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Welcome to your XPONENTIAL Exhibitor Console!

The Exhibitor Console is your XPONENTIAL hub for all the information you need to know – from deadlines to promotional items - in one convenient location.

Important Dates and Information
Update Online Booth Information ASAP
Update Print Profile + Cross-Reference Categories ASAP
Insertion Order Deadline for Official Printed Program and Show Daily TBD
Submit Certificate of Insurance TBD
Authorize Exhibitor Appointed Contractor TBD
Secure your Hotel Room TBD
Register your Team Members TBD

Insurance and EAC Information

Liability Insurance

As part of the Contract, each Exhibitor shall provide AUVSI with an original Certificate of Insurance showing the applicable insurance coverage in effect through May 8, 2020, evidencing all of the coverage, with minimum limits, additional insureds and hold harmless and waiver of subrogation language, and other provisions as prescribed by AUVSI in AUVSI’s sole discretion. AUVSI reserves the right, in its sole discretion, to terminate the Contract of any Exhibitor failing to meet in any respect the insurance requirements set forth in this Liability Insurance section. AUVSI further reserves the right, in its sole discretion, to require higher minimum limits of coverage for any exhibitor. Any exhibitor that is not required to maintain workers’ compensation and employer’s liability coverage under state law should contact AUVSI.

AUVSI and the Massachusetts Convention Center Authority will not be responsible for damage or loss to any property belonging to the exhibitor or used in connection with its exhibit, including the shipping containers brought into or used in or about the convention center, nor for any acts or omissions of the exhibitor, its employees, agents or representatives.


  • Commercial Liability not less than $1,000,000 each occurrence/$2,000,000 general aggregate limits
  • Auto Liability not less than $1,000,000 each accident
  • Workers Compensation Insurance, including Employer’s Liability coverage, in a minimum amount not less than $1,000,000

Certificate Holder

Association for Unmanned Vehicle Systems International
2700 S. Quincy St. Ste. 400
Arlington, VA 22206

Additional Insured

Freeman – Official General Services Contractor
8801 Ambassador Row, Dallas, TX 75247

Massachusetts Convention Center Authority - Facility
415 Summer St, Boston, MA 02210

Association for Unmanned Vehicle Systems International (AUVSI) – Show Management
2700 S. Quincy Street, Suite 400, Arlington, VA 22206

A Certificate of Insurance must be provided no later than April 1, 2020; . The Certificate of Insurance can be submitted here. It is the Exhibitors’ responsibility to confirm receipt of Certificate of Insurance with AUVSI.


“You can also secure the required insurance coverage through ShowGuard® - XPONENTIAL's approved on-line insurance program for exhibitors. The  ShowGuard® premium of $75 will meet the general liability and automobile liabity requirments and will provide coverage for the dates of the show from move in to move out. Enrolling in ShowGuard® is quick and easy (less than five minutes for most users).”

Purchase Insurance Here

Cost: $75

NOTE: Coverage for Workers Comp cannot be afforded under the Master Exhibitors Liability link.


Official Show Contractors

Official Service Contractors are appointed to perform and provide necessary services and equipment. The Official Service Contractors will provide all usual trade show services, including labor. Supervision, however, may be provided by the exhibitor, the official show contractor or an exhibitor appointed contractor (EAC).

Exhibitor Appointed Contractors

An Exhibitor Appointed Contractor (EAC) is any company, other than the designated official contractors listed on the Official Vendor List, an exhibitor who hires an outside vendor who will requires access to the exhibit hall before, during or after the show. These include independent display/installation & dismantle companies or anyone who is not an employee of your company that you will have working on your equipment and products.

Also included are delivery personnel, technicians, photographers, florists, A/V companies, and anyone hired by the exhibitor who needs access to the exhibit hall. Permission to use an Exhibitor Appointed Contractor cannot be given for catering, utilities, booth cleaning or material handling services, as these are exclusive to the convention center and/or the general service contractor. Exhibitors who plan to use Exhibitor Appointed Contractors must read and act on the below, including the EAC form.

How to obtain authorization to use an Exhibitor Appointed Contractors

There are three principal steps for obtaining authorization to use an Exhibitor Appointed Contractor:

  • Exhibitor MUST make a request in writing: Exhibitors who wish to use an EAC MUST fill out the Intent to Use Exhibitor Appointed Contractor form. AUVSI must receive this form no later than the April 1, 2020. No approvals can be granted after the deadline.
  • EAC’s must provide a Certificate of Insurance: Copies by email nmattar@auvsi.org or fax (703-845-9679) will be accepted. Every person needing access to the show floor must be covered by insurance. (Exhibiting companies are required to insure their own personnel.) Any person, who is not a direct employee of the exhibiting company, must provide his/her own proof of insurance before being allowed access to an exhibitor's booth on the show floor.
  • Written acceptance of show rules from the EAC: Written acceptance on the Notification of Intent to use an Exhibitor Appointed Contractor form, specifying that the EAC will abide by all show Rules and Regulations Governing EAC’s including those contained here in for exhibitor approved contractors. This written acceptance must be received by AUVSI by no later than April 1, 2020.

AUVSI will authorize the exhibitor to use an EAC to provide services to the exhibiting firm, upon receipt of the following:

  • Certificate of Comprehensive General Liability insurance in the amount of $1,000,000 including coverage for Independent Contractors who have been authorized by AUVSI to enter the premises of the show site as exhibitor appointed contractors hired by Exhibitor, with Single Limit Bodily Injury and Property Damage Coverage for each occurrence, Contractual Liability coverage, Products Liability coverage, and with completed operations coverage included
  • Comprehensive Automobile Liability coverage, including hired and non-owned auto for not less than $1,000,000
  • Workers' Compensation, Employee and Employers' Liability coverage in full compliance with all laws covering clients’ employees for not less than $1,000,000.
  • Association for Unmanned Vehicle Systems International (AUVSI), Massachusetts Convention Center Authority shall be named as additional insured on all policies of insurance coverage, followed by the statement: Exhibitor utilizing EAC’s agrees to indemnify and hold harmless AUVSI and Massachusetts Convention Center Authority from any and all liability, including attorney’s fees, which may arise due to the third-party contractor’s (EAC’s) presence or actions. Exhibitors will be notified directly only if authorization is NOT approved. Therefore, unless the exhibitor is so informed by Show Management, and if the listed conditions are met, approval to use an EAC is implied.

Rules and Regulations Governing EAC's

  • EAC will refrain from placing an undue burden on the Official Contractor by interfering in any way with the Official Contractor's work
  • The EAC will not solicit business on the show floor at any time
  • The EAC will share with the Official Contractor all reasonable costs incurred in connection with his operation, including overtime pay for stewards, security if necessary, restoration of exhibit space to its initial condition, marking of exhibit floor,etc.
  • The EAC will cooperate fully with the Official Contractors and will comply with existing labor/union regulations or contracts as determined by the commitment made and obligations assumed by Show Management in any contracts with the Official Contractors
  • ALL EAC’s and their labor must be badged through XPONENTIAL. No one will be allowed on the show floor without proper identification
  • EAC’s will not be permitted to store equipment in the Convention Center. Due to limited space and fire regulations, all equipment must be stored off the premises. If found, equipment will be removed from building
  • The EAC, under no circumstances, will be allowed to remove floor-marking tape until the close of the exposition