NBAA Schedulers & Dispatchers Conference

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Exhibitor Information

Exhibitor Service Center

Exhibitor Prospectus (PDF, 1 MB)

Advertising Insertion Order Form (PDF, 137 KB)

Sponsorship Application Form (PDF, 89 KB)

Online Exhibitor Application

Exhibitors may complete the Schedulers & Dispatchers Conference Exhibitor Application via the secure website. Begin the application now.

Types of Exhibits

Exhibits 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

446 exhibit spaces are available, each consisting of one 10-ft by 10-ft space.

Space Assignment

Be assured that NBAA makes every effort to accommodate each applicant’s preferred location. If all booth choices indicated by applicant have been allocated, however, NBAA will assign the best available space. Please consider that there are over 400 exhibitors requesting exhibit space. All exhibit applications must be accompanied by payment in full and are non-refundable.

Each exhibitor 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 requesting multiple booths may request that those booths be located 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 booths structures may not extend from one booth to the next. Each booth must remain separate from the booth next to it.

Exhibits Contained with Purchased Space

All display material and demonstrations must be confined within the limits of the exhibitor's purchased space at the San Antonio Henry B. Gonzales Convention Center. Exhibits must not project beyond allotted space. Exhibits may not exceed the 8-foot 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 2014.

Priority for Space Assignment

Priority-One exhibitors are those companies who have exhibited at the NBAA S&D Conference on a continuous basis for over ten years, and whose applications and payments are received by September 28, 2012. Space assignments for priority-one exhibitors will be determined by lottery drawing.

Priority-Two exhibitors are those companies who have exhibited at the NBAA S&D Conference on a continuous basis for between six and ten years, and whose applications and payments are received by September 28, 2012. Space assignments for priority-two exhibitors will be determined by lottery drawing and placed after priority-one qualifiers have been assigned space.

Priority-Three exhibitors are those companies who have exhibited at the NBAA S&D Conference for less than six years and whose applications and payments are received by September 28, 2012. Priority-three exhibitors will be placed by lottery after priority-two qualifiers have been assigned space.

Priority-Four exhibitors are those companies who have never exhibited at the NBAA S&D Conference and whose applications and payments are received by September 28, 2012. 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 28, 2012 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 22, 2012.

Conference Colors

The 2013 Conference colors are red and white, with gray carpet in the exhibit spaces, tuxedo carpet in the aisles and red and white draping.

Booth Prices

$2075 per Standard 10-ft by 10-ft Booth Space – These booths are show in white on the layout and include one free registration badge with your space. (A $425 value)

$3,000 per Premium 10-ft by 10-ft Booth Space – Premium Spaces are shown in gray on the floor plan and also include two free registration badges with your booth space. (An $850 value)

Booth Specifications

Each 10-ft by 10-ft Booth includes:

  • 8-ft high back drape (red and white)
  • 3-ft high side rail (red)
  • One 6-ft or 8-ft long draped table (white)
  • One wastebasket
  • Two plastic side chairs
  • One 7-in by 44-in one-line booth identification sign with company name and booth number
  • One 10-ft by 10-ft carpet (gray)
  • Basic electrical package, which includes a 500-watt outlet
  • One Conference Registration for standard booths and two for premium booths, which includes entrance to all scheduled educational sessions, continental breakfasts, lunches, morning and afternoon energy breaks, the Tuesday evening welcome reception and the Tuesday evening networking off-site event.

On-Site Exhibitor Rules & regulations

  • All booths must be set by 2:00 pm on Tuesday, January 22, 2013.
  • Banner stands and other signage higher than the 3-ft side drape must be placed 4-ft back in the booth so as to not block sight lines to the next booth.
  • Nothing in the booth may be over 8 ft high (the height of the pipe and drape).
  • The dress code for the NBAA S&D 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 are allowed to entice people to booths (i.e., horns, whistles, bells, etc.).
  • No alcohol is allowed in booths.
  • No giveaways or props may be flown in the exhibit hall (i.e., paper airplanes, balls, etc.).
  • Exhibitors may not hold prize drawings in their booths during sessions times. They may only be held during the designated exhibit hours.
  • Exhibitors may not tear exhibits down prior to 4:00 pm on Thursday, January 24, 2013.
  • 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 S&D 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.

