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Exhibitor Agreement & Booth Booking – Non-profit Organization | Word/PDF/Excel
Exhibitor Agreement & Booth Booking – Non-profit Organization | Word/PDF/Excel
- File format
- DOCX, PDF, XLSX
- Document language
- 6 Swedish documents including guide + 1 English User Guide
- Number of files
- 7
Digital download. No physical product is shipped.
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About this template
Exhibitor Agreement & Stand Booking for Non-Profit Organizations – a professional document package in Word, PDF, and Excel for organizations that offer exhibition spaces at trade fairs, exhibitions, and other events. Document booking terms, stand equipment, payment, practical rules, and handover procedures.
Important: The template is limited to agreements with organizational or corporate exhibitors and is not designed as a consumer agreement. Event permits, the venue's right to grant access, actual authority to represent, tax issues, and selected contractual terms must be reviewed for the specific situation. A booking request is not a completed agreement.
When is an exhibitor agreement used?
When a non-profit organization acting as an organizer is to provide a specific space for an exhibiting organization or company, with agreed times, equipment, and compensation. The exhibitor agreement governs the relationship between the parties – it does not replace the event plan itself, a venue rental agreement, or any application for a government permit.
01. Package Contents
Five independent working documents, a Swedish user guide, and an English User Guide – each document in both editable Word and corresponding searchable PDF – as well as an Excel tool with nine tabs. 7 Word + 7 PDF + 1 Excel = 15 customer files. Word and PDF are two format versions of the same seven documents.
02. What the Files Contain
Exhibitor agreement, stand and price appendix, safety and practical rules, check-in and check-out protocols, amendment and cancellation documents, two guides, and Excel registers for exhibitors, stand locations, agreements, invoices, payments, and actions.
File-by-File – Function and Format
| Document | Function | Language | Format |
|---|---|---|---|
| Exhibitor Agreement | Parties, stand, compensation, liability, cancellation, and signature | Swedish | DOCX/PDF |
| Stand Booking and Price Appendix | Stand ID, equipment, additions, and fee terms | Swedish | DOCX/PDF |
| Practical Exhibitor Rules | Access, order, responsibility matrix, and safety boundaries | Swedish | DOCX/PDF |
| Check-in/Check-out Protocol | Items handed over, observations, and return | Swedish | DOCX/PDF |
| Amendment, Cancellation, and Post-Event Report | New party agreements and documented outcomes | Swedish | DOCX/PDF |
| Swedish User Guide | Step-by-step, sources, formalities, and status logic | Swedish | DOCX/PDF |
| English User Guide | English explanation of the Swedish documents | English | DOCX/PDF |
| Excel – Booking Administration | 9 tabs: bookings, locations, finances, events, actions | Swedish | XLSX |
Excel for Stand Booking and Follow-up
The Excel workbook has nine tabs: Overview, Exhibitor, Locations, Bookings, Finances, Events, Actions, Controls, and Read Me. It summarizes, among other things, registered exhibitors, preliminary and confirmed bookings, agreed amounts for confirmed bookings, registered invoice amounts, actual payments, and administrative action statuses.
The automation does not determine that an agreement is legally valid or that an amount is an enforceable debt. Excel does not calculate VAT, statutory deadlines, insurance coverage, or the right to cancellation fees. These issues require factual documentation and manual assessment.
How to Work with the Templates
- Check who owns or controls the event venue, as well as the organizer's and exhibitor's authorities.
- Assess any need for police permits, other permits, or notifications.
- Specify the stand, area, deliveries, fee, and VAT indication based on an actual review.
- Choose a suitable cancellation option and remove the unselected options.
- Have both parties accept the same agreement version with the same appendices; only then register the booking as confirmed.
- Document check-in and check-out, as well as actual observations.
- Record any amendment and cancellation separately from the original agreement, invoicing, and payment.
Legal Prerequisites
The starting point is the Contracts Act (1915:218), including issues of offer, acceptance, and proper authority. An organization must also ensure its own bylaws, decisions, and right to grant access to the area. The Swedish Police describe permits and notifications for events; some markets and trade fairs are public events.
Personal data in bookings requires an appropriate assessment under GDPR. The Marketing Act may also be relevant for electronic advertising. A stand booking does not generally imply approval for marketing communications.
Not Included: Guaranteed permit review, tax advice for a specific event, special security inspection, certificate of insurance, or pre-filled cancellation terms that can be used without review by the parties.
Frequently Asked Questions
When Does the Stand Booking Become Binding?
It depends on the actual contracting process. This product distinguishes a request or preliminary reservation from an offer that has actually been accepted by authorized parties on the same terms.
Does the Organizer Need a Permit for a Trade Fair?
A permit or notification may be required, depending on the location and circumstances. The exhibitor agreement is not a government permit. Check the actual event with the relevant authority.
How Are Cancellation and Refunds Handled?
The parties need to have clear, selected, and accepted cancellation terms or reach a special agreement. A request for cancellation does not automatically mean a refund or cancellation fee.
Does Excel Calculate VAT and Legal Payment Deadlines?
No. Excel summarizes registered amounts but does not automatically calculate VAT, due dates, or the legal obligation to compensate.
Can Word and PDF Be Edited?
The Word documents are editable. The PDF files are searchable and printable; interactive PDF form fields are not included as a verified feature.
Is the Main Agreement in English?
No. The main agreement and the practical working templates are in Swedish. The English user guide only provides support for how these Swedish documents are used.
Related Documents
- Event Plan and Staff Schedule – planning and staffing of the event.
- Safety Plan and Incident Report – special security organization and event documentation.
- Venue Booking and Rental Terms – other situations involving the granting of access to an organization's premises.
Further Reading: Plan an Event for a Non-Profit Organization – Permits, Safety, and Notifications.
Sources and Version
Official references: SFS 1915:218 · Swedish Police Authority · GDPR · Marketing Act.
Version 1.0 · AI-assisted legal source review 2026-11-02. No documented external legal review. Sweden. The completed ZIP is stored internally on Google Drive and later manually linked to Shopify Digital Products before publication.
