General Information

Accommodations For Attendees with Disabilities

NBAA will provide reasonable accommodations to individuals with disabilities who make their situation known to NBAA personnel. Reasonable accommodations are those that do not create an undue hardship on NBAA, change the nature of scheduled events or activities, or pose a safety or health threat to other NBAA Attendees. Individuals with disabilities who wish to use personal powered vehicles at the Convention are urged to contact NBAA’s Chris Washington ([email protected]) in advance for approval. It is NBAA’s policy that these vehicles be specifically used for handicapped individuals and exhibit the stability required to operate around Exhibits and aircraft.

For safety reasons, only officially approved vehicles are permitted to operate in the Orange County Convention Center Exhibit Hall or on the Static Display at Orlando Executive Airport. Contact Chris Washington at NBAA ([email protected]) to obtain information for a supplier of such vehicles. Only trained service animals with proper supervision are permitted at NBAA2008.

Scooter and wheelchair rentals are available by contacting Scootaround Inc. at their Toll-Free hotline: 888-441-7575. You can also submit a rental inquiry online at www.scootaround.com or by fax at 204-478-1172. Scootaround Inc. will be located in the front of Fedex/Kinko on the South Side at the Orange County Convention Center.

Cancellation Policy

NBAA has a long-standing policy of no refunds for cancellations at any time. Due to the increasing demand for Booth and Static Display Space at the NBAA Convention (the Show has sold out for the past two years), Exhibitors must remit payment in full with their Exhibit Application to secure Space. NBAA considers reductions in Space cancellations. If NBAA does not receive payment in full with Exhibit and Static Display Applications, the Association will not assign Exhibit Space.

Children

NBAA2008 is a business event. Kindly advise your sales people and customers that children under the age of 12 are never permitted into the Convention Center Exhibit Halls or the Static Display – under any circumstances. Children ages 12 to 18 will be permitted into the Exhibit Hall and Static Display during official Exhibit hours only provided that they register, pay appropriate fees and are accompanied by an adult at all times. Children ages 12 to 18 WILL NOT be permitted in the Exhibit Hall or on the Static Display during installation and teardown. NBAA will not be held responsible by or for any cause whatsoever.

Cleaning at Orange County Convention Center

NBAA will arrange to clean aisles prior to opening each Show day. This service does not include dusting, arranging or otherwise maintaining Exhibits. Exhibitors must keep their Displays neatly organized. Freeman is the exclusive provider of Booth vacuuming at NBAA2008. Other than Freeman, only full-time employees of Exhibiting Companies are permitted to vacuum Booth Space. Order forms for cleaning services will be provided in the Exhibitor Service Kit.

Direct Selling

As always, direct selling on the Exhibit Floor and/or at the Static Display of Aircraft is prohibited. Canvassing and/or distribution of publications/ marketing materials/show dailies by Exhibitors or their representatives outside of the Exhibitor’s assigned Space, including all Booth-to-Booth distribution, are prohibited. NBAA offers a dedicated location for distributing marketing materials, the Exhibitor Literature Showcase.

Canvassing and solicitation, except by Exhibiting firms, are prohibited within 50 miles of NBAA at the Orange County Convention Center and the Static Display of Aircraft on Orlando Executive Airport.

Dress

Due to the professional nature of the business aviation industry, dress for NBAA2008 is business attire. Please note that this applies to all Attendees and Exhibitors, as well as personnel working on behalf of Exhibitors in their Booths.

Exhibitor Service Desk

The Exhibitor Service Desk at the Orange County Convention Center will be open during the following hours:

Tuesday, September 30 – Saturday, October 4   8:00 am – 5:00 pm
Sunday, October 5   8:00 am – 8:00 pm
Monday, October 6 – Tuesday, October 7   8:00 am – 5:00 pm
Wednesday, October 8   8:00 am – 11:00 pm
Thursday, October 9 – Friday, October 10   8:00 am – 5:00 pm
Saturday, October 11   8:00 am – 12:00 noon

Food and Beverage Service

Food and beverage service in the Orange County Convention Center is available exclusively from:

LEVY FOOD SERVICE
Attn: Melinda New
9800 International Drive
Orlando, Florida 32819
Tel: (407) 685-5712
E-mail: [email protected]

Food and beverage menus will be provided in the Exhibitor Service Kit. Exhibitors may not dispense food and/or beverages of any kind, including bottled water, without written permission from the Orange County Convention Center and Levy Food Service. Food and beverage approval request forms will be included in the Exhibitor Service Kit. Food and/or beverages purchased outside of the Orange County Convention Center may not be brought into or consumed within the building. Alcoholic beverages are not permitted in Exhibit Booths or at the Static Display.