Official Service Contractors

To ensure the 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 2012) as Official Service Contractors. NBAA Management holds these firms responsible for quality service and fair prices and will intercede on behalf of exhibitors 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

Monday, January 21, 2013 1:00 pm – 7:00 pm
Tuesday, January 22, 2013 8:00 am – 2:00 pm

If exhibit space in the San Antonio Henry B Gonzales Convention Center is not occupied by 2:00 pm on Tuesday, January 22, 2013, NBAA Management will consider it canceled by the exhibitor and will use such space as it deems appropriate. This rule must be strictly enforced, as lateness in setting up causes difficulties with cleaning crews and jeopardizes the opening of exhibits. If additional time is required for set up, contact NBAA’s Dina Green at dgreen@nbaa.org or (202) 783-9357.

Move-Out

Thursday, January 24, 2013 4:00 pm – 8:00 pm
Friday, January 25, 2013 8:00 am – noon

Move-out is scheduled to allow exhibitors sufficient time to tear down their exhibits and still attend the off-site evening networking event. Exhibits must not be dismantled before 4:00 pm on Thursday, January 24. Exhibitors found in violation of this rule will be ineligible for the lottery for the 2014 conference.

Registration/Badges

One conference registration is included with the standard booth price and two conference registrations are included with the premium spaces. Additional exhibitor badges are available for $425 per badge. Conference registration includes admission to all scheduled educational sessions, as well as all conference social events. Once booth space is confirmed, exhibitors will be sent information on registering exhibit booth personnel online. Visit the Exhibitor Service Center to register booth staff and guests.

Exhibit Hours

Tuesday, January 22

5:00 pm – 5:45 pm
Pre-Conference Exhibitors Meeting

Exhibit Hall

You’ve made a significant investment in exhibiting at the S&D Conference, now is the time to ensure you get the best return on that investment!

NBAA has invited sales and marketing experts from ABCI (Aviation Business Consultants International) to present a brief and important overview of the S&D Conference, including key educational and exhibitor opportunities. We will also have some fun with role-playing common scenarios you'll encounter at your booth and at other sales and networking opportunities during the conference. We will explain key follow-up procedures that can boost your sales 30, 60 and 90 days after the conference. Attendance by at least one representative from each exhibiting company.

6:00 pm – 8:00 pm
Welcome Reception & Exhibits Open

Exhibit Hall

Wednesday, January 23

10:00 am – 12:00 noon
Exhibits Open
12:00 noon. – 1:00 pm
Lunch

Exhibit Hall closed so that everyone can attend.

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

Thursday, January 24

9:00 am – 12:00 noon
Exhibits Open
10:15 am – 12:00 noon
Dedicated Exhibit Time during Morning Break
12:00 noon – 1:00 pm
Lunch

Exhibit Hall closed so that everyone can attend.

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

Security

NBAA will hire security services for the exhibit hall during the hours the exhibits are closed. In doing so, however, NBAA assumes no liability for providing this service. It remains the ultimate responsibility of exhibitors to protect their property. Exhibitors may wish to 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 am Best ratings of at least A – (VII) or better. Certificates of insurance must be provided to NBAA by December 23, 2012.

Certificates should be sent to: NBAA, Attn: Dina Green, 1200 18th Street NW, Suite 400, Washington, DC 20036; via fax to: (202) 331-8364; or via e-mail to dgreen@nbaa.org

Shipping

The San Antonio 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 2012) 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.

Exhibitor Profiles

The NBAA Schedulers & Dispatchers Conference Program and Directory of Exhibiting Companies contains company profiles, as well as information about conference exhibits, sessions and social gatherings. Exhibitors are provided one complimentary company listing per booth space reserved. Exhibitors are listed alphabetically in both the print and online editions of the Conference Program, along with their booth number, company address, phone and fax, web and e-mail addresses and a 50-word description of the company’s products or services, as well as a maximum of five Buyer’s Guide categories per exhibitor. Exhibitors will be receive log-in credentials to access the Conference Program database to update their company profiles online with their booth confirmation. Exhibitors are responsible for entering and reviewing their company profiles online by November 28, 2012, to ensure inclusion in the print edition of the Conference Program.

Visit the Exhibitor Service Cetner to update your company profile.

Additional listings for co-exhibitors are available for $250 each. Additional listings must be paid for in advance. For additional information about this publication, contact NBAA’s Melissa Murphy at mmurphy@nbaa.org or (830) 608-9888.

