Luxury by JCK
May 29 - June 3, 2024
The Venetian | Las Vegas, NV
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EAC Information

DEFINITION

An Exhibitor Appointed Contractor (EAC) 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 use an Exhibitor Appointed Contractor will be given for the performance of the following services:

  • Electrical, Plumbing & All Other Utilities                       
  • Telephone / Communications
  • Drayage / Forklift Operations                                          
  • Rigging - Overhead or Genie Lift                                   
  • Booth Cleaning and vacuuming                                    
  • Catering / Food Service
  • NO OUTSIDE SECURITY OF ANY KIND.

HOW TO GET AUTHORIZATION TO USE AN EXHIBITOR APPOINTED CONTRACTOR

(LUXURY 2021)  All booth set up and tear down labor must be properly hired Union Labor.

The four principal steps to get authorization to use an Exhibitor Appointed Contractor are:

  1. EXHIBITOR must submit the online EAC form provided to Show Management, by the deadline date of July 22, 2021
  2. No approvals will be granted for requests received after the deadline.
  3. Show Management will send the EAC Agreement, sample certificate of insurance, EAC Code of Conduct, EAC form copy, and EAC invoice to the specified EAC.
  4. The EAC will be required to return to Show Management the executed EAC Agreement, EAC Code of Conduct and EAC Memorandum along with the proper EAC fees and insurance documents by the deadline date of July 22, 2021
  5. The EAC MUST BE in good standing with Show Management before the approval process begins.

THIRD PARTY INVOICE BILLING RULES, REGULATIONS AND PRODEDURES

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 APPOINTED CONTRACTORS

  1. Each individual affiliated with the EAC must wear a correct wristband, prepared and distributed by Show Management. The EAC wristband must be worn all times during move-in and move-out.
  2. The process for EAC wristbands will be sent directly to the EAC 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. EAC 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 always be worn.
  4. EAC wristbands are NOT transferable and must always be worn on the wrist.  Floor managers will spot check all EAC for adherence to this policy and lost EAC wristbands need to be reported to Show Management immediately. Violation of this policy will result in the termination of the EAC agreement with Show Management and all fees paid by EAC will be forfeited accordingly.
  5. EAC 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 Appointed Contractors (EAC).  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 EAC we are happy to have them on the show floor, if they conform to the rules and regulations of the show and they must also be wearing proper picture ID.

However, along with the growing number of EAC 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 wristbands, contracting, insurance tracking, etc.

Rather than pass on these added costs to all exhibitors, including those who do not use EAC, we have implemented a formal fee system for Exhibitor Appointed Contractors.  Each EAC 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 (labor or supervising).

The first component of the fee is a fixed cost of $175.00 per EAC regardless of the number of booths being serviced.  The second component is a minimal fee which will be assessed to each EAC per square foot for each booth that the EAC has been hired as the install and dismantle labor.  IN THE EVENT THE EAC OF RECORD FOR THE BOOTH, HIRES NON-OFFICIAL SUB-EAC A FEE OF $145.00 PER NON-OFFCIAL SUB-EAC WILL APPLY.  FUTHERMORE, THE SUB-EAC MUST BE IDENTIFIED TO SHOW MANAGEMENT BY THE EAC OF RECORD AND FOLLOW ALL RULES AND REGULATIONS OUTLINED IN THE EXHIBITOR MANUAL.

LUXURY 2021, this rate is .15¢ per square foot of exhibit space.

EAC PROGRAM FEE STRUCTURE

  • Component #1 - $175.00 per EAC
  • Component #2 - see table below for sample fees (Sample fees based on .15¢ per gross sq. ft.)

      Booth Size                                                                                     Booth Size

     (Total sq. ft.)                      Fee                                                      (total sq. ft.)                         Fee

             100                           $ 15.00                                                          600                               $ 90.00

             200                           $ 30.00                                                         700                               $ 105.00

             300                           $ 45.00                                                         800                               $ 120.00

             400                           $ 60.00                                                        900                               $135.00

             500                           $ 75.00                                                      1000                             $150.00

  NOTE:  The above table shows examples of the fee for some common booth sizes.

 If the booth size is not listed, you can determine the fee that your EAC will be charged by multiplying the total number of square feet by .15 + Component #1.

 We can not accept requests from the 3rdparty vendor only from the exhibitor.

PURPOSE

The purpose of this form is to petition Show Management for approval to use an Exhibitor Appointed Contractor.  An Exhibitor Appointed 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 Appointed 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.  All booth labor must be properly hired Union Labor.

Online requests to use an Exhibitor Appointed Contractor must be received at least thirty days prior to the first day of move-in.  Properly completed documentation, i.e., signed EAC Agreement, EAC Memorandum, EAC Code of Conduct and insurance certificates must be submitted by July 22, 2021 Payment of EAC fees are due upon receipt of invoice.

