Signing example
Sign an exhibitor contract online
Signing an exhibitor contract online should leave no doubt about which stand was booked, what it costs and who carries the insurance. This three page contract for a two day hospitality trade show in Adelaide has the coffee roaster exhibiting type the stand number it was allocated, type an X undertaking to supply its insurance certificate, and sign a company block, then the organiser countersigns.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Exhibitor Contract
This contract is made on Friday 2 October 2026 between Fennelgate Events Pty Ltd, ABN 52 604 918 337, of 140 Greenhill Road, Unley SA 5061 (the Organiser), and Coldbrook Coffee Roasters Pty Ltd, ABN 81 627 405 912, of 9 Halifax Street, Adelaide SA 5000 (the Exhibitor), for exhibition space at the Southern Hospitality Expo 2026, a two day trade show for cafe, restaurant and hotel operators.
1. The expo
| Dates | Wednesday 25 and Thursday 26 November 2026, 9.30 am to 5.00 pm each day |
|---|---|
| Venue | Glenmara Pavilion, Hall B |
| Visitors | Trade only, registered online, about 3,500 over two days |
| Exhibitors | About 140, in food, beverage, equipment and services zones |
2. The stand
| Stand size | 3 metres by 3 metres, 9 square metres, in the Beverage zone |
|---|---|
| Stand type | Shell scheme: white walls 2.4 metres high, a fascia sign with the Exhibitor's name, carpet, two spotlights and one 10 amp power outlet |
| Extra power | One 15 amp outlet for an espresso machine, ordered with this contract |
| Water | Not connected to stands. The Exhibitor brings its own water supply for the machine |
The stand number is allocated by the Organiser once the floor plan is final. The Exhibitor types the allocated stand number below, from the allocation email sent with this contract, so the number on the signed copy is the one the Exhibitor has seen and agreed to.
3. Fee
| Item | Due | Amount |
|---|---|---|
| Shell scheme stand, 9 square metres | $3,240.00 | |
| 15 amp power outlet | $360.00 | |
| GST | $360.00 | |
| Total | $3,960.00 | |
| Deposit, 50 percent | Within 7 days of signing | $1,980.00 |
| Balance | Friday 30 October 2026 | $1,980.00 |
If the balance is not paid by its due date, the Organiser may release the stand after giving 5 business days' written notice, and keep the deposit.
4. Move in and move out
| Move in | Tuesday 24 November 2026, 1.00 pm to 8.00 pm, through the Hall B loading dock, bookable in 30 minute slots |
|---|---|
| Stand ready | By 9.00 am on Wednesday 25 November 2026 |
| Move out | Thursday 26 November 2026, 5.15 pm to 9.00 pm. Nothing is removed from a stand before 5.00 pm |
Exhibitor staff wear closed shoes and high visibility vests during move in and move out, follow the venue's traffic rules at the dock, and use the venue's trolleys only. Goods left after 9.00 pm on Thursday are removed at the Exhibitor's cost.
5. Insurance
The Exhibitor holds public liability insurance of at least $10 million covering its staff, its equipment and anyone injured at its stand, including by hot drinks served there, and gives the Organiser a certificate of currency by Friday 30 October 2026. A stand is not opened for move in without one. The Organiser's own insurance does not cover the Exhibitor's goods, which the Exhibitor may insure.
To confirm that the certificate will be supplied, the Exhibitor types an X in the box below. The contract cannot be completed without it.
| X | Undertaking |
|---|---|
| The Exhibitor will supply a certificate of currency for public liability insurance of at least $10 million by Friday 30 October 2026. |
6. Food and drink at the stand
The Exhibitor may serve coffee samples of up to 90 millilitres free of charge. It may not sell food or drink for consumption at the expo. Samples are prepared and served in line with the Food Standards Code, by staff trained in food safety, and cups are disposed of in the stand's own bin. Milk is kept below 5 degrees in the Exhibitor's own fridge.
7. Stand rules
- Everything stays inside the stand boundary. Aisles are kept clear at all times.
- Nothing is fixed to the shell scheme walls with screws, nails or tape that marks; hooks are hired from the Organiser.
- Sound from demonstrations is kept below a level that disturbs neighbouring stands, at the Organiser's direction.
- Electrical equipment is tested and tagged within the last 12 months.
- No helium balloons, open flames or smoke machines.
8. Cancellation
| If the Exhibitor cancels | What happens |
|---|---|
| Before Friday 30 October 2026 | Deposit kept, nothing more due |
| On or after Friday 30 October 2026 | Full fee payable |
If the Organiser cancels the expo, every amount paid is refunded within 14 days. If the expo is postponed, the Exhibitor may move to the new dates or take a full refund.
9. Liability
The Exhibitor is responsible for its stand, its staff and its goods, and for loss or injury they cause. The Organiser is responsible for the hall's common areas during the expo hours. Neither party is liable for the other's lost profits. Nothing in this contract limits rights under the Australian Consumer Law.
10. Health and safety
The Organiser runs the expo under its own safety plan and the venue's rules, and both parties have duties under the work health and safety laws for the people and the work they control. The Exhibitor completes the online exhibitor safety induction before move in and follows the Organiser's safety officers at all times.
