What is an EAC letter?

One question you will be posed with in the trade show industry is "Have you turned in your EAC form?"  If you are new to the industry - or just new to the I&D part of the industry - you may not know what exactly an EAC form is!  Allow us to explain.

Thanks to one of our great sales reps, Kaete, for putting this information together.

EAC Letter

Exhibitor Appointed Contractor Letter

Non Official Contractor Form

Notification of Intent to Use Exhibitor Appointed Contractor

An EAC letter or Exhibitor Appointed Contractor letter informs the general contractor (and or convention facility) that there will be someone other than themselves performing work at a venue. This form can also be Notification of Intent to Use an Exhibitor Appointed Contractor or Non-Official Contractor Form. Not all shows have this requirement, but nearly all of them do. Typically, this form is in the printed Exhibitor Services Manual -- or it could be found on-line.

The EAC form will ask what type of work is to be performed (AV, I&D Labor, Supervision only etc). It will also ask for the name of the contractor (Momentum) and probably our address, phone and contact name. This form often requires a signature of the Exhibitor or their agent (person assigning the labor on their behalf). They do not want the EAC (Momentum, etc) to fill out the form because they want to be sure that the Exhibitor has truly authorized the assignment.

Once the EAC form is submitted to the entity requesting the form (GC or Show Management) a copy of the submitted form should be faxed by the exhibitor to Momentum (770-777-4070). At this point, the EAC will submit certificates of insurance for General Liability & Workmen's Comp listing the GC & Show Management as additional insured. Typical limits requested for this coverage is $1,000,000, but may be more. This assures the GC that they will not be liable should one of the EAC’s men get hurt or hurt someone else in the area under their jurisdiction.

EAC forms are often the first form due in the Exhibitor Services Manual. Typical deadlines are about 30 days prior to the installation of the booth, but some shows can require the forms due as much as 90 days prior. Some shows are very strict about enforcing the deadline, making no exceptions. Other shows are lax about the deadlines and just want the forms turned in for their files. If your deadline has already passed, do not despair. Give Momentum Management a call and we will check to see if it can still be submitted. If you have any additional questions regarding your EAC form, you may contact our corporate office at 770-777-4100.