Are electronic signatures valid?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when the transaction meets the four-part validity test: signer intent, consent to do business electronically, clear attribution, and reliable record retention.

Do I need a notary or witness?

Most showing agreements do not require notarization or witnesses. If the agreement conveys real property interest or states require acknowledgment for particular clauses, notarization may be needed — check state law or consult counsel.

What if the visitor causes damage?

Document pre- and post-showing condition, retain photos, and apply the deposit per the agreement. Insurance and indemnity clauses determine recovery; prompt written notice and repair estimates support claims.

Can I use a template across states?

Yes for basic access rules, but modify governing law, insurance minimums, and any state-specific provisions. New York follows ESRA rather than UETA; adapt language accordingly.

Is an uploaded image signature enough?

An image can suffice if accompanied by a verifiable audit trail that shows signer intent, attribution, and a timestamp. For higher-assurance needs, use multi-factor authentication or provider features that capture signer identity.

How should I store executed copies?

Store PDFs with a tamper-evident audit trail in a secure document system. Maintain access controls and retention schedules aligned with IRS, HIPAA, or other applicable regulatory requirements.

Electronic Signature
Templates
Miscellaneous
Event Showing Agreement

Event Showing Agreement

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

EVENT SHOWING AGREEMENT

Parties

Organizer Name Organizer Address Primary Contact (Organizer) Phone / Email Venue / Property Owner Venue Address Primary Contact (Venue)

Recitals

WHEREAS, Organizer desires to present a showing, presentation or promotional event (the "Event") at the Venue described above on or about ; and

WHEREAS, Venue has the authority to permit use of the premises and facilities for the Event and is willing to make the premises available on the terms set forth in this Agreement;

WHEREAS, the parties wish to set forth the scope, schedule, compensation and other terms applicable to Organizer's use of the Venue.

Scope of Work

Description of Services and Showing Details

Specific obligations include provision of access to the following areas and services:

Included Services (check all that apply): Electrical access Parking allocation On-site security Venue staffing assistance

Payment Terms

Organizer shall pay Venue the total fee of $ (the "Total Fee") in accordance with the following schedule.

Deposit Amount Balance Payment Schedule

Late Payment: Any undisputed amount not received within days of its due date shall accrue interest at the lesser of per month or the maximum lawful rate. In addition, a late fee of $ may be charged to cover administrative costs.

Term and Termination

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

Either party may terminate this Agreement for convenience upon written notice at least days prior to the effective termination date. Either party may terminate immediately for material breach by the other party if such breach is not cured within days after written notice.

Confidentiality

Each party shall keep confidential all proprietary information disclosed by the other party in connection with this Agreement and shall not disclose such information to any third party except as required by law or as necessary to perform its obligations hereunder. The confidentiality obligations set forth in this section shall remain in effect for years following termination or expiration of this Agreement.

Insurance and Indemnification

Organizer shall maintain commercial general liability insurance covering the Event with limits not less than $ per occurrence and shall name Venue as an additional insured where required. Organizer shall indemnify, defend and hold Venue harmless from and against any claims, liabilities, losses, damages, costs and expenses arising out of Organizer's acts, omissions or use of the Venue, except to the extent caused by Venue's gross negligence or willful misconduct.

Force Majeure

Neither party shall be liable for delay or failure to perform any obligation under this Agreement to the extent such delay or failure is caused by events beyond the reasonable control of the party, including acts of God, strikes, government orders, terrorism, or other force majeure events. The affected party shall provide prompt written notice to the other party and shall use commercially reasonable efforts to resume performance.

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 choice-of-law principles. Any dispute arising out of or related to this Agreement shall be resolved in the state or federal courts located in that State, and the parties submit to the exclusive jurisdiction of those courts.

Entire Agreement

This Agreement, including all schedules and attachments signed 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, representations and understandings, whether written or oral. No amendment or waiver of any provision of this Agreement shall be effective unless in writing and signed by both parties.

Additional Provisions

Special Conditions / Additional Terms

Notices required under this Agreement shall be in writing and delivered to the addresses set forth above, or to such other address as either party may designate in writing.

Organizer Printed Name:

By:

Date:

Venue Printed Name:

By:

Date:

What an Event Showing Agreement Covers

An Event Showing Agreement is a short-form contract that governs access to a venue or property for the purpose of viewing, touring, or staging a prospective event. It sets the scope of the visit, scheduling windows, liability for property damage, insurance and permit responsibilities, any deposit or refundable holding fee, and who may attend. The agreement clarifies expected conduct, photography or measurement allowances, and whether the showing is exclusive. For venue owners and event organizers, it reduces ambiguity about access rights and protects against unexpected costs or liabilities during inspections.

Why use an Event Showing Agreement

A written showing agreement documents permission, scheduling, and responsibility ahead of in-person access, reducing disputes and financial exposure. When executed electronically it remains enforceable under the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA laws, provided intent, consent, attribution, and retention requirements are met.

Who typically completes this agreement

These agreements are used by parties who control access and those who need temporary entry for evaluation.

Venue owners and property managers who schedule showings and need damage protection and insurance verification.
Event planners and prospective renters arranging site visits to evaluate capacity, layout, and logistics.
Real estate brokers or venue agents coordinating multiple showings and maintaining scheduling records.

Clear roles reduce coordination friction and establish who signs, pays deposits, and accepts liability during the visit.

Core elements to include in a professional showing agreement

A concise agreement should balance clarity and brevity: identify parties, specify access windows, list permitted activities, state deposit and damage terms, require proof of insurance if needed, and set governing law.