11. Promotion
The Exhibitor is listed in the expo app and on the floor plan with its name, logo, stand number and a 50 word description supplied by Friday 30 October 2026. The Exhibitor may scan visitors' badges with the expo app, and uses the contact details only as the visitor agreed when registering.
12. General
This contract, the exhibitor manual and the venue's rules are the whole agreement. If they differ, this contract applies. It is governed by the law of South Australia.
13. Signatures
Each party signs by a person authorised to sign for it. The Exhibitor signs first, after typing its stand number and the insurance undertaking; the Organiser countersigns.
14. Contacts
| For | Contact |
|---|---|
| Exhibitor services | Priscilla Odhiambo-Grant, exhibitors@southernhospitalityexpo.example, 08 8272 6104 |
| Move in bookings | Expo app, from Monday 2 November 2026 |
| Exhibitor | Silas Brennerman, Coldbrook Coffee Roasters, 0417 280 553 |
Who signs what
- Silas Brennerman, for Coldbrook Coffee Roasters Pty Ltd
- Text field on page 1: stand number allocated · Required checkbox on page 2: insurance certificate to be supplied · Signature block on page 3: Name, Title, Company and a stamped Date · Email link
- Priscilla Odhiambo-Grant, for Fennelgate Events Pty Ltd
- Signature block on page 3: Name, Title, Company and a stamped Date · Email link
The signing journey
Step 1
Four fields, two companies
A stand number, an insurance box and a block for the exhibitor, and a block for the organiser, side by side on page 3.
Step 2
The stand number from the email
Silas types the number from the allocation email sent with the contract, so the signed copy shows the stand he saw and accepted.
Step 3
An undertaking, not a choice
The insurance box is required. Any value he types prints as an X beside the promise to supply the certificate by Friday 30 October 2026.
Step 4
The organiser countersigns
Sign in order is on. Priscilla is invited after Silas's block is stamped, and her own four line block completes the contract.
Every field, and who fills it
Silas Brennerman types the allocated stand number under the stand table on page 1 and types an X in the insurance undertaking on page 2. On page 3 his block prints FOR THE EXHIBITOR with his name, the Title and Company he types, and the date. Priscilla Odhiambo-Grant's block beside it prints FOR THE ORGANISER the same way. The 9 square metre shell scheme, the $3,960.00 total with GST, the $1,980.00 deposit and balance, and the move in times are printed.
How to adapt this envelope
An exhibitor taking a larger space only changes the printed stand table and fee. An organiser that wants the stand allocated before the contract is sent can print the number instead, though the typed field keeps the exhibitor's confirmation. A shared stand between two exhibitors adds a second exhibitor block and a second insurance box.
Why an electronic signature works here
Australian electronic transactions law accepts an electronic signature that identifies the signer and shows intention by a reliable method, including one given for a company. Both parties also have duties under the Work Health and Safety Act 2011 and its state equivalents for the work they control at the expo, which clause 10 reflects.
What makes this signing flow work
The stand number is the exhibitor's
Floor plans change, and a stand number typed by the organiser could be last week's. Making it the exhibitor's field means the number on the contract is the one the exhibitor read in the allocation email and agreed to, which settles any move in day argument about where the stand belongs.
Insurance acknowledged at signing
A stand does not open for move in without a certificate of currency. A required X beside that undertaking puts the exhibitor's promise on the signed copy, so the organiser has it in writing before the deadline rather than discovering a gap on the day.
Two company blocks, two typed company names
Both signers type their own Title and Company into their blocks. The signed PDF therefore shows two companies, each named by its own signatory, which is clearer than a printed name line nobody completed.
Questions people ask
Can two companies sign an exhibitor contract without meeting?
Yes. Each signatory receives their own link by email and signs in a browser, with no account to set up. The organiser is invited automatically once the exhibitor's block is stamped, and the certified contract is emailed to both companies when the second block completes it.
What if the exhibitor types the wrong stand number?
The certified PDF cannot be edited. The organiser would confirm the correct number in writing, and if the difference matters, for example a larger stand, send a new contract. Typing the number from the allocation email at signing makes the mistake unlikely.
How long does the exhibitor have to sign?
Thirty days from when the envelope was created, a period the organiser cannot change in the app. The contract's own dates matter more: the deposit is due within 7 days of signing, and the balance and insurance certificate by Friday 30 October 2026.
What happens if the exhibitor declines the contract?
The envelope moves to declined and the organiser is emailed with the exhibitor's reason. The organiser is never invited to sign and nothing is stamped, so the stand is not booked. The organiser can withdraw the envelope and offer the stand to someone else.
Does typing an X mean the insurance has been provided?
No. It is an undertaking to supply the certificate by the date in clause 5. The certificate itself is emailed to the organiser separately. The X records the promise on the signed contract, and the stand still does not open without the certificate.
Who can sign an exhibitor contract for a company?
A person with authority to bind the company, such as a director or a manager the company has authorised. The block records the name, title and company the signer types, and the certificate records their email address and signing time.
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