Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Confirm exceptions such as specific court filings or estate documents.

Is notarization required?

Not usually for commercial agreements, but some state-specific uses or attachments may require notarization. When needed, use a state-authorized notary or a compliant RON provider.

What authentication is recommended?

Use email link plus SMS verification or higher-assurance methods when contracting with remote signers or when regulatory risk is elevated.

How do I document consent to electronic records?

Provide a clear consumer disclosure and capture affirmative consent before sending the electronic record, as required by ESIGN (15 U.S.C. §7001(c)) for consumer-facing transactions.

How should executed agreements be stored?

Store signed PDFs and the full audit trail in a secure repository with restricted access and retention that meets industry and federal requirements.

What if a signer lacks authority?

Obtain evidence of signing authority, such as board minutes or a corporate resolution, to reduce risk of later challenges to enforceability.

Electronic Signature
Templates
Miscellaneous
Event Roadshow Agreement

Event Roadshow Agreement

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

EVENT ROADSHOW AGREEMENT

This Event Roadshow Agreement (the "Agreement") is entered into as of Effective Date: by and between:

Client Name: Client Address: Client Primary Contact (Name, Phone, Email): Roadshow Producer Name: Producer Address: Producer Primary Contact (Name, Phone, Email):

RECITALS

WHEREAS, the Producer organizes and presents business roadshows, investor roadshows, and other promotional event series (the "Roadshow") that require coordination of venues, schedules, and promotional materials; and

WHEREAS, the Client desires to retain the Producer to plan, manage and present the Roadshow described herein, and the Producer is willing to provide such services under the terms and conditions set forth in this Agreement; and

WHEREAS, the parties intend to set forth the scope, payment, confidentiality, and termination rights applicable to the Roadshow engagement.

SCOPE OF WORK

The Producer shall provide event production, venue coordination, scheduling, on-site staffing, promotional support, and other services necessary to present the Roadshow as described below. Detailed deliverables, milestones and performance standards are set forth in the scope description field provided by the parties.

Scope of Work (describe services, deliverables, and responsibilities): Event Name: Event Locations / Venues:

Planned Roadshow Dates: From to .

Estimated Attendance per Stop:

PAYMENT TERMS

In consideration for the services rendered by Producer, Client shall pay the Producer the fees set forth below. All fees are payable in U.S. dollars and are exclusive of applicable sales or other transaction taxes unless otherwise specified.

Total Fee: Deposit (if applicable):

Deposit Due Date: . Remaining balance due in accordance with the payment schedule below.

Payment Schedule / Milestones: Late Payment Fee / Interest: Payment Method:

TERM AND TERMINATION

This Agreement commences on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this section.

Notice Period for Termination Without Cause (days): Termination for Cause (describe grounds and procedures):

Upon termination, Client shall pay Producer for all services performed and non-cancellable commitments incurred through the effective date of termination. Termination shall not relieve either party of obligations incurred prior to the effective date, including payment obligations.

CONFIDENTIALITY

Each party (the "Receiving Party") shall maintain in confidence all non-public, confidential or proprietary information disclosed by the other party (the "Disclosing Party") in connection with this Agreement ("Confidential Information") and shall not disclose such Confidential Information to third parties except as required to perform under this Agreement. Confidential Information does not include information that: (a) is or becomes publicly available through no breach of this Agreement; (b) was known to the Receiving Party prior to disclosure as demonstrated by written records; or (c) is independently developed without use of the Disclosing Party's Confidential Information.

The Receiving Party may disclose Confidential Information to its employees, contractors and agents on a need-to-know basis provided such persons are bound by confidentiality obligations no less protective than those set forth herein. Upon termination or written request, the Receiving Party shall return or certify destruction of Confidential Information, except to the extent retention is required by law or for archival backup.

INSURANCE, INDEMNIFICATION AND LIABILITY

Producer shall maintain commercial general liability insurance and event liability coverage in amounts customary for comparable events and shall provide evidence of insurance upon reasonable request. Each party shall indemnify, defend and hold harmless the other party from and against third-party claims arising out of the indemnifying party's negligent acts, willful misconduct, or material breach of this Agreement, subject to applicable limitations and exclusions.

Except for indemnification obligations and willful misconduct, neither party shall be liable to the other for consequential, incidental, special or punitive damages, and overall liability shall be limited to direct damages not to exceed the total fees paid under this Agreement for the applicable event series.

