Is an electronic submission legally binding?

Yes, an electronically signed consent or agreement is generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, signer attribution, and reliable record retention are documented.

Who can sign on behalf of the exhibitor?

An authorized representative with authority to bind the exhibitor should sign. Event organizers should require a named signatory or an attestation certifying authority to reduce disputes.

Can I accept eSignatures for publication consent?

Yes. Consumer-facing consents may require a clear electronic consent disclosure per 15 U.S.C. §7001(c); capture the consent action and retain an auditable record.

How do I update a listing after publication?

Use the update workflow defined by the organizer. Track changes, require re-approval where necessary, and retain prior versions for audit purposes.

What file formats should exhibitor assets use?

Request high-resolution PNG or SVG logos for print, JPG for web images, and set minimum DPI. Enforce format rules at upload to avoid manual corrections.

How is exhibitor data protected?

Store directory data in access-controlled systems, encrypt data at rest and in transit, and limit public disclosure to fields covered by exhibitor consent; for PHI use HIPAA-compliant processes and a BAA if applicable.

Electronic Signature
Templates
Miscellaneous
Exhibitor Directory Template

Exhibitor Directory Template

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

EXHIBITOR DIRECTORY TEMPLATE

This Exhibitor Directory Listing Agreement ("Agreement") is made and entered into as of Effective Date: by and between Organizer Name: ("Organizer") and Exhibitor Name: ("Exhibitor").

WHEREAS

WHEREAS, Organizer produces or oversees the publication and distribution of an event directory for the event identified as Event Name: scheduled on Event Dates: ; and

WHEREAS, Exhibitor desires to purchase a directory listing and to provide Listing Materials to Organizer for inclusion in the directory under the terms set forth in this Agreement.

SCOPE OF WORK

Organizer will include Exhibitor's listing in the printed and/or digital directory distributed in connection with the Event. The listing shall consist of the materials supplied by Exhibitor in accordance with the submission specifications and schedule set forth below. Organizer shall have the right to edit for format and space while preserving substantive content.

Detailed Scope / Special Instructions

EXHIBITOR CONTACT & LISTING INFORMATION

Company Name Primary Contact Contact Title Address Phone Email Listing Name Listing Description (up to 50 words) Product Categories (select all that apply)

Technology Services Manufacturing Other:

Include company logo in listing Premium listing / enhanced placement

PAYMENT TERMS

In consideration for inclusion of the listing, Exhibitor shall pay Organizer the fees set forth below. Fees are non-refundable except as expressly set forth in this Agreement.

Listing Fee (USD) Payment Schedule Late Payment Fee / Interest

TERM AND TERMINATION

This Agreement commences on Start Date: and continues until End Date: unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for material breach by the other party if such breach remains uncured for Notice Period (days): after written notice. Organizer may also remove a listing if Exhibitor fails to provide Listing Materials by the submission deadline specified by Organizer.

CONFIDENTIALITY

Each party shall treat as confidential any non-public business information disclosed by the other party that is identified as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure ("Confidential Information"). Confidential Information does not include information that (a) is or becomes generally available to the public other than as a result of disclosure by the receiving party; (b) was in the receiving party's possession prior to receipt from the disclosing party; (c) is rightfully received by the receiving party from a third party without restriction; or (d) is independently developed by the receiving party without use of the disclosing party's Confidential Information.

The receiving party shall not use or disclose the disclosing party's Confidential Information except as necessary to perform its obligations under this Agreement, and shall protect such Confidential Information with at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care.

INTELLECTUAL PROPERTY; LICENSE

Exhibitor represents and warrants that it owns or is authorized to grant Organizer the right to use all Listing Materials furnished for the directory. Exhibitor grants Organizer a non-exclusive, royalty-free license to reproduce, publish and distribute the Listing Materials in connection with the directory and related promotional activities for the Event, for the Term of this Agreement.

GOVERNING LAW; 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 laws principles. The parties agree that any dispute arising under this Agreement shall be resolved by the state or federal courts located in the chosen jurisdiction.

MISCELLANEOUS

Entire Agreement: This Agreement constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, proposals and communications, whether written or oral. Any amendment or modification must be in writing signed by both parties.

