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Annual Meeting
Annual Meeting
Exhibitor Designated Contractors

Exhibitor Designated Contractors (EDCs) are un-official contractors designated by exhibiting companies to perform installation, dismantle, AV or specialty services for their booth. EDCs are not permitted to perform any of the following services:

  • Booth cleaning (includes vacuuming)
  • Electrical services
  • Internet
  • Material handling
  • Plumbing
  • Rigging/hanging signs
  • Security
  • Telecommunications

Sub-Contractors
A Subcontractor is an independent contractor hired by an EDC already designated by an exhibitor. An EDC Sub-contractor Authorization form needs to be completed by an EDC who hires another contractor to:

  • Perform a specific service for an exhibiting company's booth; or
  • Act as their replacement.

The EDC Sub-Contractor Authorization Form is NOT to be completed by an exhibiting company, or EDC on behalf of an exhibiting company, who failed to submit the EDC Authorization Form by the deadline. 

Complete and submit the EDC Sub-Contractor Authorization Form by Friday, Sept. 14. You will need your company username and password, included in your email notification. If you do not have this information do not create an account, contact exhibitions@aao.org to get this information.

Certificate of Insurance
Each EDC and their sub-contractors are required to submit a Certificate of Insurance (COI) to the Academy by Friday, Sept. 14. The COI must be an original and meet the requirements outlined in the EDC section of the Exhibitor Service Manual.    

EDC Registration Form
EDC Registration forms are due Friday, Sept. 14. This Registration form provides the Academy with the Onsite supervisor's name, emergency telephone number and the names for employees who need badges.

Submit an EDC Registration Form for each exhibiting company you are working with. You will need your company username and password, included in your email notification. If you do not have this information do not create an account, contact exhibitions@aao.org to get this information.

Documentation
All EDCs and Subcontractors are required to have a Certificate of Insurance (COI) and Exhibitor Designated Contractor Registration Form on file with the Academy in order to have access to the exhibition. It is the exhibiting companies' responsibility to ensure the Academy receives this documentation.

Friday, September 14 is the deadline for receipt of all documentation. Independent contractors whose documentation is not received by this date, or whose documentation is incomplete, will not be allowed access to the exhibit floor.  

Badges
McCormick Place does not permit employees of an EDC to wear exhibitor badges.

Exhibitor Designated Contractor (EDC) personnel are not to be registered as exhibitor representatives or guests. The Academy will badge EDC Supervisors and additional employees as EDCs. The EDC badge allows access to the exhibit hall during installation, dismantle, and the Joint Meeting dates. For complete information review the EDC section of the Exhibitor Service Manual.