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. 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.

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 *

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:

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 info
Insurer(s) affording coverage: See requirements above
Type of Insurance
Policy number
Effective Dates: Must include all move in and move out days
Limits
Description 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