• Review the EAC Code of Conduct
• Fill out the on-line Commitment To Use An Exhibitor Designated Contractor form.
• Review the Javits Work Rules

Procedures For Utilizing an Exhibitor Designated Contractor (EDC)

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• Download PDF Format
• Review the Certificate of Insurance Sample - Excel Format
• Review the Certificate of Insurance Sample - PDF Format

Procedures For Utilizing An Exhibitor Designated Contractor (EDC)

DEFINITION
An Exhibitor Designated Contractor (EDC) is any company other than one of the designated official contractors which an exhibitor wants to employ inside the exhibit hall before, during (by special pass and/or wristband), or after the show (Union Rules and Regulations apply). No permission to u se an Exhibitor Designated Contractor will be given for the performance of the following services:

How To Get Authorization To Use An Exhibitor Designated Contractor (Book Expo America 2010)
The four principal steps to get authorization to use an Exhibitor Designated Contractor are:

1. EXHIBITOR must submit the online EDC form provided to Show Management, by the deadline date of April 7, 2010. No approvals will be granted for requests received after the deadline.
2. Show Management will send the EDC Agreement, sample certificate of insurance, invoice and or the Schedule A to the specified EDC.
3. The EDC will be required to return to Show Management the executed Agreement along with the proper fees and insurance documents by the deadline date of May 7, 2010.
4. The EDC MUST BE in good standing with Show Management before the approval process begins.

Third Party Invoice Billing Rules, Regulations And Procedures
IN ORDER TO ASSIST THE EXHIBITOR IN VERIFYING THE ACCURRACY OF THEIR EXPENSES, A COPY OF THE ORIGINAL INVOICE, IS REQUIRED BY SHOW MANAGEMENT, TO BE SENT TO THE EXHIBITOR OF RECORD FOLLOWING THE CLOSE OF THE SHOW.

WE WILL NOT ACCEPT:

• Letters, telephone calls or submissions in any other form.
• Submissions in any form directly from 3rd party vendors/contractors.

WRISTBAND REQUIREMENTS FOR EXHIBITOR DESIGNATED CONTRACTORS

1. Each individual affiliated with the EDC must wear a correct wristband, prepared and distributed by Show Management. The EDC wristband must be worn all times during move-in and move-out.
2. The process for EDC wristbands will be sent directly to the EDC by Show Management with instructions on how to pick up wristbands onsite with a copy of a valid ID (driver’s license, passport, etc.).
3. EDC personnel who require access during show hours must request a show day wristband a minimum of one day prior to the opening of the show. Proper attire must be worn at all times.
4. EDC wristbands are NOT transferable and must be worn at all times on the wrist. Floor managers will spot check all EDCs for adherence to this policy and lost EDC wristbands need to be reported to Show Management immediately. Violation of this policy will result in the termination of the EDCs agreement with Show Management and all fees paid by EDC will be forfeited accordingly.
5. EDC must refrain from the use of and access to all public areas and are strictly confined to exhibit floor access during move-in and move-out.

Each year, more and more trade show related services are being performed by Exhibitor Designated Contractors (EDCs). We recognize that each exhibitor selects those vendors that they believe will best serve their needs before, during, and after the show. If an exhibitor chooses to employ an EDC, we are happy to have them on the show floor, as long as they conform to the rules and regulations of the show.

However, along with the growing number of EDCs on the show floor, have come numerous added expenses - legal costs resulting from an increase in liability claims, hall damage, excess cleaning charges, and extra administration costs for passs, contracting, insurance tracking, etc.

Rather than pass on these added costs to all exhibitors, including those who do not use EDCs, we have implemented a formal fee system for Exhibitor Designated Contractors. Each EDC hired by an exhibiting company must sign an agreement and will be assessed a fee. The fee structure consists of two components and applies to all contractors, regardless of the service they provide.

The first component of the fee is a fixed cost of $125.00 per EDC, regardless of the number of booths being serviced. The second component is a minimal fee which will be assessed to each EDC, per square foot for each booth that the EDC has been hired as the install and dismantle labor. IN THE EVENT THE EDC OF RECORD FOR THE BOOTH HIRES NON-OFFICIAL SUB-EDC’s A FEE OF $125.00 PER NON-OFFCIAL SUB-EDC WILL APPLY. FUTHERMORE, THESE SUB-EDC’s MUST BE IDENTIFIED TO SHOW MANAGEMENT BY THE EDC OF RECORD AND FOLLOW ALL RULES AND REGULATIONS OUTLINED IN THE EXHIBITOR MANUAL.

