Why was my artwork rejected?

Artwork is often rejected for incorrect file types, low resolution, or missing bleed/safety margins. Follow the manual's specific file specs and resubmit with a vector or high-resolution raster file to avoid production delays.

What if my insurance certificate expires before the event?

An expired certificate can prevent floor access. Provide updated proof of insurance with effective dates covering move-in through move-out. Contact the insurer to issue an endorsement or renewal and upload a new COI promptly.

How do digital signatures meet legal requirements?

In the United States electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retention are captured to support enforceability.

Which file formats should I submit?

Submit vector formats (EPS, SVG) for logos and high-resolution PNG or TIFF for images. PDF/X or flattened PDF is preferred for print-ready signage to avoid transparency and font issues.

What happens after I submit the manual?

Submissions are validated, routed to brand and operations reviewers, and either approved or returned with change requests. Save confirmation receipts and timestamps for dispute resolution.

How do I get a signed copy or audit trail?

Request a system-generated completion certificate or audit log from the submission platform that includes signer attribution, timestamps, and IP addresses for document provenance.

Electronic Signature
Templates
Marketing
Marketing Exhibitor Manual

Marketing Exhibitor Manual

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

MARKETING EXHIBITOR MANUAL

PARTIES & EVENT IDENTIFICATION

Brand/Client:

Brand/Client Address Brand/Client Primary Contact

Exhibitor/Agency:

Exhibitor/Agency Address Exhibitor/Agency Primary Contact

EVENT & CAMPAIGN DETAILS

Event/Campaign Name:

Event Location:

Event Dates: From to

Campaign Objectives Target Audience / Primary Channels

DELIVERABLES & SCHEDULE

Deliverable 1 — Description:

Deliverable 2 — Description:

Additional Deliverables / Notes

BOOTH LOGISTICS & TECHNICAL REQUIREMENTS

Booth Number / Location:

Setup / Teardown Schedule

BRANDING, SIGNAGE & CONTENT APPROVAL

All signage, digital creative, and on-site messaging must comply with Brand standards and must be submitted for approval no later than . Materials submitted after that date may be rejected.

Upload / Asset Delivery Notes

COMPENSATION & PAYMENT

Total Fee: $ Payment Schedule:

Invoice / Payment Instructions

USAGE RIGHTS & INTELLECTUAL PROPERTY

License Grant: Brand/Client hereby grants Exhibitor a non-exclusive, non-transferable license to use Brand assets solely for the Campaign and Event identified above for the period commencing on and terminating on , unless otherwise agreed in writing.

Ownership: Check applicable selection: Brand/Client retains ownership of Brand assets Exhibitor/Agency retains ownership of original Exhibitor-created content Joint ownership subject to written agreement

If joint or other, specify terms

FTC DISCLOSURE & ADVERTISING COMPLIANCE

Exhibitor/Agency acknowledges its obligation to comply with applicable advertising and endorsement laws and regulations, including clear and conspicuous disclosure of material connections for any promoted products or services. Exhibitor/Agency certifies it will include required disclosures in all sponsored digital and printed materials for the Campaign.

FTC Compliance Certification

I certify that all endorsements, sponsored posts, and promotional materials produced pursuant to this Manual will include clear and conspicuous disclosures of sponsorship or material connections consistent with legal requirements.

EXCLUSIVITY & RESTRICTIONS

Exclusivity Requested: Yes No

If exclusive, define scope, territory, and fee

TERMINATION, CURE & KILL FEE

Either party may terminate for material breach after day(s) written notice and failure to cure. Early termination by Brand/Client without cause shall be subject to a kill fee equal to of the remaining contract value.

INSURANCE, INDEMNITY & SAFETY

Exhibitor/Agency shall maintain liability insurance with limits no less than $ and shall provide a certificate of insurance naming Brand/Client as additional insured where required. Exhibitor/Agency shall indemnify, defend and hold harmless Brand/Client from claims arising out of Exhibitor's negligence, willful misconduct, or breach of this Manual.

Insurance Certificate / Policy Number

CANCELLATION & FORCE MAJEURE

Neither party shall be liable for delays or failures to perform obligations caused by events beyond reasonable control, including acts of God, governmental action, or public health orders. Where performance is impossible, parties will negotiate in good faith regarding refund, rescheduling, or partial credit.

CONFIDENTIALITY

Each party agrees not to disclose Confidential Information of the other party except as required to perform obligations under this Manual. Confidential Information excludes information that is publicly known or lawfully obtained from a third party.

