NBAA 20th Annual Schedulers & Dispatchers Conference

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Exhibitor Information and Forms

Exhibitor Service Center

Register your company's personnel for the NBAA Schedulers & Dispatchers Conference through the secure, password-protected Exhibitor Service Center. To obtain your unique password, contact registration[email protected].

Exhibitor Downloads

Complete Exhibitor Prospectus (includes all forms and diagrams) (PDF, 1.13 MB)

Exhibit Space Application (PDF, 53 KB)

Exhibit Floorplan (PDF, 865 KB)

Advertising Insertion Order Form (PDF, 80KB)

Sponsorship Opportunities Form (PDF, 57KB)

Types of Exhibits

Exhibit displays will be limited to products or services directly involved with scheduling and dispatching business aircraft. A total of 565 exhibit spaces are available, with each consisting of one 10’ 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, Two or Three Lotteries 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. A Company holding multiple memberships and that requests multiple Booths may request that those Booths be located next to each other. This does not mean that the Booths may be linked together. The dividing pipe and drape between the two Booths must remain in place; and the Booth structures may not extend from one Booth to the next. Each Booth must remain separate from the Booth next to it. 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, however, 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-One Exhibitors are those Companies who have exhibited at the NBAA Schedulers & Dispatchers Conference on a continuous basis for the past five years, and whose applications and payments are received by October 17, 2008. Space assignments for Priority-One Exhibitors will be determined by lottery drawing.

Priority-Two Exhibitors are those Companies who have exhibited with NBAA but for less than five years and whose applications and payment are received by October 17, 2008. Priority-Two Exhibitors will be placed after Priority-One qualifi ers have been assigned space. Space assignments for Priority-Two Exhibitors will be determined by lottery drawing.

Priority-Three Exhibitors are those Companies who have not exhibited with NBAA in the past and whose applications and payment are received by October 17, 2008. Priority-Three Exhibitors will be placed after Priority-One and Priority-Two qualifiers have been assigned space. Space assignments for Priority-Three Exhibitors will be determined by lottery drawing.

Priority-Four Exhibitors are those Companies whose applications and payments are received after the October 17, 2008 deadline. Priority-Four Exhibitors will be placed once Priority-One, -Two and -Three Exhibitors have been assigned, space permitting. Priority-Four Exhibitors will be placed in the order in which their applications are received.

Booth Prices

NBAA Members Only:
10’ x 10’ booth: $1950

Booth Space Confirmation

Priority-One, Priority-Two and Priority-Three Exhibitors will be notified of booth placement no later than November 7, 2008.

Booth Specifications

Booth spaces will consist of one 10’ by 10’ tabletop display. Please remember this is strictly a tabletop show. This year’s colors are navy and white. The carpet will be grey inside the booth spaces with navy aisle carpet. The booth price includes:

Standard with Your Booth:

  • 8’ High Back Drape (blue and white).
  • 3’ High Side Rail (blue).
  • Choice of One 6’ or 8’ Draped Table - Exhibitor's Choice (blue).
  • 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, January 15 evening event near the Convention Center).

Booth Specifications

Exhibitor On-Site Booth Display Rules

  • All booths must be set by 2:00 pm Tuesday, January 13, 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 Schedulers & Dispatchers Conference is business 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 10:00 am on Friday, January 16, 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 Schedulers & Dispatchers 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.

Note: If Exhibit Space in the Long Beach Convention & Entertainment Center is not occupied by 2:00 pm on Tuesday, January 13, NBAA Management will consider it canceled by the Exhibitor. If Exhibit Space remains unoccupied at the 4:00 pm walk-through of the Long Beach Convention & Entertainment Center on Tuesday, January 13, NBAA Management will use such space as it deems appropriate. This rule must be strictly enforced, since lateness in setting up causes difficulties with cleaning crews and jeopardizes the Welcome Reception and the opening of the Exhibits. If additional time is required for set-up, please contact NBAA’s Dina Green at (202) 783-9357 or [email protected].

Additional Badges

One Conference registration is included with the booth price. Additional personnel badges will be $425 per Badge. This allows admission to all scheduled seminars and social events. Once your Booth space is confirmed, you will receive information on registering your Exhibit Booth personnel online.

Installing & Dismantling Exhbits

To ensure orderly and efficient installation, operation 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-November 2008), as official service contractors. 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 unless a permanent arrangement has been established with a display house or outside contractor to set-up and dismantle Exhibits.

Move-In Schedule:

Move in for the Long Beach Convention & Entertainment Center is Monday, January 12, from 12:00 noon to 5:00 pm and continues Tuesday, January 13, from 8:00 am until 2:00 pm. All Exhibits must be set and in place by 2:00 pm on Tuesday, January 13, 2009.

Move-Out Schedule:

Move out for the Long Beach Convention & Entertainment Center will begin at 10:00 am, after the Continental Breakfast, Friday, January 16. Tear down must be completed by 6:00 pm. All Exhibitors are invited to attend the Grand Prize Luncheon, which begins at 12:00 noon Friday, January 13, 2009.

Exhibitors found in violation of the NBAA Rules & Regulations, as outlined in this prospectus, will forfeit placement at next year’s Conference.

Display Hours

Tuesday, January 13, 2009
Exhibits Open: 6:00 pm – 8:30 pm
Welcome Reception is located in the Exhibit Hall

Wednesday, January 14, 2009
Exhibits Open: 10:00 am – 5:00 pm
Exhibits Closed: 12:00 noon – 1:00 pm (during lunch)
All Exhibitors are invited to lunch.
There will be an Ice Cream Social and Dedicated Exhibit Time from 2:15 pm – 3:30 pm.

