Establishing secure connection…Loading editor…Preparing document…

Contractor Work Authorization Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

WORK AUTHORIZATION REQUEST FORM

2012 IADC/SPE Drilling Conference & Exhibition

6 - 8 March 2012

The San Diego Town and Country Resort & Convention Center
San Diego, California

DEADLINE DATE:

THIS FORM MUST BE COMPLETED BY EXHIBITING COMPANY PERSONNEL

Exhibitors using the SPE official labor contractor GES or an Exhibitor-Appointed Contractor (EAC) to install or dismantle your exhibit space must return this form. An EAC is any person or company, other than the designated “official” or “exclusive” contractors listed in the Exhibitor Services Manual, hired to provide a service and requiring access to your exhibit any time during installation, exhibition dates and/or dismantling. Exhibitors are responsible for advising SPE management by filling out this form.

Please check applicable box.

We have requested labor through the SPE official labor contractor, GES.

We will use an Exhibitor-Appointed Contractor in accordance with the 2012 SPE Exhibit Regulations. The exhibiting company is responsible for the actions of its appointed non-official contractor(s) for any violations or damages that may occur.

REMINDER: Exhibitors are responsible for ensuring that their EAC’s submit all required documents including certificate of insurance.

Please Print Legibly

EXHIBITOR-APPOINTED CONTRACTOR COMPANY NAME

COMPANY CONTACT

EAC ADDRESS

CITY

STATE

ZIP/POSTAL CODE

COUNTRY

TELEPHONE

FACSIMILE

E-MAIL ADDRESS

CELL PHONE

Describe in detail the service(s) the above exhibitor-appointed contractor will provide for your company.

PLEASE PHOTOCOPY THIS FORM FOR ANY ADDITIONAL EXHIBITOR-APPOINTED CONTRACTORS.

EXHIBITING FIRM

BOOTH NO.

REQUESTED BY (Please print)

Signature

TELEPHONE

E-MAIL

DATE

Submit to: Mary Ann Outarsingh – moutarsingh@spe.org  FAX#: 1-972.952.9397

WORK AUTHORIZATION REQUEST FORM INSTRUCTIONS

2012 IADC/SPE Drilling Conference & Exhibition

6 - 8 March 2012

Exhibiting Company Personnel

Full-time employees of exhibiting companies may install and dismantle their own displays. They must carry current company and personal photo identification. Properly badged exhibitor personnel will be allowed to work in the exhibition area during installation, exhibition dates and dismantling of the IADC/SPE Drilling Conference and Exhibition.

Installation/Dismantle Labor

SPE has appointed GES as the official labor contractor to ensure the sufficient number of qualified craftsmen necessary to install and dismantle the exhibition. Exhibitors are urged to assess labor requirements before installation; to do so use the Display Labor Order Form provided in Exhibitor Services Manual.

Exclusive Contracted Services

The services listed below must be provided by the Exclusive SPE Contractor. No other company will be given permission for the performance of these services:

Electrical, Internet, Telephone – MSI
Drayage/Forklift Operations – GES
Material Handling/Rigging/Hanging Signs – GES

Exhibitor-Appointed Contractors

An Exhibitor-Appointed Contractor (EAC) is any person or company other than the designated “official” or “exclusive” contractors that provides a service (supervision, display installation and dismantling, advertising agencies, models, florists, photographers, aquarium supply firms, computer firms, audiovisual firms, etc.) and requires access to the exhibit hall any time during installation or dismantling or show dates.

Exhibitor Responsibilities

• Exhibiting companies are responsible for advising SPE of their hired Exhibitor-Appointed Contractors’ company name, contact information, and a description of the service(s) the EAC will be providing for the exhibiting company.

• Exhibiting company must complete and submit the Work Authorization Request Form no later than 30 January 2012

Page 1 of 3

Exhibitors are not permitted to obtain official SPE Exhibitor Badges for their appointed EAC personnel. SPE Exhibitor Badges are for exhibiting companies only.

