What if artwork is rejected?

Organizers typically return rejected artwork with required corrections and a new deadline. Resubmit corrected files promptly to avoid production delays and additional rush fees.

Is notarization required?

Not usually required for standard exhibitor agreements, but certain addenda or state-specific legal acknowledgements may require notarization. Check the organizer’s instructions and state rules.

Can I submit later than the deadline?

Late submission may be accepted with penalty fees or limited service availability. Contact the organizer immediately; expect higher costs and potential exclusion from printed materials.

How should I label shipments?

Follow the organizer’s shipping label template precisely, including booth number and arrival window. Incorrect labels often cause misrouting and added drayage charges.

What insurance is required?

Most organizers require general liability with specified limits and the organizer named as certificate holder. Provide current certificates showing effective dates and coverage amounts.

Can the package be signed electronically?

Yes; electronic signatures are legally valid under ESIGN (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention criteria are met.

Electronic Signature
Templates
Marketing
Marketing Exhibitor Package

Marketing Exhibitor Package

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

MARKETING EXHIBITOR PACKAGE

Parties

This Marketing Exhibitor Package (the "Package") is entered into by and between:

Brand / Client: Brand / Client Address:

Contact Name:

Phone:

Email:

Agency / Creator: Agency / Creator Address:

Contact Name:

Phone:

Email:

Campaign Overview

Campaign Name:

Objectives: Target Audience: Primary Channels (select all that apply):

Social Media Live Event / Booth Email Print / Collateral Other

Exhibitor Package Details & Deliverables

Booth Type: Booth Location Preference:

Included Services and Equipment (describe quantities and specifications): Deliverables (itemize up to 5 items):

Compensation & Payment

Total Fee: $

Payment Schedule:

Deposit required: $ due by Balance due: $ due by Invoice on completion (net) days

Payment Method / Instructions:

Usage Rights & Intellectual Property

License Grant: Agency/Creator hereby grants Brand/Client a non-exclusive, worldwide license to use the Deliverables for the Term and Media set forth below, subject to payment in full and the restrictions herein.

Territory: Duration of License:

Ownership: Unless otherwise agreed in writing, Agency/Creator retains copyright in raw creative materials and finished Deliverables. Brand/Client receives the license specified above; any transfer of ownership or exclusive rights must be separately negotiated and paid.

Sublicensing / Third-Party Rights (check if permitted):

Sublicense permitted Moral rights waived (to extent permitted)

FTC Disclosure & Compliance

Agency/Creator and Brand/Client shall ensure all paid endorsements, sponsored posts, and promotional materials include clear and conspicuous disclosure of the material connection between Brand/Client and Agency/Creator. Parties acknowledge compliance with applicable consumer protection laws and agree that any required disclosure language shall be included on each Deliverable distributed to consumers.

Acknowledgement of Disclosure Requirements:

Agency/Creator will include required disclosures
Brand/Client will review and approve disclosure language

Exclusivity

Exclusivity: Brand/Client may request exclusivity for the specified category, territory and Term. If exclusivity is granted, Agency/Creator shall not provide substantially similar Deliverables for competing brands in the defined category during the exclusivity period. Exclusivity is only effective upon written acceptance and payment of exclusivity fee set forth below.

Exclusivity Requested:

Yes Fee: $ Period:

Termination & Cancellation

Either party may terminate this Package upon written notice to the other party. Termination shall be effective upon receipt of such notice. Termination rights, notice period, and applicable fees are as set forth below.

Notice Period (days): Kill Fee / Cancellation Fee:

Insurance, Indemnity & Liability

Insurance: Exhibitor/Brand shall maintain commercial general liability insurance with limits not less than those required by the event venue and provide proof of coverage upon request. Indemnity: Each party shall indemnify and hold harmless the other from claims arising out of its negligence or breach of this Package. Limitation of Liability: Except for willful misconduct or gross negligence, neither party's liability shall exceed the total fees paid under this Package.

