What if my logo is rejected?

If a file is rejected for quality or format, identify the required format and resolution, request the correct asset from your designer, re-export at the specified DPI, and re-upload prior to the submission deadline to avoid print delays.

Can I change booth information after submission?

Minor updates may be allowed before the organizer's final cut-off; substantial changes to booth size or electrical requirements typically require approval and may incur fees, so notify the event team promptly.

Is electronic signature acceptable for the exhibitor agreement?

Yes; electronic signatures generally have the same legal effect under the ESIGN Act (15 U.S.C. §7001) and UETA when intent, consent, attribution, and record retention requirements are met.

Do I need a notary for kit acknowledgements?

Most exhibitor kits do not require notarization; if a venue or specific clause requests notarization or witnessing, follow the stated state requirements or use an accepted RON service where permitted.

How long should we keep submitted kits?

Retain the finalized kit and attachments for at least three years; retain healthcare-related or tax-related records longer as required by HIPAA or IRC rules.

What if an exhibitor refuses to provide required insurance?

Failure to provide required insurance may bar exhibitor access or trigger cancellation fees under the exhibitor agreement; verify alternate risk mitigation only if the organizer explicitly approves it in writing.

Electronic Signature
Templates
Marketing
Marketing Exhibitor Kit

Marketing Exhibitor Kit

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

Marketing Exhibitor Kit

Event & Organizer Details

Event Name:

Event Dates: From to Venue:

Organizer / Brand Organizer Contact

Exhibitor Information

Company / Entity Name Primary Contact Mailing / Shipping Address

Campaign Summary & Objectives

Campaign Name Primary Objectives Target Audience / Key Metrics

Planned Channels (select all that apply):

Social media Onsite signage Email marketing Website Other:

Booth Package & Deliverables

Selected Package (check one):

Standard Booth (pipe & drape)
Premium Booth (built display)
Corner Booth
Custom Package — describe:

Booth Size / Location Request Deliverables (list formats, quantities, deadlines)

Deadlines & Production Schedule

Final creative assets due by:

Proof approval required by:

Compensation & Payment

Total Fee Deposit Balance Due Payment Schedule / Terms

Usage Rights, Intellectual Property & Media

License Grant: The Exhibitor grants the Organizer a non-exclusive, transferable, worldwide license to reproduce, distribute, display and otherwise use the submitted creative assets, on-brand materials and event images for promotional and reporting purposes in connection with this event, for the period specified below, subject to the Exhibitor's retained moral rights where applicable.

License Duration Territory

Exhibitor authorizes Organizer to photograph and record booth activities and to use such recordings for promotional materials.

Regulatory & Disclosure Compliance

FTC Disclosure Compliance: Exhibitor warrants that all sponsored content and paid promotional activity will include clear and conspicuous disclosures as required by applicable advertising regulations and guidelines.

Exhibitor confirms required disclosure language to be used:

Exhibitor affirms compliance with disclosure requirements for all applicable channels.

Exclusivity

Exhibitor requests category exclusivity for the event.

Exclusivity Fee (if applicable)

Cancellation, Termination & Kill Fee

Either party may terminate this agreement by providing written notice to the other party. Cancellation by Exhibitor within the specified notice period will trigger the kill fee below.

Cancellation Notice Required (days) Kill Fee

Insurance, Indemnity & Liability

Insurance: Exhibitor shall maintain at its expense commercial general liability insurance with limits of liability not less than the limits stated below and shall provide a certificate of insurance upon request.

Insurance Minimums / Notes

Indemnity: Exhibitor agrees to indemnify, defend and hold harmless the Organizer and its affiliates against any loss, damage, claim, liability or expense (including reasonable attorneys' fees) arising from Exhibitor's negligent acts, willful misconduct, breach of this agreement, or violation of applicable laws.

Logistics & Technical Requests

Electrical / AV / Internet Requirements Shipping & Onsite Contact

Representations & Warranties

Each party represents and warrants that it has full authority to enter into this Agreement, that performance will not violate any agreement with a third party, and that any materials submitted do not infringe third-party intellectual property rights. Exhibitor further warrants that any claims, endorsements or statements made in its promotional content are substantiated and comply with applicable advertising standards.

Initial to acknowledge indemnity and warranties:

Acceptance

By signing below, the Organizer and the Exhibitor acknowledge and agree to the terms, schedules, fees, and legal provisions set forth in this Marketing Exhibitor Kit. This document, together with any referenced attachments and confirmed purchase orders, constitutes the entire agreement between the parties with respect to the subject matter herein.

Brand / Organizer:

By:

Date:

Exhibitor:

By:

Date:

What a Marketing Exhibitor Kit Is and When It’s Used

A Marketing Exhibitor Kit is a consolidated packet of materials and instructions provided to organizations and individuals exhibiting at an event. It typically includes branding assets, booth specifications, lead capture forms, promotional guidelines, logistics checklists, and contact information for event services. The kit standardizes exhibitor presentation, ensures compliance with venue and sponsor policies, and streamlines setup and teardown. For event managers and exhibitors alike, the kit reduces ambiguity about booth requirements, marketing restrictions, allowed materials, and submission deadlines required to appear in event programs or digital directories.

Why a Clear Exhibitor Kit Matters

A complete kit saves time, reduces errors, and protects brand consistency while helping event teams meet regulatory and venue requirements in advance.

Typical Users and Stakeholders

Event managers, marketing teams, exhibit houses, and contracted suppliers rely on the exhibitor kit to coordinate deliverables and schedules.

Event marketing teams that coordinate exhibitor placement, branding, and program listings.
Exhibitor operations staff responsible for booth setup, shipping, and materials handling.
Third-party vendors (AV, freight, decorators) who need technical specs and contact points.

