NBAA2009 General Rules & Regulations for Exhibitors
Addresses
Orange County Convention Center9800 International Drive
Orlando, FL 32819
(800) 345-9845
Orlando Executive Airport
400 Herndon Avenue
Orlando, FL 32803
(407) 894-7331
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 Mark Libby at mlibby@nbaa.org 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.Bank Wire Transfer Instructions
Bank of America730 Fifteenth Street NW, Second Floor
Washington, DC 20005
Tel: (202) 442-3972; Fax: (202) 442-3988
Account Name: National Business Aviation Association, Inc.
Routing #: 026009593
Account #: 1920681595
Swift Code: BOFAUS3N
Please include your invoice number with the wire and specify if your payment is for Exhibit Booth, Static Display, Registration, Sponsorship, Advertising, etc.
Cancelation 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
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 17 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 17 are admitted, with the understanding that they are the sole responsibility of an accompanying adult.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 byExhibitors or their representatives outside of the Exhibitor’s assigned Space, and/or by non-Exhibiting Companies, including all Booth-to-Booth distribution, are prohibited. NBAA offers a dedicated location for distributing Exhibitors’ 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 NBAA2009 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 Literature Showcase
As a service to Exhibitors, NBAA2009 will feature the NBAA Exhibitor Literature Showcase, where Exhibitors may display advertising materials that do not fit the criteria for our Publications Bins. The Literature Showcase will be located in the South Concourse of the Orange County Convention Center and will be available for Exhibitors’ advertising material, including promotional brochures and pamphlets only. Periodical publications are not permitted and will be discarded by NBAA with no refunds. NBAA will provide an attendant to receive shipments, stock and maintain the Literature Showcase and to oversee general inquiries and leads. The Literature pockets are available for $325 each and a limited number of header panels are available for $550 each. All Companies must submit a sample of their publication with their completed Application and payment in full to NBAA’s Margie Morgan at mmorgan@nbaa.org.Download the Exhibitor Literature Showcase Reservation Request Form
Exhibitor Service Kit
An Exhibitor Service Kit for Exhibitors at both the Orange County Convention Center and Orlando Executive Airport will be available to all Exhibitors who are paid in full by mid-May 2009. Order forms for the following services will be included in the Kit: Freight Handling and Storage, Insurance, Telecommunications, Audio-Visual Equipment, Internet Access, Electricity, Water Supply, Compressed Air, Suspensions, Smart Booth, Stand Cleaning, Parking Permits, Furniture, Carpeting, Catering and Photography.First Aid
First Aid stations are located on the North and South Concourses of the Orange County Convention Center. And, emergency medical services (EMS) will be available at the Static Display Registration area during Show days.Mailing List
Please help us to continue to provide you with NBAA2009 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 NBAA2009 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 a nominal 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. For more information on meeting rooms, contact NBAA’s Sandy Wirtz at (202) 783-9366 or swirtz@nbaa.org.
Download the Meeting Room Request Form
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 Charities
Proceeds from all contributions to NBAA Charities will support any entity using a business aircraft in humanitarian efforts. Past beneficiaries have included Corporate Angel Network, Angel Flight and the Veterans Airlift Command.NBAA Connect
Your Company’s listing online in the NBAA2009 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 NBAA2009. 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 NBAA2009.NBAA Is Green
NBAA is committed to protecting the environment and encourages Exhibitors to follow suit. All promotional materials, signs and banners will be produced on eco-friendly materials. When possible, e-mail messages will be sent in lieu of direct mail. Drinking glasses and water coolers or pitchers of water will be available for Attendees at the Annual Meeting & Convention, as opposed to plastic bottles. NBAA will use silverware and cloth or recycled paper napkins rather than Styrofoam, plastic dishes and utensils. Lights, heat and air conditioning will be turned off when not needed. We challenge all Attendees to walk from nearby hotels, ride the NBAA Shuttle Buses or carpool rather than driving alone. We’ll provide information on other green initiatives planned for the NBAA Convention in future advisories. Review NBAA's Environmental Policy.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.Pets
For insurance reasons and to maintain the professional appearance of NBAA2009, 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.Publications 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. Publications 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. Shipping information will be available in the Exhibitor Service Kit.
Download the Publications Bins Reservation Request Form
Registration
NBAA is pleased to offer the convenience of online badge registration to all Exhibitors. All Exhibitors will be e-mailed user ids and passwords with Booth confirmations to access the online registration system on the web site. Follow the step-by-step instructions, providing all requested information to complete your registration. In order to receive your badges by mail, please register Booth and Static Display personnel online by September 12, 2009. Please note that you will receive two sets of log-in credentials - one for badge registration and another for your Show Guide listing.Five badges are provided without charge for each 10 ft by 10 ft (3.05 m by 3.05 m) Booth Space and one for each 10 ft by 10 ft (3.05 m by 3.05 m) Static Display Space reserved -- to a combined maximum of 100 total badges. These badges are intended for use by Company personnel who will be working in the Booth and at the Static Display. The Exhibiting Company name will appear on these badges. Please be sure to notify your Company personnel of this policy. Guests who are not designated as Exhibit Booth and/or Static Display workers may also utilize this allotment. However, please identify such individuals as “Exhibitor Guests” (with appropriate Company affiliation), rather than as “Exhibitors.” The list you provide will be the only authorized Booth personnel list.
NOTE: Exhibitor Guests will receive Attendee badges and may only access the Exhibit Hall and Static Display during normal Show hours.
Additional badges beyond your five per Booth and one per Static Display Space quota (maximum combined total of 100 badges) are available in advance or on site for $85 each. Advance payment by credit card is the method of payment for badges over the initial complimentary allotment for NBAA2009. Credit card payments received in excess of $20,000 will be subject to a 3% processing fee.
If the Registration is received by September 12, 2009. NBAA will mail Exhibitor badges to one Company representative. Badges are scheduled to be mailed August 29 and September 12, 2009. Badge holders will be available at Exhibit Hall entrances. Be sure to bring your badges to the Convention. Unfortunately, the Association cannot absorb the cost of duplicating badges, and a charge will be assessed for duplicate badges.
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.
Sharing Exhibit And/Or Static Disply Space (Co-Exhibitors)
Exhibitors must notify NBAA Management of all Co-Exhibiting Companies/Companies sharing Exhibit Booth Space 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.Shipping/Storage
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 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.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
SmartBooth
SmartBooth is the official Exhibitor portal into the online community of registered individuals for the NBAA 62nd 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 NBAA2009. 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 NBAA2009 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 2009.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.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.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’s 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 2010 and/or will jeopardize placement at the 2010 Static Display of Aircraft.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.