Insurance Provider / Policy Number:

Event Rules, Setup & Operations

Setup Date/Time: Teardown Deadline:

Operational Requirements / Special Requests:

Confidentiality

Each party shall keep confidential any non-public business information of the other party disclosed in connection with this Package and shall not use such information except for performance under this Package. Confidentiality obligations survive termination for a period of two (2) years unless otherwise agreed in writing.

Confidential Information Details:

Representations & Warranties

Each party represents and warrants that it has full power and authority to enter into this Package, that it will comply with applicable laws and venue rules, and that the Deliverables will not infringe third-party intellectual property rights. Agency/Creator warrants that all endorsements or influencer content will be disclosed as required by applicable consumer protection laws.

Miscellaneous

Entire Agreement: This Package constitutes the entire agreement between the parties with respect to the subject matter hereof. Amendments must be in writing and signed by both parties. Governing Law: The Package shall be governed by the laws of the state or jurisdiction agreed below.

Governing Law Jurisdiction:

Acceptance

By signing below, the parties acknowledge that they have read, understand, and agree to be bound by the terms set forth in this Marketing Exhibitor Package.

Brand / Client:

By:

Date:

Agency / Creator:

By:

Date:

What the Marketing Exhibitor Package Is

A Marketing Exhibitor Package is a consolidated set of documents and specifications used by event organizers and exhibitors to confirm booth allocation, branding requirements, logistics, and promotional activities. It typically includes booth dimensions, electrical and internet orders, deadlines for artwork and lead retrieval, insurance and indemnity terms, payment schedules, shipping instructions, and contact information for show services. The package defines deliverables, timelines, and responsibilities so both organizer and exhibitor understand what is required to exhibit successfully and to ensure compliance with venue and event policies.

Why a Complete Package Matters for Exhibitors

A comprehensive package reduces misunderstandings, speeds approvals, and sets expectations for branding and logistics. Clear specifications help avoid late fees, permit delays, or rejected materials, and they document responsibilities for insurance, shipping, and safety compliance.

Who Typically Prepares and Uses This Package

The Marketing Exhibitor Package is prepared by event organizers and completed by exhibitor marketing or operations teams to confirm exhibit details and approvals.

Event organizers and show managers who enforce venue rules and collect exhibitor requirements.
Exhibitor marketing or operations staff responsible for branding, shipping, and on-site setup.
Vendors and contractors such as booth builders, AV providers, and logistics partners.

Accurate completion benefits procurement, legal, and facilities teams by creating a single record for billing, insurance verification, and post-show reconciliation.

Core Components Included in a Professional Package

A professional package groups technical specs, contractual terms, timelines, financial details, and required approvals so stakeholders can review and accept obligations before the event.

Booth Specifications

Detailed dimensions, permitted materials, height limits, and floorplan placement plus any custom rigging or hanging requirements for proper build compliance.

Artwork Requirements

File formats, color profiles, resolution, bleed and safety margins, submission deadlines, and proofing steps for banners, signage, and printed collateral.

Logistics & Shipping

Inbound/outbound shipping windows, carrier instructions, crating and labeling rules, drayage responsibilities, and address for show site deliveries.

Insurance & Indemnity

Required general liability limits, certificate holder information, and indemnity clauses specifying who bears risk for loss, damage, or injury at the event.

Lead Capture & Payments

Lead retrieval options, payment terms for booth and extras, refund/cancellation rules, and any on-site payment processing requirements.

Contact & Approval

Primary event contact, exhibitor account manager, and required sign-off points for final artwork, booth design, and special requests.

Essential Data and Compliance Items

Exhibitor Legal Name: Exact entity name

Contact Information: Email and phone

Insurance Limits: Liability coverage amount

Payment Terms: Deposit and balance

Artwork Files: Accepted formats listed

Special Approvals: Rigging/permitting noted

Step-by-Step: Completing the Exhibitor Package

Follow these steps to complete and submit the package in the correct order so approvals, billing, and logistics proceed without interruption.

01

Gather Documents: Collect insurance, logo files, and payment info.
02

Fill Form: Enter required fields and upload attachments.
03

Review & Sign: Confirm details and sign the agreement.
04

Submit: Send package to organizer for confirmation.

