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Exhibitor Rules & Regulations
All exhibitors and co-exhibitors at the 2014 S&D Conference must be Members of NBAA, current on all accounts with NBAA, and paid in full for exhibit space in order for space to be assigned.
By signing the NBAA application/contract for exhibit space, the exhibitor agrees to abide by all rules and regulations as interpreted by NBAA. In fairness to all participants, exhibitors found in violation of NBAA rules and 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 and Four lotteries in 2015.
- All booths must be set by 2:00 p.m. on Tuesday, January 14, 2014.
- 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 an attendee's line of sight 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 Schedulers & Dispatchers Conference is business casual, both on the exhibit floor and in the education sessions.
- No balloons of any type are allowed in the booth.
- No piñatas are allowed in the booth.
- No sounds are allowed to entice people to booths (e.g., horns, whistles, bells, etc.).
- No alcohol is allowed in booths.
- No giveaways or props may be flown in the exhibit hall (e.g., paper airplanes, balls, etc.).
- Exhibitor prize drawings may only be held during the designated exhibit hours, not during education session times.
- Exhibitors may not tear down exhibits prior to 4:00 p.m. on Thursday, January 16, 2014.
- 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 with attendees.
Types of Exhibits
Exhibits will be limited to products or services directly involved with scheduling and dispatching business aircraft and supporting flight operations. NBAA reserves the right to deny space to any company whose products and/or services are not appropriate to business aviation.
NBAA makes every effort to accommodate each applicant’s preferred location. If all booth choices indicated by an applicant have been allocated, NBAA will assign the best available space. Each exhibiting company is permitted one booth space. If a company holds multiple active Memberships with NBAA, they may purchase booths for each Membership they hold. All exhibit applications must be accompanied by payment in full and are non-refundable.
A company holding multiple Memberships and requesting multiple booths may request that those booths be located next to each other. Please note 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.
Exhibits Contained within Purchased Space
All display material and demonstrations must be confined within the limits of the exhibitor's purchased space at New Orleans Ernest N. Morial 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.
Priority for Space Assignment and Lottery Process
Priority–One exhibitors are those companies who have exhibited at the NBAA Schedulers & Dispatchers Conference on a continuous basis for in excess of ten years, and whose applications and payments are received by August 15, 2013. 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 ten years, and whose applications and payments are received by August 15, 2013. Space assignments for Priority–Two exhibitors will be determined by lottery drawing and placed after Priority-One exhibitors 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 August 15, 2013. Priority–Three exhibitors will be placed by lottery after Priority–Two exhibitors have been assigned space.
Priority–Four exhibitors are those companies who have never exhibited at the NBAA Schedulers & Dispatchers Conference and whose applications and payments are received by August 15, 2013. Priority–Four exhibitors will be placed after Priority–One, Two and Three exhibitors 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 August 15, 2013 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 September 16, 2013.
Each exhibitor is allocated one conference registration for standard booths and two conference registrations for premium booths. Registration includes entrance to all education sessions, continental breakfasts, lunches, morning and afternoon energy breaks, the Tuesday evening welcome reception and the Thursday evening networking off-site event. Additional badges for exhibit booth personnel are available for $450 per badge. Once booth space is confirmed, exhibitors will be sent information on registering exhibit booth personnel online.
Exhibitor Hospitality Events
NBAA requests that exhibitors not schedule hospitality events during any NBAA-hosted event or prior to 7:00 p.m. on conference days. NBAA events and sessions will conclude by:
- 8:00 p.m. on Tuesday, January 14
- 5:30 p.m. on Wednesday, January 15
- 9:00 p.m. on Thursday, January 16
- 2:00 p.m. on Friday, January 17
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 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 his or her prize.
Participating companies are asked to submit descriptions of their prizes to NBAA's Dina Green, at email@example.com, by December 7, 2013 and to bring their prizes to the Grand Prize Luncheon on Friday, January 17, 2014.
- 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.
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.
Official Service Contractors
To ensure the orderly and efficient installation, operation and removal of displays and to eliminate confusion, NBAA has designated Freeman and other firms (listed in the Exhibitor Service Kit to be distributed in mid-October 2013) as Official Service Contractors. NBAA 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 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.
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.
NBAA's Schedulers & Dispatchers Conference is a business event. For this reason, and for safety, 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 20, 2013. Certificates should be sent to: NBAA, Attn: Dina Green, 1299 Pennsylvania Avenue, NW, Suite 550, Washington, DC 20004; via fax to: (202) 331-8364; or via email to firstname.lastname@example.org.
The New Orleans Ernest N. Morial Convention Center is unable to accept any goods shipped to their facility by exhibitors. Please refer to the Exhibitor Service Kit 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.
Photo Use Permission
Any person who attends the 2014 NBAA Schedulers & Dispatchers Conference grants permission to NBAA, its employees and agents (collectively "NBAA") to record his or her visual images and voice, including, but not limited to, photographs, digital images, voice, sound or video recordings, 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.
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 New Orleans Ernest N. Morial 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 New Orleans Ernest N. Morial 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 New Orleans Ernest N. Morial Convention Center maintains 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 New Orleans Ernest N. Morial 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.