakes to Avoid

Submitting incomplete contact or tax information that delays payment processing and booth confirmation.
Failing to list all demo equipment, leading to denied access to utilities or last-minute vendor charges.
Overlooking insurance minimums or failing to name the venue as additional insured before the deadline.
Missing cancellation or change deadlines and inadvertently triggering nonrefundable fees.

Consequences of an Incorrect or Incomplete Agreement

Denied Access: No exhibit entry

Financial Loss: Forfeited deposits

Liability Exposure: Uninsured damage costs

Contract Breach: Legal remedies sought

Operational Delays: Setup or demo cancellations

Reputational Harm: Partner or attendee distrust

Typical eSignature Vendor Comparison for Executing Agreements

Common criteria for selecting an eSignature provider include price, trial availability, bulk send ability, audit trail presence, HIPAA support, and any envelope or transaction caps.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Business Showcase Agreements

Answers to common execution and compliance questions for event contracts, including electronic signing, notarization, and document updates.

Need help? Contact support

Can the agreement be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA where applicable; ensure the signer demonstrates intent, consents to electronic records, attribution is clear, and the record can be retained and reproduced.
Who needs authority to sign?
An authorized representative with corporate signing authority should sign. For corporations, use an officer or an authorized agent; for LLCs, follow operating agreement authority to avoid challenges to enforceability.
Is notarization required for the agreement?
Not usually required for routine showcase contracts, but some jurisdictions or venue requirements may mandate notarization for certain indemnities or addenda; check venue rules before declining notary services.
What if equipment causes damage during the show?
Liability depends on the agreement's indemnity, insurance clauses, and fault. Maintain required insurance and document loss promptly; timely notice procedures in the contract preserve rights.
How do I amend the agreement after signing?
Amendments should be executed in writing and signed by authorized representatives. Electronic amendments can be used if they meet the same e-signature validity criteria as the original.
How long should I keep the signed agreement?
Retain the executed agreement at least three years for tax purposes, seven years for post-termination claims, and six years for healthcare-related records where HIPAA applies.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now