Liability

The Exhibitor is solely responsible for the safeguarding of materials, equipment and Displays at all times. The Association employs general security when the Exhibit Hall and Static Display are closed. NBAA, the Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. are not responsible for any loss, theft, damage, injury or destruction of Exhibitor’s property or the property of its agents or employees, by or from any cause whatsoever. The Exhibitor expressly releases the Association, the Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA), Showalter Flying Service, Inc. and their respective officers, employees, Members and agents, from any and all claims for such loss, theft, damage, injury or destruction, or for loss of goodwill (whether or not in relation to any property). It is suggested that Exhibitors obtain insurance covering losses, such as theft and damage to property. The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold NBAA, the Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. and their respective officers, employees, Members and agents harmless from and against any and all claims, losses, injuries and damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the Orange County Convention Center and Orlando Executive Airport, or any parts therefore, or arising out of or caused by Exhibitor’s participation in Exhibition activities.

Exhibitor must comply at all times with the Rules & Regulations of NBAA, the Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. These Rules & Regulations are subject to change prior to the time the Convention is held. Failure to follow the Rules & Regulations of NBAA, the Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and/or Showalter Flying Service, Inc. will constitute a breach of contract. In addition, by signing the NBAA2008 Exhibit Application/Contract and/or Static Display Application/Contract, the Exhibitor agrees to comply with NBAA’s interpretation of its Rules & Regulations. Complete Rules & Regulations for the Orange County Convention Center and the Static Display of Aircraft on Orlando Executive Airport will be included in the Exhibitor Service Kit, scheduled for distribution in mid-May 2008.

Mailing List

Please help us to continue to provide you with NBAA2008 information. If we do not have the correct address on file for you, if you are receiving multiple copies of our marketing materials or if you no longer wish to receive NBAA2008 materials, please send the address panel with corrections noted via mail to: NBAA, Attn: Maureen Cameron, 1200 Eighteenth Street NW, Suite 400, Washington, DC, 20036, or via fax to (202) 862-5552. This will help us to keep our records up to date. We don’t want you to miss out on valuable NBAA information.

Meeting Rooms

NBAA provides meeting rooms at the Orange County Convention Center at no charge and on a first-come, first-served basis for Exhibitors requiring additional meeting space during Show days. Charges for audio/visual and/or catering are the responsibility of the Exhibitor.

Please note that NBAA is not responsible for providing signage or promotion of meeting. The Meeting Room Reservation Form may be downloaded from the NBAA2008 web site, www.nbaa.org/2008. For more information on meeting rooms, contact NBAA’s Sandy Wirtz at (202) 783-9366 or [email protected].

Music

NBAA has entered into licensing agreements with the American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music, Inc. (BMI) and will pay their fees, based on attendance, to allow the use of copyrighted, recorded music throughout the Convention Center and Static Display. Please note that live music is not included in our licensing agreements. If an Exhibitor plans to use live music, they must be licensed by ASCAP and/or BMI, and the Exhibitor must send supporting documentation to NBAA.

NBAA Connect

Your Company’s listing online in the NBAA2008 Show Guide also provides Attendees access to information about your Company through NBAA Connect, NBAA’s automated web-based service that gathers solutions, contacts and resources personalized for registered Attendees at NBAA2008. Attendees will be able to learn more about your Company, bookmark your Booth location on their personalized floor plan, and allow them to contact and connect with your Company directly through NBAA Connect. So, be sure to update your Company’s listing completely online to ensure that Attendees can connect with you at NBAA2008.

Parking at the Orange County Convention Center

All parking at the Orange County Convention Center, including handicap accessible parking, is available on a first-come, first-served basis. The fee for parking at the Orange County Convention Center is $10.00 per car per entry and $15.00 for oversized vehicles (i.e., buses), per entry.

Information regarding Exhibitor parking passes will be available in the Exhibitor Service Kit scheduled for mailing in mid-May 2008.

Pets

For insurance reasons and to maintain the professional appearance of NBAA2008, please be advised that no pets, with the exception of service animals, will be permitted in the Exhibit Hall or on the Static Display of Aircraft.

Photography

Any person who attends an NBAA Show, Conference, Seminar, Forum or other program grants permission to NBAA to use and publish his/her image or likeness collected in connection with the program for any usual and customary purpose of NBAA, including advertisements for NBAA and its programs.