Indemnification: Exhibitor shall indemnify, defend and hold harmless Organizer and its officers, directors and agents from and against any claims, damages or liabilities arising out of Exhibitor's breach of this Agreement, including any claim that Listing Materials infringe a third party's intellectual property rights.

Additional Notes or Special Requirements

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses below. Notices are effective upon receipt.

Organizer Notice Address Exhibitor Notice Address

Organizer:

By:

Date:

Exhibitor:

By:

Date:

What the Exhibitor Directory Template Is and When to Use It

An Exhibitor Directory Template is a standardized form used by event organizers to collect and publish exhibitor details such as company name, booth number, contact information, brief descriptions, logos, and product categories. It centralizes data for printed programs, mobile apps, and online directories, and supports consistent presentation across event materials. Well-structured templates reduce back-and-forth with exhibitors, make onboarding faster, and simplify integration with registration, badge printing, and sponsor reporting systems.

Why a Clear Template Matters for Exhibitor Management

A complete, consistent Exhibitor Directory Template saves administrative time, prevents publication delays, and ensures attendee-facing listings are accurate and searchable. It also reduces legal and compliance risk when contact or promotional details are governed by industry rules.

Who Typically Completes and Uses This Template

Event teams and exhibitor contacts complete the template to provide the core listing data used across marketing and logistical systems.

Event organizers responsible for accreditation, marketing, and floor plans who aggregate exhibitor submissions and ensure consistent formatting.
Exhibitor marketing or operations contacts who supply company descriptions, logos, and promotional categories for attendee-facing materials.
Third-party vendors (mobile app providers, printers, badge vendors) that consume the directory data to produce final outputs.

Clear role definitions and a single point of submission reduce duplicate entries and accelerate the publication cycle.

Essential Parts of a Professional Exhibitor Directory Template

A practical template balances exhibitor detail with ease of completion; include identification, contact, presentation, and administrative fields so listings are usable for both attendees and operations.

Identification

Company legal name, trade name, and booth number to uniquely identify each exhibitor on maps and in promotional materials.

Primary Contact

Name, role, phone and email for publication and operational queries; indicate if contact may be shown publicly.

Description

Short company description (75–150 characters recommended) and optional extended description for exhibitor pages or app profiles.

Brand Assets

Logo file (specify format, DPI) and up to two product images with captions and usage permissions.

Permissions

Publication consent, preferred listing name, and promotional opt-ins or restrictions required for legal and marketing compliance.

Step-by-Step: Submitting an Exhibitor Listing

Follow these sequential steps to submit a complete listing that will flow directly into event outputs.

01

Collect Data: Gather legal name, booth, contact, assets, and consent before starting the form.
02

Complete Fields: Fill required fields, upload images, and confirm category tags.
03

Review & Save: Verify spelling, links, and image quality before saving draft or submitting.
04

Confirm Publication: Acknowledge consent and confirm whether listing will be public or restricted.

Best Practices for Accurate and Efficient Completion

Apply consistent standards and automated checks to reduce publishing errors and manual corrections.

Standardize Text Limits

Set and enforce character limits for short descriptions and headlines to prevent truncation across mobile and print outputs.

Require Valid Assets

Specify logo file types and minimum resolution; reject files that do not meet print or app guidelines.

Use Controlled Vocabularies

Require category selection from predefined lists rather than free-text to improve search, filtering, and analytics accuracy.

Automate Validation

Implement field validation for email format, mandatory fields, and duplicate checks to avoid data cleansing later.

Common Errors to Avoid

Missing booth numbers or inconsistent formats that break floor plan mapping and attendee wayfinding.
Low-resolution or incorrectly cropped logos leading to poor print results or rejected uploads.
Incomplete contact details that delay exhibitor confirmation or operational communications.
Incorrect category tags that reduce discoverability and impair matchmaking features.

Required Fields and Data Elements for Every Listing

Company Name: Legal/trade name

Booth Number: Assigned booth ID

Primary Contact: Name and role

Contact Email: Monitored address

Short Description: 75–150 characters

Logo: PNG/SVG, high res

Who Can Approve and Sign the Listing

Exhibitor Contact

A named employee or authorized agent who supplies listing data and gives publication consent; their sign-off confirms accuracy and assigns permission for public distribution under the event's terms.

