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Exhibitor Information and Forms
As an Exhibitor at Maintenance Management Conference, you must agree to the Exhibitor Contract Terms, Conditions, Rules & Regulations and all terms in the Exhibit Space Contract/Application and Exhibitor Service Kit.
Note: All Exhibitors at MMC2012 must be Members of NBAA. Exhibitors must be paid in full for Exhibit Space to be assigned. All Exhibitors must be current on all accounts with NBAA, and paid in full for their Exhibit Space in order to occupy Space at the Nashville Convention Center.
Types of Exhibits
Exhibits at the 27th Annual Maintenance Management Conference are limited to those products or services directly involved with the maintenance of business aircraft. NBAA reserves the right to deny space to any Company whose products and/or services are not relevant to the maintenance of business aircraft.
Allocation of Exhibit Space
A total of 128 Exhibit Spaces are available at the Nashville Convention Center, each consisting of one 8 ft by 10 ft Space. Exhibitors are permitted to purchase one Booth Space. Companies that hold multiple active Memberships with NBAA may purchase Booths for each Membership they hold.
There is no guarantee that the Exhibitor will be assigned the Exhibit Space(s) requested on the Exhibit Application. 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.
Exhibit Space Priority Lottery
Exhibitors participating in the Priority-One Lottery are those who submit Exhibit Applications and full payment by February 6, 2012. Space assignments for Priority-One Exhibitors will be determined by Lottery drawing.
Exhibitors participating in the Priority-Two Lottery are those who submit Exhibit Applications and full payment after the February 6, 2012, deadline. Space assignments will be made in order of receipt after Priority-One Exhibitors are placed as long as Space is available.
The price for each 8-ft by 10-ft Exhibit Space is $1,625, payable in full with completed Exhibit Application by February 6, 2012.
All Exhibitors at MMC2012 must be Members of NBAA.
Each 8-ft by 10-ft Exhibit Space includes:
- 8-ft high back drape (burgundy and white)
- 3-ft high draped divider rails (burgundy)
- Choice of one 6-ft or 8-ft draped table
- One wastebasket
- Two plastic side chairs
- Basic electrical package, which includes a 500-watt outlet
- One 7-in by 44-in one-line Booth identification sign with Company name and Booth number
- One complimentary Registration, which includes entrance to all scheduled Seminars and social events, including continental breakfasts, lunches, morning and afternoon energy breaks, the Tuesday Evening Welcome Reception and the Wednesday Evening Networking Event.
Payment for Exhibit Space
Exhibitors must submit payment in full with their Exhibit Application to secure Exhibit Space. If NBAA does not receive payment in full with the Exhibit Application, Exhibit Space will not be assigned.
By submitting the Application for Exhibit Space, Exhibitor agrees to abide by these Terms, Conditions, Rules & Regulations, and all amendments thereto and decisions of NBAA. The Application for Exhibit Space becomes a binding contract between NBAA and Exhibitor upon NBAA's acceptance of Exhibitor's Application and issuance of a confirmation and invoice to Exhibitor.
NBAA reserves the right:
- To prohibit any Exhibit or part thereof which, in its sole opinion, violates this Contract or in any other way is not suitable to, or in keeping with, the character and spirit of the Conference.
- To close an Exhibit which, in its sole opinion, violates this Contract during the course of the Conference.
- To refuse to permit an Exhibitor which, in its sole opinion, violates this Contract to participate in one or more future NBAA events by reason thereof.
- To change the Floor Plan (including, but not limited to aisle space), without notice, in order to comply with fire, safety and accessibility regulations or to provide, in its exclusive judgment, a safer, more satisfactory, attractive and successful Conference.
Forms of Payment
All payments for MMC2012 should be made in U.S. dollars. Company checks and bank wire transfers are the preferred methods of payment for MMC2012. Credit card payments are an accepted form of payment. When payments are made by wire transfer, please include a $30 wire processing fee. Please be aware that due to banking delays wires may take seven to ten days to be received by NBAA. All Exhibitors must be current on all accounts with NBAA and paid in full for their Exhibit Space in order for space to be assigned.
Bank Wire Transfer information
Bank of America
730 Fifteenth Street NW, Second Floor
Washington, DC 20005
Tel: (202) 442-3972; Fax: (202) 442-3988
Contact: Ms. Wright
Account Name: National Business Aviation Association, Inc.
Routing #: 026009593
Account #: 2404389
Swift Code: BOFAUS3N
Please contact NBAA's Dina Green at [email protected] 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).
There are no refunds or transfers of payments for cancellations and/or reductions in Exhibit Space at any time. Exhibitors must submit payments in full by February 6, 2012, on a nonrefundable and non-transferable basis to retain Exhibit Space. If NBAA does not receive complete payment by the stated deadlines, the Association will assume that the Exhibitor has canceled the Exhibit Space and will use Space as it determines.
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 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. Certificates of Insurance must be provided to NBAA by April 20, 2012. Certificates should be sent to: NBAA, Attention: Dina Green, 1200 18th Street NW, Suite 400, Washington, DC 20036, via fax to (202) 862-5552 or via e-mail to dgreen[email protected].
