NBAA2013 Static Display of Aircraft

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Static Display Setup & Move-out

The setup and move-out process for the NBAA Static Display of Aircraft is challenging logistically, not only to ensure that aircraft are moved into and out of position efficiently and correctly, but also to ensure the safety of Exhibitors' equipment and personnel. Static Display Exhibitors should review the following information carefully.

General Setup Schedule

Thursday, October 17, 2013
8:00 a.m. – 5:00 p.m.
Friday, October 18, 2013
8:00 a.m. – 5:00 p.m.
Saturday, October 19, 2013
8:00 a.m. – 5:00 p.m.
Sunday, October 20, 2013
8:00 a.m. – 5:00 p.m.

Special events, private viewings, and/or open houses may not be held in the Static Display area prior to 4:00 p.m. on Monday, October 21, 2013.

After-Hours Set Up
Normal set-up hours are daily from 8:00 a.m. – 5:00 p.m. Exhibitors requiring additional time for setup should make their request directly to Show Management at [email protected] or [email protected]. All approvals will require Exhibitors to hire NBAA-approved security guards to be stationed in the exhibit space whenever setup personnel are present.

Vendor Requirements

All Exhibitors planning to use third-party Exhibitor-Appointed Contractors (EACs) for services including but not limited to caterer, I&D contractor, furniture rental, etc., must submit the Notification to Use an EAC form no later than Thursday, August 22, 2013. This form will be provided in the Exhibitor Service Kit, which will be available in mid-July 2013 to all Exhibitors who are paid in full.

In addition to the notification form, any EAC working on an Exhibitor's behalf will be required to provide appropriate insurance documentation. Each Exhibitor is responsible for requesting and submitting the appropriate insurance documentation to NBAA by August 22, 2013.

Support and Personal Vehicles

No support or exhibit construction vehicles may access the Static Display area without prior permission of NBAA. If approved, these vehicles must be properly insured (see Vendor Requirements above) and registered with NBAA prior gaining access to the Static Display area. No personal vehicles (cars, trucks, golf carts, scooters, motorcycles, Segways, etc.) will be allowed into the Static Display at any time.

Tents, Chalets & Hospitality Structures

Tents and chalets are permitted pending approval by NBAA, whose ruling shall be final. Absolutely no nailing, drilling, hammering, tacking or affixing in any manner to the ramp is permitted. Final location of tents larger than 400 sq ft must be approved by NBAA prior to the start of construction.

Note:
Any Exhibitor wishing to have chalet/tent/structure space of 1,500 sq ft or more at the NBA2013 Static Display must also occupy an Exhibit Space of at least 2,500 sq ft at the Las Vegas Convention Center.

All chalets are required to have a minimum setback of 15 ft from the exhibit boundary. This setback allows for the placement of generators and air conditioning units within the Exhibitor’s assigned space.

Chalet Interiors Layout Approval

Prior to the start of any interior component fabrication, NBAA must receive a copy of the interior design plans. NBAA will coordinate with the Henderson Fire Marshal for final approval.

Note: The use of carpet in a tent without a raised floor is highly discouraged. Rain water and air-conditioning condensation run-off flow patterns cannot be determined in advance. Exhibitors choosing to place tent carpet directly on the pavement do so at their own risk. Neither NBAA nor Freeman can accept responsibility for damage caused by water.

NEW FOR 2013
Exhibitors must use a low-tack, low-residue carpet tape with any carpet that is being laid directly on the airport ramp. Any damage to the ramp that is caused by carpet tape, including but not limited to sticky residue, adverse stains, damage to airport striping, etc., will be repaired at the Exhibitor’s expense.

Fencing

NEW FOR 2013
Fencing must remain at least 5 ft from the edge of the Exhibitor’s purchased exhibit space. To prevent the fence from being blown over, all fence must be constructed/installed with base supports of at least two-thirds the height of the fence.