FORCE MAJEURE

Neither party shall be liable for delay or failure to perform to the extent such delay or failure is caused by events beyond its reasonable control, including acts of God, strikes, governmental orders, pandemics, natural disasters, or other force majeure events. The affected party shall promptly notify the other and use commercially reasonable efforts to mitigate the effects of the event.

COMPLIANCE WITH LAWS; PERMITS

Each party shall comply with applicable laws, rules, ordinances and regulations in connection with performance under this Agreement. The Producer shall procure any permits or licenses required for the production of the Roadshow unless otherwise agreed in writing. Client shall cooperate and provide approvals in a timely manner.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the Governing State: , without regard to its conflicts of law principles. The parties agree to negotiate in good faith to resolve disputes, and either party may seek equitable relief in a court of competent jurisdiction when necessary to preserve rights or prevent irreparable harm.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, including any written exhibits and schedules expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior negotiations, proposals and agreements, whether written or oral. No amendment or modification shall be effective unless in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

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

Client Printed Name:

By:

Date:

Producer Printed Name:

By:

Date:

What an Event Roadshow Agreement Covers

An Event Roadshow Agreement is a written contract that sets out responsibilities, schedule, deliverables, expenses, and confidentiality terms for presenters, organizers, venues, and service providers involved in a multi-location promotional or investor roadshow. It defines who provides presentation materials, technical support, travel and lodging reimbursements, insurance and liability allocations, cancellation and rescheduling rules, and intellectual property permissions for distributed materials. The document also clarifies signature and execution mechanics, including whether signatures may be collected electronically under U.S. e-signature law and how completed agreements will be stored and audited.

Why using a formal Event Roadshow Agreement matters

A clear agreement reduces ambiguity about who pays for travel and venue costs, protects confidential pitch materials, sets a consistent schedule and cancellation policy, and allocates liability. It supports regulatory compliance when presentations involve securities or sensitive data and preserves evidence of consent when executed electronically under ESIGN and state UETA frameworks.

Primary users and participants

Typical parties who prepare or sign this agreement include corporate issuers, investor relations teams, and event promoters.

Corporate Issuers — Legal, IR, and finance teams that control presentation content and investor access to ensure compliance and accurate disclosures.
Investment Banks / Advisors — Arrange schedules, moderate sessions, and often sign on behalf of clients or as coordinating parties.
Event Vendors & Venues — Audio/visual, catering, and site operators that need defined payment, setup, and liability terms.

The agreement also involves logistics vendors, venues, presenters, and legal or compliance reviewers before execution.

Core elements to include in a professional agreement

A complete Event Roadshow Agreement groups logistics, legal protections, and financial terms into clearly labeled sections so parties can review and execute quickly.

Parties

Identify each legal entity, full legal name, and contact person with authority to bind the organization; include mailing addresses and billing details.

Schedule

List dates, locations, start/end times, and materials deadlines; include contingency procedures for rescheduling or weather-related changes.

Materials

Specify presentation ownership, permitted distribution, required slide marks, and obligations to remove or modify content for regulatory reasons.

Compensation

Detail fees, reimbursements, payment timing, expense caps, invoicing address, and any holdbacks tied to deliverables.

Confidentiality

Define confidential information, permitted disclosures, duration of obligations, and carve-outs for regulatory or legal requirements.

Liability

Allocate responsibility for insurance, indemnity for third-party claims, limits on damages, and requirements for proof of insurance.

Step-by-step: preparing and executing the agreement

Follow this sequence to draft, approve, and obtain legally valid signatures with minimal delays.

01

Draft: Assemble terms, schedules, and exhibit attachments.
02

Review: Obtain internal legal and compliance sign-off.
03

Send for Signature: Route to signers in the agreed order.
04

Store: Save executed copy and audit trail in the document repository.

Configuring an online signing workflow

Configure your e-signing workflow to match signer order, authentication strength, and notification cadence before sending.

Field	Configuration
Authentication Method	Email link with optional SMS code for added verification.
Signature Order	Set sequential routing when approvals must follow a strict order.
Reminder Schedule	Enable automated reminders every three days until signed.
Template Variables	Pre-fill party names and dates to reduce signer errors.

Digital signing and file requirements

Use industry-standard file formats and authentication to ensure compatibility and auditability.

