Scientific Sessions 2018

EAC Policies & Procedures

EAC: Notification of Use Form and Proof of Insurance Deadline: See Dates, Deadlines & Required Forms for due dates and required forms.

Due to legal issues, EAC deadlines are firm and will not be extended. If deadlines are missed, exhibitors must order their services from the AHA’s official contractors. No contractors will be allowed to work in the exhibitor’s booth, at any time, if the AHA has not received proper notification by the above stated deadline.

The AHA reserves the right to remove an EAC whose actions jeopardize the on time opening of the exposition or whose employees fail to observe the AHA Scientific Conference Rules and Regulations, EAC Policies & Procedures or any rules and regulations outlined in the Prospectus, Exhibitor Logistical Kit, EAC: Policies and Procedures and Exhibit Space Application/Contract. This includes the AHA no-smoking policy. Smoking is prohibited at the convention center. Lack of compliance will result in a $1,000 penalty and loss of priority points for the exhibiting company.

The AHA supports exhibitors’ rights to designate their suppliers. To avoid confusion or misunderstanding, we’ve established the following policies and procedures.

It is the Exhibitor’s responsibility to ensure the following procedures are adhered to:

  • Exhibitors must notify the AHA of their intent to use an exhibitor-appointed contractor (EAC).  To do so, the EAC: Notification of Use Form must be completed online. See Dates, Deadlines & Required Forms for due dates and required forms. Each EAC service will require a separate form.
  • Incomplete forms will not be accepted.
  • Exhibitors must furnish the AHA with an EAC Notification of Use Form for each individual booth you have in the Exhibit Hall. Multiple booths are not to be listed on one form.
  • EAC can only provide services that are a part of their standard day-to-day business practice, e.g. I&D companies cannot provide Floral, AV, etc.
  • If an exhibitor appoints a third-party contractor or exhibit house to arrange for all services related to the exhibit, it is still the responsibility of the exhibitor to notify AHA of all EACs that will be used.
  • Each exhibiting company shall be held responsible for all services provided by an EAC in connection with its exhibit. Exhibitors should verify with their EAC that a Proof of Insurance has been submitted to the AHA by the required deadline.

It is the EAC’s responsibility to ensure the following procedures are followed:

  • The EAC should verify with their clients, the exhibitor, that the EAC: Notification of Use Form has been submitted to the AHA.
  • Proof of insurance must be submitted to the AHA from the EAC. If an EAC form has been submitted and the AHA has received no proof of insurance, the exhibitor will be required to use AHA’s official contractor for such service.
    • Insurance coverage must include:
      • Proof of worker’s compensation providing at least Coverage A statutory limits and Coverage B employer liability limits of a minimum of $1,000,000, and meet the requirement established by the host state.
      • Comprehensive general liability providing at least $1,000,000 in coverage and naming the following as additional insured:
        • American Heart Association, Inc.
        • Host Conference Center
        • Freeman
        • All Show Management Personnel
      • Automobile liability insurance that includes all owned, non-owned, and hired vehicles with minimum limits of $1,000,000 bodily injury and $1,000,000 property damage.
  • EACs must fully cooperate with the official contractors to efficiently use labor, equipment, space and time.
  • EACs and their representatives also must abide by the AHA Scientific Conference Rules and Regulations, EAC Policies & Procedures or any rules and regulations outlined in the Prospectus, Exhibitor Logistical Kit, EAC: Policies and Procedures and Exhibit Space Application/Contract. Lack of compliance will result in a loss of priority points for the exhibiting company.
  • Please be advised that the AHA’s No-Smoking Policy will be strictly enforced. Lack of compliance will result in a $1,000 penalty and loss of priority points for the exhibiting company. Representatives of an EAC who violate this policy will be asked to leave the Exhibit Hall. Excessive violations by representatives of an EAC will result in revoking the EAC’s authorization to work.
  • The EAC must have a valid order for service from an AHA exhibitor prior to arriving on site at the convention center. Solicitation of business on the show floor is strictly prohibited. Violations by representatives of an EAC will result in revoking the EAC’s authorization to work and will be asked to the leave the Exhibit Hall.
  • EAC supervisors and all labor personnel are required to wear a security wristband at all times during installation and dismantle. Security wristbands will be distributed to the appointed on-site EAC supervisor for I&D labor. Wristbands are different colors for each day and must be picked up daily at the Security Desk. EAC supervisors are responsible for verifying that all personnel authorized to work are wearing the security wristbands.

Please direct EAC questions to:
Julie Davis
Senior Manager, Exhibits
American Heart Association
7272 Greenville Avenue
Dallas, TX 75231
Phone: 214-706-1847
exhibits@heart.org
julie.davis@heart.org
 

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