GOVERNING LAW & DISPUTE RESOLUTION

This Manual shall be governed by the laws of the state agreed by the parties. Parties agree to attempt good faith negotiation and non-binding mediation prior to instituting litigation.

Governing State

ACKNOWLEDGMENTS

By signing below, each party acknowledges that they have read, understand and agree to comply with the terms and logistical requirements set forth in this Marketing Exhibitor Manual, including submission deadlines, branding requirements, and safety protocols. Exhibitor/Agency further confirms they have authority to accept these terms on behalf of their organization.

I have read and agree to the terms of this Marketing Exhibitor Manual.

Brand/Client:

By:

Date:

Exhibitor/Agency:

By:

Date:

What the Marketing Exhibitor Manual Is and When It’s Used

A Marketing Exhibitor Manual is a consolidated document that outlines requirements, assets, schedules, and operational rules for organizations exhibiting at an event or trade show. It typically includes booth specifications, branding guidelines, order deadlines for services (freight, electrical, rigging), insurance and indemnity information, contact points for show management, and submission formats for logos and creative assets. For U.S. events it also highlights jurisdictional or venue rules, required certificates of insurance, and timelines that affect shipping, installation, and marketing approvals to ensure the exhibitor meets all pre-event and on-site obligations.

Why a Clear Exhibitor Manual Matters for Events

A well-prepared Marketing Exhibitor Manual reduces operational risk, shortens approval cycles, and centralizes compliance details for exhibitors and venue teams under U.S. trade-show norms.

Who Typically Prepares and Uses This Manual

The manual is prepared by event organizers or marketing teams and used by exhibitors, service contractors, and venue operations to coordinate logistics and branding.

Event organizers and production managers coordinating floor plans, services, and compliance with venue policies.
Exhibitor marketing and operations staff supplying artwork, insurance, and lead-retrieval details to meet deadlines.
Providers and contractors (freight, electrical, AV) using the manual to price, schedule, and stage services.

Clear role assignments in the manual help avoid last-minute disputes, missed deadlines, and noncompliant exhibits.

Core Sections to Include in a Professional Exhibitor Manual

Organize the manual into clear, actionable sections so exhibitors can find and submit required items quickly and event staff can validate compliance without back-and-forth.

Booth Specifications

Dimensions, permitted build heights, adjacency restrictions, and floor-loading limits with clear measurement conventions and examples for standard booth types.

Branding Assets

Logo file requirements, color profiles, resolution, safe area dimensions, and acceptable file formats for signage and digital displays.

Services & Deadlines

Order windows, cutoffs for electrical, internet, rigging, and freight; late fees and escalation procedures for missed deadlines.

Insurance & Indemnity

Required certificate types, minimum coverage amounts, additional insured wording, and how to submit evidence of insurance to the organizer.

Health & Safety

Venue safety protocols, fire marshal rules, hazardous materials handling, and any OSHA-relevant site procedures for on-site workers.

Contact Roster

Primary contacts, escalation contacts, and submission endpoints for art approval, operations, and emergency response during move-in and move-out.

Step-by-Step: Completing the Exhibitor Manual

Follow these ordered steps to compile and submit exhibitor materials, ensuring approvals and services are scheduled on time.

01

Collect Documents: Gather insurance, logos, and vendor forms before starting the manual.
02

Enter Core Data: Complete legal name, booth number, and primary contact fields first.
03

Upload Assets: Attach logo files, artwork specs, and any AV schematics in required formats.
04

Confirm Submissions: Verify uploads and submit; note confirmation numbers and timestamps.

How to Configure the Manual for Online Submission

Set up the online workflow so required fields, approvals, and file formats are validated automatically before final submission.

Field	Configuration
Authentication Method	Email link or SMS code for primary contact verification
Template Validation	Enforce required fields and accepted file types at upload
Conditional Fields	Show vendor-specific fields when selected by exhibitor
Storage Destination	Save approved assets to the event's secure file repository

Submission and Routing: What Happens After You Submit

The manual workflow routes submissions to the right teams for technical, branding, and safety approval with clear handoffs.

Receive Submission: System stores assets and records timestamped receipt
Automated Validation: Files and fields are checked against required formats
Routing for Approval: Brand, operations, and insurance review in parallel
Confirmation Issued: Approved items receive a completion certificate or note

Digital Delivery, File Formats, and Integrations

The manual should specify accepted file types, integration endpoints, and authentication options for secure, auditable submissions.

