Can a campaign document be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are legally valid if intent, consent, attribution, and retention are present. Confirm any industry-specific exceptions before proceeding.

Do I need notarization for approvals?

Usually not for internal campaign approvals. Notarization is generally required only for specific legal instruments. Confirm local requirements when approvals are used as evidence in legal actions.

What about permits for physical displays?

Permits depend on municipality zoning and sign code. Check city or county planning offices before installation; lack of permits can lead to removal orders or fines.

How should signed documents be stored?

Retain signed campaign files and audit trails in a secure repository. Keep tax-related records for at least 3 years (IRC §6501(a)) and HIPAA-related records for 6 years where applicable (45 CFR §164.530(j)).

How do I update a signed campaign?

Create an amendment or addendum and route it through the same approval workflow. Do not alter the original signed document; modifications should be documented and re-signed.

Who is authorized to sign approvals?

Authorized signers are persons designated by company policy or contract. Ensure signer names and titles match authorization records to avoid later disputes.

Electronic Signature
Templates
Marketing
Marketing Display Campaign

Marketing Display Campaign

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

MARKETING DISPLAY CAMPAIGN

Parties

This Marketing Display Campaign Agreement (the "Agreement") is entered into as of by and between:

Brand / Client Name Client Entity Type (select all that apply)

Corporation LLC Individual/Proprietor Other

Client Address Primary Client Contact Name Primary Client Contact Email Client Contact Phone

and

Agency / Creator Name Agency Entity Type (select all that apply)

Corporation LLC Individual/Creator Other

Agency Address Primary Agency Contact Name Primary Agency Contact Email Agency Contact Phone

Campaign Details

Campaign Name Primary Objectives Target Audience Channels (e.g., display networks, sites, placements)

Campaign Period: Start through End .

Scope of Services and Deliverables

Agency shall provide the following deliverables in accordance with the schedule and specifications set forth below. Each deliverable shall be subject to the approval procedures set out in this Agreement.

Deliverable 1 — Description

Format: Quantity: Due:

Deliverable 2 — Description

Format: Quantity: Due:

Additional Deliverables / Notes

Timeline & Approval

Approval Process: Agency shall submit work for Client review. Client shall provide consolidated written feedback within business days of submission. Agency will incorporate up to rounds of revisions per deliverable at no additional fee. Additional revisions will be billed as set forth below.

Compensation & Payment

Total Fee Payment Schedule Payment Method Expense Reimbursement

Usage Rights & License

Subject to full payment, Agency hereby grants Client a non-exclusive, worldwide license to use the final delivered display creative for the Campaign in the Territory and Duration set forth below, except as otherwise specified.

Territory Duration / Term of License

Client has an exclusive license for the Campaign assets in the defined territory and duration (if checked, exclusivity terms below apply).

FTC Disclosure & Compliance

Agency represents and warrants that all sponsored content and paid placements will comply with applicable advertising rules and disclosure requirements. Agency will ensure that required consumer disclosures are clear, conspicuous and compliant with regulatory guidance.

Agency and Client confirm that disclosures will be included where required and are the responsibility of Agency for display creative during placements.

Disclosure Copy to be Used

Exclusivity

If Client has purchased exclusivity, Agency shall not provide identical or substantially similar display creative for direct competitors of Client within the Territory for the exclusivity period, subject to approved exceptions listed below.

Exclusivity Terms and Exceptions

Intellectual Property Ownership

Unless otherwise agreed in writing, Agency retains ownership of pre-existing materials and background intellectual property. Client receives only the license expressly granted above to final deliverables upon full payment. Any transfer of copyright or exclusive ownership must be set forth in a separate written instrument signed by both parties.

Specific IP Provisions / Transfer Terms

Agency hereby waives moral rights in the final deliverables to the extent permitted by law to allow Client to use, modify and display the deliverables consistent with the license grant.

Confidentiality & Data

Each party shall treat the other party's confidential information with at least the same degree of care as it treats its own confidential information, and will not disclose such information except as permitted by this Agreement. Confidential information includes campaign strategy, targeting parameters, audience lists, pricing and non-public materials.

Confidentiality Terms

Reporting, Metrics & Audit Rights

Reporting Requirements

Client shall have the right to audit performance metrics and placements upon reasonable notice and during normal business hours. Any audit is limited to once per contract year unless material discrepancies are found.

Termination & Kill Fee

Either party may terminate this Agreement for convenience upon written notice to the other party and payment of applicable fees as set forth below. Termination for cause shall be permitted where a material breach is not cured within the notice period identified below.

