6 EAC Requirements Discount Deadline Deadline: Date: April 22, 2013 Exhibitor Appointed Contractor ( EAC ). EACs are independent contractors hired by an exhibiting company ( Exhibitor ). They can include but are not limited to labor building Exhibitor s booth, booth supervisors, booth designers, independent display companies, delivery personnel, technicians, manufacturing representatives, etc. An EAC will only be granted access to the show floor if SAME Joint Engineer Training () has received an 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. There will be no exceptions. The following services are provided by an official service contractor: Electrical, Telecommunications, Plumbing, Material Handling, Booth Cleaning, Rigging, Decorator Labor, Floral, Audio Visual, Furniture, Photography, and Security. EAC Work Authorization Form Exhibitors MUST notify SAME of all EACs who will be working on or supervising their booth no later than April 22, 2013, by completing and returning an EAC Work Authorization Form. Only Exhibitors may complete the EAC Work Authorization Form. No EAC will be allowed on the floor unless The Expo Group has received an 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. Exhibitors who are using the Official Contractor do not have to complete the EAC Work Authorization Form. Guidelines and Regulations Exhibitors must notify 2013 Exhibit Management who their EACs will be by submitting an EAC Work Authorization Form identifying each of their EACs. Be sure to include an email address for each EAC. This form must be submitted by April 22, 3013. EACs are to submit to SAME a valid Certificate of Insurance and a copy of the additional insured endorsements required on the primary and excess/umbrella general liability policies. Note: SAME, The Expo Group,, and the exhibiting company for which the certificate is being provided must all be named as additional insured on the general liability policies and reflected as such on the certificate. The Expo Group will contact EACs regarding non-receipt of forms and invalid/incomplete certificates. EACs will not be allowed on the show floor if their certificates are invalid or incomplete. EACs are to check-in on-site. Wristbands will only be distributed to EACs with an 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. Approved EACs are allowed on the show floor during the move-in and move-out hours designated for Exhibitors. During show hours Exhibitor Appointed Contractors only with exhibit badge will be permitted on the exhibit floor. No installation and dismantling crew members will be permitted on the exhibit floor during show hours without the proper Convention name badge supplied by the exhibiting company. These badges should be ordered through the complimentary allotment of registration forms sent to each exhibiting company. All EACs must comply with all show rules and regulations and accept appropriate liability for any negligent actions. Exhibitor agrees that they are ultimately responsible for all services in connection with their exhibit, including freight, material handling, rentals and labor. Exhibitor shall be charged $0.18 per square foot for the use of show aisles, set up of EAC work desks, possible re-arrangement of materials in freight free aisles and storing of EAC equipment. Solicitation on the exhibit floor is prohibited. Any EAC engaged in solicitation on the exhibit floor will be removed from the exhibit floor. Exhibitor will be responsible for any losses, damages or injuries that are caused by or attributed to EACs that are not covered or provided by EAC s insurance Each Exhibitor is responsible for maintaining such property and casualty insurance for its exhibit and display materials as the exhibitor shall deem adequate. All policies providing such insurance must contain a waiver of any right of subrogation to any claims against SAME and The Expo Group, their officers, directors, agents or employees. Each Exhibitor must maintain commercial general liability insurance in the amount of not less than $1 million for any one occurrence, or as may be required by the venue, against claims for bodily injury, death or property damage connected in any way with Exhibitor's participation in the exhibition. Such insurance must include coverage for the indemnification of obligations of Exhibitor under the section Exhibit Hall Security of these rules and regulations and must include SAME and The Expo Group as additional insureds for ongoing operations. Exhibitors must also provide evidence of workers compensation coverage as may be required by statute. The insurance policies must provide that coverage that cannot be cancelled or reduced without at least thirty days prior written notice to SAME and The Expo Group. Upon request by SAME, Exhibitor shall provide to SAME with an a complete copy of Exhibitor s insurance policies. Authorizer acknowledges reading and accepting all Terms and Conditions and agrees that Authorizer and Exhibiting Company will be fully governed by the provisions described therein. Exhibiting Company: Booth Number: Print Name: Authorizer s Signature: Date: / /
