NBAA Schedulers & Dispatchers Conference

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Exhibitor Rules

All exhibitors and co-exhibitors at the SDC2015 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 through Four lotteries in 2015.

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.

Space Assignment

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 San Jose 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 in excess of ten years, and whose applications and payments are received by August 22, 2014. 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 22, 2014. 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 22, 2014. 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 22, 2014. 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 22, 2014, 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 19, 2014.

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 January 9, 2015. Certificates should be sent to: NBAA, Attn: Dina Green, 1200 G Street NW, Suite 1100, Washington, DC 20005; via fax to: (202) 331-8364; or via email to dgreen@nbaa.org.

Registration/Badges

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, February 3
5:30 p.m. on Wednesday, February 4
9:00 p.m. on Thursday, February 5
5:00 p.m. on Friday, February 6

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 dgreen@nbaa.org by December 16, 2014, and to bring their prizes to the Grand Prize Luncheon on Friday, February 6, 2015.

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 affirm that volunteers are an important component 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 anticipated 2,500+ attendees navigate their way around the conference. Exhibitors may sign-up to be Ambassador Volunteers during the registration process, or send an inquiry to ambassadors@nbaa.org.

Pay It Forward

For the fifth consecutive year, good corporate citizenship from the business aviation community continues with the tradition of “Pay It Forward” at SDC2015! The S&D Advisory Council has organized a clothing drive called “Pay It Forward”. All SDC attendees and exhibitors are invited to bring one or two pieces of clean ready-to-wear clothing (suits, skirts, blouses, jackets or slacks) with them to the conference. All donations collected during the conference will be distributed to two local charities: Dress for Success (San Jose) for women and a charity yet to be determined for men. Additional details on clothing drop-off location and on-line contributions will be posted at the conference. For more information, contact S&D Advisory Council Members Debbi Laux at debbi.laux@MedAire.com or Mi Kosasa at Mi.Kosasa@icloud.com.

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.

Official Service Contractors

To ensure the orderly and efficient installation, operation and removal of displays, NBAA has designated Freeman and other firms (listed in the Exhibitor Service Kit to be distributed in mid-October 2014) 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.

Conference Sponsors

  CUTTER   JETEX  
  Torn Ranch   Universal Weather  
  Ventus   World Fuel