For Book Expo American 2010 Show, this rate is .10¢ per square foot of exhibit space.

We cannot accept requests from the 3rd party vendor, only from the exhibitor.

PURPOSE
The purpose of this form is to petition Show Management for approval to use an Exhibitor Designated Contractor. An Exhibitor Designated Contractor is defined as any company, other than one of the Official Contractors that an exhibitor wants to use inside the exhibit hall, before, during or after the show. Your submission of the online form is a request for approval of an Exhibitor Designated Contractor by Show management, and a statement of your commitment to purchase services, as outlined, from said contractor, subject to Show Management’s approval of the contractor.

Online requests to use an Exhibitor Designated Contractor must be received at least thirty days prior to the first day of move-in. Properly completed documentation, i.e., signed agreement and insurance certificates must be submitted by May 7, 2010. Payment of fees are due upon receipt of invoice.

If you have any questions regarding this procedure, please call our special EDC hotline at (203) 840-5890.

CONTRACTOR MUST PROVIDE CERTIFICATES OF INSURANCE

View the Sample Certificate of Insurance in PDF format.

The Exhibitor Designated Contractor must provide Certificate of Insurance confirming that the EDC has in full force and effect, Worker’s Compensation insurance, comprehensive general liability insurance, and automobile liability insurance which meet the following minimum standards:

• Worker’s Compensation insurance, providing and meeting the requirements established by the State of New York.
  Must have authorization to do business in the State of New York.
• Comprehensive general liability Insurance, providing at least $1,000,000 in coverage and naming:
  Reed Exhibitions, Reed Elsevier, inc., The Freeman Companies, New York Convention Center operating Corporation, State of New York, New York Convention Center Development Corporation, The Empire State Development Corporation, Triborough Bridge and Tunnel Authority and the Jacob K. Javits Convention Center and their respective boards of directors, officers, agents and employees and affiliates.
• Automobile liability insurance, which includes all owned, non-owned and hired vehicles with minimum limits of $500,000 bodily injury and $500,000 property damage liability.
  

RULES AND REGULATIONS GOVERNING EXHIBITOR DESIGNATED CONTRACTORS

1. IN ORDER TO ASSIST THE EXHIBITOR IN VERIFYING THE ACCURRACY OF THEIR EXPENSES, A COPY OF THE ORIGINAL INVOICE, IS REQUIRED BY SHOW MANAGEMENT, TO BE SENT TO THE EXHIBITOR OF RECORD FOLLOWING THE CLOSE OF THE SHOW BY ALL VENDORS.
2. The Exhibitor Designated Contractor will not solicit business on the show floor at any time, including installation, during the show, and dismantling.
3. The Exhibitor Designated Contractor will share responsibility, with the Official Contractor, all reasonable costs incurred in connection with his operation, including overtime pay for stewards, security if necessary, restoration of the exhibit hall to its initial condition, custom marking of the floor, etc.
4. The Exhibitor Designated Contractor will cooperate fully with the Official Contractors and will comply with existing labor regulations or contracts as determined by the commitment made and obligations assumed by Show Management in any contracts with the Official Contractors.
5. The Exhibitor Designated Contractor will not establish service desks of any type anywhere inside the exhibit hall. The EDC will utilize space as designated by Show Management, outside the exhibit hall.
6. Cameras or photography are prohibited on the exhibit floor without permission from Reed Exhibitions. With the approval of Reed Exhibitions, the EDC may photograph only the booth(s) with which they have contractual arrangements.
7. While aisle carpeting is being installed, jockey boxes, ladders and the EDC’s equipment must be removed completely from the show floor, or be placed inside the booth being installed (if removal will not disrupt or damage the carpet after it is installed), or be placed in the EDC’s storage area.
8. Use of electric scooters by EDCs is prohibited at all times.
9. EDCs are not allowed on the show floor during open days of the show without a special EDC show day pass or wristband. EDC must be dressed in suitable attire at all times.
10. EDCs are not authorized to have Exhibitor Badges.
11. The Exhibitor Designated Contractor will refrain from placing an undue burden on the Official Contractors, especially by not interfering in any way with the Official Contractors’ work.
12. Union Rules and Regulations apply; please see Freeman Services tab for greater detail.

SHOW MANAGEMENT’S DISCRETIONARY RIGHTS
Show Management reserves the right, in its sole discretion, to withhold approval or to dismiss from the show, any service contractor whose participation in the show may, in the opinion of show management, lead to strikes, picketing, other labor action directed at the show, other disruption of the show, or interference with any of the exhibitors.