Insurance Compliance for Exhibition Contractors
Verify Your Coverage
If you're an Exhibitor Appointed Contractor (EAC) or vendor working an upcoming event, you'll need to submit your Certificate of Insurance to your Official Service Provider through The Gateway before move-in.
You'll be directed to ExhibitorInsurance.com, our compliance verification partner.
If you are an exhibitor, you will be directed to fill out the NOI — you may have already filled this out, but we're currently testing a couple of paths to determine the most effective process for tracking and improving your user experience, so thanks for your patience while we evaluate.
EAC Pricing
A one-time fee of $99 per EAC, per event covers COI review, verification, and clearance with your Official Service Provider.
How It Works
Receive your exhibitor kit
Your Official Service Provider will include Gateway compliance instructions in the exhibitor kit for the event.
Submit your COI online
Upload your Certificate of Insurance through the compliance portal and pay the $99 verification fee.
Coverage is verified
Your certificate is reviewed against the compliance standard set by your Official Service Provider. You'll receive email confirmation once verified.
You're cleared for move-in
Your compliance status is shared with your Official Service Provider and relevant parties. You're good to go.
What You'll Need
Make sure you have the following before starting your submission.
Certificate of Insurance (COI)
A current certificate from your insurance provider showing your general liability coverage.
General Liability Coverage
Minimum coverage limits as specified by the event's compliance requirements.
Workers' Compensation
Proof of workers' compensation coverage as required by your state, or a valid exemption.
Event Details
The event name, dates, and venue where you'll be working. This is in your exhibitor kit.
What's Typically Required
Insurance requirements can vary by show, venue, and service provider, but most events ask Exhibitor Appointed Contractors and vendors to carry a standard set of coverages. The list below reflects what is commonly expected across the industry. Your specific show may require more, less, or different limits, so always check the exhibitor kit or with your show organizer before submitting.
Typical coverages include:
- Commercial General Liability Usually $1,000,000 per occurrence and $2,000,000 aggregate. Covers bodily injury and property damage arising out of your work on the show floor.
- Workers' Compensation and Employer's Liability Statutory limits as required by the state where the event takes place. Employer's Liability is typically $1,000,000 per accident or disease.
- Automobile Liability Often $1,000,000 combined single limit, covering owned, hired, and non-owned autos. Relevant if you are transporting equipment or materials to and from the venue.
- Umbrella or Excess Liability Some shows require an additional $1,000,000 to $5,000,000 in excess coverage above your primary policies.
- Additional Insured Endorsements Most shows require the show organizer, Official Service Provider, venue, and sometimes the event sponsor be named as additional insureds on your General Liability and Auto policies.
- Waiver of Subrogation Frequently required in favor of the additional insureds on the General Liability, Auto, and Workers' Compensation policies.
When in doubt, reach out to your insurance broker. Your Official Service Provider or Show Organizer can also help direct you.
About The Gateway
The Gateway is an industry compliance management program powered by the Exhibition Services & Contractors Association (ESCA). It was built to give Exhibitor Appointed Contractors, vendors, show organizers, and Official Service Providers a single, trusted place to handle insurance compliance across events. Instead of navigating different forms and processes for every show, EACs submit once, get reviewed against the requirements of the specific event, and receive clearance.
Ready to Submit?
The process takes about 5 minutes. Have your COI and event details handy.
Common Questions
Who needs to submit a Certificate of Insurance through The Gateway?
Any Exhibitor Appointed Contractor (EAC) or vendor working an event that has partnered with The Gateway for compliance. If your show's exhibitor kit directs you here, you need to submit.
How much does it cost for EACs?
$99 per EAC, per event. The fee covers review, verification, and clearance.
How long does review take?
Most certificates are reviewed within one to two business days. Submit early, especially if your event is close to move-in.
What if my coverage does not meet the show's requirements?
You will receive a notice explaining what is missing or insufficient. You can then work with your broker to update your policy and resubmit. Your fee covers resubmission as part of the same event.
Will I receive confirmation once my certificate is approved?
Yes. You will receive an email confirmation once your coverage has been verified and you are cleared for move-in.
Who do I contact if I have a question or issue?
Email support at gateway@esca.org and someone will get back to you within one business day.
Are you an Official Service Provider or Show Organizer? Learn how to bring The Gateway to your events. Get in Touch →