Guidelines for Exhibitor Appointed Contractors (EACs) or Independent Contractors (ICs)

An exhibitor appointed contractor (EAC), sometimes interchangeably referred to as an independent contractor, is a company other than the general or official service provider for the show that requires access to your booth during installation and dismantling. The EAC may only provide services in the facility not designated by the facility or HAI Show Management as “exclusive” to a designated provider.

Exhibiting companies MUST notify HAI Show Management AND GES of the exhibitor’s intent to use an EAC by January 13, 2023. To notify HAI, please click here. Each EAC must submit valid evidence of insurance coverage (as outlined below) to insurance@rotor.org by January 27, 2023.

Exhibitors are responsible for ensuring that each EAC they intend to use in conjunction with the show maintains sufficient coverage and provides necessary documentation to HAI Show Management and GES. No EAC will be allowed to access the show floor or work in an exhibitor’s booth unless both HAI Show Management and GES have received, and approved, the proper paperwork and proof of insurance.

Each EAC must have all licenses required under federal, state, and local laws or regulations, as well as any permits required by the convention facility, prior to accessing the show floor or commencing work.

Each EAC shall maintain all necessary insurance coverages for EACs and any other individual or entity, including subcontractors, the EAC retains for activities related to HAI HELI-EXPO 2023, for the entire duration of the show, including move-in and move-out. (Move-in is March 2, 2023, through move-out, which is March 12, 2023.)

At a minimum, the EAC’s insurance shall satisfy the following requirements:

(1) Commercial General Liability Insurance covering all operations by or on behalf of the EAC with a limit of at least one million U.S. dollars ($1,000,000) per occurrence and two million U.S. dollars ($2,000,000) annual aggregate. The policy shall include coverage for Bodily Injury (including death), Broad Form Property Damage, and liabilities arising out of Premises, Operations, Independent Contractors, Products/Completed Operations, Personal & Advertising Injury, and Contractual Liability. The policy shall also include Damage to Rented Premises and Fire Legal Liability with a limit of at least one million U.S. dollars ($1,000,000) per occurrence.  If this insurance is written on a claims-made form, coverage shall be continuous (by renewal or extended reporting period) for not less than twenty-four (24) months following the date of move-out.

(2) Comprehensive Automobile Liability Insurance covering owned, hired, and nonowned vehicles with a minimum combined bodily injury (including death) and property damage limit of one million U.S. dollars ($1,000,000) per accident. Such insurance shall include coverage for loading and unloading hazards.

(3) (a) Workers’ Compensation Insurance, in the amount required by law, covering all the EAC’s employees and agents (EAC shall require all contractors to also obtain Workers’ Compensation Insurance as required by law); (b) Employers’ Liability Insurance with limits of at least one million U.S. dollars ($1,000,000) for any one accident, one million U.S. dollars ($1,000,000) for disease each employee, and one million U.S. dollars ($1,000,000) disease limit.

(4) Umbrella or Excess Liability Insurance of at least one million U.S. dollars ($1,000,000) per occurrence and one million U.S. dollars ($1,000,000) annual aggregate covering all General Liability, Automobile Liability, and Employer’s Liability policies. The policy shall be on a following form basis with respect to all underlying coverages. The EAC is responsible for payment of any retention or deductible.

Each insurance policy shall be issued by a carrier authorized in the state of Georgia and acceptable to GWCCA and HAI. All coverage specified above shall be on a primary and noncontributory basis.

The EAC’s insurance shall name as additional insured and hold harmless, without any restrictive modifications, the following entities and their officers, officials, directors, representatives, agents, and employees: HAI, Helicopter Foundation International (“HFI”), the city of Atlanta, GWCCA, GES, and any other necessary party/parties required by HAI Show Management. For the purposes of this paragraph, the terms “city of Atlanta” and “GWCCA” shall include all authorities, boards, bureaus, commissions, divisions, departments, and offices of the city of Atlanta and the individual members, employees, and agents thereof in their official capacities, or while acting on behalf of, the city of Atlanta.

The EAC’s insurance shall also provide for a waiver of subrogation in favor of the aforementioned parties and their officers, officials, directors, representatives, agents, and employees.

The EAC shall provide HAI with certificates of insurance as well as copies of the endorsements adding the specified parties as additional insureds, providing waivers of subrogation, and stating that the EAC’s insurance is primary and noncontributory no later than January 27, 2023. All insurance certificates and endorsements must be in a form reasonably acceptable to HAI and should be emailed to insurance@rotor.org.

In the event of cancellation or nonrenewal of insurance, the EAC shall provide HAI with at least thirty (30) days’ prior written notice, and ten (10) days’ prior written notice of cancellation if cancellation is for nonpayment of premium.

HAI reserves the right to review and/or modify these insurance requirements at any time and as may be required by the GWCCA.