NBAA 23rd Annual Schedulers & Dispatchers Conference

Bookmark and Share

Exhibitor Information

Exhibitor Prospectus (PDF, 1.4 MB)

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. NBAA reserves the right to deny space to any company whose products and/or services are not appropriate to business aviation.

Booth Configurations

A total of 425 exhibit spaces are available, each consisting of one 10' by 10' space.

Booth Prices

All exhibitors must be NBAA Members in good standing with NBAA.

  • 10’ x 10’ Premium Booth Space: $2,295
  • 10’ x 10’ booth: $1,995

Space Assignment

Be assured that NBAA makes every effort to accommodate each applicant's preferred location. If all booth choices indicated by the applicant have been allocated, however, NBAA will assign the best available space. Please consider that there are over 375 exhibitors requesting exhibit space. All exhibit applications must be accompanied by payment in full and are non-refundable.

Each exhibitor must be an active NBAA Member and is permitted 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. Please keep in mind that 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.

Exhibits Contained Within Purchased Space

All display material and demonstrations must be confined to the limits of the Exhibitor's purchased display space at the San Diego Convention Center. Exhibits must not project beyond allotted space. Exhibits may not exceed the 8' high drape. Normal aisle traffic cannot be interfered with at any time.

Violations

By signing the NBAA Application/Contract for Exhibit Space, the Exhibitor agrees to abide by all Rules & Regulations as interpreted by NBAA. In fairness to all participants, Exhibitors found in violation of NBAA 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 any and all rights to the Exhibit Space, and the Exhibitor will forfeit all fees paid. Violating exhibitors will be ineligible for the Priority-One, -Two, -Three or -Four Lotteries in 2013.

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 nine years, and whose applications and payments are received by September 30, 2011. 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 six and nine years, and whose applications and payments are received by September 30, 2011. Space assignments for Priority-Two Exhibitors will be determined by lottery drawing. Priority-Two exhibitors will be placed after Priority-One qualifiers have been assigned space.

Priority-Three Exhibitors are those companies who have exhibited at the NBAA Schedulers & Dispatchers Conference for less than six years and whose applications and payments are received by September 30, 2011. Space assignments for Priority-Three Exhibitors will be determined by lottery drawing.

Priority-Four Exhibitors are those companies who have not exhibited at the NBAA Schedulers & Dispatchers Conference in the past and whose applications and payment are received by September 30, 2011. 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 September 30, 2011, 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 Space Confirmation

Priority-One, -Two, -Three and -Four Exhibitors will be notified of booth placement no later than October 31, 2011.

Booth Specifications

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

  • 8' High Back Drape (gray and white)
  • 3' High Side Rail (gray)
  • One 8' draped table (gray)
  • 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 (tuxedo)
  • Basic electrical package which includes a 500 watt outlet
  • One conference registration, which includes entrance to all scheduled breakout sessions, continental breakfasts, lunches, morning and afternoon energy breaks, the Sunday evening welcome reception and the Tuesday evening networking off-site event.

Additional Badges

One conference registration is included with the booth price. Additional exhibitor badges are available for $425 per badge. Conference registration includes admission to all scheduled breakout sessions, as well as all social events. Once booth space is confirmed, exhibitors will be sent information on registering exhibit booth personnel online.

Exhibitor On-Site Booth Display Rules

  • All booths must be set by 2:00 p.m. on Sunday, January 15, 2012.
  • Banner stands and 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).
  • The dress code for the NBAA Schedulers & Dispatchers Conference is business casual, both on the exhibit floor and in the sessions.
  • No balloons of any type are allowed in the booth.
  • No piƱatas 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 4:00 p.m. on Tuesday, January 17, 2012.
  • 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.
  • Exhibitors must ensure their booth personnel are not blocking aisles when talking to attendees.

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.

Show Guide & Directory

The Schedulers & Dispatchers Conference Show Guide & Directory includes the schedule of events and general information pertaining to the 2012 Schedulers & Dispatchers Conference. Exhibitors are listed alphabetically in the index with their Booth Numbers and Exhibitor profiles, which includes Company name, Company address, phone and fax numbers and a description of the Company's products or services. Exhibitors are also listed in the Buyer's Guide, categorized by products and services.

ALL EXHIBITOR AND CO-EXHIBITOR DIRECTORY UPDATES MUST BE COMPLETED ONLINE BY NOVEMBER 21, 2011. Please be advised that failure to provide this material prior to the November 21, 2011, deadline may prevent your Company listing from being included in the print edition of this important customer information source.

Log in now to the Schedulers & Dispatchers Conference Exhibitor Service Center to review and submit an Exhibitor Profile Update.

Official Service Contractors

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.

Installing & Dismantling Exhibits

Move-In Schedule

Saturday, January 14, 2012, 12:00 noon – 8:00 p.m.

