CLIENT GUIDE TO EAC PROCESSES

 

Dear Client:

 

Thank you for allowing Coastal International the opportunity to work with your company! My name is Amy Johnson, and I work alongside your Account Executive ("AE") to help ensure all pre-show planning goes smoothly.

 

Below are answers to common questions concerning the EAC process:

 

What is an EAC Company? An independent labor company, like Coastal International, is known in the event industry as an “EAC”, which stands for “Exhibitor Appointed Contractor”.

 

What is an EAC Form? As you know, there are many forms to be filled out when planning for a tradeshow. When using an EAC company, one very critical form is the “EAC Form”. This might also be referred to as “NOI (Notification of Intent) to use an EAC”, “EAC Designation Form”, or "Non-Official Contractor Form". It is essentially a form allowing the exhibitor to designate an EAC company to perform installation and dismantling (“I&D”) services in the exhibit area before, during, or after the show, rather than using the general contractor. This form is usually included in the show manual (or show “kit”) and is produced by the show management company and/or the general contractor company. Occasionally both parties have their own individual form, so two forms will need to be submitted in those cases.

 

The EAC Form may be a piece of paper which needs to be emailed to show management and/or the general contractor. Or it may be an electronic form to be filled out on a website and submitted online. It will often include a deadline, typically 30 days or more before the first day of the show.

 

What do I enter on the EAC form?  When filling out the EAC form you will be asked to include the exhibitor’s company name, booth # and contact information. You will also be asked to enter any/all of the below information:

 

EAC COMPANY CONTACT INFO (IMPORTANT):
 

Company Name: Coastal International
Primary Contact:  Amy Johnson - Tradeshow Services Manager (Please do not enter your AE's name/info)

Primary Contact Phone (Main): 415-339-1700
Primary Contact Phone (Direct/Cell): 415-339-3482

Primary Contact Fax: 415-339-1710

Primary Contact Email: amy.johnson@coastalintl.com

Primary Contact Address: 3 Harbor Drive, #211, Sausalito, CA 94965

Onsite Contact:  Our Ops Contact list can be seen here. If you need more specific info, ask me or your AE.

EAC's INSURANCE COMPANY CONTACT INFO:
 

Insurance Company: Mill Valley Insurance Services

Broker/Agent Name: Dudley Fournier

Address: 124 E Blithedale Ave., Mill Valley, CA 94941

Email: dudley@millvalleyinsurance.com

Phone: 415-389-7140

Fax: 415-389-7145

License #: 0642518

TYPE OF SERVICE TO BE PROVIDED:  "I&D Labor" (Install & Dismantle Labor)

How do I submit the EAC Form? Submit the form according to the instructions on the form (email or online). It is advisable to always keep a copy of this form – If possible, please share a copy of the EAC Form with me and your AE,

or simply copy us on the email when submitting it (if the form is being emailed).

 

What if we are past the deadline? It happens. It may be wise to contact the person named on the EAC form to request that the EAC form be accepted at the later date – Check with your AE or me first. If Coastal International’s insurance (“COI”) has already been submitted for that show it may be easier to gain acceptance of the late form.

 

How is the insurance ("COI") handled? The EAC Form will usually indicate that the EAC company needs to submit their own certificate of insurance (“COI”). We typically send our COI in upon first receiving a labor order and/or an EAC Form for any show, and we are happy to provide a copy of the COI to any client requesting it. Please always check to see if exhibitor insurance is ALSO required by the show – This info is usually in a special exhibitor requirements section of the manual. Our COI covers our services only, not the exhibitor.

** If the EAC Form requires that our COI be uploaded during the online EAC Form submission,
please contact me so that I may provide you with a copy of our COI. If our COI has not yet been issued,
I will need to see the COI requirements that may only be visible to you in the exhibitor portal.
We can discuss this on a case by case basis **

 

What if there are EAC Fees? Please alert your AE if there are fees associated with using an EAC company – There are only a handful of shows who charge these fees.

On behalf of the entire Coastal International team, I would like to thank you for your business and cooperation in creating a successful partnership.

 

Please do not hesitate to contact me with any questions at all!

 

Respectfully,

 

Amy Johnson

Tradeshow Services Manager

Coastal International

3 Harbor Drive, Suite 211

Sausalito, CA 94965 USA

Toll-Free: 1-800-235-9200

Main Office: 415-339-1700
Direct/Cell: 415-339-3482 

Fax: 415-339-1710

Email: amy.johnson@coastalintl.com 

Web: www.coastalintl.com