Insurance Requirements

Exhibitor Insurance Rules

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 Washington, D.C., 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 COVERAGE

COVERAGE AMOUNTS

Workers’ Compensation

Statutory 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 equivalent in Umbrella or Excess Liability Coverage.

Pyrotechnics – Not Allowed by AAFP. 

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 Walter E. Washington Convention Center as Additional Insureds.

All certificates of insurance need to be submitted to the AAFP, Kristy Sloan prior to August 1, 2022.

*Exhibitor Appointed 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 Submission

3. Select the Independent Contractor's name and contact information to associate them with your booth

Due to security requirements and access to The Xchange, this deadline will not be extended. If EAC Certificate of Insurance is not submitted to ksloan@aafp.org by August 1, 2022, 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 Walter E. Washington Convention Center for liability arising in the performance of the Agreement.

Visit the online exhibit service manual (available May 16, 2022) or contact Kristy Sloan with questions.