An Exhibitor Appointed Contractor (EAC) is any company other than Aviation Week’s official service contractors. Exhibitors are responsible for informing all appointed contractors of the rules, requirements, and regulations and for ensuring their compliance. Any and all outside vendors must fulfill the following requirements.
Any exhibitor must insure that non-official vendors hired to perform any of the following services at Aviation Week’s event must comply with the rules, requirements, and regulations.
Note: for electrical, plumbing, internet, telephone, cleaning, drayage, rigging – the exhibitor and/or EAC must utilize the official vendor designated by Aviation Week.
A certificate showing adequate general liability and property damage coverage must be received four (4) weeks prior the event.
IMPORTANT: please be sure the certificate of insurance (COI) indicates the name of the exhibitor appointed contractor being insured and the name of the exhibiting company for which work is being performed. Aviation Week, the Official Show Contractor, and the Venue must be named as additional insureds on all policies. The COI must cover the entire event date and must be received no later than four (4) weeks prior to the event.
Any exhibitor that plans to use a firm other than the “Official Show Vendors”, must submit the vendor’s company name, contact name, phone number and email. The Exhibitor Appointed Contractor Information Form must be completed and returned no later than Four (4) weeks prior to the event.
Please note that an EAC form is not required from exhibitors who plan to setup and dismantle their own 10x10 (9sqm) booth with their own full-time employees.
If an exhibitor plans to use a firm other than the “Official Show Vendor,” the contractor must complete and return this form no later than four (4) weeks prior to the event.
The Exhibitor Appointed Contractor must submit its insurance certificate by four (4) weeks prior to the event. The insurance certificate must name AVIATION WEEK, the name of the Contractor of Record, and the Venue, their agents, directors, and employees as additional insured, as well as exhibiting company with booth number.
If Show Management has not received your insurance certificate prior to move-in, The EAC will not be allowed access to the exhibit floor.
All exhibitors are required to carry sufficient insurance coverages for this event.
Exhibitors shall, at its own expense, secure and maintain for the entire duration of the Event (move-in through move-out), the insurance listed below. All such insurance shall be primary of any other valid and collectible insurance of Client and shall be written on an occurrence basis. Claims made policies are not acceptable and do not constitute compliance with Client’s obligations under this Condition.
(a) Workers’ compensation and employer’s liability insurance complying with the laws of the state in which the Event is being held;
(b) Comprehensive General Liability insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury and property damage, including coverage for personal injury, contractual, and operation of mobile equipment, products and liquor liability (if applicable); and
(c) Automobile Liability insurance (required if bringing automobiles into the Venue) with limits not less than $500,000 each occurrence combined single limit for bodily injury and property damage, including coverage for owned, non-owned and hired vehicles, including loading and unloading operators.
The Client’s Comprehensive General Liability and Automobile Liability insurance policies shall name as additional insureds: (i) Organizer and each of its direct and indirect subsidiaries and other affiliates and (ii) the Venue. If requested, copies of additional insured endorsements, primary coverage endorsements and complete copies of policies, satisfactory to Organizer, shall be promptly furnished to Organizer. Certified copies of the Certificates of Insurance or policies shall provide that they may not be cancelled without 30 days’ advance written notice to Organizer. The Client shall obtain a waiver of subrogation from the carrier of each policy described above and the carrier of each other policy that provides fire, explosion or any other risk coverage insuring the Client’s property, in each case releasing in full such carrier’s subrogation rights.
Since many international policies aren’t valid in the United States, all international exhibitors are required to obtain insurance through ExhibitorInsurance.com, the designated insurance provider for the Event. Coverage is subject to underwriting review; Client must review the Ineligible Risks to ensure coverage. Clients may be eligible to opt out of this coverage by providing a valid Certificate of Insurance satisfactory to Organizer with the necessary coverages.
Your COI must include the following:
Producer: Exhibitors Insurance company & their address:Insured: The exhibitor & their address:Contact infoInsurer(s) affording coverage: See requirements aboveType of InsurancePolicy numberEffective Dates: Must include all move in and move out daysLimitsDescription of Operations/ Locations/ Vehicles: Additionally Insured: Must include Informa Media, Aviation Week Network, General Services Contractor (Freeman or Kingsmen), and the venue, their agents, directors, and employees
Certificate holder / address of certificate holder: Informa Media - 605 3rd Avenue, NY, NY 10158
Authorized Representative Signature