If you have any questions regarding this procedure, please call our special EAC hotline at (203) 840-5899 or email to [email protected]

CONTRACTOR MUSTPROVIDE CERTIFICATE OF INSURANCE

The Exhibitor Appointed Contractor must provide Certificate of Insurance confirming that the EAC 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 Nevada must have authorization to do business in the State of Nevada.
  • Comprehensive general liability Insurance, providing at least $1,000,000 in coverage and naming:
    • Reed Exhibitions a division of RELX Inc., The Freeman Companies, Sands Expo & Convention Center, The Las Vegas Sands, Inc., Venetian Casino Resort, L.L.C. and its parent  subsidiary, and affiliated companies(including without limitation, Las Vegas Sands, Inc., Grand Canal Shoppers Mall, LLC., Sand Expo & Convention Center and their parent subsidiaries and affiliates and each of  the directors, officers, agents, shareholders and employees  of each are additional insured with respect to any written contract they may have with the named insured.
  • 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 APPOINTED 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 Appointed Contractor will not solicit business on the show floor at any time, including installation, during the show, and dismantling.
  3. The Exhibitor Appointed 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 Appointed 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.  Proper ID must always be worn.  EAC groups from outside the United States are not allowed to perform labor.  They are only allowed to supervise properly hired Union Labor.  All booth set up and tear down labor, must be properly hired Union Labor.
  5. The Exhibitor Appointed Contractor will not establish service desks of any type anywhere inside the exhibit hall.  The EAC 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 EAC may photograph only the booth(s) with which they have contractual arrangements.
  7. While aisle carpeting is being installed, jockey boxes, ladders and the EAC 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 EAC storage area.
  8. Use of electric scooters by EAC is always prohibited.
  9. EAC are not allowed on the show floor during open days of the show without a special EAC show day pass or wristband.  EAC must always be dressed in suitable attire.
  10. EAC are not authorized to have Exhibitor Badges.
  11. The Exhibitor Appointed Contractor will refrain from placing an undue burden on the Official Contractors, especially by not interfering in any way with the Official Contractors’ work.  All outside parties must be registered and approved by Show Management to be an EAC on this event. They must also provide proof on insurance.
  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.

Reed Exhibitions (EAC) Exhibitor Appointed Contractor Code of Conduct LUXURY Event 2021

For (EAC) Exhibitor Appointed Contractors, Third Party Groups, Display Houses, EAC Supervisors and EAC Labor.

DEFINITION of an EAC

An Exhibitor Designated Contractor (EAC) 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 and foreign EAC groups will not be approved to perform EAC labor). This includes all EAC labor groups, supervisors, booth designers/representatives and display houses.  All booth labor must be, properly hired Union Labor.

 No permission to use an Exhibitor Designated Contractor will be given for the performance of the following services:

  • Electrical, Plumbing & All Other Utilities                           
  • Telephone / Communications
  • Drayage / Forklift Operations
  • Rigging - Overhead or Genie Lift (Hydraulic or Manual)                                  
  • Booth Cleaning or to Vacuum
  • Catering / Food Service
  • Security – official security vendor only.

EAC CODE to FOLLOW

  1. EAC who fails to have their booth set and crates removed by the published time will be billed by Show Management a fee for late set up.
  2. EAC will check in and check out their labor through the designated entrance for each hall.
  3. EAC will adhere to all target times and load their freight accordingly if servicing more than one customer on the floor.
  4. EAC will not use saws, routers, or other wood and/or metal cutting devices outside of the confines of the exhibit space.
  5. No EAC carts (three wheeled or flatbed) allowed on the floor due to safety and congestion.
  6. All deliveries from EAC must come through the freight doors and not through the front doors whether it is tools, ladders, tool boxes, graphics, freight, etc.
  7. All ladders, desks and job boxes must be removed prior to show opening unless storage is available and approved by Show Management or the official General Services Contractor.
  8. EAC must register with the Show Manager per the instructions in the Exhibitor Manual all EAC forms need to be submitted properly. This includes all EAC labor groups, supervisors, booth designers/representatives and display houses. EAC groups from outside the U.S. cannot perform labor and will only be allowed to supervise, properly hired Union Labor
  9. EAC are not allowed to solicit business on the show floor from any exhibitors at any time.
  10. EAC shall operate within the confines of the exhibit booth space – for such items as service desks and or assembly areas.
  11. EAC shall inform exhibitors of all costs associated with the use of the EAC.
  12. EAC will not be allowed to perform exclusive services as outlined in the exhibitor manual (Union Rules and Regulations apply - foreign EAC Groups are not approved for EAC labor)
  13. EAC must follow the rules and regulations of the venue, and safety guidelines in addition to those of Show Management.
  14. All materials brought into the exhibit area by the exhibitor or EAC must be removed completely after the event.
  15. All photo IDs must always be worn properly and visible.
  16. If Show Management wristbands have been issued, they must always be worn properly and correctly. EAC groups cannot wear exhibitor badges.

Thank you for your cooperation.