Exhibitors are ultimately responsible for each of their EAC’s with regards to their services provided, adherence to all SPE Exhibit Regulations, union regulations, financial responsibilities for services acquired through SPE Official and Exclusive Contractors, and violations and/or damages that may occur.

Exhibitor-Appointed Contractor Responsibilities

• Exhibitor-Appointed Contractors (EAC) are required to meet specific criteria before they will be permitted access to the exhibition area. Upon receipt of the Work Authorization Notification Form, SPE will provide each EAC with a packet of important information regarding the EAC Program. Each EAC must complete all information and no exceptions to this program will be authorized.

• Each EAC must complete and return the SPE Exhibitor-Appointed Contractor Agreement and submit to SPE by 15 FEBRUARY 2012.

• Each EAC (not exhibiting companies) must submit certificates of insurance for Commercial General Liability Insurance, Business Automobile Liability Insurance and Worker's Compensation Insurance.

• Commercial General Liability coverage must provide $1,000,000 Combined Single Limit each Occurrence and $2,000,000 General Aggregate and $1,000,000 Products/Completed Operations Aggregate. Commercial General Liability must include Product/Completed Operations and Broad Form Commercial General Liability with NO EXCLUSIONS.

• Business Automobile Liability must include all owned, non-owned and hired vehicles with limits of $1,000,000 Combined Single Limit Bodily Injury and Property Damage Liability.

• The Worker's Compensation and Employers' Liability Insurance must provide a minimum limit of $500,000 each Accident; $1,000,000 Disease - Policy Limit; $500,000 Disease - each Employee and meet the Statutory Requirements established by the State of Texas.

• Umbrella Liability is acceptable to meet above minimum requirements.

• Alert the insurance carrier that the "Certificate Holder" is the “Society of Petroleum Engineers.”, 222 Palisades Creek Drive, Richardson, TX 75080 USA, +1.972.952.9494. Deadline: 15 FEBRUARY 2012.

• Each EAC must provide the name(s) of their key on-site personnel by completing and submitting the SPE Badge Request Form for Exhibitor-Appointed Contractors by 15 FEBRUARY 2012.

• SPE will prepare a name badge for the EAC’s key on-site personnel, which will be available for pick-up at Registration, which allows the same access as an exhibitor badge. EAC’s are NOT authorized to have Exhibitor badges. All other EAC personnel (non key on-site personnel) must wear a wristband provided by SPE, which allows access only during installation and dismantling.

Failure to meet specified EAC Program criteria will jeopardize the EAC’s ability to obtain work authorization from SPE now and in the future.

Rules and Regulations Governing Exhibitor-Appointed Contractors

• EAC’s will be denied access to the exhibit floor without current proof of insurance coverage in all of the above mentioned categories.

• Any EAC found working on the show floor without SPE Management authorization will be escorted from the premises and not allowed back on the exhibit floor.

• EAC’s will refrain from placing an undue burden on the Official Contractors, especially by not interfering in any way with the Official Contractor’s work.

• EAC’s will NOT solicit business prior to, during or post show whereby solicitation contains the utilization of the SPE logo or artwork in any form or fashion or implies that the EAC is appointed by SPE. This action is strictly prohibited.

• EAC’s will not set up tables on the exhibit floor other than in the space of a client on whose booth they are working. Solicitation from the show floor is prohibited.

• EAC’s will cooperate fully with Show Management and the Official/Exclusive Contractors and will comply with existing union rules and regulations as outlined in the Exhibitor Services Manual.

• EAC’s may not post signs in their client’s booths, listing all their services. A sign that says simply “Designed By - - -“ is allowed with the exhibitor’s approval, but must be removed at start of show.

• Cameras or photography are prohibited on the exhibit floor without permission from Show Management. With approval, EAC’s may photograph only the booth(s) with which they have contractual arrangements.

