NBAA2009 Exhibit Booth Configurations & Pricing

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As an Exhibitor at NBAA2009, you must agree to all terms and conditions as stated within these Exhibitor Rules & Regulations, on the Exhibit Space Application or in the Exhibitor Service Kit.

All Exhibitors and Co-Exhibitors at NBAA2009 must be Members of NBAA. Non-Member Companies wishing to Exhibit or wishing to participate as Co-Exhibitors must join NBAA before Exhibit Space can be assigned. Companies can join online at www.nbaa.org/join/exhibit or by contacting 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 their 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.

Review the Exhibitor Rules & Regulations.

Exhibit Booth 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 20, 2009. All Exhibitors and Co-Exhibitors at NBAA2009 must be Members of NBAA.

Non-Member Companies wishing to exhibit at NBAA2009 must add at least $415 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 an 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 for Prepayment

NBAA offers a special discount to Exhibiting Companies making full payment on a non-refundable basis on or before February 20, 2009. 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 20, 2009, deadline are not eligible for this discount.

Priority for Exhibit Space Assignment

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 non-aviation related services 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 21, 2008, to assist the balance of Exhibitors in making their choices based on the locations of these large Exhibitors.

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 21, 2008. 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 total payments are received on or before February 20, 2009. Space assignments for Priority-Two Exhibitors will be determined by lottery drawing.

Priority-Three Exhibitors

Priority-Three Exhibitors are those Companies not meeting the requirements established for Priority-One or -Two Exhibitors, and whose applications and total payments are received on or before February 20, 2009. 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 total payments are received after the February 20, 2009, 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 nearly 1,200 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.

If Exhibit Space is not occupied by 3:00 pm on Monday, October 19, 2009, 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.

Types of Exhibits

Multilevel, Covered and/or Perimeter Island Booths

Exhibitors occupying Multilevel, Covered and/or Perimeter Island Booths must submit scaled floor plans 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 September 1, 2009.

Multilevel and/or Covered Booth Approvals

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 at the Orange County Convention Center will be provided in the Exhibitor Service Kit.

Island Booths

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 September 1, 2009.

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 no later than September 1, 2009.

Perimeter In-Line Wall Booth

A Perimeter In-Line 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 September 1, 2009.

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 September 1, 2009.

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 September 1, 2009.

Depth

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

Non-Perimeter Island Booth (Uunder 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 by September 1, 2009.

Depth

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

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 be considerate of your neighbors and 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.

Methods 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 or Linda Peters) or Static Display Department (Marti Smith or Joe Hart) to secure an invoice number prior to making a bank wire transfer to pay for Exhibit Space. 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 Monday, October 19, 2009, NBAA will consider it canceled by the Exhibitor. If Static Display Space is not occupied by 12:00 noon on Monday, October 19, 2009, 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 Monday, October 19, 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:

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

Static Display:

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

Any person who attends an NBAA convention, conference, seminar or other program grants permission to NBAA, its employees and agents (collectively "NBAA") to record his or her visual/audio images, including, but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and, without notifying such person, to use his or her name and such images for any purpose of NBAA, including advertisements for NBAA and its programs.