6a EAC Requirements Discount Deadline Deadline: Date: April 22, 2013 Exhibitor Appointed Contractor ( EAC ) Access to the Show Floor. Wristbands give approved EACs access to the show floor during Exhibitor move-in and move-out hours only. Wristbands will only be distributed to EACs with an 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 will be distributed at the EAC desk at the TEG Service Desk. 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 The Expo Group Service Center desk. Certificate of Insurance. Each EAC shall provide The Expo Group 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 list as Additional Insureds and/or Covered Locations: The Expo Group L.P. SAME Exhibitor(s) Represented (all Exhibitors represented by the contractor must be named as additional insured) 2013 - May 20-23, 2013 The insurance form must list as the Certificate Holder: The Expo Group L.P. 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: The Expo Group L.P. SAME Exhibitor(s) Represented (all exhibitors represented by the contractor must be named as additional insured) - May 20-23, 2013 Insurer shall waive any right of subrogation against SAME and The Expo Group L.P., their officers, directors, agents or employees. Coverage cannot be cancelled or reduced without at least 30 days prior written notice to SAME and The Expo Group L.P. Workers Compensation Insurance. Each EAC shall maintain Workers Compensation and Occupational Disease insurance in full compliance with all federal and state laws, covering all of EAC s employees engaged in the performance of any work for 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 Automobile Liability. Automobile liability must be covered whether 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 EAC acknowledges reading and accepting this Agreement and agrees that it will be fully governed by the provisions described herein. Name of Exhibitor Appointed Contractor: Booth Number: By (print name): Signature: Date: / /
CERTIFICATE OF LIABILITY INSURANCE PRODUCEDR (000) 000-0000 AGENTS NAME AGENTS ADDRESS INSURED YOUR COMPANY NAME YOUR COMPANY ADDRESS FAX SAMPLE DATE (MM/DD/YYYY) 00/00/0000 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIC # INSURER A: INSURER B: INSURER C: INSURER D: INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR ADD L INSRD X TYPE OF INSURANCE GENERAL LIABILITY X COMMERCIAL GENERAL LIABILITY CLAIMS MADE X OCCUR GEN L AGGREGATE LIMIT APPLIES PER: POLICY PROJECT LOC POLICY NUMBER POLICY # POLICY EFFECTIVE DATE (MM/DD/YY) EFF DATE POLICY EXPIRATION DATE (MM/DD/YY) EXP DATE LIMITS EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED $ 500,000 PREMISES (Ea occurrence) MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 2,000,000 PRODUCTS-COMP/OP AGG $ 2,000,000 AUTOMOBILE LIABILITY X ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS X HIRED AUTOS X NON-OWNED AUTOS POLICY # EFF DATE EXP DATE COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY ANY AUTO AUTO ONLY-EA ACCIDENT $ OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESS/UMBRELLA LIABILITY X OCCUR CLAIMS MADE DEDUCTIBLE X RETENTION $ 10,000 POLICY # EFF DATE EXP DATE EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 1,000,000 $ $ $ WORKERS COMPENSATION AND EMPLOYERS LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? POLICY # EFF DATE EXP DATE X WC STATU- OTH $ TORY LIMITS ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE-EA EMPLOYEE $ 1,000,000 If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE-POLICY LIMIT $ 1,000,000 OTHER DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS ADDITIONAL INSURED AS RESPECTS LIABILITY PER WRITTEN CONTRACT: CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE
6b EAC Form Exhibitor Appointed Contractor (EAC) Work Authorization Form Discount Deadline Deadline: Date: April 22, 2013 Return completed forms 6, 6a & 6b to The Expo Group via fax to 972-465-1117 or email Morgan Perry at mperry@theexpogroup.com by April 22, 2013. Please forward the Certificate of Liability Insurance sample to your EAC. NOTE: Exhibitor will be charged $0.18 per square foot to cover additional expenses incurred. This form must be completed by the exhibiting company. No EAC will be granted access to the show floor without this form AND completion of Requirements and Signature by your EAC on Forms 6 & 6a. Please check the appropriate boxes below of the products and/or services you will have outside of the those provided by the designated official contractor. For insurance and safety reasons, the official service contractor designated in the service manual must be used for services such as: Electrical Booth Cleaning Plumbing Material Handling Telecommunications Suspended Signs Rigging Services: Installation & Dismantle Installation & Dismantle - Supervision Only Photography Personnel/Models Security Other (please identify): Products: Flooring/ Rental Audio Visual - Rental/Production/Lighting Furniture/Signs/Accessories Floral Computer Rental Other (please identify): Indicate Type of Service Performed for the Above Checked Boxes (i.e. installation, supervision, etc.) **Note Other Product/Service Here Please Type or Print Exhibitor Information: Exhibiting Company: Booth Number: Exhibitor Contact: Title: Exhibitor E-mail: Exhibitor Phone: Exhibitor Signature: Date: EAC Information: Company Name: Phone: Contact Name: Address: City/State/Zip: Contact Phone/Cell Number: Fax Number: E-mail Address: Product/Service Description: ** All EAC Company Information Must Be Completed.
