GHC 18 Exhibitor Appointed Contractors

The Exhibitor Appointed Contractor Form is due September 19, 2018.

An Exhibitor Appointed Contractor (EAC) is any company other than one of the designated official contractor/decorator which an exhibitor wants to employ inside the expo halls before, during, or after the Grace Hopper Celebration (GHC). We will not grant permission to use an EAC for the following services:

  • Electrical, Plumbing and all other Utilities
  • Material Handling or Forklift Operations
  • Booth Cleaning
  • Telephone or Internet Services
  • Rigging – Overhead or Genie Lift
  • Catering/F&B

The purpose of this form is to request approval from to use an EAC. We must receive your request no later than September 19, 2018.

Submitting this EAC form acknowledges that Exhibitor and EAC will abide by all Expo guidelines, rules, display regulations, requirements, and union jurisdictions of GHC, and that Exhibitor and EAC, have read the Exhibitor Reference Guide and Exhibitor Service Manual, available at Freeman Online.

If you need further assistance, please contact Freeman at or (713) 770-6750.

Wristband requirements for EAC

  1. EAC staff members will not receive booth staff name badges. Each individual affiliated with the EAC must wear a wristband which must be worn on the wrist all times during move-in and move-out.
  2. Wristbands can be picked up daily with Security at the Early Access Entrance or at the loading dock. EACs must present a company ID upon request to obtain a wristband, and they must be on the security list to gain access to the Expo Halls.
  3. EAC wristbands are not transferable. Floor managers and Security will spot check all EACs for adherence to this policy. EACs must report lost EAC wristbands to or Freeman immediately. Violation of this policy will result in the termination of the EACs at GHC.
  4. EAC must refrain from the use of and access to all public areas and are strictly confined to Expo floor access during move-in and move-out.

Certificate of Insurance

The EAC must provide a Certificate of Insurance, upon request, 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 Texas.  Must have authorization to do business in the State of Texas.
  • Comprehensive General Liability insurance, providing at least $2,000,000 in coverage and naming: Anita Borg Institute for Women in Technology (, George R. Brown Convention Center (GRB) and its parent subsidiary and affiliated companies (including without limitation, their parent subsidiary), 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 limit of $500,000 bodily injury and $500,000 property damage liability.
  • EACs must be able to provide evidence of such insurance to and GRB upon request. Please do not send or mail the insurance certificate to, Freeman, or GRB.

EAC Rules and Guidelines

  1. EAC will not solicit business on the Expo floor at any time, including during installation, the Expo, or dismantling.
  2. EAC will share responsibility, with the Official Contractor, all reasonable costs incurred in connection with the EAC operation, including overtime pay for stewards, security if necessary, and restoration of the exhibit space to its initial condition.
  3. EAC 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.
  4. The EAC must have all business licenses, permits and Workers’ Compensation insurance required by the State and/or City governments, and the facility management prior to beginning work.
  5. EAC will not establish service desks, storage areas, or other work facilities of any type anywhere inside the Expo Halls. The EAC must confine its operations to the exhibit space of its clients. Show aisles and public space are not part of the booth area. The EAC may utilize space outside the Expo Halls as designated by or Freeman.
  6. While aisle carpeting is being installed, you must remove containers, boxes, ladders and the EAC’s equipment completely from the expo floor by placing them inside your booth or in the EAC’s storage area outside the Expo Halls.
  7. Use of electric scooters by EACs is prohibited at all times.
  8. EACs are not allowed on the Expo floor during open days of the Expo without a special EAC show day wristband issued by
  9. EAC must be dressed in suitable attire at all times.
  10. EACs are not authorized to have Booth Staff Badges.
  11. All safety guidelines are to be observed.
  12. Union Rules and Regulations apply. See Freeman Services information at Freeman Online.

The Exhibitor Appointed Contractor Form is due September 19, 2018.

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