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Exhibitor Appointed Contractor (EAC) Registration

Exhibitors who choose to utilize an EAC and/or any third-party independent contractor or subcontractor must complete the EAC Registration process no later than 30 days prior to the show’s first move-in date, Thursday, March 6, 2025.  EACs may not register themselves.

To complete the EAC form, first login to the Exhibitor Resource Center, then click this link.

EAC Requirements

For services such as electrical, plumbing, telephone, cleaning and material handling, no contractor other than the official contractor may be appointed. The exhibitor shall control/operate only the material and equipment that he/she owns and that is to be used only within the booth space. The Official Service Contractor will provide all usual trade show services, including labor. Labor supervision, however, may be provided by the exhibitor. The exhibitor may also appoint either the official contractor for labor supervision or a qualified non-official contractor.

Official Show Contractors:

  • Ensure orderly and efficient installation and removal of exhibits.
  • Assure the distribution of labor to all exhibitors according to need.
  • Provide sufficient labor to satisfy the requirements of exhibitors and for the show itself.
  • See that the proper type and limit of insurance are in force.
  • Avoid any conflict with local union regulations and requirements.

Should an exhibitor wish to employ the services of a contractor other than the Official Show Contractor, the following conditions must be met:

  • The exhibitor must inform PACK EXPO Services of the name and address of the contractor and the work to be performed by completing the Authorization below. The Authorization must be received by PACK EXPO Services no later than 30 days prior to the show first move-in date. If notification is not received by the deadline, PACK EXPO Services labor must be used for all workand the EAC will be permitted to supervise the labor only.
  • The contractor hired by the exhibitor must:
    • Provide no later than 30 days prior to the show’s first move-in date a Certificate of Insurance with at least the following limits: Commercial Liability not less than $1,000,000 each occurrence/$2,000,000 general aggregate, Workers Compensation Insurance, including Employer’s Liability coverage, in a minimum amount not less than $1,000,000; Auto Liability not less than $1,000,000 each occurrence, naming PACK EXPO Services (the General Contractor), Show Management, Facility, and Organizer as additional insured, except for Workers Compensation.
    • Agree to abide by all rules and regulations of the show and union rules and regulations.
    • Wear identification badges at all times. Temporary labor badges will be provided. Badges will be issued only to representatives of approved EAC to supervise, install, dismantle, or maintain exhibits and exhibit-related equipment.

Exhibitor Appointed Contractor (EAC) Access to the Show Floor: Wristbands will only be distributed to EACs with previously received/approved EAC Work Authorization form, a valid Certificate of Insurance, and a copy of the additional insured endorsements required on the primary and excess/umbrella general liability policies on file. Wristbands give approved EACs access to the show floor during Exhibitor move-in and move-out hours only. Wristbands must be worn at all times and visible to security and show management personnel. After-hours work passes are available for access to the exhibit floor at PACK EXPO Services Service Center desk.

Certificate of Insurance (COI): Each EAC shall provide PACK EXPO Services with a valid Certificate of Insurance and a copy of the additional insured endorsements required on the primary and excess/umbrella general liability policies. The insurance form must name PACK EXPO Services (the General Contractor), Show Management, Facility, and Organizer as additional insured, except for Workers Compensation, to include the following:

  • PACK EXPO Services
  • Show Organizer
  • Facility
  • Each Exhibitor represented by the contractor
  • Show Move-In dates through Move-Out dates

The insurance form must list the Certificate Holder as:

PACK EXPO Services
5931 West Campus Circle Drive
Irving, TX 75063

Minimum Coverage Requirements for Primary & Excess/Umbrella Commercial General Liability: Each EAC shall maintain insurance coverage of the types and in the minimum amounts as follows: LIMITS: Primary: Each Occurrence $1,000,000; Products - COMP/OP AGG $2,000,000; Personal & Adv Injury $1,000,000; General Aggregate $2,000,000 EXCESS/UMBRELLA: Each occurrence $1,000,000; Aggregate $1,000,000; Coverage for contractual liability and products liability.

The following entities shall be named as additional Insureds for all ongoing operations:

  • PACK EXPO Services
  • Show Organizer
  • Facility
  • Each Exhibitor represented by the contractor
  • Show Move-In dates through Move-Out dates

Insurer shall waive any right of subrogation against Organizer and PACK EXPO Services, their officers, directors, agents or employees. Coverage cannot be cancelled or reduced without at least 30 days prior written notice to Organizer and PACK EXPO Services.

Workers’ Compensation Insurance (WCI): Each EAC shall maintain Workers’ Compensation and Occupational Disease Insurance in full compliance with all federal and state laws; covering all of the EAC’s employees engaged in the performance of any work for the Exhibitor. Coverage for Workers’ Compensation and Employers’ Liability shall be insured for the following limit: Each Accident $1,000,000; Disease - Each Employee $1,000,000; Disease - Policy Limit $1,000,000

WCI Insurer shall waive any right of subrogation against Organizer and PACK EXPO Services, their officers, directors, agents or employees. Coverage cannot be cancelled or reduced without at least 30 days prior written notice to Organizer and PACK EXPO Services.

Automobile Liability: Automobile liability must be covered whether the EAC has a vehicle on-site or not. Each EAC shall maintain insurance coverage in the minimum amounts as follows: Combined Single Limit $1,000,000

Related Information

Insurance Information
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Exhibiting companies are required to provide a certificate of insurance to PMMI. Send required certificate of insurance to expo@pmmi.org.