Event Organizer

An event manager or operations lead who verifies booth assignments, enforces editorial guidelines, and authorizes final publication for attendee-facing directories and printed programs.

Distribution Channels and Technical Integrations

Exhibitor data is typically used across multiple systems; plan formats and integrations accordingly.

Supported Formats: PDF, DOCX, CSV
Integrations: CRM, registration, and cloud storage
Authentication: Email, SMS, or SSO

Ensure export formats and integration endpoints are validated before wide distribution to avoid rework across platforms.

How to Configure an Online Submission Workflow

Configure these settings in your registration or content management system to automate directory ingestion and publish approvals.

Field	Configuration
Auto-fill from registration	Map registration fields to listing fields
Conditional fields	Show vendor-specific fields when applicable
Export format	CSV for bulk, PDF for print
Authentication	Email verification or SSO

Where and How Submissions Are Routed

A typical routing flow ensures validation, review, and final publication with traceable approvals.

Submission: Exhibitor submits completed template
Automated Validation: System checks required fields and file formats
Organizer Review: Staff verify booth, categories, and consent
Publish: Listing goes live to chosen channels

Typical Deadlines and Timing to Publish Listings

Set clear deadlines so production teams have time for layout, proofing, and distribution across channels.

Initial Submission Deadline:

Typically 30–60 days before the event

Proof Approval Deadline:

Typically 14–21 days after submission

Final Corrections Deadline:

Often 7–14 days before publication

Payment and Sponsorship Cutoff:

Depends on contract; often 30 days pre-event

Publish Date:

Date directory is released to attendees

Key Milestones From Submission to Publication

Track these sequential milestones to coordinate review, layout, and live publishing with minimal delays.

01

Submission Received

Form and assets arrive; validation begins.

02

Content Validation

System flags missing fields or low-res images.

03

Organizer Sign-Off

Staff approve or request edits from exhibitor.

04

Final Publish

Approved listing is exported to directory channels.

Comparing Printed versus Digital Directory Options

Compare common attributes to decide whether to publish a printed program, a digital directory, or both.

Feature	Printed	Digital
Update Frequency	static	dynamic
Distribution Cost	higher	lower
Searchability
Interactive Links

Multi-vendor eSignature Pricing Snapshot for Directory Approvals

This table summarizes common pricing and feature points for eSignature providers relevant when choosing a signing workflow for exhibitor agreements and publication consents.

	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	Yes, 7-day 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	Not specified	Not specified	Not specified

Risks and Potential Consequences of Inaccurate Listings

Publication Errors: Misleading exhibitor claims

Contract Risk: Invalid consent or missing signature

Privacy Breach: Unauthorized disclosure of personal data

Regulatory Violation: Noncompliance with industry rules

Financial Impact: Refunds or sponsorship disputes

Reputational Harm: Damaged organizer or exhibitor trust

Frequently Asked Questions About the Exhibitor Directory Template

Common questions about completion, eSignature, publication, and data handling when using an Exhibitor Directory Template.

Need help? Contact support

Is an electronic submission legally binding?
Yes, an electronically signed consent or agreement is generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, signer attribution, and reliable record retention are documented.
Who can sign on behalf of the exhibitor?
An authorized representative with authority to bind the exhibitor should sign. Event organizers should require a named signatory or an attestation certifying authority to reduce disputes.
Can I accept eSignatures for publication consent?
Yes. Consumer-facing consents may require a clear electronic consent disclosure per 15 U.S.C. §7001(c); capture the consent action and retain an auditable record.
How do I update a listing after publication?
Use the update workflow defined by the organizer. Track changes, require re-approval where necessary, and retain prior versions for audit purposes.
What file formats should exhibitor assets use?
Request high-resolution PNG or SVG logos for print, JPG for web images, and set minimum DPI. Enforce format rules at upload to avoid manual corrections.
How is exhibitor data protected?
Store directory data in access-controlled systems, encrypt data at rest and in transit, and limit public disclosure to fields covered by exhibitor consent; for PHI use HIPAA-compliant processes and a BAA if applicable.

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