RVs, Trailers & Mock-Ups

Exhibitors may use RVs and/or trailers up to a reasonable length for use as offices during the show, provided they fit within the purchased exhibit space. Advertising the rental or sale of these vehicles is prohibited, and any signage not directly attributed to the exhibiting company must be removed. In addition, no vehicles are permitted to run their engines to power electrical/cooling systems during show hours. Exhibitors must use external electric sources to run these systems during show hours. Also, storage trucks and trailers are not permitted on the Static Display unless they contain walk-through displays, such as mock-ups, or are outfitted as a business office.

Exhibitors using RVs, trailers or mock-ups should plan on parking these at the same time that their aircraft arrive and are positioned. Parking such vehicles after the aircraft are positioned may not be possible due to limited maneuvering area. Exhibitors with RVs, trailers or mock-ups in their displays MUST have drivers available and be prepared to move or reposition these vehicles immediately at 3:00 p.m. on Thursday, October 24, 2013, to allow for aircraft movements.

All RVs and trailers, including mock-ups, not in perimeter locations must have 10-foot minimum setbacks.

Mock-Ups

Aircraft mock-ups are permitted on the Static Display of Aircraft. Exhibitors must coordinate the delivery and placement of mock-ups so they do not interfere with aircraft movements.

Static Display Exhibit Hours

Tuesday, October 22, 2013  
9:00 a.m. – 6:00 p.m.
Wednesday, October 23, 2013   
9:00 a.m. – 5:00 p.m.
Thursday, October 24, 2013
9:00 a.m. – 3:00 p.m.

General Move-out Schedule

Tear-down and move-out may not begin until 3:00 p.m. on Thursday, October 24, 2013 (Show closing).

Thursday, October 24, 2013
3:00 p.m. – 8:00 p.m.*

*All aircraft must either depart or be returned to the Exhibitor-appointed FBO by 8:00 p.m.

Friday, October 25, 2013
8:00 a.m. – 6:00 p.m.

All exhibit materials must be cleared from chalets/tents/structures by 12:00 noon on Friday, October 25, so that chalets/tents/structures can be dismantled.

Saturday, October 26, 2013
8:00 a.m. – 5:00 p.m.

All exhibit materials must be cleared off the ramp and airport by 5:00 p.m. on Saturday, October 26, 2013, unless prior arrangements have been authorized by NBAA.

After-Hours Tear-down
Exhibitor requests for additional time to dismantle exhibits must be made directly to Show Management at [email protected]. All approvals will require the Exhibitor to hire NBAA-approved security guards that MUST be stationed in the exhibit space any time tear-down personnel are present.

Aircraft Move-out

Aircraft departing from the Static Display must remain in place until 3:30 p.m. on Thursday, October 24, 2013. Beginning at 3:30 p.m., aircraft will be moved into position to depart. Due to the high volume of traffic departing the Henderson area on October 24, FAA ATC delays should be expected. To expedite the tear-down, aircraft departing on Thursday should be fueled prior to being placed on the Static Display. Aircraft requiring fuel on October 24 may experience substantial departure delays.

Freeman will begin returning empty containers as soon as all aircraft are removed from the Static Display. The entire process will take approximately four hours.

To ensure all Exhibitor materials are removed from the Static Display by the Exhibitor move-out deadline, please have all carriers check in by 2:00 p.m. on Saturday, October 26, 2013.

Exhibit Move-out & Site Clearing

Exhibitors are expected to remove all trash and construction debris from their exhibit sites and leave the ramp and airport property in the condition it was found. If additional cleaning is required, Exhibitors may be assessed additional cleaning fees. Exhibit materials must be removed from chalets/tents/hospitality structures by 6:00 p.m. on Thursday, October 24, so tent dismantling may begin. All exhibit materials must be cleared off the ramp and airport by Friday, October 25 at 5:00 p.m. All remaining tent and support equipment must be removed from airport property by Saturday, October 26 at 12:00 noon.

More Information

For more information about the NBAA2013 Static Display of Aircraft, please review the following pages:

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