Can this agreement be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are legally enforceable if the parties demonstrate intent, consent, attribution, and record retention. Verify any exceptions such as specific court filing requirements or state notarial rules.

When is notarization required?

Notarization is required only when a state statute or specific transaction requires it, or when parties seek a self‑proving affidavit for probate or public record; otherwise it is optional but can strengthen evidentiary value in disputes.

How do I document an IP assignment?

Use clear assignment language referencing copyright and deliverables, state effective date, and include a signed assignment exhibit; where possible, register transfers or record chain‑of‑title materials to strengthen enforceability.

What if a party refuses to pay after acceptance?

Preserve acceptance evidence, follow contract remedies such as interest or suspension of exhibition rights, and consider small claims or breach litigation depending on the amount and governing law.

How do I revoke or amend the agreement?

Revocation or amendment requires the parties’ mutual written consent unless the contract provides a unilateral termination right; document amendments in writing and obtain executed signatures to avoid oral modification disputes.

How long should records be retained?

Retain executed agreements and supporting records for the active term plus recommended post‑termination periods: generally seven years for commercial matters, and at least three years for tax records per IRS guidance.

Electronic Signature
Templates
Miscellaneous
Commission and Exhibit Rights Agreement

Commission and Exhibit Rights Agreement

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

COMMISSION AND EXHIBIT RIGHTS AGREEMENT

Parties and Effective Date

Commissioner Name Commissioner Address Artist / Exhibitor Name Artist / Exhibitor Address

Effective Date:

Recitals

WHEREAS, Commissioner desires to commission and display certain original works of art or other creative materials described herein and to obtain limited rights to exhibit such works under the terms set forth below; and

WHEREAS, Artist is willing to create, deliver, and license exhibition rights in the commissioned work under the compensation, schedule, and conditions set forth in this Agreement; and

WHEREAS, Commissioner will exhibit the work at the following location(s): and during the term specified below.

Scope of Work

Description of Commissioned Work and Services

Exhibit Rights and License

Artist grants Commissioner a non-exclusive, non-transferable license to publicly display the commissioned work during the Exhibition Period described below for the purposes of public exhibition, promotion of the exhibition, and reasonable archival documentation. The license expressly excludes the right to create derivative works for sale unless separately agreed in writing.

Exhibition Start: Exhibition End:

Exclusive Display Right: Commissioner granted exclusive exhibition rights for the Exhibition Period

Payment Terms

Commission Fee (Total) Commission Percentage (if applicable) Payment Schedule and Method

Late Payment: A late fee of % per month will accrue on overdue amounts after a grace period of days. Interest shall be calculated monthly.

Term and Termination

Term Start Date: Term End Date:

Either party may terminate this Agreement for material breach if the breaching party fails to cure the breach within days after written notice. Upon termination, Commissioner shall return or securely store the work as directed by Artist and pay any amounts due for services performed through the termination date.

Termination Notice Period: days written notice required for termination without cause.

Confidentiality

Each party shall keep confidential all non-public information delivered by the other party that is designated confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential information does not include information that is or becomes publicly available through no breach of this Agreement, is lawfully received from a third party without obligation of confidentiality, or is independently developed.

Confidential Scope / Exceptions

Ownership, License, and Intellectual Property

Artist retains all right, title and interest in and to the underlying copyrights and moral rights in the commissioned work, subject to the limited license to Commissioner described in this Agreement. Commissioner shall not claim authorship or modify the work except as expressly permitted in writing by Artist.

Permission for Reproduction: Any reproduction for promotional materials, catalogs, or press requires Artist's prior written consent, except for images created solely for exhibition promotion as specified in the Payment Schedule.

Delivery, Acceptance, and Insurance

Deliverables and Acceptance Criteria

Artist shall deliver the work to Commissioner at the agreed location. Commissioner shall inspect and provide written acceptance or rejection within days of delivery. If no written rejection is received within that period, the work shall be deemed accepted.

Insurance: Commissioner is responsible for insuring the work against loss or damage while in Commissioner's custody or on exhibition premises, unless otherwise specified in writing.

Indemnification and Limitation of Liability

Each party shall indemnify and hold harmless the other against claims, liabilities, losses, costs and expenses (including reasonable attorney's fees) arising from the indemnifying party's breach of this Agreement, willful misconduct, or negligence. Except for willful misconduct or gross negligence, neither party shall be liable for consequential, incidental, or punitive damages.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflicts of law principles. The parties agree to attempt to resolve disputes in good faith through negotiation prior to initiating litigation.

Entire Agreement

This Agreement, including any exhibits and schedules incorporated by reference, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any modification to this Agreement must be in writing and signed by both parties.