Supported Files: PDF, DOCX, PNG, EPS
Integrations: Salesforce, Microsoft 365, Google Workspace
Authentication: Email link, SMS code, SSO

Common Deadlines and Submission Windows

Publish clear cutoff dates and consequences for late submissions so exhibitors can prioritize asset delivery and approvals.

Booth Specification Deadline:

Submit final booth dimensions 60 days before move-in

Service Orders Cutoff:

Electrical and internet orders due 30 days before the event

Logo and Artwork Due:

Provide final artwork 21 days before public move-in

Insurance Certificate Due:

Upload COI at least 14 days prior to move-in

Final Floor Plan Approval:

Confirm approved layout 7 days before exhibitor access

Common Mistakes to Avoid When Preparing the Manual

Uploading low-resolution artwork that cannot be used on large-format signage, causing rework and possible additional fees.
Providing an incorrect legal entity name or TIN that delays vendor contracts or prevents payment processing for services.
Missing the insurance effective date window, which can result in denied floor access or last-minute purchase requirements.
Failing to follow booth height or adjacency rules, which can require on-site modification and incur compliance penalties.

Penalties and Risks of Incomplete or Incorrect Manuals

Late Fees: Additional service surcharges may apply

Denied Access: Entry to exhibit floor may be restricted

Insurance Gap: Liability exposure for missing coverage

Shipment Holds: Carrier refusal or storage charges

Brand Rejection: Artwork noncompliance delays signage production

Contract Breach: Possible financial or legal remedies

Required Information and Fields at a Glance

Exhibitor Name: Full legal name

Booth Number: Assigned location

Primary Contact: Phone and email

Logo Format: Vector recommended

Insurance COI: Coverage details

Move-In Dates: Scheduled times

Representative Usage Examples from Event Organizers

Real examples show how the manual reduces coordination time and clarifies compliance expectations across teams.

Optica Ventures

Optica built a single manual for recurring shows to centralize asset specs and deadlines.

The change cut approval back-and-forth.
As COO Brian Fitzgibbons noted, a single source-of-truth simplified exhibitor onboarding and reduced last-minute corrections during move-in, saving labor and avoiding expedited production fees.

Martin Properties

Martin Properties used a standardized manual to collect insurance and logos before each event.

This ensured compliance at venue check-in.
Founder Tim Martin reported consistent, auditable submissions that allowed staff to focus on setup rather than chasing missing paperwork.

Practical Tips to Improve Accuracy and Efficiency

Apply these practices to reduce errors, preserve timelines, and simplify approvals for exhibitors and show staff.

Standardize File Requirements

Provide exact file formats, DPI, color profiles, and naming conventions to avoid back-and-forth and rework during production.

Use Conditional Fields

Show only relevant fields based on exhibitor type or selected services to reduce user confusion and incomplete submissions.

Capture Timestamps and Receipts

Record submission timestamps and provide confirmations to exhibitors so disputes about deadlines can be resolved quickly.

Centralize Contacts

Include a clear contact hierarchy and escalation path so service questions and approvals move forward without delay.

eSignature Pricing and Feature Comparison for Exhibitor Manual Workflows

Compare common vendor pricing models and essential capabilities relevant to signing and distributing exhibitor manuals and related forms.

	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, no credit card required	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

Frequently Asked Questions and Troubleshooting

Answers to common questions about submissions, signatures, file formats, and approvals for the Marketing Exhibitor Manual.

Need help? Contact support

Why was my artwork rejected?
Artwork is often rejected for incorrect file types, low resolution, or missing bleed/safety margins. Follow the manual's specific file specs and resubmit with a vector or high-resolution raster file to avoid production delays.
What if my insurance certificate expires before the event?
An expired certificate can prevent floor access. Provide updated proof of insurance with effective dates covering move-in through move-out. Contact the insurer to issue an endorsement or renewal and upload a new COI promptly.
How do digital signatures meet legal requirements?
In the United States electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retention are captured to support enforceability.
Which file formats should I submit?
Submit vector formats (EPS, SVG) for logos and high-resolution PNG or TIFF for images. PDF/X or flattened PDF is preferred for print-ready signage to avoid transparency and font issues.
What happens after I submit the manual?
Submissions are validated, routed to brand and operations reviewers, and either approved or returned with change requests. Save confirmation receipts and timestamps for dispute resolution.
How do I get a signed copy or audit trail?
Request a system-generated completion certificate or audit log from the submission platform that includes signer attribution, timestamps, and IP addresses for document provenance.

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