NBAA2008 Rules & Regulations

Exhibitor Rules & Regulations – Orange County Convention Center

All Exhibitors and Co-Exhibitors at NBAA2008 must be Members of NBAA. Non-Member Companies wishing to Exhibit must join NBAA before Exhibit Space can be assigned. Companies can join online at www.nbaa.org/join/exhibit or can contact NBAA’s Membership Division at membership@nbaa.org.

All Exhibitors and Co-Exhibitors must be current on all accounts with NBAA and paid in full for Exhibit Space in order to occupy space at both the Orange County Convention Center and the Static Display of Aircraft on Orlando Executive Airport. Exhibitors not paid in full will be denied access to their Exhibit Space.

Certificate of Insurance

All Exhibitors are required to provide NBAA with a Certificate of Insurance evidencing Commercial General Liability and Workers’ Compensation and Employers Liability coverage prior to event set up. The certificate must be issued from an insurance company that has A.M. Best ratings of at least A- (VII) or better.

Children

Due to the business nature of and congestion at the NBAA Convention, children under the age of 12 are never permitted into the Convention Center Exhibit Halls or the Static Display during installation, on Show days or during teardown. Children ages 12 to 18 will be permitted into the Convention Center Exhibit Halls and Static Display during official Exhibit hours only, provided that they register, pay appropriate fees and be accompanied by an adult. Children ages 12 to 18 are admitted, with the understanding that they are the sole responsibility of an accompanying adult.

Types of Exhibits

Priority for Exhibits at the NBAA Convention will be given to those products or services directly related to the design, operation or servicing of business aircraft. Companies wishing to display nonaviation related services will be permitted to exhibit at NBAA2008 and will be allocated space once business aviation Exhibitors have been placed. NBAA reserves the right to deny space to any Company whose products and/or services are not appropriate to business aviation.

Exhibitors reserving over 2,000 sq ft (186 sq m), Priority-One qualifiers, have been pre-placed on the floor plan. These Exhibitors were asked to submit their requests by November 19, 2007, to assist the balance of Exhibitors in making their choices based on the locations of these large Exhibitors.

Priority for Space Assignment

PRIORITY-ONE EXHIBITORS:

Priority-One Exhibitors are those Companies whose Exhibit Space is a minimum of 2,000 sq ft (186 sq m) of contiguous space, and whose applications were received on or before November 19, 2007. Space assignments for Priority-One Exhibitors were determined by lottery drawing.

PRIORITY-TWO EXHIBITORS:

Priority-Two Exhibitors are those Companies whose Exhibit Space is less than 2,000 sq ft (186 sq m), but have exhibited with NBAA on a continuous basis for the past 10 years and/or have committed at least $10,000 in sponsorships, and whose applications and deposits are received on or before February 29, 2008. Space assignments for Priority-Two Exhibitors will be determined by lottery drawing after Priority-One Exhibitors are placed.

PRIORITY-THREE EXHIBITORS:

Priority-Three Exhibitors are those Companies not meeting the requirements established for Priority-One or -Two Exhibitors, and whose applications and deposits are received on or before February 29, 2008. Space assignments for Priority-Three Exhibitors will be determined by lottery drawing. Priority-Three Exhibitors will be placed after Priority-Two qualifiers have been assigned Space.

PRIORITY-FOUR EXHIBITORS:

Priority-Four Exhibitors are those Companies whose applications and deposits are received after the February 29, 2008, deadline. Priority-Four Exhibitors will be placed once Priority-Two and -Three Exhibitors have been assigned, space permitting. Priority-Four Exhibitors will be placed in the order in which their applications are received.

Be assured that NBAA makes every effort to accommodate each Applicant’s preferred location. However, if all Booth choices indicated by Applicant have been allocated, NBAA will assign the best available Space. Please consider that there are over 1,100 Exhibitors requesting Exhibit Space.

PLEASE NOTE: All Exhibit Applications must be accompanied by payment in full according to the Booth Price schedule below for Space to be assigned.

