National Business Aviation Association, Inc.

powered by Google

Exhibitor Service Center

Enter the Exhibitor Service Center to register company personnel to attend the Conference.

Exhibitor Information and Forms

Complete Exhibitor Prospectus (PDF, 1.13 MB)

Exhibit Space Application (PDF, 53 KB)

Sponsorship Opportunities Form (PDF, 57KB)

Types of Exhibits

Exhibits will be limited to products or services directly involved with the maintenance of business aircraft. A total of 82 Exhibit Spaces are available, each consisting of one 8’ by 10’ tabletop space. This is strictly a Tabletop Show – no full-height displays of any kind will be allowed on the Exhibit floor. All display materials and demonstrations must be confined to the limits of the Exhibitor’s purchased display space. Therefore, it cannot exceed the 8-foot high drape. Exhibitors in violation of the tabletop rule will be required to make adjustments on-site at their expense and will not be eligible for the Priority-One Lottery in 2010.

Each Exhibitor must be an active NBAA Member and is allowed one Booth Space. If a Company holds multiple active Memberships with NBAA, they may purchase Booths for each Membership they hold. NBAA reserves the right to deny space to any Company whose products and/or services are not relevant. NBAA makes every effort to accommodate each Exhibitor’s preferred location. If all Booth choices indicated by Exhibitor have been allocated, NBAA will assign the best available space. All Exhibit Applications must be accompanied by payment in full.

Priority For Space Assignment

Priority for Space assignment is limited to NBAA Members only and subject to the following terms:

• Priority-One Exhibitors are those who return their applications paid in full by January 12, 2009.
• Space assignments for Priority-One Exhibitors will be determined by lottery drawing.
• Priority-Two Exhibitors are those whose applications and full payment are received after the January 12, 2009, deadline.
• Space assignments will be made in order of receipt as long as space is available.

Booth Prices

NBAA Members Only:
8’ x 10’ booth: $1400

Also included in the booth price is one complimentary registration entitling entrance to all scheduled seminars and social events, including continental breakfasts, lunches, morning and afternoon energy breaks, the Welcome Reception and the Thursday Evening, April 16, 2009, evening networking event.

Booth Space Confirmation

Priority-One Exhibitors will be notified of Booth placement by February 13, 2009.

Booth Specifications

This year’s colors are blue and white. The Exhibit floor is carpeted. The Booth price includes:

• 8’ High Back Drape (blue and white).
• 3’ High Side Rail (blue).
• Choice of One 6’ or 8’ Draped Table.
• One wastebasket.
• Two Plastic Side Chairs.
• One 7” by 44” One-line booth identification sign with the Company name and booth number.
• One 10’ by 10’ carpet (grey).
• Basic Electrical package which includes a 500-watt outlet.
• One Conference Registration (includes entrance to all scheduled Seminars and social events, continental breakfasts, lunches, morning and afternoon energy breaks, and the Thursday evening, April 17 evening networking event).

Exhibitor On-Site Booth Display Rules

• All booths must be set by 3:00 pm Wednesday, April 15, 2009.
• All booths must be tabletop displays.
• Only 2 banner stands are allowed per booth space.
• Any banner stands or other signage higher than the 3-foot side drape must be placed 4 feet back in the booth so it does not block sight lines to the next booth.
• Nothing in the booth may be over 8 feet high – the height of the pipe & drape.
• Dress for the NBAA Maintenance Managers Conference is business casual attire both on the exhibit floor and in the sessions.
• No balloons of any type are allowed in the booth.
• No Piñatas are allowed in the booth.
• No sounds to entice people to your booth are allowed (horns, whistles, bells, etc.).
• No alcohol allowed in booths.
• No give-aways or props at booths can be flown in the exhibit hall (paper airplanes, balls, etc.).
• Exhibitors may not hold prize drawings during session times; they may only be held during the designated exhibit hours, continental breakfasts or breaks.
• Exhibitors may not tear down prior to 12:00 noon on Friday, April 17, 2009. Exhibitors found in violation will forfeit placement at next year’s Conference.
• Exhibitor photos may not be taken from ladders or stop the flow of aisle traffic.
• Exhibitors may not distribute materials Booth-to-Booth outside of their assigned Exhibit Space or in meeting rooms.

Cancellation Policy

NBAA has a long-standing policy of no refunds for cancellations at any time. Due to the increasing demand for Booth Space at the Maintenance Managers Conference, payment in full must accompany application for Exhibit Space. If NBAA does not receive complete payment by the stated deadlines, the Association will assume that the Exhibitor has canceled the space.

Additional Badges

One Conference registrations is included with the booth price. Additional Exhibitor personnel badges are available at a price of $375 per badge. This allows admission to all scheduled seminars and social events. Exhibitors who wish to attend the Professional Development (PDP) Courses, Managerial Communications ($475) or Technical Operations – Policies and Procedures Manual Development ($625). Once your Booth Space is confirmed, you will receive information on registering your exhibit booth personnel online.

