Exhibitor Appointed Contractor
Form Deadline: March 23
An Exhibitor Appointed Contractor (EAC) is any company other than one of the designated official contractors which an Exhibitor wants to employ inside the Exhibit Hall before, during the event and/or after the Show (Union Rules and Regulations apply). This includes all EAC display houses, display sales representatives, designers, EAC labor and supervisors. An EAC should not be wearing an Exhibitor Badge. No permission to use an Exhibitor Appointed Contractor will be given for the performance of the following services:
- Electrical, Plumbing & All Other Utilities
- Drayage/Forklift Operations
- Booth cleaning and vacuuming
- Security – Official security vendor only
- Rigging – Overhead or Genie Lift
- Catering /Food Service
How To Get Authorization To Use An Exhibitor Appointed Contractor
The four principal steps to get authorization to use an Exhibitor Appointed Contractor are:
- Exhibitor must submit the online EAC form, provided by Show Management, by March 23. No approvals will be granted for requests received after the deadline.
- Show Management will send the EAC the following: a sample Certificate of Insurance, EAC Code of Conduct, EAC Agreement, EAC Memorandum, EAC invoice (when applicable) and or the Schedule A to the specified EAC.
- The EAC will be required to return to Show Management the executed EAC Agreement, a Certificate of Insurance, EAC Code of Conduct, EAC Memorandum and EAC invoice (when applicable) for EAC fees by April 4.
- The EAC must be in good standing with Show Management before the approval process begins.
Third Party Invoice Billing Rules, Regulations And Procedures
In order to assist the Exhibitor in verifying the accuracy of their expenses, a copy of the original invoice is required by Show Management to be sent to the Exhibitor of record following the close of the Show.
We Will Not Accept
- Letters, telephone calls or submissions in any other form
- Submissions in any form directly from third party vendors/contractors
Wristband Requirements For Exhibitor Appointed Contractors
- Each individual affiliated with the EAC must wear a wristband, prepared and distributed by Show Management. The EAC wristband must be worn all times during move-in and move-out.
- The process for EAC wristbands will be sent directly to the EAC by Show Management with instructions on how to pick up wristbands onsite with a copy of a valid ID (driver’s license, passport, etc.).
- EAC personnel who require access during Show hours must request a Show day wristband a minimum of one day prior to the opening of the Show. Proper attire must be worn at all times.
- EAC wristbands are NOT transferable and must be worn at all times on the wrist. Floor managers will spot check all EAC for adherence to this policy and lost EAC wristbands need to be reported to Show Management immediately. Violation of this policy will result in the termination of the EAC agreement with Show Management and all fees paid by EAC will be forfeited accordingly.
- EAC must refrain from the use of and access to all public areas and are strictly confined to Exhibit Floor access during move-in and move-out.
Each year, more and more trade show related services are being performed by Exhibitor Appointed Contractors (EAC). We recognize that each exhibitor selects those vendors that they believe will best serve their needs before, during and after the Show. If an exhibitor chooses to employ an EAC we are happy to have them on the Show Floor, as long as they conform to the rules and regulations of the Show and are wearing proper picture ID.
However, with the growing number of EAC on the Show Floor have come numerous added expenses – legal costs resulting from an increase in liability claims, hall damage, excess cleaning charges and extra administration costs for wristbands, contracting, insurance tracking, etc.
Rather than pass on these added costs to all Exhibitors, including those who do not use EAC, we have implemented a formal fee system for Exhibitor Appointed Contractors. Each EAC hired by an exhibiting company must sign an agreement and will be assessed a fee. The fee structure consists of two components and applies to all contractors regardless of the service they provide (labor or supervising).
The first component of the fee is a fixed cost of $145.00 per EAC regardless of the number of Booths being serviced. The second component is a minimal fee which will be assessed to each EAC per square foot for each Booth that the EAC has been hired as the install and dismantle labor. In the event the EAC of record for the Booth hires non-official sub-EAC, a fee of $145.00 per non-official sub-EAC will apply. Furthermore, the sub-EAC must be identified to Show Management by the EAC of record and follow all rules and regulations outlined in the exhibitor manual.
The EAC rate is .10¢ per square foot of Exhibit space at C2E2 2014.
EAC Program Fee Structure
Component #1 – $145.00 per EDC
Component #2 – see table below for sample fees (Sample fees based on 10¢ per gross sq. ft.)
(Total sq. ft.)
(total sq. ft.)
NOTE: The above table shows examples of the fee for some common Booth sizes. If your booth size is not listed, you can determine the fee your EAC will be charged by multiplying the total number of square feet by .10 + Component #1.
