Exhibition Agreement
Template — South Africa

Identifies the event (name, dates, venue, organiser), the stand allocation (number, location, dimensions, type — shell scheme or raw space), any premium positioning guarantees (corner position, entrance proximity, aisle frontage), and the floor plan reference. The section establishes that the organiser reserves the right to amend the floor plan for operational or safety reasons, subject to the obligation to provide an alternative stand of comparable size and position. Where the exhibitor has paid a premium for a specific location, any organiser-initiated relocation must trigger either an adjusted fee or a right to withdraw with a full refund. The floor plan forms a schedule to the agreement and is binding on both parties once accepted.

Defines the exhibitor's responsibilities before, during, and after the exhibition. Pre-event obligations include submitting stand designs for organiser approval by a specified deadline, engaging approved contractors for stand construction, obtaining electrical compliance certificates for all temporary installations, and providing proof of insurance. During the event, the exhibitor must staff the stand during all exhibition hours, maintain the stand in a clean and safe condition, comply with venue and organiser rules, and not obstruct neighbouring stands or common areas. Post-event obligations include completing breakdown within the designated timeframe, restoring the stand area to its original condition, and removing all materials and waste. The consequences of non-compliance — including organiser-initiated remediation at the exhibitor's cost — are documented.

Specifies what the organiser provides: venue access during build-up, exhibition, and breakdown periods, utilities (electrical power supply, water where applicable, Wi-Fi), general cleaning of common areas, security for the venue during and outside event hours, marketing and promotion of the exhibition, exhibitor directory and website listings, visitor registration services, and any included services in the shell scheme package (walls, fascia, basic lighting, carpet). The section establishes service levels for critical utilities — particularly electrical supply capacity and Wi-Fi connectivity — and the organiser's remediation obligations if these services fail during the event.

Documents the stand rental fee (per square metre or as a package), the payment schedule (typically a non-refundable deposit of 25-50% upon booking with the balance due 30-60 days before the event), pricing for additional services (furniture rental, AV equipment, catering, additional electrical supply, rigging, storage), and the consequences of late payment (including the organiser's right to reallocate the stand). VAT at 15% under the Value-Added Tax Act 89 of 1991 is addressed for all charges. Early booking discounts and loyalty pricing for returning exhibitors are documented where applicable. The section also addresses the exhibitor's financial obligations for any damage to the venue, neighbouring stands, or common areas caused by the exhibitor or its contractors.

Addresses the OHS Act obligations of both parties. The organiser must ensure overall venue safety, fire safety compliance (including fire exits, fire extinguisher placement, and evacuation routes), structural certification for the exhibition infrastructure, and compliance with the venue's occupational health and safety policy. The exhibitor must ensure that their stand construction complies with structural safety requirements, that electrical installations are certified by a qualified electrician with a Certificate of Compliance under the Electrical Installation Regulations (Government Gazette No. 31975), that product demonstrations do not create safety hazards, and that stand staff are briefed on emergency evacuation procedures. Risk assessments are required for any activities that involve heightened risk — working at height, hot work, use of compressed gases, or live demonstrations of machinery. The section references Section 8 (employer's duty to ensure safety) and Section 9 (duty to non-employees) of the OHS Act.

Specifies the minimum insurance coverages each party must maintain. Exhibitors must carry public liability insurance (minimum R10 million, covering injury to visitors and damage to property), product liability insurance where products are demonstrated or sold (minimum R5 million), and all-risks insurance covering their stand, equipment, and display stock against theft, damage, and loss. The organiser must carry public liability insurance for common areas and event infrastructure, and event cancellation insurance. The section allocates liability: the exhibitor is primarily liable for incidents at their stand, the organiser is liable for common areas and event infrastructure, and mutual indemnification provisions address cross-claims. Neither party excludes liability for death or personal injury caused by negligence — any such exclusion would be contra bonos mores under South African common law and potentially void under CPA Section 51.

Addresses the CPA obligations applicable when exhibitors sell goods or services directly to consumers at the event. Section 20 provides consumers with a five-day cooling-off period for goods purchased at exhibitions or direct marketing events — the exhibitor must inform consumers of this right at the point of sale. Section 25 gives consumers the right to inspect goods before purchase. Section 56 provides an implied warranty that goods are of good quality and fit for their intended purpose. Section 18 requires honest dealing and fair value. The section requires exhibitors selling to consumers to display clear pricing, provide receipts, make CPA-compliant product information available, and inform consumers of their cooling-off rights. Non-compliance with these provisions constitutes a breach of the exhibition agreement and may expose the organiser to regulatory scrutiny from the National Consumer Commission.

Addresses the scenarios where the exhibition does not proceed as planned. Exhibitor cancellation penalties are tiered by proximity to the event: cancellation more than 90 days before the event typically results in loss of deposit only; 30-90 days triggers 50-75% of the total fee; less than 30 days triggers 100% of the fee. The organiser's right to cancel or postpone is addressed — including the obligation to offer exhibitors the option to participate in a rescheduled event or receive a proportional refund. Force majeure provisions are drafted with specificity informed by the COVID-19 experience: they cover natural disasters, pandemics, epidemics, government-mandated restrictions on gatherings under the Disaster Management Act 57 of 2002, venue damage rendering the space unsuitable, and any other event beyond the reasonable control of the parties. The financial treatment of force majeure events — full refund, partial refund, credit towards a future event, or a combination — is addressed with specificity to avoid the disputes that plagued the industry during COVID-19.

Addresses the use of event branding by exhibitors, restrictions on using competitor branding within the exhibition space, the organiser's right to photograph and film the exhibition (including exhibitor stands) for marketing purposes, the exhibitor's consent to appear in event promotional materials, and restrictions on the exhibitor photographing or filming other exhibitors' stands or proprietary displays without consent. The organiser's event brand, exhibition name, and visual identity are protected — exhibitors may reference their participation for their own marketing but may not use the event brand in ways that imply endorsement or sponsorship beyond their participation. Post-event, the exhibitor may use their own photography and materials from the event for marketing purposes, subject to any restrictions on competitor content.

Specifies the build-up period (typically 1-3 days before the event), breakdown period (typically 1-2 days after), permitted working hours during build-up and breakdown, vehicle access arrangements for loading and unloading, waste removal responsibilities, and the consequences of not completing breakdown on time (including charges for additional venue hire and organiser-arranged removal at the exhibitor's cost). Health and safety requirements during build-up and breakdown are particularly important — these are the periods when construction activities, heavy equipment, and concurrent work by multiple contractors create the highest safety risks. The section requires exhibitors to provide method statements for complex builds and to comply with the organiser's build-up safety rules.

Specifies that the agreement is governed by the laws of the Republic of South Africa and establishes a practical dispute resolution process. Given the time-sensitive nature of exhibition disputes (many arise during the build-up or event itself), the process provides for immediate escalation to senior management for resolution within 48 hours, followed by mediation under AFSA rules if senior management cannot resolve the matter, and binding arbitration for disputes that cannot be resolved through mediation. The right to approach the High Court for urgent relief — particularly interdicts relating to stand access, safety issues, or brand infringement during the event — is preserved. On-site disputes during the exhibition are subject to the organiser's reasonable operational decisions, with financial claims to be resolved after the event through the formal dispute resolution process.