Sunday, January 15, 2012, 8:00 a.m. – 2:00 p.m.

If exhibit space in the San Diego Convention Center is not occupied by 2:00 p.m. on Sunday, January 15, 2012, 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 at dgreen@nbaa.org or (202) 783-9357.

Move-Out Schedule

Tuesday, January 17, 2012, 4:00 p.m. – 8:00 p.m.

Move-out is scheduled to allow exhibitors sufficient time to tear down their exhibits and still attend the off-site event.

Exhibits must not be dismantled before 4:00 p.m. on Tuesday, January 17. Exhibitors found in violation of this rule will be ineligible for the lottery for the 2013 conference.

Exhibit Hours

Sunday, January 15, 2012

5:00 p.m. – 5:45 p.m.
Pre-Conference Exhibitors Meeting

Whether this is your first time exhibiting at the Schedulers & Dispatchers Conference or you're a seasoned veteran, 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 fun with exhibitor do's and don'ts. Attendance by at least one representative from each Exhibiting Company is strongly encouraged.

NBAA is committed to ensuring that conference exhibitors exceed their expectations at this premier event. To achieve this goal, NBAA hosts this valuable pre-Conference event to provide helpful hints to all exhibiting companies.

6:00 p.m. – 8:00 p.m.
Exhibits Open

Exhibit Hall

Monday, January 16, 2012

10:00 a.m. – 12:00 p.m.
Exhibits Open
12:00 p.m. – 1:00 p.m.
Lunch

Exhibit Hall closed so that everyone can attend.

1:00 p.m. – 5:30 p.m.
Exhibits Open
2:30 p.m. – 3:30 p.m.
Ice Cream Social & Dedicated Exhibit Time

Tuesday, January 17, 2012

10:00 a.m. – 12:00 p.m.
Exhibits Open
10:15 a.m. – 12:00 p.m.
Dedicated Exhibit Time during Morning Break
12:00 p.m. – 1:00 p.m.
Lunch

Exhibit Hall closed so that everyone can attend.

1:00 p.m. – 4:00 p.m.
Exhibits Open
2:30 p.m. – 3:30 p.m.
Dedicated Exhibit Time during Afternoon Break

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's Schedulers & Dispatchers Conference is a business event. Children under 12 are never permitted on the exhibit floor – under any circumstances. Children ages 12 to 17 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.

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 23, 2011. Certificates should be sent to:

NBAA
Attn: Dina Green
1200 18th Street NW, Suite 400
Washington, DC 20036

Fax: (202) 862-5552
E-mail: dgreen@nbaa.org

Shipping

The San Diego Convention Center is unable to accept any goods shipped to their facility by Exhibitors. Please refer to the Exhibitor Service Kit (to be distributed in mid-November 2011) for shipping information. Shipping directly to your hotel may result in unnecessary fees, as hotel shipping centers are not able to deliver to the Convention Center. Please be sure to read the shipping instructions in the Exhibitor Service Kit carefully.

Exhibitors Hospitality Events

NBAA requests that Exhibitors not schedule hospitality events during any NBAA-hosted event or prior to 7:00 p.m. on show days. NBAA events and seminars conclude by 8:00 p.m. on Sunday, January 15; 5:30 p.m. on Monday, January 16; 10:00 p.m. on Tuesday, January 17; and 2:00 p.m. on Wednesday, January 18.

Grand Prize Luncheon Guidelines

Exhibitors are invited to participate in Wednesday's "Grand Prize Luncheon" by donating a prize or gift to be given away during the luncheon.

During the show, participating exhibitors (those who have donated a prize or gift) collect business cards from Attendees as they visit their booth. Prior to luncheon on Wednesday, participating exhibitors will select four business cards – one as the winner and three extra in the event your original winner is not present or has already won another prize. Note: conference rules require that winners be present to win. As attendees finish lunch, participating companies will assemble in alphabetical order at the stage. One representative from each company will announce their winner at the podium. Once the winner is identified, the company representative will step off the stage to present the winner with their prize.

Exhibitors are asked to submit a description of their prize to NBAA's Dina Green at dgreen@nbaa.org by December 30, 2011, and should bring their prizes to the grand prize luncheon on Wednesday, January 18, 2012.

Additionally:

  • 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 the grand prize luncheon.
  • Attendees may not refuse a gift in order to wait to see if they 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 2012 Schedulers & Dispatchers Conference. Separate registration and additional registration fees are required to attend these courses.

  • One-day Course Registration Fee: $495
  • Two-day Course Registration Fee: $895

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 NBAA, Freeman nor the San Diego Convention Center will be responsible for any loss, theft, damage, injury or destruction of the exhibitor's property or the property of its agents or employees, by or from any cause whatsoever, and exhibitor expressly releases NBAA, Freeman, the San Diego 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 San Diego 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 San Diego 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 the exhibitor's participation in the exhibit 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.