Exhibitor Hospitality Events

NBAA requests that exhibitors not schedule hospitality events during any NBAA-hosted event or prior to 7:00 pm on conference days. NBAA events and sessions will conclude by 8:00 pm on Tuesday, January 22; 5:30 pm on Wednesday, January 23; 10:00 pm on Thursday, January 24; and 2:00 pm on Friday, January 25.

Grand Prize Luncheon Guidelines

Exhibitors are invited to participate in Friday’s “Grand Prize Luncheon” by donating a prize or gift to be given away during the luncheon. During the conference, participating exhibitors (those who have donated a prize or gift) collect business cards from attendees as they visit their booth. Prior to the luncheon on Friday, participating exhibitors will select four business cards – one as the winner and three extra in the event the original winner is not present at the luncheon 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.

Participating companies are asked to submit descriptions of their prizes to NBAA’s Dina Green at dgreen@nbaa.org by December 21, 2012 and to bring their prizes to the Grand Prize Luncheon on Friday, January 25, 2012.

Additionally:

  • Exhibitors may contribute only one prize per company.
  • All paid attendees and all exhibitors are eligible to participate in the prize drawings.
  • 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.

Ambassador Volunteers

Attendees of the Schedulers & Dispatchers Conference will affirm that volunteers are the key to the Conference’s success! The Ambassador Volunteer program is comprised of exhibitors who have attended past conferences. Ambassadors assist throughout the week by lending a hand to help the expected 2,500+ attendees navigate their way around the conference. Exhibitors may volunteer to help give back to the conference by answering “Yes,” during registration to sign up to be an Ambassador Volunteer.

S&D helps to “Pay It Forward”

The business aviation community has a long tradition of good corporate citizenship when it comes to worthwhile local causes. That practice continues as we plan to “Pay It Forward” once again as we head to San Antonio.

The NBAA Schedulers & Dispatchers Advisory Council is coordinating the third annual clothing drive called “Pay It Forward”. S&D Conference attendees and exhibitors are invited to bring just one clean ready-to-wear business outfit with them. Donations will be collected during the conference. All clothing will be distributed to Dress for Success – San Antonio, a local charitable organization that assists disadvantaged women and men as they begin their employment searches and become self-sufficient members of their community. Many of the recipients this year are veterans who have served our country but returned home faced with some unique challenges – we look forward to helping them in their transition to civilian life.

So as you pack for Texas, we hope you’ll add “bring an extra PIF business outfit” to your checklist. It’s a simple, yet wonderful way we can add to the success of others as we help to “Pay it Forward”.

Financial donations can also be made directly though the organization’s website www.dressforsuccess.org/sanantonio and we ask that you please add note designating “Pay it Forward 2013 S&D” so Dress for Success can track our total contributions.

For more information, contact Debbi Laux at debbi.laux@medaire.com, Dolores Johnson at djohnson58@verizon.net or Mi Kosasa at mi.kosasa@att.net.

Golf Tournament

Date: Tuesday, January 22, 2013
Shot Gun Start: 8:00 am
Location: The Quarry Golf Club, 444
East Basse Road, San Antonio, TX, 78209; (210) 824-4500
Fee: $85, which includes golf, cart, range balls, continental breakfast and awards lunch.
Rental Clubs are $50: Please contact the course directly for rental clubs (210) 824-4500

There is ample time for exhibitors who wish to participate in the golf tournament to set up their booths on Monday afternoon.

Schedulers Professional Development Program Courses

Exhibitors are invited and encouraged to attend any of the NBAA Schedulers Professional Development Program (SPDP) Courses that are held in conjunction with the NBAA 2013 Schedulers & Dispatchers Conference. Separate registration and additional registration fees are required to attend these courses. One-day course registration fee: $550; two-day course registration fee: $950. These courses will be held at the convention center.

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 Henry B. Gonzales 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 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 goodwill (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 the exhibitor's participation in the exhibit activities.

Conference Sponsors:

Platinum

CutterEpic AviationJetEx

Universal Weather & AviationWorld Flight Services

Gold

Rockwell CollinsAir BPClay Lacy

Landmark AviationSignature Flight Support

Silver

Paragon Aviation GroupVan Nuys

Bronze

AirbusCorporate AviatorsTorn Ranch

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.