The Show Book: The Exhibitor Appointed Contractor Form

If you've been following our series of articles about the show book and show order forms, thanks for sticking with us. We're about to see the light at the end of the tunnel. The final form we'll be discussing is the Exhibitor Appointed Contractor form or EAC.

When it comes to setting up your booth at the trade show, there are three options to choose from:

  1. Do it yourself
  2. Hire labor through the show decorator
  3. Hire an outside Install and Dismantle firm

There are pros and cons to each of these options and a number of factors that will determine which is the best choice. We'll take a closer look at installation and dismantle (I&D) labor in our next installment where we'll give you all the information you will need to make the choice that best fits your situation. For now, though, let's assume you want to use an outside I&D firm to handle setup labor at your show.

The EAC form itself is typically pretty simple (see sample form below) It is a statement of your intent to use an outside I&D firm to provide setup and dismantle labor at your show. It will include your contact information and booth number as well as the contact information of the I&D firm you plan to use.

The most important thing to know about EAC forms is that the deadline for submission tends to be much earlier than any other form in the show book. While most other order forms have a discount deadline a week or two prior to the show date, the EAC from will be due much earlier. In some cases, a month or more prior to the actual show date. If you know you will be using your own contractor, be sure to submit the EAC form as early as possible. Fail to submit the form on time and your contractor may be forbidden from working on the show floor.

Also be sure to share a copy of the submitted EAC form with the I&D firm you will be using. They will be required to submit certificates of insurance to the show organizer and venue in order to be allowed on the show floor and those certificates must be submitted in advance as well.

Once you have submitted the EAC form and mark that off your punch list, be sure to share the contact information for your personnel who will be on site at the show with the I&D firm. It is also a good idea to keep a folder with copies of all your submitted show orders and your I&D company's contact information for your folks to take to the show with them.

Thanks for reading. Join us next time and we'll take a closer look at show labor, union jurisdictions, and what to expect on the show floor.