NBAA 22nd Annual Schedulers & Dispatchers Conference

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Exhibitor Information

Exhibitor Prospectus (PDF, 623 KB)

Online Exhibitor Application

Exhibitor Service Center

Exhibit Floor Plan

Types of Exhibits

Exhibit displays will be limited to products or services directly involved with scheduling and dispatching business aircraft. A total of 362 exhibit spaces are available, with each consisting of one 10' by 10' space. All display materials and demonstrations must be confined to the limits of the Exhibitor's purchased display space. Therefore, it cannot exceed the 8' high drape. Exhibitors in violation of any rules will be required to make adjustments on-site at their expense and will not be eligible for the Priority- One, -Two and -Three Lotteries in 2012.

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. Begin the Online Exhibitor Application.

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 1, 2010. 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 1, 2010. 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 1, 2010. 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 1, 2010. Priority-Four Exhibitors will be placed after Priority-One, -Two and -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 1, 2010, 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: $1995

Booth Space Confirmation

Priority-One, -Two, -Three and -Four Exhibitors will be notified of booth placement no later than November 12, 2010.

Booth Specifications

Booth spaces will consist of one 10' by 10' tabletop display.This year's colors are blue and white. The carpet will be grey inside the booth spaces with blue aisle carpet. The booth price includes:

  • 8' High Back Drape (blue and white)
  • 3' High Side Rail (blue)
  • One 8' draped table (blue)
  • One wastebasket
  • Two Plastic Side Chairs
  • One 7" by 44" one-line booth identification sign with 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 breakout sessions, continental breakfasts, lunches, morning and afternoon energy breaks, and the Thursday evening "International Night," which will offer Attendees an opportunity to network and meet with vendors while enjoying food and drinks from around the world)

Exhibitor On-Site Booth Display Rules

  • All booths must be set by 10:00 pm on Tuesday, February 8, 2011.
  • Any banners stands or other signage higher than the 3' side drape must be placed 4' back in the booth so it does not block sight lines to the next booth.
  • Nothing in the booth may be over 8' high (the height of the pipe and drape).
  • NBAA Schedulers & Dispatchers Conference dress code is business casual, 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 7:00 pm on Thursday, February 10.
  • 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 & 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 Savannah International Trade & Convention Center is not occupied by 8:00 pm on Tuesday, February 8, 2011, NBAA Management will consider it canceled by the Exhibitor and 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 opening of the exhibits. If additional time is required for set-up, contact NBAA's Dina Green (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 breakout sessions 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 2011), 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.

"NEW" Move-In Schedule

Tuesday, February 8, 12:00 noon – 8:00 pm

If additional time is required to set up, contact NBAA's Dina Green at (202) 783-9357 or [email protected].

"NEW" Move-Out Schedule

Thursday, February 10, 7:00 pm to 10:00 pm

Friday, February 11, 8:00 am to 12:00 pm (teardown must be complete by 12:00)

Note: All Exhibitors are invited to attend the breakout sessions on Friday as well as the Grand Prize Luncheon, which begins at 12:00 noon Friday, February 11. We encourage your participation.

Exhibitors found in violation of the Exhibitor Rules & Regulations, as outlined in this brochure, will forfeit placement at next year's conference.

Pre-Conference Exhibitors Meeting
Tuesday, February 8, 2011
4:00 pm – 4:45 pm (location TBD)

Whether this is your first Schedulers & Dispatchers Conference or your tenth time exhibiting, there's always something new to learn. NBAA and its Schedulers & Dispatchers Committee will host an informative Pre-Conference Exhibitors Meeting to briefly review important information for the week, highlight key events and Exhibitor opportunities, and have some fun with do's and don'ts. Attendance by at least one representative from each Exhibiting Company is strongly encouraged. This is your conference and we want you to be fully informed and prepared.

Display Hours

Wed., February 9, 2011
10:00 am – 5:00 pm: Exhibits Open
  • All Exhibitors are invited to lunch. The exhibit hall will be closed from 11:45 am to 1:15 pm for lunch.
  • Dedicated Exhibit Time will be held in the morning from 10:00 am to 11:45 am, after the opening general session and prior to lunch.
  • An Ice Cream Social and Dedicated Exhibit Time will be held from 2:30 pm to 3:30 pm.
Thu., February 10, 2011
8:30 am – 7:00 pm: Exhibits Open
  • All Exhibitors are invited to lunch. The exhibit hall will be closed from 11:30 am to 1:00 pm for lunch.
  • Dedicated Exhibit Time will be held from 9:45 am to 10:15 am during the morning break and from 2:30 pm to 3:30 pm during the afternoon break.
  • The Thursday Evening Event, themed "International Night," will be held in the exhibit hall from 5:00 pm to 7:00 pm.

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.

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, 2010. Certificates should be sent to:

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

Food and Beverage Service

Food and beverage service in the Savannah International Trade & Convention Center is available exclusively from Savor Savannah Catering by SMG.

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. All Exhibitors who which to have samples at their booths must request permission and fill out the proper forms with SMG. They can be reached at (912) 447-4063.

Shipping

The Savannah International Trade & 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 2010) for shipping information. DO NOT SHIP DIRECTLY TO THE CONVENTION CENTER UNTIL THE DESIGNATED RECEIVING DATE THAT WILL BE IDENTIFIED IN YOUR EXHIBITOR SERVICE KIT.

Exhibitors 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 7:00 pm on Tuesday, 5:00 pm on Wednesday, 7:00 pm on Thursday and 2:00 pm on Friday.

Grand Prize Luncheon Guidelines

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, 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 ([email protected]) no later that January 21, 2011, and should bring their prize along with them to the lunch on Friday.

  • Exhibitors may contribute only one 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.

Schedulers Professional Development Program Courses

Exhibitors are invited and encouraged to attend any of the NBAA Schedulers Professional Development Program (SPDP) courses held in conjunction with the NBAA 22nd Annual Schedulers & Dispatchers Conference. Each class requires an additional cost of $495 for a one-day course and $895 for a two-day course over and above the cost of exhibiting at the conference. Detailed information about these events and online registration will be made available on the NBAA web site at www.nbaa.org/events.

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 Savannah International Trade & 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 Savannah International Trade & 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 Savannah International Trade & 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 Savannah International Trade & 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.

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.