Thursday, January 15, 2009
Exhibits Open: 8:30 am – 5:30 pm
Exhibits Closed: 11:00 noon – 1:00 pm (during lunch)
All Exhibitors are invited to lunch.
There will be a specially designated Exhibit Time from 2:30 pm – 3:45 pm during the afternoon break.

Friday, January 16, 2009
Exhibits Open: 9:00 am – 10:00 am
Continental Breakfast will be served inside the exhibit hall along with a designated “Exhibit Hour.”
All Exhibitors are invited to lunch.

Liability

Exhibitor is solely responsible for the safeguarding of materials, equipment and the display at all times. General security will be employed by NBAA when the Exhibit Hall is closed, but neither NBAA, Freeman nor the Long Beach Convention & Entertainment 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, and Exhibitor expressly releases NBAA, Freeman, the Long Beach Convention & Entertainment 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 good will (whether or not in relation to any property). The Exhibitor understands that neither NBAA, Freeman nor the Long Beach Convention & Entertainment Center maintain insurance covering the Exhibitor’s property and 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 Long Beach Convention & Entertainment Center and the affi liates 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.

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 December 22, 2008. Certificates should be sent to:

NBAA
Attn: Dina Green
1200 18th Street, NW, Suite 400
Washington, DC 20036-2527
Tel: (202) 783-9357
Fax: (202) 862-5552
E-mail: [email protected]

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 services during the hours the exhibits are closed. However, in doing so, NBAA assumes no liability for providing this service. It remains the ultimate responsibility of Exhibitors to protect their property, and it is suggested that Exhibitors obtain insurance covering such losses as theft and damage to property.

Food and Beverage Service

Food and Beverage service in the Long Beach Convention & Entertainment Center is available exclusively from:

Catering by SMG
(562) 499-7706

No food or beverage items are permitted in the facility without the express written consent from Catering by SMG. The serving of generic products (i.e. popcorn, cookies, coffee, bottled water, hard candies, etc.) by Exhibitors for the purpose of drawing attention to their booth is permitted only when the product being served is purchased from the exclusive caterer. More information will be available in the Exhibitor Service Kit.

Shipping

The Long Beach Convention & Entertainment Center is unable to accept any goods shipped to their facility by Exhibitors. Please refer to the Exhibitor Service Kit (to be distributed mid-November 2008) for shipping information. DO NOT SHIP DIRECTLY TO THE CONVENTION CENTER UNTIL THE DESIGNATED RECEIVING DATE THAT WILL BE IDENTIFIED IN YOUR EXHIBITOR PROSPECTUS SERVICE KIT.

Exhibitor Hospitality Events

NBAA requests that Exhibitors not schedule hospitality events during any NBAA published event or prior to 7:00 pm on show days. NBAA events and Seminars conclude by 8:30 pm on Tuesday; 5:30 pm on Wednesday; 10:00 pm on Thursday; and 3:00 pm on Friday.

Guidelines for the Grand Prize Luncheon

All Exhibitors are invited to participate in Friday’s Grand Prize Luncheon by donating a prize or gift to be given away during lunch. For those who have not participated before, and as a refresher for the veterans, the process is as follows:

During the show, please collect business cards from the Attendees as they visit your booth. Prior to lunch on Friday, please select four of those cards (one for the winner and three extra in the event your original winner is not present or has already won something). Our rules require that you must be present to win. As Attendees finish lunch, we will assemble all participating companies in alphabetical order at the stage. One representative from each company will come to the podium and announce their winner; once the winner is identified, the company representative will step off the stage to present the winner their prize. Exhibitors are asked to submit a description of their prize to NBAA’s Dina Green at [email protected] by December 29, 2008, and should bring their prize along with them to the lunch on Friday.

  • Exhibitors may contribute only one prize per company.
  • All Attendees, as well as Exhibitors, are eligible to participate in the drawing.
  • Attendees may win only one prize during this event.
  • Attendees may not refuse any gift in order to wait to win another prize of their preference.

Show Program and Directory of Exhibiting Companies Listings

The Schedulers & Dispatchers Show Program and Directory of Exhibiting Companies was a huge hit at the 2008 Schedulers & Dispatchers Conference. It contains information about exhibits, sessions and social gatherings. Exhibitors are provided one complimentary listing per Booth Space. Additional listings are available for $250. Exhibitors are listed alphabetically in both the print and online editions of the Show Program with their Booth number, company address, phone and fax, web and e-mail address and a 50-word description of the Company’s products or services, as well as a maximum of five Buyer Guide categories per Exhibitor.

Exhibitors will be sent information on accessing their Show Program listing with their Booth confirmation. Each Exhibiting Company is responsible for entering and reviewing their Company’s Show Program information online by November 28, 2008 to ensure inclusion in the print edition of the Show Program. For additional information about the Show Program, please contact NBAA’s Dina Green at (202) 783-9357 or [email protected].

NBAA Dispatch Daily

When NBAA Dispatch Daily was launched in 2007 as the official daily Conference publication, it was enthusiastically received by Attendees and Exhibitors alike. In 2009, this exciting new show daily will be distributed on-site during two days of the Conference. Issues will include session previews and highlights, profiles and interviews, scholarship announcements, Committee news, photos and more. NBAA Dispatch Daily sponsorship includes placement of your company logo and one 1/4-page advertisement. For rates, ad specs deadlines and further details, contact NBAA at [email protected].

For More Information

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

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.