Kindly note: If Exhibit Space is not occupied by 12:00 noon on Sunday, October 5, 2008, NBAA will consider it canceled by the Exhibitor and, following the 5:00 pm walk-through of the Convention Center, will use such Space as it deems appropriate. This rule must be strictly enforced. Due to the size of the NBAA Convention, lateness in setting up causes difficulties with overnight cleaning crews and jeopardizes the opening of the Show.

Exhibit Prices

The price for each 10 ft by 10 ft (3.05 m by 3.05 m) or 100 sq ft (9.3 sq m) Exhibit is $2,395, payable in full with completed Exhibit Application by February 29, 2008.

All Exhibitors and Co-Exhibitors at NBAA2008 must be Members of NBAA. Non-Member Companies wishing to exhibit at NBAA2008 must add $395 to the pricing above to be applied toward NBAA Membership dues. Please note, however, that NBAA offers a wide variety of Membership opportunities and your Company’s Membership dues may be higher. To complete a NBAA Membership application online, please visit www.nbaa.org/join/exhibit. You may choose to join using the interactive application or download a PDF version of the application to mail or fax to NBAA.

Discount

NBAA offers a special discount to Exhibiting Companies making full payment on a non-refundable basis on or before February 29, 2008. The prepayment price is $2,345 for each 10 ft by 10 ft (3.05 m by 3.05 m) or 100 sq ft (9.3 m) Booth Space booked.

Note: Exhibitors submitting applications and payments (full or partial) after the February 29, 2008, deadline are not eligible for this discount.

Forms of Payment

Company checks and bank wire transfers are the preferred methods of payment. Credit card payments are accepted, however payments received in excess of $20,000, will be subject to a 3% processing fee.

Bank Wire Transfer Instructions:
Bank of America, 730 15th Street, NW, Washington, DC 20005
Routing #: 026009593
Account #: 1920681595
Swift Code: BOFAUS3N

Please contact the NBAA Exhibits Department (Margie Morgan at mmorgan@nbaa.org or Linda Peters at lpeters@nbaa.org) or Static Display Department (Marti Smith at msmith@nbaa.org or Joe Hart at jhart@nbaa.org) to secure an invoice number prior to making a bank wire transfer. Also, please Indicate on the wire transfer the Company name, invoice number and reference for payment (i.e., Exhibit Space, Static Display Space, Sponsorship, Advertising, Registration, etc.).

Cancellation Policy

NBAA has a firm policy of no refunds for cancellations at any time. Any Booth or Static Display Space reductions are considered cancellations. Note: If Exhibit Space in the Orange County Convention Center is not occupied by 3:00 pm on Sunday, October 5, 2008, NBAA will consider it canceled by the Exhibitor. If Static Display Space is not occupied by 12:00 noon on Sunday, October 5, 2008, NBAA will consider it canceled by the Exhibitor. If Exhibit/Static Display Space remains unoccupied at the 5:00 pm walk-through of the Orange County Convention Center and the Static Display of Aircraft on Sunday, October 5, NBAA will use such Space as it deems appropriate. This rule must be strictly enforced, since lateness in setting up causes difficulties with overnight cleaning crews and jeopardizes the opening of Exhibits. If additional time is required for set-up, please contact:

INDOOR EXHIBITS CONTACTS:

Linda A. Peters, Vice President, Exhibits
Tel: (202) 783-9368 / Fax: (202) 737-4478 / Mobile: (202) 415-1297
E-mail: lpeters@nbaa.org

Margie Morgan, Assistant Manager, Exhibits
Tel: (202) 783-9369 / Fax: (202) 737-4478 / Mobile: (202) 372-6684
E-mail: mmorgan@nbaa.org

STATIC DISPLAY CONTACTS:

Martina A. “Marti” Smith, Director, Regional Forums & Static Display
Tel: (202) 783-9365 / Fax: (202) 737-4486 / Mobile: (202) 247-0712
E-mail: msmith@nbaa.org

Joe Hart, Manager, Regional Forums & Static Displays
Tel: (202) 783-9456 / Fax: 737-4486 / Mobile: (202) 415-1219
E-mail: jhart@nbaa.org

Orange County Convention Center - Booth Configurations

Please keep the following in mind when planning your Exhibit Space.

  • Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above Non-Perimeter Island Booths.
  • Perimeter hard walls occupying 50% of the Booth Space are not permitted in Non-Perimeter Island Spaces.
  • Exhibit Booths must provide openings and/or aisles within Exhibit Spaces such that the maximum travel distance to reach an established aisle does not exceed 50 feet.
  • Please try to avoid blocking small Exhibits when planning your Display Space.
  • Exposed parts of Displays (including backs) must be completely finished so that they are not objectionable to other Exhibitors, Attendees and/or NBAA.

Multilevel, Covered and/or Perimeter Island Booths

Exhibitors occupying Multilevel, Covered and/or Perimeter Island Booths must submit a scaled floor plan for approval to:

ORANGE COUNTY CONVENTION CENTER

Nila Kushner, CMP
9800 International Drive, Orlando, FL 32819
E-mail: nila.kushner@occc.net
Tel: (407) 685-5813 / Fax: (407) 685-9866

With a copy to:

NBAA

Linda A. Peters, VP Exhibits
1200 Eighteenth Street NW, Suite 400, Washington, DC 20036-2527
E-mail: lpeters@nbaa.org
Tel: (202) 783-9368 / Fax: (202) 737-4478

The deadline date for submission is August 1, 2008.

Island Booth

All Exhibitors occupying Island Booth Spaces (no matter what size) are required to submit a detailed drawing of their stand for approval to:

NBAA

Linda A. Peters, VP Exhibits
1200 Eighteenth Street NW, Suite 400, Washington, DC 20036-2527
E-mail: lpeters@nbaa.org
Tel: (202) 783-9368 / Fax: (202) 737-4478

The deadline date for submission is August 1, 2008.

Standard In-Line Booth

A Standard In-Line Booth is one or more 10 ft by 10 ft (3.05 m by 3.05 m) standard units in a straight line with Booths on either side and behind its back wall. A Standard In-Line Booth consists of a draped back wall 8 ft (2.4 m) high, side rails 3 ft (0.9 m) high and a 7 in (17.8 cm) by 44 in (111.8 cm) Standard Booth identification sign. Exhibitors are required to carpet their own Booth Space; the Association provides aisle carpet only. Exhibitors occupying Standard In-line Booths must adhere to the following:

HEIGHT

Exhibit materials, components and identification signs will be permitted to a maximum of 8 ft (2.4 m).

DEPTH

All display material over 5 ft (1.5 m) in height may not extend farther out than one half the distance from the back wall of the Booth to the front in order to permit a clear view from Booth to Booth.

Any Exhibitor planning an In-Line Display exceeding 8 ft (2.4 m) in height or extending a 5-ft (1.5 m) high portion farther out than one half the distance from the back wall of the Booth to the front must submit a detailed drawing and description of the Display to Linda Peters of NBAA by no later than August 1, 2008.

Perimeter Wall Booth

A Perimeter Wall Booth is a Standard In-Line Booth located on the outer perimeter wall of the Exhibit Hall. Exhibitors occupying Perimeter Wall Booths must adhere to the following:

HEIGHT

Exhibit fixtures, components, identification signs and hanging signs will be permitted to a maximum height of 12 ft (3.6 m).

DEPTH

All display material over 5 ft (1.5 m) in height may not extend farther out than one half the distance from the back wall of the Booth to the front in order to permit a clear view from Booth to Booth.

Perimeter Island Booth

A Perimeter Island Booth is a Booth containing perimeter wall structures, is greater than 15 ft (4.6 m) in height, has one or more display levels, is unfinished on any side and/or requires hanging signs, materials or components. Exhibitors occupying Perimeter Island Booths must adhere to the following:

HEIGHT

The top of Exhibit materials, components and hanging signs are permitted to a maximum height of 30 ft (9.14 m) provided written approval is received from NBAA by August 1, 2008.

DEPTH

As aisles separate a Perimeter Island Booth from neighboring Booths, full use of the purchased floor space is permitted.

As previously stated, all Perimeter Island Booth diagrams must be submitted for prior approval to the Orange County Convention Center Event Services Department and NBAA by Friday, August 1, 2008 (60 days prior to the first scheduled move-in date).

