EAC Guidelines


Exhibitor Appointed Contractors (EAC), Independent Decorators (IDs), and Other Contractors/Vendors

Exhibitor agrees that if a display house, independent decorator, or outside contractor/vendor, other than those officially appointed by Show Management, is to be used for installation and dismantling, audiovisual, computer, floral, or any other service, the exhibitor shall submit to HAI a signed notification on the exhibiting company’s letterhead that designates the outside contractor(s) as such and list all service representatives who are scheduled to work in the exhibit area.

Outside contractors must meet the contractor/vendor requirements of the Las Vegas County Convention Center and the rules and regulations of the Show, and agree to conform to current and acceptable labor contracts. The exhibitor-appointed companies must supply a Certificate of Insurance as proof of required coverage (see Certificate of Insurance Requirements below) and comply with the same insurance requirements as the exhibitors.

ID/EAC Certificate of Insurance Requirements

  • Helicopter Association International, the Las Vegas Convention Center, the City of Las Vegas, and GES Exposition Services must be named as additional insured.
  • Worker’s Compensation: not less than one million dollars ($1,000,000). Comprehensive General Liability Insurance or Commercial General Liability Insurance: not less than one million dollars ($1,000,000) per occurrence, written on an occurrence form.
  • Comprehensive Automobile Liability coverage, including (as applicable) owned, nonowned, and hired vehicles: in an amount not less than one million dollars ($1,000,000) per occurrence combined single limit on an occurrence form.
  • Each policy must have the following clause: this insurance shall not be canceled prior to the termination date of the HELI-EXPO event move-out completion date of March 9, 2013, or until after thirty (30) days prior written notice has been given to the HELI-EXPO Show Manager, Helicopter Association International, 1635 Prince Street, Alexandria, VA 22314.

ID/EAC Labor Identification Guidelines
The following security regulations and precautions will be used for the security and safety of all participants of HELI-EXPO 2013:

  • All supervisors and laborers will be required to wear wristbands prior to entering the hall.
  • The ID/EAC company supervisor responsible for all work performed at the Convention Center will pick up the wristbands from the security office during the afternoon prior to the day of use. The only exception are those who have special permission to begin work earlier; they will need to pick up theirs that morning. HAI’s Security Office will be located in the Las Vegas Convention Center.  The exact location will be announced closer to the show dates.
  • The wristbands will be sequentially numbered, and block of numbers will be given to each ID/EAC company.
  • Each day, all labor will report to an area designated by HAI security where they will check in and be issued a wristband.
  • A form will be provided by security managment to the supervisor to be used to list all workers and the number of the wristband issued to each individual each day. A copy of this roster will be turned in to the security office each day after check-in.
  • All workers will be required to wear the wristband around the wrist before entering the exhibit area. Cut, torn, re-taped, or otherwise altered wristbands will be confiscated, and the individual refused entry to the exhibit area. Individuals not wearing the wristband in the appropriate manner will be refused entry into the exhibit area. There will be no exceptions.
  • Each ID/EAC company will be responsible for notifying all of their personnel of the location of the designated area where they will receive the wristbands each day. The supervisor should remain at that location until all of the workers have been checked in. If the supervisor is not present, the worker(s) will be turned away.

We will do everything possible to make these requirements as smooth as possible for you. We appreciate and thank you for your cooperation in this matter.

Exhibitor Employee Identification Guidelines
The following security regulations and precautions will be used for the security and safety of all participants of HELI-EXPO 2013:

  • All labor and supervisors, to include exhibiting company employees who do not have exhibitor badges, will be required to wear wristbands prior to entering the exhibit hall.
  • In the event that the employee does not have an official exhibitor show badge, he/she will have the burden to prove that he/she is a representative of the exhibiting company. A picture ID issued by the exhibiting company, paperwork from HAI such as booth space or booth layout, hotel reservations, or an airline ticket purchased by the exhibiting company are examples that will be acceptable as proof.
  • Before a wristband is given to the employee, it will be necessary for the individual to sign a register at the entrance or dock door; and their driver’s license will be photocopied and countersigned. The photocopy will be filed and be available in case the individual returns on subsequent days.
  • All exhibitor employees will be required to wear the wristband around the wrist before entering the exhibit area. Cut, torn, re-taped, or otherwise altered wristbands will be confiscated, and the individual refused entry to the exhibit area. Individuals not wearing the wristband in the appropriate manner will also be refused entry into the exhibit area. There will be no exceptions.