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Procedures For Utilizing An Exhibitor Appointed Contractor (EAC)

Definition

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 (by special pass and/or wristband), or after the show (Union Rules and Regulations apply).  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
  • Security
  • Telephone / Communications
  • Rigging - Overhead or Genie Lift 
  • Catering / Food Service

How To Get Authorization To Use An Exhibitor Appointed Contractor (Star Wars Celebration VI 2012)

The four principal steps to get authorization to use an Exhibitor Appointed Contractor are:

  1. EXHIBITOR must submit the online EAC form provided by Show Management, by the deadline date of July 21, 2012. No approvals will be granted for requests received after the deadline.
  2. Show Management will send the EAC Agreement, Sample Certificate of Insurance, EAC Code of Conduct, EAC Memorandum and the Schedule A to the specified EAC.
  3. The EAC will be required to return to Show Management the executed Agreement, Memorandum and Code of Conduct along with the proper, EAC insurance documents by the deadline date of August 8, 2012
  4. The EAC MUST BE in good standing with Show Management before the approval process begins.

Third Party Invoice Billing Rules, Regulations And Prodedures

IN ORDER TO ASSIST THE EXHIBITOR IN VERIFYING THE ACCURRACY 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 3rd party vendors/contractor only from the exhibitor.

Wristband Requirements For Exhibitor Designated Contractors

  1. Each individual affiliated with the EAC must wear a correct wristband, prepared and distributed by Show Management. The EAC wristband must be worn all times during move-in and move-out.
  2. 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.).
  3. 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.
  4. EAC wristbands are NOT transferable and must be worn at all times on the wrist.  Floor managers will spot check all EACS 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 EACs agreement with Show Management and all fees paid by EAC will be forfeited accordingly.
  5. 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.

Purpose

The purpose of this form is to petition Show Management for approval to use an Exhibitor Designated Contractor.  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 must be received at least thirty days prior to the first day of move-in.  Properly completed documentation, i.e., signed EAC Agreement, Memorandum and EAC Insurance Certificates must be submitted by July 10, 2012.

If you have any questions regarding this procedure, please call our special 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 established by the State of Florida - must have authorization to do business in the State of Florida.
  • Comprehensive general liability Insurance, providing at least $1,000,000 in coverage and naming:
    The Freeman Companies, Orange County Convention Center, Reed Exhibitions, Reed Elsevier Inc., and their officers, directors, employees, agents, successors, assigns, and affiliates.  LFL-Related Entities” means Lucasfilm Ltd., and all of its affiliated and related entities including, without limitation, Lucasfilm Entertainment Company Ltd. (including all of its divisions), Lucasfilm Animation Company Ltd., George W. Lucas, and their respective employees, officers, directors, shareholders, successors, joint ventures, partners, licensees, agents and assigns).
  • 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 Designated Contractors

  1. IN ORDER TO ASSIST THE EXHIBITOR IN VERIFYING THE ACCURRACY 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.  BY ALL VENDORS.
  2. The Exhibitor Appointed Contractor will not solicit business on the show floor at any time, including installation, during the show, and dismantling.
  3. 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.
  4. 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.
  5. 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.
  6. 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.
  7. While aisle carpeting is being installed, jockey boxes, ladders and the EAC’s 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’s storage area.
  8. Use of electric scooters by EACs is prohibited at all times.
  9. EACs 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.
  10. EACs are not authorized to have Exhibitor Badges.
  11. 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.
  12. ALL 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.

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