Non-Perimeter Island Booth (2,000 sq ft/186 sqm or Larger)

A Non-Perimeter Island Booth over 2,000 sq ft (186 sqm) is a Booth Space having aisles on all four sides. Exhibitors occupying Non-Perimeter Island Booths (2,000 sq ft/186 sqm or larger) must adhere to the following:

  • Hanging signs, materials or components, with the exception of lighting trusses, are NOT permitted above Booth Spaces.
  • Perimeter hard walls occupying 50% of the Booth Space are NOT permitted in Non-Perimeter Island Spaces.

HEIGHT

Exhibit materials, components and identification signs will be permitted to a maximum height of 15 ft (4.6 m) provided written approval is received from NBAA by August 1, 2008.

DEPTH

As aisles separate an Island Booth from neighboring Booths, full use of the purchased floor space is permitted.

Non-Perimeter Island Booth (Under 2,000 sq ft/186 sqm)

An Island Booth less than 2,000 sq ft (186 sqm) is a Booth having aisles on all four sides and requiring one or more display levels. Exhibitors occupying Island Booths under 2,000 sq ft (186 sqm) must adhere to the following:

  • Hanging signs, materials or components, with the exception of lighting trusses, are NOT permitted above Booth Spaces.
  • Perimeter hard walls occupying 50% of the Booth Space are NOT permitted in Non-Perimeter Island booths.

HEIGHT

Exhibit materials, components and identification signs will be permitted to a maximum height of 20 ft (6.1 m) provided written approval is received from NBAA at least 60 days prior (August 1, 2008) to the first scheduled move-in date.

DEPTH

As Island Booths are surrounded by aisles on all sides, full use of the purchased floor space is permitted.

Multilevel and/or Covered Booths

NBAA, the Orange County Convention Center (OCCC) and the Orange County Fire and Rescue Services Department must approve all Multilevel and/or Covered Booths. Booth plans should specify the maximum number of occupants allowed and have a structural engineer’s stamp certifying that the platforms can bear the maximum occupant load.

Multilevel Booths, regardless of size, and Covered Booths greater than 300 sq ft (27.9 sq m) will require fire watches, smoke detecting devices, automatic extinguishing systems, multiple exits, etc. as required by fire prevention officials. For tents, awnings and canopies, drawings should include detailed plans showing size, height location, anchoring areas and certification that the material is flame retardant. The Orange County Convention Center does not allow Exhibitors to penetrate the floor of the building.

Exhibits with Multilevel Booths, regardless of size, and Covered Booths should comply with the following guidelines:

  • Upper decks of Multilevel Booths may not have a cover of any kind (e.g. roof, ceiling, tenting, lattice, fabric or plastic).
  • Exhibits with an enclosed room or an occupied second story must post notice at the bottom of the stairway indicating maximum permitted occupancy (or total permitted weight load of the second level). If second-level dimensions are greater than 300 sq ft (27.9 sq m), two stairways are required, remote from one another.
  • If second-level dimensions are less than 300 sq ft (27.9 sq m), one set of stairs is permitted. All stairs must be a minimum of 3 feet (0.9 m) in width, equipped with a handrail on at least one side and constitute a “straight run” or be “squared off.” Spiral stairs or winders are not permitted. Individual areas of upper decks or covered areas must be limited to dimensions that do not exceed 1,000 sq ft (92.9 sq m).
  • Exhibitors must install battery-powered audible alarm smoke detectors on the interior of each Covered Booth or structure, regardless of square footage.
  • Exhibitors also must provide portable, dry-chemical fire extinguishers for each level or each Covered Booth or structure. Fire extinguishers must be mounted in a visible location near exit doors and must be accessible at all times.
  • The Orange County Fire and Rescue Services Department requires that fire watch personnel are provided on all Exhibits having 300 sq ft (27.9 sq m) or more of covered area.

Further information on fire and safety regulations will be provided in the Exhibitor Service Kit.

