NBAA 21st Annual Schedulers & Dispatchers Conference

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Exhibitor Information and Forms

Exhibitor Downloads

Complete Exhibitor Prospectus (includes all forms and diagrams) (PDF, 2.3 MB)

Exhibit Space Application (PDF, 64 KB)

Exhibit Floorplan (PDF, 173 KB)

Sponsorship Opportunities Form (PDF, 111KB)

Types of Exhibits

TYPES OF EXHIBITS Exhibit displays will be limited to products or services directly involved with scheduling and dispatching business aircraft. A total of 378 exhibit spaces are available, with each consisting of one 10' by 10' tabletop space. This is strictly a Tabletop Show – no fullheight 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 2011.

Booth Specifications

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 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 over eight years, and whose applications and payments are received by October 2, 2009. Space assignments for Priority-One Exhibitors will be determined by lottery drawing.

Priority-Two Exhibitors are those Companies who have exhibited at the NBAA Schedulers & Dispatchers Conference on a continuous basis for between five and eight years, and whose applications and payments are received by October 2, 2009. Space assignments for Priority-Two Exhibitors will be determined by lottery drawing.

Priority-Three Exhibitors are those Companies who have exhibited with NBAA but for less than five years and whose applications and payment are received by October 2, 2009. Priority-Two Exhibitors will be placed after Priority-One qualifiers have been assigned space. Space assignments for Priority-Three Exhibitors will be determined by lottery drawing.

Priority-Four Exhibitors are those Companies who have not exhibited with NBAA in the past and whose applications and payment are received by October 2, 2009. Priority-Four Exhibitors will be placed after Priority-One, Priority-Two and Priority Three qualifiers have been assigned space. Space assignments for Priority-Four Exhibitors will be determined by lottery drawing.

Priority-Five Exhibitors are those companies whose applications and payments are received after the October 2, 2009 deadline. Priority-Five Exhibitors will be placed once Priority-One, -Two -Three and Four Exhibitors have been assigned, space permitting. Priority-Five 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 12, 2009.

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 red, white and blue. The carpet will be blue inside the booth as well as the aisle carpet. The booth price includes:

  • 8’ High Back Drape (red, white and blue)
  • 3’ High Side Rail (red)
  • One 6’ or 8’ Draped Table – Exhibitors Choice (red)
  • 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 (blue)
  • Basic Electrical package which includes a 500 watt outlet.
  • One Conference Registrations (includes entrance to all scheduled seminars and social events, continental breakfasts, lunches, morning and afternoon energy breaks, and the Thursday, January 28, 2010 evening event near the convention center).

Exhibitor On-Site Booth Display Rules

  • All booths must be set-up by 2:00 pm Tuesday, January 26, 2010
  • All booths must be table-top displays
  • Only 2 banner stands are allowed per booth space
  • Any banners 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 site lines to the next booth
  • Nothing in the booth may be over 8 feet high - the height of the pipe & drape
  • NBAA Schedulers & Dispatchers Conference’s 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 (i.e. horns, whistles, bells, etc.)
  • No alcohol allowed in booths
  • No give-aways or props at booths can be flown in the exhibit hall (i.e. 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 teardown prior to 5:00 pm on Thursday, January 28, 2010
  • Exhibitor photos may not be taken from ladders or stop the flow of aisle traffic
  • Exhibitors may not distribute materials Booth-to-Booth or outside of their assigned Exhibit Space

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 and Dispatchers Conference, Exhibitors must pay in full in order 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 space.

Note: If Exhibit Space in the Henry B. Gonzales Convention Center is not occupied by 2:00 pm on Tuesday, January 26, 2010, NBAA Management will consider it canceled by the Exhibitor. If Exhibit Space remains unoccupied at the 4:00 pm walk-through of the Henry B. Gonzales Convention Center on Tuesday, January 26, 2010 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 Dina Green at NBAA (202) 783-9357 or dgreen@nbaa.org.

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 2009), 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 Henry B. Gonzales Convention Center is Monday, January 25, 2010 from 12 noon to 5:00 pm and continues Tuesday, January 26, 2010 from 8:00 am until 2:00 pm. All Exhibits must be set and in place by 2:00 pm on Tuesday, January 26, 2010.