File Formats: PDF, DOCX supported for upload and signing.
Integrations: Connectors to CRM and storage systems recommended.
Auth Options: Email, SMS code, and higher assurance available.

Preserve the audit trail, export signed PDFs, and verify signature metadata to support enforceability and recordkeeping.

Typical submission and execution flow

A standard digital execution flow reduces turnaround and preserves evidence of consent and signer actions.

Upload Document: Sender prepares agreement and attaches exhibits.
Place Fields: Add signature, initial, and date fields where required.
Signer Authentication: Recipients verify identity and review the contract.
Completion & Archive: Signed copies and audit logs are generated automatically.

Key timing and deadline expectations

Set realistic internal deadlines for review, signature, and expense reconciliation to avoid contractual or logistical conflicts.

Schedule Confirmation Deadline:

Confirm dates at least 14 days before each event.

Signature Due Date:

Request signatures within seven days of delivery.

Expense Submission:

Submit receipts within 30 days of event completion.

Material Delivery:

Provide final slides seven days before presentation.

Recordkeeping Trigger:

Retention obligations begin on the effective date.

Milestones from negotiation through post-event closeout

Track these stages to coordinate approvals, logistics, and final reconciliations efficiently.

01

Drafting & Approval

Complete initial draft and internal approvals before scheduling.

02

Vendor Coordination

Confirm AV, travel, and catering within vendor lead times.

03

Execution & Delivery

Obtain signatures and distribute final materials to attendees.

04

Post-Event Reconciliation

Reconcile expenses, pay vendors, and close outstanding items.

Essential data fields every agreement must include

Organizer Name: Full legal entity

Presenter Name: Person and title

Venue Address: Street, city, state, ZIP

Event Dates: MM/DD/YYYY range

Expense Terms: Caps and receipt rules

Signature Authority: Signer title and date

Common legal risks and potential consequences

Breach of Confidentiality: Injunctive relief or damages

Unauthorized Signing: Contract unenforceable or rescinded

Late Cancellation: Payment of deposits or liquidated damages

Insurance Gaps: Out-of-pocket liability for claims

Regulatory Noncompliance: Fines or enforcement actions

Inaccurate Expense Claims: Repayment obligations and audits

Frequent preparation mistakes to avoid

Using abbreviated or inconsistent entity names that complicate authority verification and payment setup.
Failing to specify who will pay for cancellations, travel disruptions, or substitutions, leading to last-minute disputes.
Leaving expense reimbursement processes vague, with no caps, receipt requirements, or timelines for submission.
Omitting a clear signature order and authentication level, which delays execution and can void an electronic signature.

How other organizations used similar agreements

Practical examples show how agreements reduce turnaround and preserve compliance evidence across internal stakeholders and external vendors.

Optica Ventures (Brian Fitzgibbons)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Streamlined routing and template reuse minimized manual follow-ups.
As a result, Optica reduced execution time across investor roadshows, maintained consistent disclosure controls, and preserved a clear audit trail for regulator review and internal records.

Martin Properties (Tim Martin)

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile signing enabled remote approvals while traveling.
Martin Properties tightened scheduling, eliminated paper logistics, and kept a searchable archive of executed agreements for tenant and vendor audits.

Typical eSignature vendor price and feature snapshot

Comparing basic price points and essential features helps determine the right eSignature option for executing Event Roadshow Agreements at scale.

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

Frequently asked questions about executing an Event Roadshow Agreement

Answers to typical execution and compliance questions to help avoid delays and ensure enforceability.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Confirm exceptions such as specific court filings or estate documents.
Is notarization required?
Not usually for commercial agreements, but some state-specific uses or attachments may require notarization. When needed, use a state-authorized notary or a compliant RON provider.
What authentication is recommended?
Use email link plus SMS verification or higher-assurance methods when contracting with remote signers or when regulatory risk is elevated.
How do I document consent to electronic records?
Provide a clear consumer disclosure and capture affirmative consent before sending the electronic record, as required by ESIGN (15 U.S.C. §7001(c)) for consumer-facing transactions.
How should executed agreements be stored?
Store signed PDFs and the full audit trail in a secure repository with restricted access and retention that meets industry and federal requirements.
What if a signer lacks authority?
Obtain evidence of signing authority, such as board minutes or a corporate resolution, to reduce risk of later challenges to enforceability.

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