Certificate of Insurance

All Exhibitors are required to provide NBAA with a Certificate of Insurance evidencing Commercial General Liability and Worker’s Compensation and Employers’ Liability Coverage prior to participating at NBAA. To facilitate this effort, information can be entered by the Exhibiting Company through the secure NBAA Risk Management Portal. All Exhibitors will be e-mailed instructions under separate cover that will detail everything that you will need to know to comply with this process. Exhibitors who have not submitted insurance certificates will receive an e-mail request to provide complete information prior to the first scheduled day of move in. Exhibiting Companies using Exhibitor-Appointed Contractors (EACs) during NBAA2008 must also submit notification of these EACs to NBAA along with their proof of insurance.

Co-Exhibitors

Please advise NBAA in advance of any Co-Exhibitors who are planning to share Booth Spaces to ensure that Booth signage and Show Guide listings are accurate. Please note that all Exhibitors and Co-Exhibitors must be Members of NBAA. No Exhibitor may assign, sublet or share the whole or any part of purchased Exhibit Space without the prior knowledge and consent of NBAA. Failure to advise NBAA of shared Exhibit Space in advance (including displaying the advertising of another Company’s products or services) may result in a minimum additional Booth Space charge of $2,395 per Company, per Booth and/or a minimum of $2,500 per Company, per Static Display Space.

Advertising materials of any description may be displayed and distributed only within the Display Space(s) assigned to the Exhibitor presenting such material. No Exhibitor is to distribute materials outside of their assigned Exhibit Space without written approval from NBAA. NBAA offers a dedicated location for distributing marketing materials, the Exhibitor Literature Showcase.

Convention Colors

The NBAA2008 Convention colors are blue, white and silver, with blue carpeting and blue and silver draping.

Defacing Property

No part of an Exhibit or signs relating thereto may be taped, nailed, tacked, stapled, pasted or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, columns, marble or fabric in any way. No holes may be drilled, cored or punched in the Orange County Convention Center walls or floors. No application of paint on signs, Displays or other objects is permitted in the Orange County Convention Center and the use of adhesive-backed decals or similar items is prohibited.

Damages to the Orange County Convention Center arising by failure to observe these Rules & Regulations will be billed to the Exhibitor.

Exhibitor-Appointed Contractors

The state of Florida is a “right-to-work” state. Exhibitors have the option of using Freeman (the Official Service Contractor), a qualified independent union display house or full-time personnel from their own Company to install and dismantle Displays. If full-time Company personnel are utilized to set up the Exhibit, they should carry Company identification, such as a medical identification card or payroll stub. The utilization of workers from an agency not affiliated with an appropriate union is prohibited.

The daily work schedule for contracted union labor is from 8:00 am to 5:00 pm. Be advised that any contracted labor performed outside of these hours or on Saturdays and Sundays will be charged at an hourly overtime rate. Please refer to the Exhibit Installation & Dismantling Labor Order form, included in the Exhibitor Service Kit, for more information.

Any Exhibitor using a non-official, Exhibitor-Appointed Contractor (EAC) for installation and dismantling must provide the following two items to both NBAA and Freeman at least 30 days prior (September 1, 2008) to the first scheduled move-in date:

  • Notification on the Exhibitor’s letterhead of its intent to use an Exhibitor-Appointed Contractor
  • Proof of the Exhibitor-appointed contractor’s Insurance with the limit to be at least $1,000,000 and Employer’s Liability and General Liability limit to be at least $1,000,000

Exhibitors who fail to provide notification of and Workers’ Compensation Insurance information for the Exhibitor-Appointed Contractor to NBAA and Freeman, the NBAA Official Service Contractor, by the September 1, 2008, deadline will be required to hire Freeman for installation and dismantling of their Booth.

Exhibitors utilizing the services of an installation and dismantling company during official Convention hours must provide Exhibitor badges for those individuals. Installation and dismantling individuals working other than official Show hours are required to wear set-up and tear-down wristbands. Information on wristbands will be supplied in the Exhibitor Service Kit.

Exhibits Contained within Purchased Space

All Display material and demonstrations must be confined within the limits of the Exhibitor’s purchased Space at both the Orange County Convention Center and the Static Display of Aircraft on Orlando Executive Airport. Therefore, please reserve appropriate Booth and Static Display Space size. If many people are expected to congregate at one time, in one place, demonstration areas should not be placed on the aisle side of the Exhibit. Normal aisle traffic cannot be interfered with at any time. Exhibits must not project beyond allotted space.