Floor Plan

Installing & Dismantling Exhibits

To ensure orderly and efficient installation, operations and removal of Displays and to eliminate confusion, NBAA Management has designated Freeman and other firms (listed in the Exhibitor Service Kit to be distributing in mid- February 2009), as official service contractors. The Exhibitor Service Kit contains forms for services including electrical, furniture, labor, phone, floral, catering and shipping. NBAA Management holds these firms responsible for quality service and fair prices and will intercede on behalf of an Exhibitor in the event of faulty work or unfair charges. NBAA Management encourages all Exhibitors to place orders with these firms.

Move-In Schedule:

Move in for the MMC is Wednesday, April 15, 2009, from 9:00 am – 3:00 pm. All Exhibits must be set and in place by 3:00 pm on Wednesday, April 15, 2009.

Move-Out Schedule:

Move out will begin at 12:00 noon, Friday, April 17, 2009. Teardown must be completed by 6:00 pm on Friday, April 17, 2009.

Exhibitors found in violation of the NBAA Rules & Regulations, as outlined in the Prospectus, will forfeit placement at next year’s Conference. Please abide by the Exhibitor rules to avoid distractions to other Exhibitors and Attendees doing business.

Display Hours

Wednesday, April 15

Introduction of Exhibitors: 4:00 pm – 5:00 pm

Welcome Reception in the Exhibit Hall: 5:00 pm – 7:00 pm

Thursday, April 16

Exhibits Open: 7:30 am – 5:00 pm

Breakfast, Morning/Afternoon Break and Lunch all served in the Exhibit Hall.

Friday, April 17

Exhibits Open: 7:30 am – 12:00 noon

Breakfast and Morning Break served in the Exhibit Hall; Lunch will be held in a separate room.

Liability

Exhibitor is solely responsible for the safeguarding of materials, equipment and display at all times. General security will be employed by NBAA when the exhibit hall is closed. Neither NBAA, Freeman nor the Hilton New Orleans Riverside will be 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. Exhibitor expressly releases NBAA, Freeman, the Hilton New Orleans Riverside 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). The Exhibitor understands that NBAA, Freeman nor the Hilton New Orleans Riverside maintain insurance covering the Exhibitor’s property. It is the sole responsibility of the Exhibitor to obtain such insurance. It is suggested that Exhibitors obtain insurance covering such losses as theft and damage to property. Exhibitor assumes entire responsibility, and by requesting to exhibit, thereby agrees to protect, indemnify defend and hold NBAA, Freeman and the Hilton New Orleans Riverside and the affiliates and subsidiaries of each 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 exhibition premises or any part thereof, or any part thereof, or arising out of or caused by Exhibitor’s participation in the exhibition activities.

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 the move in. More information will be provided in the Exhibitor Service Kit in mid-February 2008. All Exhibitors must provide proof of insurance in order to participate at the MCC. To facilitate this effort, we will introduce the new Risk Management Portal, which will streamline this process. Prior to MCC, all Exhibitors will be e-mailed instructions that will detail everything that you will need to know in order to comply with this new process. Additionally, Exhibitors with outstanding insurance certificates will receive e-mail requests to provide complete information prior to the Maintenance Management Conference.

Children

The NBAA Schedulers & Dispatchers Conference is a business event. Children under 12 are never permitted on the Exhibit Floor – under any circumstances. Children ages 12 to 18 will be permitted into the Exhibit Hall during official Exhibit hours only, provided that they register, pay appropriate fees and are accompanied by an adult at all times. NBAA will not be held responsible by or for any cause whatsoever.

Security

NBAA will hire security during the hours the Exhibits are closed. In doing so, NBAA assumes no liability for providing this service. It remains the ultimate responsibility of Exhibitors to protect their property. It is suggested that Exhibitors obtain insurance covering such losses as theft and damage to property.

Additional Exhibitor Features

Meet the Exhibitor Hour

Each Exhibitor will be introduced to the attendees with a captive audience in the Conference meeting room prior to the Welcome Reception in the Exhibit Hall.

Trivia Returns!

Back by popular demand we will once again ask the Exhibitors to contribute two questions for our meet the exhibitor trivia game. Attendees will be able to go around the exhibit hall finding the answers only by talking to the Exhibitors. It is a great way to interact with the Attendees and was well received last year by both Exhibitors and Attendees. Don’t miss your opportunity to participate. We ask that all exhibitors who do which to participate contribute $50 towards the prizes. See exhibit booth application for sign-up information.

For More Information

For more information, please contact NBAA's Dina Green at (202) 783-9357, fax: (202) 478-6885 or dgreen@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.