How Submission and Approval Typically Flow

A clear approval path reduces back-and-forth. This sequence shows common routing from exhibitor submission to organizer confirmation and final onsite readiness.

Exhibitor Sends: Uploads package to organizer portal.
Organizer Reviews: Checks compliance and completeness.
Approvals Issued: Artwork and special requests approved.
Logistics Confirmed: Shipping windows and move-in scheduled.

Configuring an Online Submission Workflow

Set up a digital workflow to automate notifications, approvals, and reminders so each stage tracks status and reduces manual follow-up.

Field	Configuration
Form Template	Use a reusable template with required fields
Conditional Fields	Show fields only when relevant to the exhibitor
Approver Roles	Assign organizer reviewers for artwork and insurance
Notifications	Auto-email on submission, approval, or rejection

Digital Submission and Delivery Requirements

Choose a platform that accepts the specified file types, supports secure transmission, and records approval events for auditability.

File Types: PDF, DOCX, JPG, PNG
Storage Format: Encrypted at rest
Integrations: CRM and storage systems

Confirm platform compatibility with the organizer’s integrations and retention requirements; retain copies in your records for the period specified by law or contract.

Common Deadlines to Track

Exhibitor success depends on meeting staged deadlines. Below are typical milestone windows to calendar and confirm for every event.

Application Deadline:

Often 60–90 days before the event

Artwork Deadline:

Typically 30–45 days prior to production

Shipping Window:

Usually opens 7–14 days before move-in

Balance Due:

Final payment commonly 30 days before event

Cancellation Cutoff:

Refund rules often apply 60 days prior

Key Milestones from Registration to Move-Out

A sequential view of core milestones helps teams coordinate approvals, shipments, and on-site staffing for a show.

01

Registration Submitted

Organizer receives exhibitor application and initial payment.

02

Design Approval

Artwork and booth plans reviewed and approved.

03

Logistics Confirmed

Shipping dates and freight handling are scheduled.

04

Move-Out Complete

Exhibitor clears booth and returns rental items.

Common Mistakes That Cause Delays

Submitting artwork in the wrong color space or resolution, which requires rework and can miss production cutoff dates.
Providing an insurer certificate with expired dates or incorrect limits, causing hold on booth access until corrected.
Using an incorrect booth number or shipping label, which can result in lost or late freight and additional handling fees.
Failing to follow rigging or electrical specs, leading to on-site work stoppages or safety compliance penalties.

Consequences of Incomplete or Incorrect Packages

Late Submission: Loss of reservation

Noncompliant Artwork: Reproduction fees

Insurance Gaps: Liability exposure

Shipping Errors: Delays and extra costs

Unauthorized Materials: Removal at exhibitor cost

Payment Defaults: Account hold or cancellation

eSignature Pricing and Feature Comparison for Package Workflows

Compare common eSignature options when selecting a provider to collect approvals and signatures for exhibitor packages. signNow is listed first per comparison conventions.

	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	Varies	Varies	Varies
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 points of confusion about completing, submitting, and correcting the Marketing Exhibitor Package.

Need help? Contact support

What if artwork is rejected?
Organizers typically return rejected artwork with required corrections and a new deadline. Resubmit corrected files promptly to avoid production delays and additional rush fees.
Is notarization required?
Not usually required for standard exhibitor agreements, but certain addenda or state-specific legal acknowledgements may require notarization. Check the organizer’s instructions and state rules.
Can I submit later than the deadline?
Late submission may be accepted with penalty fees or limited service availability. Contact the organizer immediately; expect higher costs and potential exclusion from printed materials.
How should I label shipments?
Follow the organizer’s shipping label template precisely, including booth number and arrival window. Incorrect labels often cause misrouting and added drayage charges.
What insurance is required?
Most organizers require general liability with specified limits and the organizer named as certificate holder. Provide current certificates showing effective dates and coverage amounts.
Can the package be signed electronically?
Yes; electronic signatures are legally valid under ESIGN (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention criteria are met.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now