Exhibitor & Third-Party Site Visits

Once Exhibit Booth Spaces have been determined, Exhibitors are encouraged to make a site visit to the Orlando County Convention Center to familiarize themselves with the layout of the Convention Center and determine any special needs for their Booth layout. In planning such visits, we request that you contact either Nila Kushner at the Orange County Convention Center (nila.kushner@occc.net) or Linda Peters at NBAA (lpeters@nbaa.org) in advance to arrange for an appointment.

Hanging Signs, Materials, Components, Etc.

In the interest of safety, with the exception of Perimeter Booths, Exhibitors’ signs or other materials may not be attached to the ceiling or overhead beams of the Orange County Convention Center in any manner. Spotlights may be used if they are focused on the Display and do not interfere with other Exhibits. The ceiling height inside the Orange County Convention Center Exhibit Halls is 40 ft. Helium balloons and remote-control blimps are not permitted in the Orange County Convention Center.

Exhibitors requiring signs or spotlight rigging to be hung over Perimeter Booths must submit requests to NBAA for approval. Requests should be submitted no later than August 1, 2008.

Move In - Orange County Convention Center

A targeted move-in floor plan will be included in the Exhibitor Service Kit scheduled for distribution in mid-May 2008. Please confirm move in schedule with NBAA and Freeman, the Official Service Contractor for NBAA2008.

Tuesday, September 30, 2008 – Saturday, October 4, 2008 (on a targeted basis)   8:00 am – 5:00 pm
Sunday, October 5, 2008   8:00 am – 12:00 noon

In the interest of safety and security, all indoor Exhibits must be set and in place by 12:00 noon on Sunday, October 5, 2008, so that aisle carpeting can be installed. Exhibitors may still work inside their Booth Space, however all cartons, crates, boxes, etc. must be removed from the aisles surrounding their Space. Kindly remember that if the Exhibit Space is not occupied by this time, NBAA will consider it canceled by the Exhibitor and will assume the right to use such Space as deemed appropriate.

Exhibitors requiring additional hours for set up should contact NBAA’s Linda Peters at (202) 783-9368 or lpeters@nbaa.org or Margie Morgan at (202) 783-9369 or mmorgan@nbaa.org

Move Out - Orange County Convention Center

Move out begins Wednesday, October 8 at 4:00 pm. All materials must be removed from the Orange County Convention Center by Saturday, October 11 at 12:00 noon.

Exhibits at the Orange County Convention Center must not be dismantled before 4:00 pm on Wednesday, October 8, 2008. Exhibitors found in violation of this rule will be ineligible for the indoor Priority-One, -Two or -Three Lotteries in 2009. Additional information will be provided in the Exhibitor Service Kit in mid-May 2008.

Freeman reserves the right to ship (“freight collect”) packages, cartons, crates, etc., left in the Exhibit Hall or Static Display beyond the days and times of dismantling, unless the Exhibitor and Freeman have entered into prior special contract arrangements.

Noise Enforcement

In order for NBAA to ensure the best possible environment for our Exhibitors and Attendees to conduct business, Exhibitors must refrain from using loud music or live demonstrations which are objectionable to surrounding Exhibitors. NBAA reserves the right to restrict Exhibits that because of noise, method of operation or any other reason become objectionable.

Violations

By signing the NBAA Application/Contract for Exhibit and/or Static Display of Aircraft Space, the Exhibitor agrees to abide by all Rules & Regulations as interpreted by NBAA. In fairness to all participants, Exhibitors found in violation of NBAA Rules & Regulations at the Orange County Convention Center and/or at the Static Display of Aircraft on Orlando Executive Airport will be required to make necessary changes on site at the Exhibitor’s expense. If satisfactory changes cannot be made, NBAA reserves the right to terminate any and all rights to the Exhibit Space, and the Exhibitor will forfeit all fees paid. Violating Exhibitors will be ineligible for the Priority-One, -Two, -Three or -Four Lotteries in 2009 and/or will jeopardize placement at the 2009 Static Display of Aircraft.