Parties

Full legal names for owner/manager and visitor, including organization name when applicable; identify agent relationships and contact information.

Access Window

Clear date and start/end times for the showing, plus check-in/check-out procedures and allowed duration of access to prevent scheduling conflicts.

Permitted Use

List activities allowed during the showing (photography, measurements) and explicitly prohibit setups, open flames, or guest events without separate booking.

Security & Damage

Deposit amount, inspection checklist on arrival/departure, and standards for damage reimbursement and repair timelines.

Insurance & Permits

State whether the visitor must provide certificate of insurance or permits for specialized access; include minimum coverage amounts if required.

Liability & Law

Indemnity allocation, waiver language where appropriate, and governing state for dispute resolution; note ESIGN/UETA applicability for electronic signatures.

Step-by-step: how to complete and execute the agreement

Follow a short, repeatable process so showings are scheduled and recorded consistently.

01

Prepare the form: Populate owner and property details and the proposed showing window.
02

Confirm requirements: Add deposit, insurance, and permitted-use conditions for the visitor to review.
03

Send for signature: Deliver electronically or in person; capture consent and signature evidence.
04

Record and retain: Save the executed copy and any attachments according to retention policy.

How to set up a simple online showing workflow

A minimal digital workflow reduces manual scheduling and preserves an audit trail for each showing.

Field	Configuration
Access Window Field	Require MM/DD/YYYY and start/end time entries
Deposit Field	Numeric currency field with refund conditions
Insurance Upload	File upload for certificate PDF
Signer Authentication	Email verification or SMS code for attribution

Where to send the completed agreement

Know the routing path so the executed agreement reaches all stakeholders and is stored for future reference.

Owner / Manager: Primary recipient who authorizes access and retains the original agreement.
Event Planner: Copy for planning, checklists, and logistics coordination.
Broker / Agent: Optional recipient if a third party arranged the showing.
Records System: Store executed PDF and certificate in document management for retention.

How to share and sign the agreement digitally

Use an eSignature platform that supports email or link delivery, file uploads, and an audit trail.

Formats Supported: PDF and DOCX
Authentication: Email verification or SMS code
Integrations: CRM and document storage

Choose a platform that preserves timestamps, signer attribution, and a downloadable certificate of completion to support enforcement and recordkeeping.

Typical timelines, deadlines, and processing expectations

Common deadlines help set expectations for scheduling, payments, and cancellations tied to a showing.

Request Notice:

Request showing at least 48–72 hours before proposed date.

Deposit Due:

Deposit payable within 24–72 hours of booking confirmation.

Cancellation Window:

No-fee cancellation typically 24–48 hours before showing.

Damage Inspection:

Inspection completed immediately before/after showing.

Document Retention:

Keep executed copies per retention policy and legal requirements.

Common mistakes to avoid when preparing a showing agreement

Using informal or ambiguous access times that lead to double bookings or disputes over duration.
Failing to require insurance or to collect proof of coverage before granting access to risky activities.
Neglecting to document permitted activities, especially photography, vendor access, or measurements that may damage property.
Omitting a signature, clear attribution, or a retention plan, which weakens enforceability under ESIGN/UETA requirements.

Key risks and potential consequences of errors

Unenforceable Terms: Invalid signatures or missing attribution can render the agreement unenforceable.

Deposit Forfeiture Disputes: Ambiguous refund conditions increase litigation and refund disputes.

Damage Liability: Insufficient insurance or unclear indemnity can expose owners to out-of-pocket repair costs.

Permit Violations: Unauthorized setup or vendor activity may violate local permits or venue rules.

Privacy Breach: Improper handling of attendee or vendor data can trigger privacy obligations.

Recordkeeping Failures: Poor retention practices risk loss of evidence in disputes and noncompliance with audit needs.

How an Event Showing Agreement compares with related documents

Compare common document types to choose the right form for access vs. rental obligations.

Document Type	Event Showing Agreement	Venue Rental Agreement
Primary Purpose	temporary access only	full rental and use
Deposit Handling	small refundable hold	security and rental deposit
Insurance Required	often required	always required for rentals
Duration Covered	single visit window	entire event period

eSignature vendor comparison for signing the agreement

Select a signing platform based on price, HIPAA support, bulk-send needs, and envelope limits; signNow is listed first for comparison purposes.

	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	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes (BAA)	Yes (BAA)	No	No

Frequently asked questions about Event Showing Agreements

Answers to common legal, technical, and operational questions encountered when preparing or signing a showing agreement.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when the transaction meets the four-part validity test: signer intent, consent to do business electronically, clear attribution, and reliable record retention.
Do I need a notary or witness?
Most showing agreements do not require notarization or witnesses. If the agreement conveys real property interest or states require acknowledgment for particular clauses, notarization may be needed — check state law or consult counsel.
What if the visitor causes damage?
Document pre- and post-showing condition, retain photos, and apply the deposit per the agreement. Insurance and indemnity clauses determine recovery; prompt written notice and repair estimates support claims.
Can I use a template across states?
Yes for basic access rules, but modify governing law, insurance minimums, and any state-specific provisions. New York follows ESRA rather than UETA; adapt language accordingly.
Is an uploaded image signature enough?
An image can suffice if accompanied by a verifiable audit trail that shows signer intent, attribution, and a timestamp. For higher-assurance needs, use multi-factor authentication or provider features that capture signer identity.
How should I store executed copies?
Store PDFs with a tamper-evident audit trail in a secure document system. Maintain access controls and retention schedules aligned with IRS, HIPAA, or other applicable regulatory requirements.

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