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.

Audio Visual
Carpet Rental / Flooring
Computer Rentals
Exhibit Rental/Booth Rental
Exhibitor Marketing
Floral
Furniture
Installation & Dismantling / Display Labor / Supervision
Personnel / Temporary Help / Models
Photography / Video / Film
Security / Guard Service
Transportation / Freight Carrier

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.

EACs should supply a list of all full-time employees who will be installing, dismantling or working in the exhibiting company’s booth. Aviation Week management also requires that exhibitor appointed contractors furnish a list of all subcontractors they will use during installation, show days and dismantling. Any company that is not an approved exhibitor appointed contractor or does not appear on an appointed exhibitor contractor’s list of approved subcontractors will be denied access to the show floor. Exhibitor appointed contractors must collect the proper COIs from their subcontractor(s), and maintain the original certificates (photocopies and faxes are not acceptable) on file for review by Aviation Week management.
All EACs and all subcontractors must display company ID with photo all times while on property.
All EACs agree to abide by the rules and regulations set forth by Aviation Week in the Exhibitor prospectus and Exhibitor Service Kit. EACs may operate only out of the confines of their client’s booth. Separate service desks and/or work areas, storage areas or other work facilities will not be permitted at Aviation Week’s event. The show aisles and public space are not part of the Exhibitor’s booth space.
All EACs must comply with local labor agreements and practices and may not commit any acts that could lead to work stoppages, strikes or labor problems.
All EACs must adhere to the move-in, move-out schedule. Exhibitors will be responsible for any additional expense incurred by Aviation Week should deadlines not be met.
Exhibitors are liable for restoring their exhibit area to its original condition (i.e. free of any tape, debris and other remnants of use)
All personnel under the employment of the EACs must be badged by Aviation Week and obtain wrist bands. Bands will not be issued until insurance requirements are met.
It is the responsibility of the exhibiting company to insure that each EAC adheres to all official rules and regulations of the Event as set forth by Aviation Week.
All EACs will not solicit business on the Show Floor.

Event *

Are you an Exhibitor or a Contractor? *

Exhibitor

Contractor

Name of Exhibitor: *

Booth/Stand Number: *

Total Square Feet/Meters:

Please copy this link and send to all of your appointed contractors:

https://fs2.formsite.com/AW-Events/form58/index.html

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. If you have any questions about this form, please contact Anita Wright (anitajoyce.wright@aviationweek.com). 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 to Anita Joyce Wright (anita.joyce.wright@aviationweek.com). 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.

Exhibitor Appointed Contractor Information. Please check type of EAC you represent: *

CONTRACTOR INFORMATION

Independent Contractor/Display House:

Insurance Company:

Contractor Contact Name:

On-site Contractor Contact Name (if different):

Address Line

City *

State (U.S.)

State (non-U.S.)

Postal Code

Phone Number *

Fax Number: *

Email Address *

EXHIBITOR INFORMATION

Company *

Contact *

Street Address *

Address Line 2

City *

State (U.S.)

State (NON U.S.)

Postal Code

Phone Number *

Fax Number

Email Address *

LIST ALL EXHIBITOR APPOINTED CONTRACTORS:

	Company	Contact Name	Phone Number	Email
1.	Company	Contact Name	Phone Number	Email
2.	Company	Contact Name	Phone Number	Email
3.	Company	Contact Name	Phone Number	Email
4.	Company	Contact Name	Phone Number	Email
5.	Company	Contact Name	Phone Number	Email

CERTIFICATE OF INSURANCE:

Every exhibitor contract requires the exhibitor or vendor to have exhibitor insurance for the trade show, exhibition or event they are attending. Please see sample below.

The exhibitor is typically required to carry a minimum of $1,000,000 of general liability insurance for the days of the event and name the event producer as an additional insured. This information can be found on the back of the contract in the insurance section. An exhibitor signs an exhibitor contract and agrees to not only carry the exhibitor insurance required but also to hold the event producer harmless. The required insurance is to protect both the exhibitor and the event producer for claims that arise due to the exhibitors’ actions or products. The exhibitor is responsible for this actions and products whether or not they purchase exhibitor insurance.

Exhibitors are required to provide a certificate of insurance to the event producer to verify they have the required insurance. This is or may be called trade show exhibitor insurance, vendor insurance, exhibitor insurance, exhibitor liability insurance, general liability insurance or a certificate of insurance.

Please upload or email your COI four (4) weeks prior to the event to Anita Joyce Wright, anitajoyce.wright@aviationweek.com

Forms can also be mailed to:
Anita Joyce Wright
Aviation Week
1166 Avenue of the Americas, 10th Floor
New York, NY 10036