Publication Bins

As a service to Exhibitors and Publishers of trade magazines, NBAA offers an area of Bins to display publications at the Convention Center and at the Static Display. Publication Bins will be available for periodical publications only. Advertising material, including promotional brochures and pamphlets, is not permitted and will be discarded by NBAA with no refunds. NBAA provides an attendant to receive shipments, and to stock and maintain the Publication Bins. Exhibitors and Publishers may purchase Bins at a cost of $625 per Bin. All Companies must submit a sample of their publication to NBAA’s Maureen Cameron for review before Bins are reserved. The Publication Bin Order Form can be downloaded at www.nbaa.org/2008. Shipping information will be available in the Exhibitor Service Kit.

Registration

NBAA is pleased to offer the convenience of online Badge Registration to all Exhibitors. All Exhibitors will receive log-in credentials to access the online Registration system via e-mail. To receive badges in the mail, all Booth and Static Display personnel should be registered online by September 19, 2008. Five badges are provided without charge for each 10 ft by 10 ft Booth Space reserved; and one badge is provided without charge for each 10 ft by 10 ft Static Display Space reserved – up to a combined total maximum of 100 badges. Badges beyond the five per Booth and one per Static Display space quota (maximum combined total of 100 badges) may be ordered online in advance for $85 each. Please be advised that when guests of your Company arrive on site and register, their badges are deducted from your Company’s total badge allotment. When your Company has exceeded its allotment, your guest(s) will be required to pay for Registration on site before receiving their badge.

If an Exhibitor utilizes the services of an Exhibitor Appointed Contractor (EAC) during official Show hours, the Exhibiting Company must provide Exhibitor badges for those personnel. These badges can be ordered online as well as part of your Company’s total allotment of badges. Individuals installing and dismantling during hours other than official Show hours are required to wear set-up and tear-down credentials. Order information will be available in the Exhibitor Service Kit.

Rental Car Information

Save an additional 10% with Enterprise Rent-a-Car. Whether you’re at home or away, at a general aviation or commercial airport, Enterprise has the right car, truck, van or SUV to meet your needs. With Enterprise, you will enjoy great savings on more than 550,000 vehicles. Plus, their rates at airports are up to 20% lower than other rental car companies.

And with more than 5,500 neighborhood and airport locations, there’s sure to be a location near you. To take advantage of this great offer, you must book through www.enterprise.com and use the special NBAA discount number NA16100, or by telephone in the U.S. (800) 736-8222.

Rigging

The Orange County Convention Center is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Orange County Convention Center. Due to safety regulations and liability issues, outside contractors will not be permitted to assemble and/or install any hanging structures. All orders for rigging must be pre-approved by NBAA prior to ordering. Please submit requests to NBAA’s Linda Peters at [email protected] no later than August 1, 2008, for approval. detailed information will be provided in the Exhibitor Service Kit.

Security

When the Exhibit Hall and Static Display of Aircraft are open, NBAA will provide some perimeter security staffing. Notwithstanding the foregoing, the Association, Freeman, the Orange County Convention Center, the Greater Orlando Aviation Authority and Showalter Flying Service, Inc. will not be liable for loss or damage to Exhibitor’s property, as further provided under the section entitled “Liability.” Exhibitors are advised to obtain additional insurance coverage in advance to cover losses, such as theft and damage to property. Order forms for additional Booth and Static Display security will be provided in the Exhibitor Service Kit.

Sharing Exhibit and/or Static Display Space (Co-Exhibitors)

Exhibitors must provide proper notification to NBAA Management of all Co-Exhibiting Companies to ensure that Booth signage and Show Guide listings are accurate. No Exhibitor will assign, sublet or share the whole or any part of purchased Exhibit Space without the knowledge and consent of the Association.

Failure to advise NBAA of shared Exhibit Space in advance (including displaying the advertising of another Company’s products or services) may result in an additional Exhibiting charge of $2,395/or $2,500 Static Display charge per Company, per Space.

Advertising material of any description may be displayed and distributed only within the Display Space assigned to the Exhibitor presenting such material. No Exhibitor is to distribute materials Booth to Booth or outside of their assigned Exhibit Space.

Ship Exhibit Materials Early

All shipments, arriving by any means of transportation, must be shipped prepaid for arrival at least one week prior to the initial installation date. Warehouse shipments can be received by Freeman up to 30 days prior to the installation date (starting September 1, 2008) at no additional expense. Mark all Bills of Lading: “NBAA Exhibit Material – Orange County Convention Center” or “NBAA Exhibit Material – Orlando Executive Airport.” Advise transportation companies to ship and deliver promptly. Prepay all freight charges, as the Service Contractor will not pay freight costs on incoming shipments. More detailed shipping information will be furnished in the Exhibitor Service Kit.

