EAC Policies and Procedures

Exhibitors may select to use Exhibitor Appointed Contractors (EACs) to provide various services for booth installation. Any exhibitor who would like to utilize a non-official contractor must complete and submit a request online in the Service Manual by January 26, 2024. Exhibitor Appointed Contractors (EACs) utilized during the program shall procure and maintain the proper requested insurance coverage and supply ASTRO with a properly completed current certificate of insurance. Exhibitor shall indemnify and defend American Society for Radiation Oncology ("ASTRO"), and/or their employees and/or designated representatives ("designated representatives" to include but are not limited to agents, members, Official Contractors, Officers, and/or Board of Directors), and JW Marriott Desert Ridge Hotel, for any claim where Exhibitor's EAC failed to procure, maintain and/or provide proof of the requested insurance coverage.

Certificate of Insurance Requirements

Each EAC shall provide ASTRO with a valid Certificate of Insurance and a copy of the additional insured endorsements required on the primary and excess/umbrella general liability policies. The insurance form must list as additional insureds and/or covered locations:

• American Society for Radiation Oncology (“ASTRO”) and/or their employees and/or designated representatives
• The JW Marriott Desert Ridge, Phoenix, Arizona
• Exhibitor(s) Represented (all Exhibitors represented by the contractor must be named as additional insured)
• 2024 Multidisciplinary Head and Neck Cancers Symposium (Wednesday, February 28, 2024 – Friday, March 1, 2024)

The insurance form must list as the Certificate Holder:
American Society for Radiation Oncology
251 18th Street South, 8th Floor
Arlington, VA 22202

Minimum Coverage Requirements for Primary and Excess/Umbrella Commercial General Liability
 Each EAC shall maintain insurance coverage of the types and in the minimum amounts as follows:

• Limits: Primary: Each Occurrence $1,000,000; Products – COMP/OP AGG $2,000,000; Personal and Adv Injury $1,000,000; General Aggregate $2,000,000
• Excess/Umbrella: Each occurrence $1,000,000; Aggregate $1,000,000
• Coverage for Contractual Liability and Products Liability

The following entities shall be named as additional insureds for all ongoing operations:

• American Society for Radiation Oncology (“ASTRO”) and/or their employees and/or designated representatives
• The JW Marriott Desert Ridge, Phoenix, Arizona
• Exhibitor(s) Represented (all Exhibitors represented by the contractor must be named as additional insured)
• 2024 Multidisciplinary Head and Neck Cancers Symposium (Wednesday, February 28, 2024 – Friday, March 1, 2024)

Insurer shall waive any right of subrogation against American Society for Radiation Oncology (“ASTRO”), their officers, directors, agents or employees.

Coverage cannot be canceled or reduced without at least 30 days prior written notice to ASTRO.

Workers’ Compensation Insurance
Each EAC shall maintain Workers’ Compensation and Occupational Disease insurance in full compliance with all federal and state laws, covering all of EAC’s employees engaged in the performance of any work for Exhibitor. Coverage for Workers’ Compensation and Employers’ Liability shall be insured for the following limit:

• Each Accident $1,000,000
• Disease – Each Employee $1,000,000
• Disease – Policy Limit $1,000,000

Automobile Liability
Automobile liability must be covered whether EAC has a vehicle on site or not. Each EAC shall maintain insurance coverage in the minimum amounts as follows:

• Combined Single Limit $1,000,000

View the EAC Rules and Regulations.