• While aisle carpeting is being installed, jockey boxes, ladders and the EAC’s equipment must be removed completely from the show floor, be placed inside the booth being installed, or removed from the exhibit hall.

• EAC’s are NOT allowed on the show floor during installation and dismantling without either an SPE-issued wristband or official SPE conference badge. SPE wristbands and official SPE conference badges are non transferable and must be worn at all times. SPE Wristbands are not valid during show days.

• EAC’s are NOT authorized to have SPE Exhibitor badges.

SPE Show Management’s Discretionary Rights

SPE Show Management reserves the right, at its sole discretion, to withhold approval or to dismiss from the event, any service contractor whose participation in the event may, in the opinion of SPE, lead to strikes, picketing, or other labor action directed at the event, or other disruptions of the event, or other reasonable interference with or inconvenience to the event or any exhibitors.

Failure to meet any one of the above steps could jeopardize the Exhibitor-Appointed Contractor's ability to obtain work authorization.

Please note: An exhibitor may utilize all or a combination of any of these three sources for exhibit installation and dismantling; however, only authorized personnel will be granted access to the exhibition area.

Page 2 of 3

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

What the Contractor Work Authorization Form Is

A Contractor Work Authorization Form is a written record that documents an employer or client authorizing a contractor or subcontractor to perform specific work at a site or on a project. It sets scope, dates, access permissions, payment terms, and safety or insurance requirements, and serves as evidence of authorization for site managers, payroll, and compliance teams. When completed accurately and retained correctly, the form helps coordinate contractors, reduce disputes, and demonstrate that parties agreed to the work and constraints before tasks begin.

Why a Clear Authorization Form Matters

A concise Contractor Work Authorization Form reduces ambiguity about responsibilities, clarifies payment and liability, and supports safety and compliance programs.

Why a Clear Authorization Form Matters

Who Typically Completes and Signs This Form

Administrative staff, project managers, general contractors, and site safety officers commonly prepare the form before work begins.

  • General contractors confirming subcontractor scope and site access details.
  • Project managers authorizing short-term or specialty contractor tasks.
  • HR or procurement teams tracking vendor onboarding and insurance verification.

Accurate completion and clear signatory authority help downstream teams (payroll, safety, legal) process invoices and incident reports without delay.

Step-by-step: Completing a Contractor Work Authorization Form

Follow a consistent sequence to avoid omissions: identify parties, define scope, set dates, confirm insurance, and collect signatures.

  • 01
    Identify Parties: Enter full legal names for hiring party and contractor.
  • 02
    Scope of Work: Summarize tasks, deliverables, and location specifics.
  • 03
    Schedule: Record start/end dates and daily working hours.
  • 04
    Signatures: Collect authorized signatures and dates from both sides.

How to Configure an Online Authorization Workflow

Set up a repeatable digital workflow to route the form for approvals, sign-off, and archival.

Field Configuration
Requester Field Auto-fill from HR or procurement system
Approver Sequence Two-step: safety officer then project manager
Signer Authentication Email plus SMS code or SSO for contractors
Archive Action Save PDF to secure document store automatically

Typical Digital Authorization Flow

A clear signing flow reduces friction and captures an audit trail for each authorization event.

  • Upload: Uploader attaches form and project documents.
  • Place Fields: Add signature, date, and checkbox fields where required.
  • Send to Signer: Dispatch email or link; include access instructions.
  • Capture Audit Trail: Record timestamps, IP addresses, and authentication events.

Technical Requirements for eSubmission and Signing

Choose a platform that supports secure e-signing, retains an audit trail, and integrates with your document storage.

  • File Formats: PDF, DOCX supported
  • Integrations: Works with Google Workspace, Microsoft 365
  • Authentication: Email, SMS, or SSO

Ensure the provider supports the authentication strength and retention policies your organization requires and can supply a BAA if handling PHI.

Core Elements to Include in a Professional Form

A well-designed Contractor Work Authorization Form balances clear legal terms with concise operational details so it is usable on-site and defensible in audits.

