EAC/Non-Official Contractor Notification Submission Instructions 
 

An EAC (Exhibitor Appointed Contractor)/Non-Official Contractor is a company other than the official contractors listed in the exhibitor service manual providing a service (installation and dismantling labor, floral, photography, audiovisual, computer rental, and other related services) and requiring access to your booth during move-in and move-out.  Please refer to the Contact Information page for a complete list of Official Vendors. 

All exhibiting companies/organizations that choose to use an EAC/Non-Official Contractor are required to submit this form, via the online Exhibitor Resource Center, comply with all rules and regulations, and supply necessary information by the Wednesday, April 24 deadline. 

RULES & REGULATIONS REGARDING EXHIBITOR APPOINTED CONTRACTORS (EAC)  
EACs/Non-Official Contractors will be required to use labor supplied by the appointed contractor unless the following requirements are fulfilled: 
  • Exhibitors must return this completed form to ASCO Exhibit Management (SPARGO, Inc.) by the Wednesday, April 24 deadline. 
  • EAC/Non-Official Contractors must provide a Certificate of Liability Insurance naming ASCO, SPARGO, Inc., Freeman, McCormick Place, Metropolitan Pier and Exposition Authority, and OVG360 as additional insured. The Certificate of Liability Insurance must include Comprehensive General Liability coverage with limits not less than $1,000,000 including Contractual Liability and Products Liability coverage and Workman’s Compensation in accordance with local law. Please see the “sample certificate of liability insurance” on the following page. Certificates of Liability Insurance must indicate the name of the exhibiting company and the booth number that they are representing in the description area of the certificate. Certificates will be discarded if this information is not supplied. 
  • All EAC/Non-Official Contractors must also be authorized to work in McCormick Place as an “event contractor.“  For more information please visit the McCormick Place website or eventcontractors@mccormickplace.com. 
  • All EAC/Non-Official Contractor personnel must be properly identified and are required to wear show-designated wristbands during move-in/move-out or an official ASCO Annual Meeting badge on the show site. Additional information on this process will be emailed to the supervisor listed on this form in mid-May.
  • EAC/ Non-Official Contractor personnel who are registered by their client for the meeting and will be receiving a badge may not have an “Exhibitor” designation on the badge.  The badge must have the Exhibitor Appointed Contractor designation. 
  • The show aisles and public spaces are not part of the exhibitor’s booth. Therefore, the EAC is required to confine all activities to the exhibit space of the exhibitor who has given the valid order for services.
  • EAC/Non-Official Contractors may not solicit from outside of their booth or elsewhere in the meeting venue, including at educational and scientific meeting rooms and poster sessions, and may not canvass in any part of the Exhibit Hall or Meeting venue. 
  • McCormick Place is a smoke-free facility. No smoking is permitted anywhere in the facility. 
  • All bags, toolboxes, cartons, etc. removed from the show floor are subject to inspection. 
  • All personnel are required to follow all safety rules as set forth by ASCO, SPARGO, Inc., McCormick Place, and Freeman. 
  • Exhibitors are responsible for the conduct of their EAC/Non-Official Contractors. 
  • Any personnel found in an unauthorized or unattended booth will cause for all associate personnel to be asked to leave for the day.

WORKSPACE 
ASCO is requiring all EACs to have their work and staging areas set up directly at their client(s) contracted space and not in any other area such as the loading docks, food court, posters, etc. Please be sure to make arrangements to all for work and set up your operations at the space(s) for which you/your client is contracted.   
 
LIABILITY WHEN YOU USE AN EXHIBITOR-APPOINTED CONTRACTOR (EAC)
If you decide to use the services of an Exhibitor Appointed Contractor (EAC, I & D, Display House), you should be aware that you assume third-party liability in the event that the EAC does not pay the general contractor or McCormick Place for charges incurred on your behalf. 

REMOVAL OF EXCESS TRASH  
Your contract with ASCO requires that the exhibit space be returned in the same manner in which it was received. Therefore, all carpet and padding must be rolled up and tape must be scraped off of the floor. Carpet, padding, promotional materials, and display components must be removed from McCormick Place accordingly. It is the responsibility of the exhibitor-appointed contractor to see that this condition is met. Exhibiting companies or the EAC/Non-Official Contractors that do not remove the excess trash from their booth space will be billed for the removal.  

BOOTH SETUP POLICY  
ASCO permits exhibitors and EACs to work specific hours outside of the published Exhibit Hall move-in and move-out times including Sunday, May 26, and Monday, May 27 (Memorial Day). The exhibiting company or EAC will be responsible to schedule union stewards/labor in advance and to pay for any hours worked during that time. Review the Exhibitor Service Manual for specific hours.

To avoid last-minute clean-up, EAC/Non-Official Contractors must make sure the exhibitor’s booth is completely set (including the product) by 4:30 PM, Friday, May 31. 

ACCESS TO THE EXHIBIT HALL 
All EAC/Non-Official Contractors are permitted on the exhibit floor ONLY during official move-in and move-out hours providing all required information and forms are supplied.  

EAC wristbands for the break of the show will be issued in the area of the S1 B.E.E.P. entrance. EAC Management/Supervisors must meet labor personnel at the S1 B.E.E.P. entrance to distribute wristbands on Monday, June 3. Move-out wristbands will not be handed out from the Grand Concourse or any other entrance for the break of the show.  Labor will be released to the exhibit hall floor at 4:45 PM (CT) on Monday, June 3.   

Access to the exhibit floor for move-out will not permitted prior to 4:45 PM (CT) on Monday, June 3, with an approved wristband. This includes but is not limited to EAC personnel and their equipment. No scooters, carts, or large gang boxes are permitted until the aisle carpet has been removed.  Any equipment required to begin the dismantling process may be hand-carried to the exhibit and must remain in the contracted exhibit space until the aisle carpet has been removed from that area.   

Failure to comply with any or all of the above will result in the refusal of the EAC/Non-Official Contractor access to the Exhibit Hall and the ability to service your exhibit for the remainder of the Meeting and possibly future years. 

Questions? 
Please contact Eileen McGill, ASCO Exhibit Operations Management at eileen.mcgill@spargoinc.com or 703-679-3969.