Exhibitor Resource Center

The marketing contact from your company listed for this event will receive a link for your company to register booth staff.

Booth personnel is unlimited at MRO events.

Exhibitor Appointed Contractor (EAC) Process

An Exhibitor Appointed Contractor (EAC) is any non-official show contractor hired by an exhibitor to provide services such as installation, dismantling, supervision, audiovisual, photography, furniture, flooring, or other necessary functions.

MRO Americas allows exhibitors to use EACs, provided they comply with all show and venue Rules & Regulations and carry the required insurance. Please read the details below and follow the steps to complete the EAC process.

Easy EAC Registration

STEP 1: Exhibitor Designates an EAC

• Exhibitors must submit EAC designations via the online EAC portal by March 23, 2026.
• Exhibitors must ensure their EAC meets all requirements or risk denial of floor access.
• After designation, EACs will receive an email with instructions to submit the required documents by April 6, 2026.  
• Click Here To Designate An EAC (COMING SOON)

STEP 2: EAC Completes Registration

IMPORTANT: EACs will not be allowed on the show floor unless they:
✔ Complete all required documentation through the portal.
✔ Agree to the Rules & Regulations in the Exhibitor Service Manual and EAC Rules & Regulations.
✔ Submit a Certificate of Insurance (COI).

✔ Pay the $300 EAC Administrative Fee via the online EAC portal.

COIs must be uploaded via the online portal and include coverage for:

• Commercial General Liability: $1,000,000 per occurrence, $2,000,000 aggregate, $2,000,000 products and completed operations aggregate, $5,000 medical expense, and $300,000 damage to premises.
• Automobile Liability: $1,000,000 combined single limit per accident (only required if operating vehicles on the show floor).
• Workers’ Compensation: As required by law, with Employers Liability Limits of not less than $1,000,000 each accident, $1,000,000 disease – each employee, and $1,000,000 disease – policy limit.
• Additional Insured Policies must list:

MRO Americas, Informa Media, Aviation Week Network, Freeman Expositions, LLC, Orange County Board of County Commissioner dba Orange County Convention Center, and each of their licensor, officers, directors, agents, successors, assigns, and employees shall be names and additional insured.

• Coverage Dates – Must include full move-in through move-out dates of April 18 – April 24, 2026.
• Certificate Holder – Must be listed as: Informa Media, Attn: MRO Americas, 605 3^rd Avenue, New York, NY 10158

EAC Administrative Fee

To cover costs related to liability, administration, and compliance tracking, each EAC must pay a $300 fee per booth/meeting room serviced, regardless of the services provided. This fee is payable via the online EAC portal.

EAC Responsibilities

Exhibitors must provide their EAC with all relevant exhibit hall information, including show rules, utilities, order forms, schedules, and shipping details. By participating, EACs acknowledge and accept all requirements outlined above. Failure to comply will result in denied access to the show floor. Questions? Contact [email protected].

• EACs must comply with all rules set by the Show Organizer, Venue, and Exhibitor Service Manual.
• EACs must register via the online EAC portal (link coming soon) and pay a $300 fee per booth/meeting room serviced.
• A 6% credit card fee applies to canceled applications after processing.  No refunds will be issued post event.
• Workers must always wear designated daily wristbands.

DOWNLOAD THE COMPLETE EAC RULES & REGS

 (COMING SOON)

All EXHIBITORS, regardless of booth size or type, and EACs must submit a valid Certificate of Insurance. COIs must include the coverages and designations outlined for each show. Proof of insurance must be submitted at least 30 days prior to show open. 

Exhibitors shall, at its own expense, secure and maintain for the entire duration of the Event (move-in through move-out), the insurance listed below. All such insurance shall be primary of any other valid and collectible insurance of Client and shall be written on an occurrence basis. Claims made policies are not acceptable and do not constitute compliance with Client’s obligations under this Condition.

1. Workers’ compensation and employer’s liability insurance complying with the laws of the state in which the Event is being held;
2. Comprehensive General Liability insurance with limits not less than $1,000,000 each occurrence, $2,000,000 aggregate, combined single limit for bodily injury and property damage, including coverage for personal injury, contractual, and operation of mobile equipment, products and liquor liability (if applicable); and
3. Automobile Liability insurance (required if bringing automobiles into the Venue) with limits not less than $500,000 each occurrence combined single limit for bodily injury and property damage, including coverage for owned, non-owned and hired vehicles, including loading and unloading operators.

The Client’s Comprehensive General Liability and Automobile Liability insurance policies shall name as additional insureds: (i) Organizer and each of its direct and indirect subsidiaries and other affiliates and (ii) the Venue. If requested, copies of additional insured endorsements, primary coverage endorsements and complete copies of policies, satisfactory to Organizer, shall be promptly furnished to Organizer. Certified copies of the Certificates of Insurance or policies shall provide that they may not be cancelled without 30 days’ advance written notice to Organizer. The Client shall obtain a waiver of subrogation from the carrier of each policy described above and the carrier of each other policy that provides fire, explosion or any other risk coverage insuring the Client’s property, in each case releasing in full such carrier’s subrogation rights.

Certificate of Insurance forms must be submitted to Organizer by all international exhibitors, exhibitors with complex booth structures (defined as multi-story or displays with a canopy/ceiling) and exhibitors hosting attendee interactive demonstrations.

Your COI must include the following:

Producer:
Exhibitors Insurance company & their address:
Insured:
The exhibitor & their address:
Contact info
Insurer(s) affording coverage: See requirements above
Type of Insurance
Policy number
Effective Dates: April 18-24, 2026
Limits
Description of Operations/ Locations/ Vehicles:
Additionally Insured: MRO Americas, Informa Media, Aviation Week Network, Freeman Expositions, LLC, Orange County Board of County Commissioner dba Orange County Convention Center, and each of their licensor, officers, directors, agents, successors, assigns, and employees shall be names and additional insured.

Certificate holder / address of certificate holder: Informa Media - 605 3rd Avenue, NY, NY 10158

Authorized Representative Signature

The Certificate of Insurance can be submitted via the Exhibitor Insurance Form, or sent directly to [email protected]  If you need to purchase insurance: https://www.exhibitorinsurance.com/pub/cnt/