Using an EAC? Get started here...
Exhibitors who plan to have a Non-official Service Contractor (also known as an Exhibitor Appointed Contractor) unpack, erect, assemble, dismantle and pack displays/equipment must submit the NOTIFICATION OF INTENT TO USE NON-OFFICIAL SERVICE CONTRACTORS form and abide by the rules set forth in your event’s published Service Manual and those stated below.
Each manual comes with an event specific form to help you communicate your intent to use an EAC. This form is a requirement and must be supplied to AGS Exposition Services Event Services Team by the deadline set forth in your Event’s Service Manual.
- The exhibitor must notify AGS Expo Services of its intent to use a Non-official Contractor by the date supplied in your event’s Service Manual, or you may request this date from our Event Services Team – firstname.lastname@example.org, or by phone 407.292.0025.
- Non-official Contractors must submit proof of adequate insurance in the form of an original policy rider listing AGS Expo Services as additionally insured, furnished by their broker, to AGS Expo Services no later than the deadline. This must include a copy of your Worker’s Compensation Insurance Policy. Please see below for an example certificate.
- All booth personnel must wear proper identification at show site.
- If your Non-official Contractor (EAC) is a third party and will be billed for services at the event, please ensure your firm submits a Method of Payment Form and appropriately checks the Third Party box for payment authorization.
Exhibitors may employ the service of independent contractors to install and dismantle their exhibit, providing the exhibitor and the installation and dismantle contractor comply with the following requirements:
- The exhibitor must notify in writing show management and AGS Expo Services of the intention to utilize an independent contractor no later than 30 days prior to the first move-in day by completing the Notification of Intent to Use Non-official Service Contractors Form contained in this Service Manual.
- The exhibitor shall provide evidence that the Exhibitor Appointed Contractor (EAC) has a proper certificate of insurance with a minimum of $1,000,000 liability coverage including property damage and Worker’s Compensation naming AGS Expo Services as additional insured to show management and AGS Expo Services no later than the deadline date listed for EACs.
- The exhibitor agrees that they are ultimately responsible for all services in connection with their exhibit including freight, drayage, rentals and labor.
- The EAC must have all business licenses, permits and Worker’s Compensation Insurance required by the state and city governments and the convention facility management prior to commencing work and shall provide show management with evidence of compliance.
- The EAC will share with AGS Expo Services all reasonable costs related to its operation including overtime to pay for stewards, restoration of exhibit space to its initial condition, etc.
- The EAC will provide AGS with the names of all on-site employees who will be working on the exposition floor and see that they have and wear at all times necessary identification badges as determined by show management or the facility.
- The EAC must be able to provide evidence that it has a valid authorization from the exhibitor for services. The Exhibitor Appointed Contractor may not solicit business on the exhibit floor.
- The EAC must confine its operations to the exhibit area of its clients. No service desks, storage areas or other work facilities will be located anywhere in the building. The show aisles and public spaces are not a part of the exhibitor’s booth space.
- The EAC shall provide if requested evidence to AGS Expo Services that it possesses applicable and current labor contracts and must comply with all labor agreements and practices.
- The EAC must not commit or allow to be committed by persons in its employment any acts that could lead to work stoppages, strikes or labor problems.
- The exposition floor, aisles, loading docks, service and storage areas will be under the control of the official service contractor, AGS Expo Services. The EAC must coordinate all of its activities with AGS Expo Services.
- For services such as electrical, plumbing, telephone, cleaning and drayage, no contractor other than the official service contractor will be approved. This regulation is necessary because of licensing, insurance and work done using equipment and facilities owned by parties other than the exhibitor. Exhibitors shall provide only the material and equipment they own and to be used in their exhibit space.
- If the exhibiting company or Non-official Contractor fails to comply with any or all of the requirements, the Non-official Contractor will not be permitted to service your exhibit and AGS Expo Services must be hired for installation and dismantle labor. The Non-official Contractor will be able to provide supervision only. Please see the section titled Official Service Contractors and Exhibitor Appointed Contractors for a complete list of rules. This can be found in your event specific Service Manual.
- To confirm that your contractor can perform services at this event, please contact our Events Services Department.
- Any unpaid balances remain the ultimate responsibility of the exhibitor.
Sample Insurance Certificate (Required for Approval of EACs)
- PRODUCER: Insurance Agent/Broker who issues certificate.
- NAME OF INSURED: This must be the legal name of the contracting party.
- TYPES OF INSURANCE: This must include all types required by contract. See the “Official Service Contractors and Exhibitor Appointed Contractors form in this Event Services Manual. General Liability and Umbrella Liability must be “OCCURRENCE” type.
- NAME OF ADDITIONAL INSUREDS: In this area, you must list Show Management (by name), the Show itself (by name), and the facility (by name) as additional insureds on a primary and non-contributory basis.
- CERTIFICATE HOLDER: AGS Expo Services, Inc. (AGS) MUST be listed as the certificate holder.
- POLICY EFFECTIVE DATE: This date must be prior to or coincidental with the first day of Exhibitor Move-In.
- POLICY EXPIRATION DATE: This date must be on or after the last day of Exhibitor Move-Out.
- Limits: The monetary limits must be the same or greater than what is required by contract. See the “Official Service Contractors and Exhibitor Appointed Contractors form in this Event Services Manual.
- AUTHORIZED REPRESENTATIVE: This form must be signed (not stamped) by an authorized representative of the producer of the certificate.