How to Hire an Exhibitor Appointed Contractor

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 HAI HELI-EXPO 2023 (license period: February 27, 2023 through March 11, 2023 local time.) 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 three million U.S. dollars ($3,000,000) 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

(2) Comprehensive Automobile Liability Insurance covering owned, hired, and non-owned 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.

All coverage specified above shall be on a primary and non-contributory basis; and each insurance policy shall be issued by a carrier authorized in the State of Georgia and acceptable to HAI and the GWCC Authority. 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,