Parties

Full legal names, business addresses, and contact information for the hiring party and contractor so identity and invoicing can be matched accurately.

Work Description

A precise description of services, locations, deliverables, and any excluded tasks to prevent scope-creep and billing disputes.

Schedule

Start and end dates, daily hours, and any milestones or dependencies that affect payment or site access.

Insurance and Permits

Required insurance types, policy limits, and permit numbers to verify compliance with contract and site safety rules.

Compensation

Payment rates, invoicing cadence, retainage, and expense reimbursement rules to align expectations and speed payment.

Acceptance and Sign-off

Clear signatory blocks for authorized representatives and an acceptance procedure for completed work or punch-list items.

Required Data Fields at a Glance

Contractor Name: Full legal name
Company Name: Registered business name
Scope Summary: Concise task list
Effective Date: MM/DD/YYYY
Payment Terms: Rate and schedule
Authorized Signatures: Name, title, date

Common Preparation Mistakes to Avoid

  • Using informal or ambiguous scope language that omits critical tasks and creates disputes over what was authorized.
  • Failing to verify contractor insurance coverage and policy effective dates, which can leave the hiring party exposed after an incident.
  • Leaving signature authority unspecified, causing signed documents to be rejected by accounts payable or site security.
  • Not aligning dates across schedules, permits, and insurance, resulting in work stoppages or nonpayment.

Risks and Legal Consequences of Errors

Payment Delays: Invoices may be rejected
Liability Exposure: Uninsured incidents risk
Contract Disputes: Scope ambiguity leads to claims
Regulatory Fines: Permit noncompliance penalties
Denied Access: Site access revoked
Record Rejection: Unsigned forms invalid

Practical Tips for Accurate and Efficient Completion

Adopt consistent templates, require checklist verification, and use the same digital workflow across projects to reduce errors and accelerate approvals.

Standardize a Master Template
Maintain a single approved form version with required fields locked. This reduces version drift, ensures consistent data capture across projects, and simplifies training for administrative staff.
Require Insurance Proof Upfront
Collect certificates of insurance with policy numbers and effective dates before authorizing work. Verify coverage limits meet contract requirements to avoid unexpected liability.
Use Conditional Fields for Exceptions
Implement conditional fields to capture special conditions (e.g., hot work, confined space). This ensures reviewers see the right approvals and safety procedures only when applicable.
Keep an Audit Trail
Record who prepared, approved, and signed the form with timestamps. A complete audit trail supports dispute resolution and compliance audits.

Real-world Examples of Authorization Forms in Use

These short examples show how organizations use authorization forms to manage contractors and protect project outcomes.

Martin Properties — Site Access

Martin Properties used a standardized authorization form to control vendor access and ensure insurance was verified before site entry.

  • The form tied authorization to permit numbers and daily work windows.
  • As a result, property managers reported fewer scheduling conflicts and clearer accountability when addressing tenant complaints and safety walk-throughs.

BIS — Subcontractor Scope Control

BIS required a signed authorization form for each subcontract to document exact tasks and payment milestones.

  • Each form included a sign-off step for completed milestones.
  • This reduced invoicing disputes and created a reliable record for project finance teams reconciling payments against milestones.

eSignature Vendor Comparison for Contractor Authorizations

Comparison of common vendor criteria relevant to filing and signing Contractor Work Authorization Forms. Prices and capabilities vary by plan; consult vendors for plan-specific details.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Yes (BAA available) Yes (BAA available) Varies by plan Varies by plan
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions and Practical Answers

Answers to common questions about signing, notarization, storage, and correcting Contractor Work Authorization Forms.


Need help? Contact support

Explore Templates

New York Family Court Document New York Affidavit in Support of Temporary Order of Protection New York Order of Protection New York Order of Protection New York Minutes of Joint Organizational Actions New York Certificate of Incorporation Submission Letter
be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.