Notice Period for Termination for Cause (days) Kill Fee (if terminated for convenience) Termination Procedures

Warranties, Indemnification & Liability

Each party warrants that it has the right to enter into this Agreement and to grant the rights granted hereunder. Agency warrants that the deliverables will not infringe third-party intellectual property rights and will comply with applicable laws and advertising guidelines. Agency shall indemnify, defend and hold harmless Client from claims arising from Agency's breach of the foregoing warranty. Except for willful misconduct or indemnification obligations, liability for direct damages shall be limited to the aggregate fees paid under this Agreement; neither party shall be liable for consequential damages.

Indemnification Clause (additional specifics)

Governing Law & Dispute Resolution

Governing Law / Jurisdiction Dispute Resolution Mechanism

Miscellaneous

Entire Agreement: This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. Amendments must be in writing and signed by authorized representatives of both parties. Neither party may assign this Agreement without the prior written consent of the other except to a successor to substantially all of its business.

Additional Provisions

Brand / Client (Print Name):

By:

Date:

Agency / Creator (Print Name):

By:

Date:

What a Marketing Display Campaign Entails

A Marketing Display Campaign is a structured plan for presenting promotional creative across physical or digital display channels, including store windows, billboards, in-app banners, and point-of-sale screens. It documents objectives, target audience, creative assets, placement specifications, schedule, budget, and approval workflow so stakeholders can review, sign off, and track completion. The campaign file serves as the single source of truth for production and compliance checks, and it can be exchanged, stored, and executed electronically for faster review cycles.

Why a Formal Campaign Document Matters

A documented Marketing Display Campaign clarifies responsibilities, reduces rework, and provides an auditable record of approvals and specifications. It helps teams manage creative consistency, vendor obligations, permitting, and budget controls across multiple locations or channels.

Who Typically Prepares and Approves These Campaigns

These campaigns involve cross-functional contributors from marketing, operations, and legal to ensure creative, placement, and compliance align before production.

Marketing Managers responsible for strategy and asset handoff to production teams, ensuring brand and timing requirements are met.
Creative Agencies or designers who produce assets, supply technical specifications, and respond to revision requests during approval cycles.
Store or Facilities Operations teams who confirm placement feasibility, local permit needs, and installation scheduling at specific locations.

Clear role definitions speed approvals and reduce disputes over scope, timing, and costs during rollouts.

Stepwise Process to Complete a Campaign File

Follow these steps in order to assemble a complete Marketing Display Campaign for review and execution.

01

Gather Assets: Collect final artwork, fonts, and proof files; confirm formats.
02

Confirm Locations: Validate installation addresses and local permit requirements.
03

Specify Deliverables: List sizes, substrates, quantities, and installation notes.
04

Request Approvals: Route to stakeholders in the prescribed signing order.

Recommended Digital Workflow Settings

Configure your e-submission workflow to reduce friction and capture an audit trail during approvals.

Field	Configuration
Asset Upload	Accept PDF, PNG, JPG, and DOCX; enforce max resolution and file size limits.
Approval Order	Use sequential signers: Creative → Marketing Manager → Operations → Legal.
Signer Authentication	Enable email plus optional SMS code for higher-assurance approvals.
Notifications	Send signed copy to project archive and finance for invoicing.

How Electronic Approval Typically Flows

A simple electronic approval path minimizes delays and records every action for future reference.

Upload Document: Sender uploads the campaign PDF or package and attaches supporting files.
Place Fields: Add signature, date, and initial fields plus comments or attachments.
Send to Signers: Distribute via email link or secure signing invite in the configured order.
Complete & Archive: Signed copies and an audit trail are saved to the project repository automatically.

Technical Considerations for eSubmission and Integration

Confirm that your chosen platform supports required file formats, signer authentication, and integrations before routing approvals.

Integrations: Salesforce, NetSuite, Google Workspace, and Box are commonly used for automation and record linking.
File Formats: PDF, DOCX, JPG, PNG are broadly supported for upload and signing.
Authentication: Email link plus SMS or KBA reduces signer impersonation risk.

Essential Sections to Include in Every Campaign Document

Structure the file with distinct sections so reviewers can locate specifications, approvals, and legal terms quickly.

Campaign Overview

Summarize objectives, target audience, launch window, and KPIs so approvers understand purpose and success criteria before reviewing creative.

Asset Specifications

Provide exact dimensions, color profiles, resolution, and file naming conventions for each display asset to prevent production errors.