Shipping/Storage

Neither the Orange County Convention Center or the Orlando Executive Airport can accept or store shipments in advance of the NBAA Convention. Any shipment that arrives at either the Orange County Convention Center or the Orlando Executive Airport prior to the targeted move-in dates will be refused. The unloading and delivery of all materials and equipment from the Convention Center docks or other areas to Exhibitors’ Booths or assigned Spaces and loading from Booth(s) to vehicles must be performed by Freeman as the Official Contractor. The Shipping Information Section of the Exhibitor Service Kit will provide further information. Limited hand-carry areas will be provided for the unloading of small items not requiring dollies, carts, etc. Small two-wheeled “luggage-type carts” will be allowed for moving small cartons through a designated hand-carry area. Exhibitors requiring larger wheeled devices to move their equipment or materials must contact Freeman for handling. Empty cartons, boxes and crates are to be labeled and removed for storage prior to Show opening. Storage of these items by or in Exhibits is prohibited. This rule will be enforced by the Orange County Convention Center, Orlando Executive Airport and NBAA. Freeman will receive and store Exhibits, and deliver them directly to the Exhibit Hall and Static Display on set-up days. Freeman will also remove empty crates, provide storage during the Convention and return crates during dismantling.

NBAA2008 Show Guide & Directory of Exhibiting Companies Listings

The NBAA2008 Show Guide & Directory of Exhibiting Companies contains pertinent information relative to Exhibits, Information Sessions, social gatherings, shuttle bus service and other events at NBAA2008. Exhibitors are provided one complimentary listing per Booth or Static Display Space reserved. Additional listings are available at a cost of $300 each. Exhibitors are listed alphabetically in both the print and online editions of the Show Guide with their Booth and/or Static Display Space Number(s), Company address, phone and fax numbers, web and e-mail addresses and a 50-word description of the Company’s products or services, as well as a maximum of five Buyers Guide categories per Exhibitor. Exhibiting Companies will be sent User IDs and Passwords to access the Show Guide database to update their Company’s information online.

NEW FOR 2007: Exhibiting Companies must be paid in full for all Exhibit Space in order to have Show Guide listings appear in the print and online editions of the NBAA2008 Show Guide.

Each Exhibiting Company and Co-Exhibiting Company must have separate log-in credentials for their Show Guide listings, is responsible for entering and reviewing their Company’s Show Guide information online by July 11, 2008, and must pay appropriate fees to NBAA (as required).

For additional information on the NBAA2008 Show Guide, please contact NBAA’s Maureen Cameron at (202) 783-9453 or [email protected].

Smartbooth

SmartBooth is the official Exhibitor portal into the online community of registered individuals for the NBAA 61st Annual Meeting & Convention. SmartBooth is a completely automated web-based lead generation service that automatically finds and reports your key leads as registration builds and then drives them to your Booth, and also helps you radically increase your return on investment from NBAA2008. Attendees will be finding and planning visits with your Company using their own personalized web portals, NBAA Connect, provided to them by Show management starting six to eight weeks before the event. SmartBooth taps this powerful new medium to revolutionize lead generation at events. Additionally, SmartBooth offers your Company the opportunity to purchase Event Keywords that connect you with registered Attendees who are actively searching online through NBAA Connect for what your Company sells, as well as premium placement in the Attendees’ search results.

SmartBooth and NBAA2008 Event Keywords guarantee that your Company’s featured link appears on the first page of search results whenever your keyword is searched. Information on SmartBooth will be distributed in the Exhibitor Service Kit, which will be distributed in mid-May 2008.

Smoking

Smoking is not permitted at any time in the Orange County Convention Center or at the Static Display of Aircraft on Orlando Executive Airport.

Special Connections at the Orange County Convention Center

Compressed air, water, drainage, electrical services and telephone/communication services are available solely through the Orange County Convention Center. Order forms for the above services, other Booth items and labor will be included in the Exhibitor Service Kit scheduled for distribution in mid-May 2008.

Staffing Requirements

Booth and Static Display areas must be fully staffed during the official Exhibit hours. Exhibitors will be admitted at 7:00 am each Show day for early preparations of Displays only. No activities, except Booth preparations, are to be scheduled in the Exhibit areas at any time other than official Exhibit hours. NBAA reserves the right to make changes to the Exhibit hours schedule with advance notice.

Telephone/Communications Service

Indoor telephone and Internet connection service is available exclusively through Smart City at the Orange County Convention Center.