Miscellaneous Provisions

Assignment: Neither party may assign its rights or delegate its obligations under this Agreement without the prior written consent of the other party, except that Commissioner may assign to an affiliated exhibition venue provided Commissioner's obligations remain unchanged.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement will remain in full force and effect.

Commissioner Printed Name:

By:

Date:

Artist / Exhibitor Printed Name:

By:

Date:

What the Commission and Exhibit Rights Agreement Covers

A Commission and Exhibit Rights Agreement is a written contract that sets out the relationship between a commissioning party and a creator regarding payment, ownership, and the rights to display or exhibit a commissioned work. Typical provisions define the work description, scope of exhibition rights (public display, reproductions, and sublicenses), compensation and schedule, delivery and acceptance criteria, insurance and installation responsibilities, moral rights waivers, and termination conditions. The document clarifies whether intellectual property transfers or limited licenses are granted, the territorial and time limits on exhibition rights, and post‑exhibit handling of the commissioned material to reduce later disputes.

Why this Agreement Matters for Creators and Organizers

It creates a clear legal framework for payment and exhibition use, allocates risk for damage or loss, preserves intellectual property expectations, and provides enforceable remedies for breach, helping both parties avoid misunderstandings and litigation.

Typical Parties and Users of This Agreement

These agreements are common where artworks, installations, photographs, or design assets are created for display or sale.

Galleries and museums managing loans, exhibits, and display schedules for artists and lenders.
Independent artists, photographers, and designers commissioning work for shows or events.
Event producers and corporate curators arranging temporary exhibitions or promotional displays.

Parties use the agreement to record payment terms, exhibition scope, IP status, insurance, and return logistics.

Representative Signatories

Gallery Director

A gallery director signs on behalf of the institution to accept exhibition rights, ensure insurance coverage, and approve display logistics; the director must confirm institutional authority and funding for commission payments.

Independent Artist

An individual creator signs to transfer specified exhibition rights or license terms, confirm delivery timelines, and document moral rights waivers; accuracy of the legal name and contact details is essential to avoid enforcement problems.

Core Elements to Include in a Professional Agreement

A well‑drafted Commission and Exhibit Rights Agreement organizes obligations, rights, and remedies so parties understand deliverables, compensation, licensing, and risk allocation before work begins.

Parties and Definitions

Identify commissioning party and creator with legal names and contact information; define key terms such as 'Work,' 'Exhibit Period,' 'Territory,' and 'Reproductions' to prevent ambiguity in enforcement or interpretation.

Grant of Rights

Specify whether the creator assigns copyright, grants an exclusive or nonexclusive license, and limit rights by purpose, medium, territory, and term; address sublicensing and resale permissions explicitly.

Compensation and Payment

Set the commission amount, payment schedule, invoicing requirements, late payment interest, and whether expenses (installation, shipping, customs) are reimbursed by the commissioning party.

Delivery and Acceptance

Detail delivery dates, condition requirements, inspection and acceptance procedures, remedies for defective or late delivery, and who bears shipping and customs risk during transit.

Insurance and Indemnity

Allocate responsibility for insurance during transit and exhibition, specify minimum coverage, and include indemnities for third‑party claims such as injury, copyright infringement, or property damage.

Termination and Remedies

Describe termination triggers, notice periods, return obligations, remedies for breach (specific performance, damages), and surviving clauses such as confidentiality, indemnity, and limitation of liability.

Step‑by‑Step: Completing the Agreement

Follow these steps in order to prepare and finalize the document accurately.

01

Prepare Draft: Describe the work, set rights and payment terms, and attach exhibits.
02

Review Legal Terms: Confirm IP language, insurance, indemnities, and termination clauses.
03

Obtain Signatures: Collect signatures from authorized representatives and notarize if required.
04

Distribute Copies: Provide executed copies to all parties and store original securely for retention period.

Typical Execution and Post‑Execution Flow

A clear execution workflow reduces friction and documents each party’s obligations from signing through exhibition and return.

Draft and Negotiate: Parties agree on scope, compensation, and rights before finalizing terms.
Sign and Authenticate: Signatures collected and identity verified by the chosen method.
Deliver Work: Creator ships or installs the work per delivery and acceptance terms.
Exhibit and Return: Work displayed during term, then returned or transferred as agreed.

Recommended Digital Workflow Settings for Online Completion

Configure a consistent online process to collect signatures, track versions, and retain an audit trail.

Authentication Method	Email link or SMS code for low friction; use stronger ID verification if required.
Template Fields	Preplace fields for names, dates, payment schedule, and attached exhibits to speed reuse.
Conditional Fields	Use conditional fields for optional insurance or reproduction clauses based on selections made.
Automated Reminders	Set up reminders for unsigned parties and for upcoming delivery or payment dates.
Storage Location	Archive executed agreements to a secure repository with versioning and access controls.

