Show rules
Exhibitor-Appointed Contractors (EAC): What Exhibitors Need to Know
What an exhibitor-appointed contractor is, why shows require registration, the typical forms and insurance, and how it applies to rental deliveries.
The short answer
An exhibitor-appointed contractor (EAC) is any outside company, other than the show's official contractors, that an exhibitor hires to work in its booth, and many shows require exhibitors to register those companies in advance. If ConventionVendor.com or another rental company will deliver into or set up equipment in your booth, list it on the EAC form by the deadline and send the certificate of insurance the show requests. Requirements vary, so check the exhibitor manual for your show.
Last reviewed October 15, 2026 by the ConventionVendor.com rental team.
What an exhibitor-appointed contractor is
Shows appoint official contractors for freight, labor, electrical, and other services. An exhibitor-appointed contractor is any other company you hire to work in your booth, such as an exhibit house, an independent installer, an AV company, or a technology rental company that sets up equipment.
Shows track these companies so they know who is working on the floor during move-in, the show, and move-out. Registration also lets show management confirm insurance and share the rules each contractor must follow.
The name varies. Some manuals call it an EAC form, while others use outside contractor or independent contractor notification, but the purpose is the same.
Why shows require registration
A convention hall during move-in is crowded with forklifts, freight, and crews from many companies. Show management needs to know who is on the floor, whom they work for, and whether they carry insurance if something goes wrong.
Registration also helps the show and venue apply their labor rules. In some cities and venues, certain tasks are reserved for specific labor, and an outside contractor must know which work it may do itself.
Finally, the form ties each contractor to a specific exhibitor and booth. That makes it easier to issue the right badges and to settle questions at the service desk.
Typical EAC requirements
Most EAC programs share a handful of requirements, though the details belong to each show. The table shows what each one usually means and who takes care of it.
Missing the deadline does not always block a contractor, but it can mean delays at the service desk or a crew turned away. File the form early and keep a copy of the confirmation.
| Requirement | What it usually means | Who handles it |
|---|---|---|
| EAC form deadline | Exhibitor lists each outside contractor by a set date, often several weeks before move-in | Exhibitor |
| Certificate of insurance | Contractor proves liability coverage, often naming show management and the venue as additional insured | Contractor, sent to show management |
| Contractor badges | Workers wear contractor or exhibitor badges to enter the hall during move-in and move-out | Contractor, picked up at the service desk or registration |
| Labor rules | Contractor follows the show's and venue's rules on which tasks it can perform | Contractor, with the exhibitor's awareness |
| Rules acknowledgment | Contractor agrees to follow the show's safety and conduct rules | Contractor |
| On-site check-in | Contractor checks in at the service desk before starting work | Contractor |
How EAC rules apply to rental companies
If a rental company only drops equipment at the dock or the service desk, some shows do not treat it as a contractor. Once its technician carries equipment into your booth, connects screens, or sets up kiosks, many shows expect it on the EAC form.
ConventionVendor.com can provide a certificate of insurance naming your company, the show, or the venue, along with a W-9 for vendor setup. Send the show's requirements with your quote request so the paperwork arrives before the deadline.
Equipment that ships with a prepaid return label and is set up by your own team often needs no EAC listing, because no outside crew works in the booth. When in doubt, list the company anyway, since an extra name on the form rarely causes a problem.
Information the show will ask for
Gather these details from each contractor before you open the form. A contractor's operations contact can usually answer all of them in one reply.
Keep the completed form and each certificate in one shared folder. Booth staff may need to show them at the service desk on move-in day.
- Contractor company name, address, phone, and on-site contact
- The services the contractor will perform in your booth
- Dates and times the crew will be on the floor
- Certificate of insurance with the coverage and additional insured names the show specifies
- Names of workers who need badges, if the show issues them by name
What to ask show management
If the manual is unclear, put a few direct questions to show management or the general service contractor. Get the answers in writing and share them with each contractor you hire.
Asking early also reveals whether your plans fit the venue's labor rules. Changing who sets up a video wall is far easier weeks ahead than on move-in morning.
- Does a company that only delivers equipment need to be listed?
- What insurance limits and additional insured names are required?
- What is the EAC deadline, and what happens after it passes?
- Are there show charges or supervision requirements for outside contractors?
- Which tasks must use the official contractor's labor at this venue?
- Where and when do contractors check in and pick up badges?
Frequently asked questions
Do I need to list a rental company on the EAC form?
List it if a technician will deliver into your booth, set up, or take down equipment, since many shows treat that as work in the booth. If equipment simply ships to you and your own team sets it up, check the manual, because a listing is often unnecessary in that case.
Who files the EAC form, the exhibitor or the contractor?
The exhibitor usually files it, because the show wants each outside company tied to a specific booth. The contractor then sends its certificate of insurance and checks in on site under that registration.
What insurance does an exhibitor-appointed contractor need?
Most shows ask for general liability coverage at set limits, with show management and often the venue named as additional insured. The exact limits and names are listed in the exhibitor manual.
Can an exhibitor-appointed contractor work during show hours?
That depends on the show, since many limit outside contractor work to move-in and move-out. If you want a technician for support during show hours, ask show management how that person should be badged.
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iPads for lead capture, a monitor on a stand, and a charging station, packed as one kit for your booth and delivered for move-in.
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TVs and commercial displays on floor stands or truss mounts, and LCD video walls, sized so your message reads from the aisle.
- Show Office and Breakout Room Technology
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Read next
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How advance warehouse and direct-to-show-site shipping work, what material handling covers, and how to plan outbound freight at move-out.
- How Booth Power and Internet Work at Convention Centers
Who provides booth power and internet, how to estimate watts, where to place outlets, and when to choose wired, venue Wi-Fi, or a hotspot.
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