Exhibitor-Appointed Contractor coordination is one of the less-visible but more-important capabilities in trade show execution. Every major Miami show publishes EAC rules in its exhibitor manual, and understanding exactly what your own crew can and can't do under those rules is what keeps the install moving and the bills predictable.
We serve as EACs on shows where the client wants a non-GSC crew on-site — either because of an existing relationship, because the GSC's rates are high, or because the client wants continuity across multiple shows with the same team. We also coordinate for clients using another EAC who need a local Miami project manager to interface with the GSC.
This page covers what EAC rules actually mean, what paperwork has to be filed and when, where the GSC/EAC boundary lines usually fall, how we handle conflict when a task could go either way, and what this coordination costs.
Exhibitor-Appointed Contractor Coordination execution priorities
- EAC registration and certificate-of-insurance filing with the show's GSC, typically 30 to 45 days out.
- Task-by-task mapping of GSC-only work vs. EAC-allowed work for the specific show.
- On-site GSC interface during install and strike — one phone call, not five.
- Fallback plan when the GSC asserts jurisdiction on a task the EAC was scoped to handle.
- Documentation of who did what for post-show billing disputes.
- Same team available whether you've hired us as the EAC or as coordinator for another EAC.
What the EAC rules actually say
Every major Miami show — and every show at MBCC specifically — publishes EAC rules in its exhibitor manual. These rules define which install and dismantle tasks exhibitors can hire their own contractors for, which tasks must be handled by the show's general service contractor, and what paperwork has to be filed to register an EAC with the show.
The core EAC rules tend to be consistent across shows: EACs can handle booth setup and teardown, graphics, AV installation, and non-rigged hanging elements; the GSC typically owns drayage, centralized labor pools, rigging, and any service that uses centralized show-floor infrastructure. The specifics vary show by show and should be confirmed in the current manual.
The paperwork sequence
EAC registration paperwork typically has to be submitted 30 to 45 days before the show. That includes the EAC form itself, a current certificate of insurance naming the show organizer and the venue as additional insureds, and in some cases a list of proposed on-site personnel. Missing paperwork is the most common reason EACs get denied floor access on install day.
We handle this paperwork as part of EAC coordination. Clients send us the show they're exhibiting at, and we pull the current manual, complete the EAC registration, and coordinate the COI from our insurance partner.
Where the GSC/EAC line gets blurry
Most EAC/GSC disputes happen on tasks that could reasonably be either. A hanging sign installation that requires rigging at MBCC — rigging is GSC, but hanging sign assembly can be EAC. A crate delivery from the carrier to the booth — drayage is GSC, but once the crate is at the booth, unpacking is EAC. Utility hookups — the utility drop is GSC, but the booth-side wiring is often EAC.
We navigate these boundary cases by reading the current manual closely and, when ambiguous, confirming with the GSC's show-manager in writing before the install. Disputes on show day cost hours. Confirmations in writing before the show cost ten minutes of email.
When the GSC asserts unexpected jurisdiction
Occasionally, a GSC show-manager asserts that a task must go through the GSC even when the manual seems to allow EAC handling. The right response on-site is to not argue the rule — it's to pay for the GSC labor, finish the install, and resolve the billing question post-show with documentation.
We document every GSC/EAC interaction on-site: who said what, when, and about which task. Post-show, if the GSC billing doesn't match the agreed scope, we have the documentation to contest it. Without that paper trail, disputes default to the GSC's side and exhibitors eat the charges.
EAC or coordinator — two ways to engage
Many Miami clients have a national booth builder with their own EAC team that travels to shows. In those cases, we act as local coordinator rather than as the EAC itself — we interface with the GSC on the client's behalf, handle local paperwork that requires a Florida address, and provide backup labor when the national team runs tight.
When we are the EAC, the scope is broader: full install crew, graphics, AV, and show-hours support, plus all GSC paperwork and interface.
What EAC coordination costs
EAC coordination as a standalone service runs $3,500 to $9,000 per show, depending on the show's complexity, the GSC involvement, and whether we're the EAC itself or coordinating for another. This includes paperwork, COI management, GSC interface through install and strike, and post-show documentation.
Bundled with a full I&D engagement, EAC coordination is built into the project fee rather than billed separately.
Frequently asked questions about Exhibitor-Appointed Contractor Coordination
Does every Miami show require EAC registration?
Every major show with a designated GSC does, yes. Shows without a GSC — typically smaller regional events at hotels or private venues — often don't require formal EAC paperwork, though they may still require a certificate of insurance.
What happens if we skip EAC registration?
The GSC can deny your crew floor access on install day, which means either paying their labor at GSC rates to do the install or delaying until the paperwork clears. Both are expensive. Registration is cheap; skipping it is not.
Can any contractor be an EAC?
Any contractor who registers correctly and meets insurance requirements, yes. Shows don't pre-approve specific EACs. Some shows maintain preferred-EAC lists that get priority for on-site resources — being on that list is helpful for larger installs.
What if our national builder already has an EAC?
Then you don't need us as the EAC. We often coordinate locally for clients whose national builder handles the EAC side — managing GSC interface, handling show paperwork, and providing backup labor when needed.
How do EAC rules differ between MBCC and hotel venues?
MBCC shows tend to have formal EAC registration requirements with specific task boundaries. Hotel venues often don't have a designated GSC and rely on the venue's in-house labor for specific tasks while allowing outside crews for most booth work.
Can you EAC for a booth built by another vendor?
Yes. We need the build drawings, the packing list, any vendor-specific install notes, and the current exhibitor manual for the show. From there, we handle EAC registration, install, and strike as if we'd built the booth ourselves.