Placement Map

Include a location map or marked photos indicating placement, orientation, and constraints to aid installers and inspectors.

Approval Workflow

Document signer order, fallback contacts, and escalation steps so sign-offs are obtained in the correct sequence without ambiguity.

Cost Summary

List production, permit, installation, and contingency budgets with responsible approvers for each line item.

Legal & Compliance

Attach vendor agreements, indemnity language, and any permit-related conditions that affect installation or content restrictions.

Supporting Documents to Attach

Attach documents that installers, vendors, and compliance reviewers commonly require to avoid pauses during execution.

Creative Brief

A one-page brief that explains messaging, target audience, and mandatory brand elements so vendors reproduce assets accurately.

Proof of Insurance

Vendor insurance certificates showing coverage limits and effective dates, often required by landlords or municipal permits.

Permits & Approvals

Local signage or display permits, and any landlord consents, with permit numbers and expiration dates clearly listed.

Vendor Agreements

Signed contracts with installation timelines, acceptance criteria, and warranty or remediation terms for physical displays.

Practical Tips for Accurate and Efficient Completion

Adopt process habits that reduce iterations and create an auditable record of decisions during the campaign lifecycle.

Standardize Naming and Versions

Use a consistent file-naming convention and maintain a single version history; include version numbers and dates to avoid confusion during production.

Validate Technical Specs Early

Confirm dimensions, color profiles, and acceptable file formats with your printer or display vendor before finalizing assets to avoid rework.

Include Accessibility Details

Provide alt text, high-contrast alternatives, and readable font sizes for public-facing digital displays to comply with accessibility best practices.

Retain an Approval Trail

Keep signed copies and audit logs in a centralized repository to support warranty claims, billing disputes, or regulatory checks.

Frequent Preparation Errors to Avoid

Submitting artwork without correct dimensions or bleed causes print delays and additional charges for reprints.
Failing to verify local permits or landlord consents results in installation holds or removal orders.
Routing approvals to the wrong signer or using informal approvals increases the risk of disputes and rework.
Omitting accessibility information for digital displays can create compliance gaps and audience exclusion.

Key Risks and Consequences of Mistakes

Permit Fines: Municipal fines or removal orders may apply

Trademark Liability: Unauthorized use of marks can trigger infringement claims

Safety Liability: Improper installations risk injury and contractor liability

Contract Breach: Missed milestones can trigger liquidated damages or termination

Privacy Exposure: Collecting personal data without consent may violate privacy rules

Missed Deadlines: Late deliverables undermine campaign timing and revenue targets

eSignature Vendor Comparison for Campaign Approvals

Compare common feature dimensions and starting prices for widely used eSignature platforms. Confirm plan details with each vendor for specific capabilities and limits.

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

Real-World Examples of Digital Approval Workflows

Two customer stories show how electronic approvals reduced turnaround and kept campaigns moving even when teams were remote.

Martin Properties — Field Execution

Tim Martin used digital workflows to process and execute display documents online with compliance built in.

He cited consistent mobile and offline signing capability.
The approach allowed efficient returns from installers and faster turnarounds while preserving audit records for tenant and vendor disputes.

Xerox — Systems Integration

Kodi-Marie Evans integrated approvals with NetSuite to route campaign documents into operations.

The integration automated signer notifications and archival.
This reduced manual tracking, ensured invoices matched signed scopes, and shortened the time from approval to installation scheduling.

Frequently Asked Questions About Campaign Approvals

Answers to common questions about signing, legality, permitting, and recordkeeping when finalizing a Marketing Display Campaign.

Need help? Contact support

Can a campaign document be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are legally valid if intent, consent, attribution, and retention are present. Confirm any industry-specific exceptions before proceeding.
Do I need notarization for approvals?
Usually not for internal campaign approvals. Notarization is generally required only for specific legal instruments. Confirm local requirements when approvals are used as evidence in legal actions.
What about permits for physical displays?
Permits depend on municipality zoning and sign code. Check city or county planning offices before installation; lack of permits can lead to removal orders or fines.
How should signed documents be stored?
Retain signed campaign files and audit trails in a secure repository. Keep tax-related records for at least 3 years (IRC §6501(a)) and HIPAA-related records for 6 years where applicable (45 CFR §164.530(j)).
How do I update a signed campaign?
Create an amendment or addendum and route it through the same approval workflow. Do not alter the original signed document; modifications should be documented and re-signed.
Who is authorized to sign approvals?
Authorized signers are persons designated by company policy or contract. Ensure signer names and titles match authorization records to avoid later disputes.

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