Create a great first impression with quality rental carpet ordered directly from The Expo Group. No other carpet provider can offer the superior customer service and one-invoice, one-payment features of The Expo Group, Your Single Source Solution. Please make your selections on the corresponding order form. Actual carpet colors may vary. Rental Custom ULTRA 50oz Plush PREMIUM 26oz Plush Electric Blue White Bayside Dove Emerald Navy Charcoal Frost Royal Blue Grape Platinum Orange Slush Black Red Red Silky Beige Silver Cloud White Concord Graphite Black Smoke Standard Standard Cut Available in a variety of sizes to fit standard booth spaces. Green Option Made from recycled products and cut as custom or standard sizes. Blue Jay Pepper Cayenne 5931 W. CAMPUS CIRCLE DRIVE, IRVING, TEXAS 75063 theexpogroup.com 972.580.9000
1 2 7 Deadline Discount Date for Advance Deadline: Pricing: April 22, 22, 2013 2013 ing is required for all exhibitors in the show. Prices are for rental only. Option 2 may not be used in any booth 20 x 20 or larger as booth areas must have full coverage. If you plan on bringing your own carpet, please note how you will be shipping it below. Will be bringing our own carpet. Shipping to Warehouse Shipping Direct to Dock Custom Ultra 50oz Plush Custom Premium 26oz Plush Plush 100% nylon pile and heavy ounce weight carpet. Rental includes installation, visqueen covering and pick up at close of show. This order must be placed before April 22, 2013. Cancellation of Custom Ultra received less than 2 weeks prior to the first day of exhibitor scheduled move-in will be billed 100% Advance Standard Total Custom Rental Total sq. ft. x $2.80 per sq. ft. $4.00 per sq. ft. = Booth Dimensions: x Please choose your carpet color. Electric Blue White Frost Charcoal Graphite Red Black Concord Plush 100% nylon pile and heavy ounce weight carpet. Rental includes installation, visqueen covering and pick up at close of show. This order must be placed before April 22, 2013. Cancellation of Custom Premium received less than 2 weeks prior to the first day of exhibitor scheduled move-in will be billed 100% Advance Standard Total Custom Rental Total sq. ft. x $2.10 per sq. ft. $3.00 per sq. ft. = Booth Dimensions: x Please choose your carpet color. Emerald Orange Slush White Silver Cloud Platinum Smoke Bayside Black Silky Beige Red Grape Royal Blue Dove Navy 3 Standard Cut Standard booth carpeting is configured in 10 x 10 increments. Check color. Blue Red Burgundy Dark Green Black * Blue Jay * Cayenne * Pepper Advance Standard Total Advance Standard Total 10 x 10 x $175.00 $233.33 = 10 x 30 x $525.00 $700.00 = 10 x 20 x $350.00 $466.67 = * Green Option: made from recycled products. 4 5 Special Cut Visqueen/ Padding You may order standard rental carpet cut and configured to your exact booth dimensions. Price includes labor to lay and tape carpet on-site. Advance Standard Total Special Cut Total sq. ft. = $2.00 per sq. ft. $2.67 per sq. ft. = Booth Dimensions: x Please indicate color preference from Option 3 Advance Standard Total Visqueen Plastic Covering sq. ft. x $0.80 per sq. ft. $1.07 per sq. ft. = 3/8 Foam Padding Rental sq. ft. x $1.25 per sq. ft. $1.67 per sq. ft. = Cancellation Policy: Except as provided in Sections 1 and 2 above, cancellations received less than 1 week prior to the first day of