We cannot accept requests from the third party vendor, only from the Exhibitor. Please refer to the EAC online request form.
The purpose of this form is to petition Show Management for approval to use an Exhibitor Appointed Contractor for labor and or supervising. An Exhibitor Appointed Contractor is defined as any company, other than one of the Official Contractors that an Exhibitor wants to use inside the Exhibit Hall, before, during or after the Show. Your submission of the online form is a request for approval of an Exhibitor Appointed Contractor by Show Management and a statement of your commitment to purchase services, as outlined from said contractor, subject to Show Management’s approval of the contractor.
Online requests to use an Exhibitor Appointed Contractor (EAC) must be received at least thirty days prior to the first day of move-in. Properly completed documentation, i.e., EAC signed Agreement, Memorandum, Code of Conduct and Insurance Certificates must be submitted by April 4. Payments of EAC fees are due upon receipt of invoice.
If you have any questions regarding this procedure, please call the EAC hotline at 203.840.5890.
Contractor Must Provide Certificate Of Insurance
The Exhibitor Appointed Contractor must provide Certificate of Insurance confirming that the EAC has in full force and effect Worker’s Compensation insurance, comprehensive general liability insurance and automobile liability insurance which meet the following minimum standards:
- Worker’s Compensation insurance, providing and meeting the requirements ($1,000,000) established by the State of Illinois and must have authorization to do business in the State of Illinois.
- Comprehensive general liability insurance, providing at least $1,000,000 in coverage and naming: GES, SMG and Metropolitan and Exposition Authority, Chicago Park District, Erie Crown Theater its facilities and their officers, directors, employees thereof; and their officers, directors, employees, agents, successors, assigns and affiliates as additional insured. Reed Exhibitions, Reed Elsevier Inc., its facilities and their officers, directors, employees thereof; and their officers, directors, employees, agents, successors, assigns and affiliates as additional insured.
- Automobile liability insurance, which includes all owned, non-owned and hired vehicles with minimum limits of $500,000 bodily injury and $500,000 property damage liability.
Rules And Regulations Governing Exhibitor Appointed Contractors
- In order to assist the Exhibitor in verifying the accuracy of their expenses, a copy of the original invoice is required by Show Management to be sent to the Exhibitor of record following the close of the Show.
- All EAC groups must be properly registered for EAC approval process. This includes all EAC labor groups, supervisors, booth designers and display houses. International EAC groups are not allowed to perform any labor and are only approved to supervise properly hired union labor. The Exhibitor Appointed Contractor will not solicit business on the Show Floor at any time, including installation, during the Show and dismantling.
- The Exhibitor Appointed Contractor will share responsibility, with the Official Contractor, all reasonable costs incurred in connection with his operation, including overtime pay for stewards, security if necessary, restoration of the Exhibit Hall to its initial condition, custom marking of the floor, etc.
- The Exhibitor Appointed Contractor will cooperate fully with the Official Contractors and will comply with existing labor regulations or contracts as determined by the commitment made and obligations assumed by Show Management in any contracts with the Official Contractors. Proper ID must be worn at all times.
- The Exhibitor Appointed Contractor will not establish service desks of any type anywhere inside the Exhibit Hall. The EAC will utilize space as designated by Show Management, outside the Exhibit Hall.
- Cameras or photography are prohibited on the exhibit floor without permission from Reed Exhibitions. With the approval of Reed Exhibitions, the EAC may photograph only the Booth(s) with which they have contractual arrangements.
- While aisle carpeting is being installed, jockey boxes, ladders and the EAC equipment must be removed completely from the Show Floor, or be placed inside the Booth being installed (if removal will not disrupt or damage the carpet after it is installed) or be placed in the EAC storage area.
- Use of electric scooters by EAC is prohibited at all times.
- EAC are not allowed on the Show Floor during open days of the Show without a special EAC Show day pass or wristband. EAC must be dressed in suitable attire at all times.
- EAC are not authorized to have Exhibitor Badges. EAC will receive a specific wristband.
- The Exhibitor Appointed Contractor will refrain from placing an undue burden on the Official Contractors, especially by not interfering in any way with the Official Contractors’ work.
- Union Rules and Regulations apply please see Freeman Services tab for greater detail.
Show Management’s Discretionary Rights
Show Management reserves the right, in its sole discretion, to withhold approval or to dismiss from the Show, any service contractor whose participation in the Show may, in the opinion of Show Management, lead to strikes, picketing, other labor action directed at the Show, other disruption of the Show or interference with any of the Exhibitors.