Exhibitor Resource Center

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 

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 3rd 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 MROAmericas@EACMgmt.com.

• EACs must comply with all rules set by the Show Organizer, Venue, and Exhibitor Service Manual.
• EACs must register via the online EAC portal 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

• MRO Americas EAC

Booth equipment

Each 10' x 10' booth will be set with 8' high black and white back drape and 3' high black side drape. Booths 300 sqft or less will receive an identification sign. Booths larger than 300 sqft may receive an identification sign upon request.

Exhibit hall carpet

Carpet : The exhibit area is not carpeted. The aisles will be carpeted in midnight blue.

Show Management requires all exhibitors provide flooring for their booth. Flooring can be brought in by the exhibitor or rented from Freeman. If carpet has not been delivered or installed in your stand by 2:00 pm on Monday, April 20, carpet will be installed by show management and billed back to the exhibitor.

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.

• Workers’ compensation and employer’s liability insurance complying with the laws of the state in which the Event is being held;
• 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
• 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 Betty.Evans@Informa.com  If you need to purchase insurance: https://www.exhibitorinsurance.com/pub/cnt/

Freeman will begin returning empty containers as soon as the aisle carpeting is removed or plastic covering has been laid in the aisles of the exhibit hall.

Shipping and material handling

Warehouse shipping address:

Exhibiting Company Name I Booth Number MRO Americas 2026
C/O Freeman 10088 General Dr
Orlando, FL 32824
USA

Warehouse shipping information

• Ship early to avoid delays and save money.
• Freeman will accept crated, boxed or skidded material beginning March 19, 2026 at the above address.
• Material arriving after April 9, 2026 will be received at the warehouse with an additional after deadline charge.
• Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108"H x 93"W.
• Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM- 3:30 PM.
• Certified weight tickets must accompany all shipments.
• If required, provide your carrier with this phone number: (888) 508-5054.

Show site shipping address:

Exhibiting Company Name I Booth Number MRO AMERICAS 2026
Orange County Convention Center C/O Freeman9899 International Dr
Orlando, FL 32819 
USA

Show site shipping information

• Freeman will receive shipments at the exhibit facility beginning April 18, 2026.
• Shipments arriving before this date may be refused by the facility.
• Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor.
• Certified weight tickets must accompany all shipments.
• Ensure your driver has the following information to expedite unloading and delivery to your booth: Show Name, Exhibitor Name, Booth #.
• If required, provide your carrier with this phone number: (888) 508-5054.

Shippoing Labels

• Shipping - show site label.pdf
• Shipping - warehouse.pdf
• Shipping - hanging sign warehouse.pdf

For important Marshalling Yard information, click here and review the marshalling yard section of the "Where & when do I ship my materials?"

SUSTAINABILITY AT INFORMA

We aim for all of our events to be run in an environmentally and socially responsible way whilst seeking to inspire sustainable development in our markets. We do this not only because more than 80% of our attendees tell us that they care that our events are run in a responsible manner, but because it is the right thing to do for our customers, colleagues, and the communities we serve.

Better Stands

The Better Stands program aims to unite and encourage exhibitors, along with their appointed contractors, to move towards reusable stands, in place of disposable ones. 

A disposable stand (booth) is a space only (raw space) build that is used only once at a single event and is then disposed of post-show. By moving away from the use of disposable stands we will improve the ease, safety and sustainability of the exhibitor experience at events.

The Better Stands program is split into three key stages, Bronze, Silver and Gold, facilitating a gradual transition for exhibitors and contractors. Each phase of the program tackles a successively harder aspect of the stand to make reusable. We would like you to join us moving towards the future of events to help facilitate fewer building hours and more predictable timings and reduce costs including waste bills.

To make your commitment to Better Stands and contribute to a more sustainable event:

Familiarize yourself with the Better Stands framework found here: https://mroamericas.aviationweek.com/en/exhibition/better-stands.html

Share these guidelines with your contractor before they begin designing your stand and ask for options from them to meet different levels

We encourage everyone to work towards a Bronze level. This means that the stand structure and walls, platform or raised flooring, furniture, equipment and lighting are all reused. Doing this usually eliminates most of the waste and takes a big step towards reusability without compromising on cost or stand design.

Ensure that the submitted stand design clearly communicates how you will meet the Better Stands guidelines

Please download the Better Stands Brochure and the Better stands contractor brochure.

If you require any further information or guidance on the Better Stands program, please contact our customer service department events@aviationweek.com

We are here to support you reach a bronze level booth!