exhibitor scheduled move-in will be billed at 50%. ADDITIONAL INFORMATION CALCULATING YOUR TOTAL If you would like The Expo Group to install your own carpet, please use the labor form to order installation and dismantle labor and indicate for carpet installation. Items Subtotal Taxes and Fees Multiplied by 8% of the Above Amount TOTAL By ordering or using any of the services listed above, the exhibitor and their representatives acknowledge reading and accept all The Expo Group Terms and Conditions and agree that the Exhibiting Company, Authorizer and their representative are fully governed by the provisions described therein. Exhibiting Company: Booth Number: Print Name: Authorizer s Signature: Date: / /
Create a great first impression with quality rental furniture ordered directly from The Expo Group. No other furniture provider can offer the superior customer service and one-invoice, one-payment features of The Expo Group, Your Single Source Solution. Please make your selections on the corresponding order form. Actual furniture styles and carpet colors may vary. Rental Furniture Round Tables Grid Wall Bag Rack Draped Table Literature Stand Wastebasket Easel Barstool Arm Chair Side Chair 5931 W. CAMPUS CIRCLE DRIVE, IRVING, TEXAS 75063 theexpogroup.com 972.580.9000
8 Furniture & Accessories Deadline Discount Date for Advance Deadline: Pricing: April 22, 22, 2013 2013 1 Furniture Quantity Advance Price Standard Price Total Arm Chair $ 95.00 $126.67 Side Chair $ 70.00 $ 93.33 Barstool $115.00 $153.33 30 Round, 30 High Pedestal Table $216.00 $288.00 30 Round, 42 High Pedestal Table $234.00 $312.00 Bag Rack $104.50 $139.33 Wastebasket $ 18.00 $ 24.00 Tripod Easel $ 54.00 $ 72.00 Literature Stand $171.00 $228.00 2 3 4 Tables Special Drapery Accessories Draping includes white vinyl top and taffeta skirting on 3 sides. Please circle the color or your choice. white black red teal blue gray burgundy green Quantity Advance Price Standard Price Total 4 Long x 2 x 30 $125.00 $166.67 6 Long x 2 x 30 $155.00 $206.67 8 Long x 2 x 30 $175.00 $233.33 4 Long x 2 x 42 $155.00 $206.67 6 Long x 2 x 42 $185.00 $246.67 8 Long x 2 x 42 $205.00 $273.33 Additional 4th Side Draping for 6 & 8 Items Only: 30 x $ 45.00 $ 60.00 42 x $ 55.00 $ 73.33 ORDER WITH SHOW MANAGEMENT PERMISSION ONLY Please circle the color of your choice: gray teal red black blue white Qty Advance Price Standard Price Total 8 high drape (4 minimum) $26.60/ft $35.47/ft. = 3 high drape $22.45/ft $29.93/ft. = Free-Standing Tackboard Qty Advance Price Standard Price Total 4 x 8 Horizontal $190.00 $253.33 = 4 x 8 Vertical $190.00 $253.33 = Cancellation Policy Cancellations received less than 1 week prior to the first day of exhibitor scheduled move-in will be billed at 50%. ADDITIONAL INFORMATION Can t find it? Please call your Customer Account Manager (CAM) with any questions, needs or special requests. CALCULATING YOUR TOTAL Subtotal Taxes and Fees Multiplied by 8% of the Subtotal TOTAL By ordering or using any of the services listed above, the exhibitor and their representatives acknowledge reading and accept all The Expo Group Terms and Conditions and agree that the Exhibiting Company, Authorizer and their representative are fully governed by the provisions described therein. Exhibiting Company: Booth Number: Print Name: Authorizer s Signature: Date: / /