Insurance Requirements

NEW in 2017 per the FMX Terms and Conditions(16 page PDF)

Exhibitor shall, at its sole cost and expense, procure and maintain in full force and effect, throughout the term of the Agreement, insurance coverage written on an occurrence basis, unless otherwise indicated, by companies authorized to do business in the State of Texas, and with an A.M. Best rating of no less than A- (VII) in the following coverage types and amounts not less than as listed below:

TYPE OF COVERAGECOVERAGE AMOUNTS
Workers' CompensationStatutory Limits

Commercial General Liability Insurance to include coverage for:

Personal Injury

Independent Contractor*

For Bodily Injury and Property Damage of $1,000,000 per occurrence; $2,000,000 Aggregate, or its equiivalent in Umbrella or Excess Liability Coverage

Business Automobile Liability

a. Owned/leased vehicle

b. Non-owned vehicle

c. Hired vehicles

Combined Single Limit for Bodily Injury and Property Damage of $1,000,000 per occurrence

The Certificate of Liability Insurance must list the American Academy of Family Physicians, Freeman Expositions, Inc., and The City of San Antonio (owner of the Henry B. Gonzalez Convention Center) as Additional Insureds.

All certificates of insurance need to be submitted to the AAFP through the Exhibitor Login prior to July 31, 2017. If your company does not have an insurance provider, please visit the online exhibit service manual for more details.

*Exhibitor Appointed Contractor/Exhibitor Designated Contractor - If you are hiring an independent contractor to work on your booth during installation and dismantling, the insurance requirements described above also apply to these independent contractors.

  1. Access your Exhibit Login
  2. Click on EAC/EDC Submission
  3. Enter the Independent Contractor’s name and contact information to associate them with your booth
  4. Upload the Certificate of Insurance

Due to security requirements and access to the exposition hall, this deadline will not be extended. If EAC/EDC Certificate of Insurance is not uploaded in the Exhibit Login by July 31, 2017, exhibitors are required to use the AAFP official contractor or your own full-time employees for booth installation and dismantling.

Within five (5) calendar days of a suspension, cancellation or non-renewal of coverage, Exhibitor shall provide a replacement Certificate of Insurance to AAFP. Failure to provide and to maintain the required insurance shall constitute a material breach of the Agreement.

It is agreed that Exhibitor’s insurance shall be deemed primary and non-contributory with respect to any insurance carried by the American Academy of Family Physicians, Freeman Expositions, Inc., or the the City of San Antonio for liability arising in the performance of the Agreement.

Visit the online exhibit service manual if you need an insurance provider or contact Kristy Sloan with questions regarding this new 2017 requirement.