The 2012 Conference colors are burgundy and white. The Exhibit Hall will be carpeted in burgundy carpet.
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 walls or floors of the Nashville Convention Center. No application of paint on signs, displays or other objects are permitted in the Nashville Convention Center. The use of adhesive-backed decals or similar items also is prohibited. Damages to the Nashville Convention Center resulting from failure to observe these rules will be billed to the Exhibitor.
Exhibits Must Be Contained Withing Purchased Exhibit Space
All display materials and demonstrations must be confined to the limits of the Exhibitor's purchased Exhibit Space at the Nashville Convention Center. Normal aisle traffic cannot be interfered with at any time. The Association reserves the right to restrict Exhibits that become objectionable because of noise, method of operation or for any other reason.
Exhibitor Service Kit
An Exhibitor Service Kit will be available to all Exhibitors who are paid in full by mid-February 2012.
Exhibit Space Confirmation
Priority-One Exhibitors will be notified of Booth placement by February 29, 2012.
Fire Safety Regulations
All exits and exit aisles must be kept clear and unobstructed. No furniture, signs, easels, chairs or Displays may protrude into aisles. Fire hose cabinets, fire extinguishers, sprinklers or any other fire-safety device must not be hidden, obstructed or otherwise disturbed.
Monday, April 30, 2012
Hermitage Golf Course
Old Hickory, TN
Tournament Sponsorship opportunities are available. Please contact [email protected] for more information.
Hospitality Event Scheduling
When scheduling Exhibitor events, NBAA kindly asks Exhibitors not to compete with NBAA published events. NBAA events and seminars conclude by: 7:00 pm on Tuesday, May 1; 10:00 pm on Wednesday, May 2; and 1:00 pm on Thursday, May 3.
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 Nashville Convention Center 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 Nashville Convention Center 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 neither NBAA, Freeman nor the Nashville Convention Center 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 Nashville Convention Center 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 arising out of or caused by Exhibitor's participation in the exhibition activities.
Exhibitor Move In will be from 7:00 am – 11:00 am on Tuesday, May 1, 2012.
All Exhibits must be set and in place by 11:00 am on Tuesday, May 1 to be ready for lunch in the Exhibit Hall.
Move Out is from 1:00 pm – 5:00 pm on Thursday, May 3, 2012. Exhibitors may not tear down Exhibits prior to 1:00 pm on Thursday. Exhibitors found in violation of this Rule will be ineligible for the Priority-One Lottery in 2013.
Nashville Convention Center Booth Configurations
- No Booth elements may exceed 8 ft in height, the height of the pipe and drape.
- Any banners, stands or other signage higher than the 3-ft side drape must be placed 4 feet back in the Booth, so they do not block sight lines to the next Booth.
- No balloons, remote-controlled blimps or piñatas are allowed in Exhibit Booths.
- No sounds may be used to entice people to Exhibitors' Booths (i.e., horns, whistles, bells, etc.)
- With the exception of the NBAA Welcome Reception, alcohol is not permitted in Exhibit Booths.
- Exhibitors may not fly giveaways or props (i.e., paper airplanes, balls, etc.) in the Nashville Convention Center.
- Exhibitors may not hold prize drawings during Session times. Drawings for prizes may only be held during designated Exhibit hours, continental breakfasts, breaks and lunches.
- Exhibitor photos may not be taken from ladders or may not impede the flow of aisle traffic.
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 Nashville Convention Center. 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.
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 that 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.
Official Service Providers
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 distributed in mid-February 2012), as Official Service Providers. The Exhibitor Service Kit contains forms for additional services for your Exhibit. 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.
Registration & Badges
Once your Exhibit Space is confirmed, you will receive information on registering your Exhibit personnel online. One Conference Registration 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.
When the Exhibit Hall is open, NBAA will provide some perimeter security staffing. Notwithstanding the foregoing, the Association, Freeman and the Nashville Convention Center will not be liable for loss or damage to Exhibitor's property, as further provided under the section entitled "Liability." Exhibitors are advised to obtain additional insurance coverage in advance to cover losses, such as theft and damage to property.
We invite you to join NBAA as a Sponsorship Partner for the 2012 Maintenance Management Conference. This is an ideal opportunity for you to reach key influencers and decision-making buyers of aviation products and maintenance services. All Sponsors receive special Exhibitor ribbons and signage recognition with high visibility. Review the conference sponsorship opportunities.
By submitting the MMC2012 Application for Exhibit Space, you agree to the MMC2012 Contract, Terms, Conditions, Rules & Regulations and all terms in the Exhibit Space Contract/Application and Exhibitor Service Kit. In fairness to all participants, Exhibitors at the Nashville Convention Center found in violation of NBAA's Rules & Regulations 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 all rights to the Exhibit Space, and the Exhibitor will forfeit all fees paid. Violating Exhibitors will be ineligible for the indoor Priority-One Lottery for MMC2013.
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.