Digital Signing and Format Considerations

Choose a signing platform that preserves PDFs, provides an audit trail, and supports your authentication needs.

File Formats: PDF and DOCX are best for contracts.
Integrations: Connectors like NetSuite or Google Workspace streamline workflows.
Export Options: Export signed PDF/A for archival compliance.

Ensure the platform you select supports ESIGN/UETA compliance, audit trails, and the document formats used by your legal and records teams.

Security and Compliance Essentials for Executing Agreements

Transport Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES‑256 encryption at rest

Audit Trail: Tamper‑evident event log

Certifications: SOC 2 Type II and ISO 27001

Regulatory Compliance: ESIGN, UETA, HIPAA (BAA available)

Accessibility: WCAG 2.0 Level AA

Common Preparation Pitfalls to Avoid

Using vague license language that fails to limit reproduction, territory, or term, which can unintentionally transfer broader rights than intended.
Omitting detailed delivery and acceptance criteria, leading to disputes over condition, provenance, or completion of the commissioned work.
Failing to address insurance and installation responsibilities, which shifts risk and may leave parties uninsured during transit or display.
Not documenting the signer’s authority when an entity signs, risking challenges to validity or enforceability of the agreement.

Risks and Consequences of Incorrect or Missing Terms

Breach Exposure: Monetary damages

IP Misuse: Unauthorized reproductions

Insurance Gaps: Uncompensated loss or damage

Payment Disputes: Late fees or collection costs

Enforceability Issues: Invalid signatures or capacity

Tax Reporting: Incorrect 1099 reporting

Key Dates and Timeframes to Record

Document key dates clearly so performance, payments, and exhibition scheduling are enforceable and auditable.

Effective Date:

Enter as MM/DD/YYYY; governs when obligations begin.

Delivery Date:

Date by which creator must deliver the work for inspection.

Payment Due:

Specify net days (e.g., Net 30) and exact due dates.

Exhibit Period:

Start and end dates for public display and any renewals.

Insurance Proof Due:

Date by which insurance certificate must be provided before installation.

eSignature Platform Comparison for Executing Agreements

Common vendor choices differ by price, features, and compliance; signNow is listed first to reflect a cost‑effective option with enterprise compliance features.

	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	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real‑World Examples of Use

These brief examples show how the agreement operates in practice across industries and organizations.

Martin Properties (Real Estate)

A property developer commissioned site‑specific installations for a lobby exhibit, negotiated installation and removal windows

Required proof of insurance and installer credentials
"I can process and execute all of these documents online with 100% compliance and built‑in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Fertility Centers of Illinois (Healthcare)

A medical facility contracted with a photographer for patient educational materials, needed HIPAA assurances and consent language

Added data use and authorization exhibits
"The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Practical Tips for Clear and Enforceable Agreements

Adopt these drafting practices to reduce disputes and improve enforceability.

Define Rights Narrowly

Avoid broad, undefined grants. Specify permitted uses, duration, and territory to prevent unintended transfers of IP or commercial rights.

Attach Exhibits

Include images, installation diagrams, shipping instructions, and condition reports as numbered exhibits to clarify expectations and acceptance criteria.

Confirm Authority

Record the signer’s capacity and attach corporate resolutions or authorization where an entity signs to prevent later challenges.

Preserve Evidence

Use a signing platform that creates an audit trail, store original executed copies, and retain delivery and insurance records for dispute defense.

Frequently Asked Questions

Answers to common questions about execution, enforceability, and post‑execution issues for Commission and Exhibit Rights Agreements.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are legally enforceable if the parties demonstrate intent, consent, attribution, and record retention. Verify any exceptions such as specific court filing requirements or state notarial rules.
When is notarization required?
Notarization is required only when a state statute or specific transaction requires it, or when parties seek a self‑proving affidavit for probate or public record; otherwise it is optional but can strengthen evidentiary value in disputes.
How do I document an IP assignment?
Use clear assignment language referencing copyright and deliverables, state effective date, and include a signed assignment exhibit; where possible, register transfers or record chain‑of‑title materials to strengthen enforceability.
What if a party refuses to pay after acceptance?
Preserve acceptance evidence, follow contract remedies such as interest or suspension of exhibition rights, and consider small claims or breach litigation depending on the amount and governing law.
How do I revoke or amend the agreement?
Revocation or amendment requires the parties’ mutual written consent unless the contract provides a unilateral termination right; document amendments in writing and obtain executed signatures to avoid oral modification disputes.
How long should records be retained?
Retain executed agreements and supporting records for the active term plus recommended post‑termination periods: generally seven years for commercial matters, and at least three years for tax records per IRS guidance.

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