“NEW” Move-Out Schedule:

New this year, move out for the Henry B. Gonzales Convention Center will begin at 5:00 pm, Thursday, January 28, 2010. Teardown must be completed by 10:00 pm. Please note the NBAA evening networking event begins at 7:00 pm allowing 2 hours for tear down and a chance to freshen up. Specifically sessions of interest to exhibitors have been scheduled for Friday morning to provide even more value to your conference experience. We encourage you to participate.

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

Pre-Conference Exhibitors Meeting
Tuesday, Jan. 26, 2010
5:15 pm – 6:00 pm (location TBD)

The Schedulers and Dispatchers Conference Committee and NBAA will host an informative Pre-Conference Exhibitors Meeting prior to the Welcome Reception. Attendance by at least one representative from each Exhibiting company is strongly encouraged. We will briefly review important information for the week and highlight key events and Exhibitor opportunities. We want you to be fully informed and prepared to gain the most you can from your conference and your exhibit time. Questions are encouraged whether openly or privately during Q&A.

Display Hours

Tues., Jan. 26, 2010
Exhibits Open:
6:00 pm – 8:30 pm

Welcome Reception is located in the Exhibit Hall

Wed., Jan. 27, 2010
Exhibits Open:
10:00 am – 12:00 noon
1:00 pm – 5:30 pm

Exhibit hall closed from 12:00 noon – 1:00 pm for lunch. All Exhibitors are invited to lunch.

There will be an Ice Cream Social and dedicated Exhibit Time from 2:30 pm – 3:30 pm.

Thu., Jan. 28, 2010
Exhibits Open:
8:00 am – 11:30 am
1:00 pm – 5:00 pm

Exhibit hall closed from 11:30 am – 1:00 pm for lunch. All Exhibitors are invited to lunch.

There will be a specially designated Exhibit Time from 2:30 pm – 4:00 pm during the afternoon break.

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 the NBAA, Freeman nor the Henry B. Gonzales 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, and Exhibitor expressly releases NBAA, Freeman, the Henry B. Gonzales 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 good will (whether or not in relation to any property). The Exhibitor understands that neither NBAA, Freeman nor the Henry B. Gonzales Convention 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 Henry B. Gonzales 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 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 17, 2009. 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: dgreen@nbaa.org

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.

Children

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.

Food and Beverage Service

Food and beverage service in the Henry B. Gonzales Convention Center is available exclusively from:

The RK Group
catering@therkgroup.com or (210) 225-4535

Exhibitors may provide bite size food samples (2 ounces or less) of their individual brand-name products. 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.

Shipping

The Henry B. Gonzales Convention 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 2009) for shipping information. DO NOT SHIP DIRECTLY TO THE CONVENTION CENTER UNTIL THE DESIGNATED RECEIVING DATE THAT WILL BE IDENTIFIED IN YOUR EXHIBITOR PROSPECTUS.

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 pm on Thursday and 2:00 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:

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 Dina Green at dgreen@nbaa.org no later than January 8, 2009, and should bring their prize along with them to the lunch on Friday.

  • Exhibitors may contribute only 1 prize per company.
  • All paid 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.

Golf Tournament

This year’s Schedulers & Dispatchers Golf Tournament will be held on Tuesday, January 26, 2010 in the morning. There is ample time for exhibitors who wish to participate in the golf tournament to set up their booths. Exhibitors may set up on either Monday afternoon or Tuesday (before 2 pm).

The Quarry Golf Course
444 East Basse Road
San Antonio, TX 78209
(210) 824-4500

Tuesday, January 26, 2010
8:00 am shotgun start

Cost per player $85.00 includes golf, cart, range balls, continental breakfast and lunch.

NBAA Schedulers Professional Development Program (SPDP) Courses

Exhibitors are invited and encouraged to attend any of the three NBAA SPDP Courses that are being held in conjunction with the NBAA 21st Annual Schedulers & Dispatchers Conference. These classes are an additional cost of $475 each over and above the cost of exhibiting at the conference.

Show Program and Directory of Exhibiting Companies Listings

The Schedulers & Dispatchers Show Program and Directory of Exhibiting Companies 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 email 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 directory listing with their booth confirmation. Each exhibiting company is responsible for entering and reviewing their Company’s Show Program information online by December 4, 2009 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 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.