Clear assignment of responsibilities in the kit reduces last-minute conflicts and improves on-site execution.

Core Elements of a Professional Exhibitor Kit

A professional kit groups logistics, creative assets, legal terms, technical specifications, and contact points so exhibitors can prepare accurately and on time.

Brand Assets

High-resolution logos, approved color palettes, and font guidelines with usage rules and file-format requirements for print and digital use.

Booth Specs

Exact booth dimensions, power and AV requirements, maximum heights, and floor-loading or rigging limits with diagram examples.

Marketing Materials

Acceptable exhibit collateral, banner specifications, exhibit messaging restrictions, and instructions for submitting materials for review.

Lead Capture

Standardized lead forms, badge-scan procedures, data fields required for follow-up, and privacy or consent language for contact permits.

Logistics

Shipping windows, address and labeling instructions, move-in/move-out schedules, and onsite service desk contacts for troubleshooting.

Terms & Policies

Exhibitor agreement excerpts, insurance minimums, health and safety rules, and cancellation/refund policies with required signatures.

Stepwise Process for Completing and Returning the Kit

Follow these sequential steps to complete the kit accurately and on time.

01

Gather Materials: Collect logos, insurance, and staffing details before starting.
02

Fill Form: Complete all required fields, using MM/DD/YYYY for dates.
03

Attach Files: Upload assets in specified formats and name files per instructions.
04

Submit: Return the kit to the specified email or portal well before the deadline.

How to Configure an Online Submission Workflow

If the kit is distributed as an online form, these workflow settings support consistent processing and handoffs.

Field	Configuration
Required Fields	Mark legal name, contact, and insurance as required
File Types	Allow PDF, DOCX, PNG, SVG up to size limit
Notifications	Send confirmation to primary contact and event admin
Approval Steps	Route to marketing review then logistics sign-off

Delivery Options and Platform Considerations

Choose distribution channels that match exhibitor technical capabilities and privacy needs.

Email Submission: Simple for small events; attach documents and confirm receipt.
Online Portal: Centralizes uploads, automates validation, and stores audit trails.
Physical Delivery: Used for large print assets or hard goods arriving pre-show.

Use platform integrations (CRM, storage) to sync exhibitor records and preserve submission histories.

Where to Send Completed Kits and What Happens Next

Typical routing and processing steps after an exhibitor submits the kit.

Submission: Upload to portal or email to the dedicated event inbox.
Validation: Admin verifies required fields and file formats.
Review: Marketing checks brand compliance and program listings.
Confirmation: Organizer returns a signed acknowledgement and logistics instructions.

Downloadable Formats and Supporting Attachments

Provide multiple file formats and a clear set of supporting documents to reduce revision cycles and printing errors.

Preferred Formats

Supply assets as PDF for print, SVG/EPS for logos, and DOCX for editable forms to ensure compatibility across vendors.

Supporting Documents

Include venue floor plans, producer contact list, freight labels, and a schedule of move-in/move-out deadlines.

Proof Requirements

Clarify whether proofs require annotated approval emails or a signed PDF to proceed to print or fabrication.

Archive Copy

Retain a PDF/A copy of the completed kit and attachments for event records and auditability.

Essential Data Elements the Kit Must Collect

Exhibitor Name: Legal entity

Primary Contact: Name, phone, email

Booth Details: Number, size, location

Assets Submitted: Logos, files, proofs

Insurance: Carrier and policy

Consent: Marketing/data permissions

Common Preparation Errors to Avoid

Submitting low-resolution logos that print poorly and require rework during production.
Missing insurance or certificate details that delay booth approval or access to the show floor.
Failing to include lead-capture consent language, which can limit post-show outreach legally.
Ignoring shipping labels and timing instructions that result in missed deliveries or added fees.

Consequences of Incomplete or Incorrect Kits

Booth Denial: Access refused for noncompliant displays

Additional Fees: Rush production or freight surcharges

Brand Inconsistency: Unapproved messaging or logos used

Data Noncompliance: Violations of privacy or consent

Missed Program Listing: Late or incorrect exhibitor directory info

Contract Breach: Potential penalties under exhibitor agreement

eSignature Vendor Comparison for Kit Signatures

Comparison of typical starter pricing and core eSignature features that affect how kits are signed and processed across platforms.

	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
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common questions about preparing, submitting, and storing Marketing Exhibitor Kits.

Need help? Contact support

What if my logo is rejected?
If a file is rejected for quality or format, identify the required format and resolution, request the correct asset from your designer, re-export at the specified DPI, and re-upload prior to the submission deadline to avoid print delays.
Can I change booth information after submission?
Minor updates may be allowed before the organizer's final cut-off; substantial changes to booth size or electrical requirements typically require approval and may incur fees, so notify the event team promptly.
Is electronic signature acceptable for the exhibitor agreement?
Yes; electronic signatures generally have the same legal effect under the ESIGN Act (15 U.S.C. §7001) and UETA when intent, consent, attribution, and record retention requirements are met.
Do I need a notary for kit acknowledgements?
Most exhibitor kits do not require notarization; if a venue or specific clause requests notarization or witnessing, follow the stated state requirements or use an accepted RON service where permitted.
How long should we keep submitted kits?
Retain the finalized kit and attachments for at least three years; retain healthcare-related or tax-related records longer as required by HIPAA or IRC rules.
What if an exhibitor refuses to provide required insurance?
Failure to provide required insurance may bar exhibitor access or trigger cancellation fees under the exhibitor agreement; verify alternate risk mitigation only if the organizer explicitly approves it in writing.

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