n 1998, HCEA formed an Exhibitor Designated Contractors (EDC) Task Force to address issues surrounding the use of EDCs by exhibitors at healthcare conventions and exhibitions. The task force was made up of nine representatives, including four from healthcare exhibiting companies, two from healthcare associations, two general trade show contractors and one independent contractor. The task force developed the following best practices as a guide for all parties involved to ensure fairness and efficiency in the use of EDCs. Because EDCs offer services in many different areas (e.g., florists, computer rental, models), not just installation and dismantling, these Best Practices are intended to apply to all vendors providing services as an EDC and all healthcare meetings and exhibitions.

1. Insurance Certificates and Liability

All parties having access to the exhibit floor need to have insurance coverage in the event of a mishap. By providing a certificate of insurance to show management, the EDC is providing evidence that it has such insurance.

EDCs should submit one original certificate of insurance for each of their clients which fulfills the association/meeting requirements. The specifics may differ from show to show, but at a minimum:

• An original certificate of insurance should be provided to show management (or designee) at least 30 days prior to the first day of move in;
• Coverage should be a minimum of $1 million of liability;
• The show management/association should be named as additional insured;
• The dates the policy is in effect should cover the move-in and move-out period and not just the show dates.

If it is not clear who the certificate is covering (as often the certificates are sent directly from the insurance carrier’s officer), a cover note should be included.

2. Fees

In general, charging fees for the use of Exhibitor Designated Contractors is not appropriate. If, however, it is deemed necessary to recover specific related costs, these fees should be included in the exhibit space fee rather than as a separate charge. Collecting multiple fees for a specific EDC who may be used by a number of exhibitors should not be necessary.

3. Badging of Exhibitor Designated Contractors

Typically, temporary paper I&D badges issued by the respective association/show management are issued and permissible during installation and dismantling. In the healthcare field, these paper badges are usually distributed by security. The EDC should identify the number of badges required when submitting the mandated insurance forms to show management. The names for the badges should be communicated at that time as well, if possible. It should be noted that paper badges are generally not allowed during exhibit hours. This includes opening day. Usually a second badge (official exhibitor badge) is required beginning opening day. If the EDC personnel are not required during show hours, usually they won't need to be concerned about obtaining an official exhibitor badge.

For the most part, the difficulty of badging EDCs occurs once the show is open. Issues of frustration are:

• Where do I get my official badge?
• Do I need an official badge?
• Why can't I use my paper badge?

Association/show management should establish a policy on EDC badges either to include EDCs in their general badging procedure or inform EDCs that they should contact their clients and be included in their badge allotment. In the latter case, to avoid frustration and conflicts relating to badging, the following practices are suggested:

• The EDC should contact its customer (the exhibiting company) to obtain an official exhibitor badge(s).
• If the EDC knows the names of its personnel slated to work for the respective exhibitors, provide the names to the customer by the deadline.
• Keep in mind that the show management deadline for exhibitor registration is usually 2-4 weeks prior to a show.

If the exhibitor has used its allotment of complimentary badges, a small cost might be incurred to badge EDC personnel. The cost to badge EDC personnel with official exhibitor badges should be nominal.

If the customer/exhibitor is able to obtain official exhibitor badges for the EDC, it is oftentimes able to provide the badge to the EDC prior to the first installation date, thus eliminating the question of where and how to obtain the badge.

The EDC often provides support during show hours and often supports more than one exhibitor. Because of this, it is appropriate that their official exhibitor badge not list an exhibitor name (if so requested).

In order to represent the customer in the best light, EDCs may also wish to research and identify the badging policies for the respective meeting.

4. EDC Service Areas

If at all possible, (e.g., floor space permitting) show management should designate an area on the exhibit floor where EDCs may set up their service desks. EDCs should recognize the need for flexibility and be aware that their service desk may have to move after set up to another designated location. EDC service desks should not be present on the exhibit floor during show hours. It is recommended that the EDC contact show management at least 30 days prior to the event if service area space is needed.

EDC service areas may operate within a designated booth space as long as all rules pertaining to fire regulations, egress and access of the official service contractors, and building regulations, are not compromised.

EDCs should not set up service areas in aisles, near freight doors, etc., where equipment can impede the normal and orderly flow of installation and dismantle of exhibits.

EDCs should respect the professional environment of the exhibit floor and not use their service desks/service areas for inordinate self-promotion.

5. Communications

Good communication among all parties is vital to success. Show management should identify the protocol to be followed by the exhibitor and EDC (e.g., in the Exhibitor Service Kit or prospectus).

One Exhibitor Service Kit should be sent to the name and address listed on the application for exhibit space. Additional kits should be made available to exhibiting companies who contract for multiple (separate) exhibit spaces.

6. Dress

Uniform appearance of each EDC’s workers increases a professional image, facilitates identification and can improve safety. These Best Practices encourage a neat appearance. Suits and ties and “business attire” are neither necessary nor practical. Dress requirements for EDC labor during exhibit hours should be consistent with dress requirements for the official contractor labor (e.g., casual dress for one, casual dress for all).

7. Material Handling

Clear and consistent guidelines for EDCs should be established with show organizers, the official contractor, exhibitors and facility management. These established procedures should be identified in the prospectus or Exhibitor Service Kit. If followed, they will improve efficiency in the trade show industry and safety for fellow workers. Since material handling is a time-critical issue, identifying and establishing proper procedures will maintain a safe and efficient environment to organize and control the movement of goods (e.g., freight, floral, audio/visual, bottled gasses) in and out of the building. Proper procedures will also encourage all parties to work with each other in a courteous and professional manner to resolve issues or concerns as they arise.

EDCs, like the official contractor, should follow all show rules in regard to move-in and move-out procedures, especially rules regarding the end of move-in and installation.

8. Recognizing Who is in Charge of What/Roles of the Parties

When exhibitors choose to use an EDC, both show management and the general contractor should be notified. Show management should clearly identify their procedures for this in the prospectus. If a show has no written procedures, the best practice is for the exhibiting company to contact show management at least 45 days in advance of the meeting. Typically, show management may require:

• Information forms submitted by the exhibitor, or
• Exhibitor correspondence advising the association that the EDC has been contracted by the exhibitor to coordinate the show services.

Sub-contractor information should be included in this notification process. Any sub-contractor brought in by the EDC to service an exhibitor should come under the direction and responsibility of the EDC and should be covered by the EDC’s insurance certification.

9. Trash and Hazardous Waste

The sponsoring organization/show management receives a broom-swept hall at the beginning of an event and is contractually obligated to return the facility to its original condition at the conclusion of the event. All waste during move-in, show days and move-out is the responsibility of show management.

The following guidelines will help show management identify its costs and provide a safe and attractive environment throughout the event. The general service contractor should provide these services when they are not provided exclusively by the host facility.

The responsibility for disposal of trash and hazardous medical waste, and any associated costs, should be identified and communicated clearly and well in advance of the meeting (e.g., in the exhibitor kit or prospectus).

Selecting a cleaning provider: The general service contractor should be capable of providing the cleaning service if it is not provided exclusively by the host facility. Show management should request an estimated cost prior to the event.

Typically, show management should address the following issues:

• Contractual obligation to the facility.
• Equipment provided and associated cost (e.g., dumpsters, trash bins).
• Jurisdictions -- exhibit hall, meeting rooms, food service.
• Hazardous waste -- contractual obligations from the facility.
• Excessive trash generated from giveaways.

For additional information about HCEA, Email: hcea@kellencompany.com.