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Exhibitor Designated Contractors (EDC)

For additional information, please contact:

Francine Garner, Exhibits Manager | Phone: (202) 942-9240 | Fax: (202) 942-9340 | Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it.

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Exhibitors may appoint third party agents to perform services on their behalf.  This includes Exhibitor Designated Contractors (EDC) who assist in booth installation and dismantling.  Exhibitors who decide to use an EDC must require their contractor to adhere to all of ASM’s rules and regulations. Exhibit companies will be held responsible for any violations of ASM policies or the inappropriate actions of their EDC.  Unauthorized EDC’s will not be granted access to the exhibit hall.

ASM policies governing EDC’s will require that your EDC work directly with our official vendors.  ASM’s official vendors must be used for all services including, but not limited to:  audio visual equipment/services; expocard readers (lead retrieval services); photography; shuttle transportation; computer/data display rentals; floral arrangements; and security.

Below guidelines must be adhered to by all EDC’s:

• All exhibitors must submit to ASM in writing, on the exhibiting company’s letterhead (letters from contractors will not be accepted) or the form in the exhibitor service manual, the name of the contracted company, the contact person, the company’s mailing address, business telephone, fax number, and email. This must be received by ASM Exhibits Management no later than July 13, 2012. Requests received after July 13, 2012, will not be authorized.
• All EDCs must submit to ASM a certificate of insurance (an original, no faxes or photocopies) that provides for not less than $1,000,000 of general liability insurance including property damage and workman’s compensation. This certificate must name American Society for Microbiology (ASM) as the certificate holder and additionally insured and must be valid from September 7-13, 2012. All original insurance certificates must be received by ASM Exhibits Management no later than August 3, 2012.  A list of clients the EDC will be servicing during the ICAAC 2012 must also be attached.  EDCs that fail to send in an insurance certificate will not be allowed to provide their services. No exceptions will be made.
• Exhibitor-Designated Contractors (EDC) must have licenses, permits or bonding required by federal, state, county, municipal governments and the Moscone Convention Center prior to commencing work, and shall provide ASM with evidence of compliance upon request.
• Upon arrival at the convention center, EDC must check in at the EDC registration desk to receive permits to work in the exhibit hall. Daily passes will be issued to the labor supervisor only. The first representative will be responsible for distributing the passes to their co-workers. ASM can assume no responsibility for the distribution of work passes.
• ASM reserves the right to remove any exhibitor or designated contractor whose actions jeopardize the on-time opening of the exhibition or whose employees fail to observe the regulations and procedures contained in this Exhibition Prospectus, other official documentation, and/or exhibitor service manual.
• An EDC must cooperate with the official contractors/vendors, especially by not interfering with the efficient use of an official contractor’s employees.  EDC must be signatory to a current local labor agreement with the union claiming jurisdiction over the work to be performed by the EDC and must not commit any acts that lead to work stoppages, strikes, and labor problems.
• An EDC must work from their client’s booth space.  An EDC who is supplying personnel to an exhibitor may not set up a service desk in “aisles, common areas” or “the no freight aisles.”
• Solicitation of business in the exhibit hall is strictly prohibited. This includes, but is not limited to, the posting of signs, distribution of literature, business cards, or other forms of advertising/marketing.
• No employee or agent is allowed on the exhibit floor during exhibition hours unless it is at the specific request of the exhibitor. This request must be made in writing to ASM’s Exhibits Management and include the name of those individuals needing access as well as an explanation as to why such access is necessary. ASM management will treat these individuals as exhibitor personnel and attribute their registration to the overall booth registration total. If the preparation of a badge for these individuals exceed the allocated number of complimentary badges, the appropriate fees will be charged.
• The EDC must adhere to the installation and dismantling schedules.  If an EDC requires earlier access to the exhibition than the approved ASM schedule, a request must be submitted in writing from the exhibiting company to ASM Exhibits Management for approval by August 3, 2012.
• All employees must be dressed in appropriate business attire during the times when the exhibit hall is open  (shirt and tie or polo shirt and slacks, no company logos, no shorts or sweat pants). 
• Exhibitors and their EDC’s will be responsible for any additional expense incurred by the ASM or Freeman (the official ASM show decorator), should any occur.  Exhibitor-Designated Contractor agrees to reimbursement of any expenses incurred by ASM because of the activities of the EDC.

Submit your official letter on letterhead, detailing the information requested, or complete the Notification of Intent to use an Exhibitor Designated Contractor Form that will be located in your Exhibitor Service Kit.