Indoor Static Display Exhibitor Rules

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To make NBAA-BACE a successful event for all participants, exhibitors must review and abide by the exhibitor rules below, the NBAA-BACE Exhibitor Contract Terms & Conditions and any additional rules published in the Exhibitor Service Kit.

Badge Registration

Exhibitor badges are required for exhibitor access to the exhibit halls and static display of aircraft.

NBAA-BACE badges are for the use of one individual for the duration of the show and are non-transferrable. Attendees and exhibitors will be assessed penalties for badge swapping. Random identification checks will be instituted.

Exhibitors will receive an allotment of complimentary badges based on the following:

Badge Allocation
Number of Badges per Exhibit Space Reserved
Premium Exhibit Space Exhibitor
7 badges, up to a maximum of 100 badges
Standard Exhibit Space Exhibitor
5 badges, up to a maximum of 100 badges
Static Display Exhibitor
1 badge, up to a maximum of 100 badges
  • The maximum combined total of badges provided at no charge to exhibitors is 100.
  • Additional badges may be ordered online in advance for customers, company guests or staff for $110 each. Please note that all additional badges must be paid for at time of order or on site if purchased at the show.
  • If an exhibitor utilizes the services of an exhibitor-appointed contractor (EAC) or third-party contractor during official show hours, the exhibitor must provide exhibitor badges for those personnel. These badges can be ordered online as part of the exhibitor's total allotment of badges. During hours other than official show hours, EACs are required to wear setup and teardown credentials.
  • All badges will be held for on-site pick-up. No badges will be mailed in advance of NBAA-BACE.

Carpeting

In the exhibit halls, NBAA management carpets aisles only. The NBAA-BACE aisle carpet color is blue.

Aircraft entry carpet and walkway carpets are permitted on the indoor static display; however carpet cannot be affixed to the pavement or convention hall floor with nails, screws or glue. Double- sided carpet tape is permissible.

Carpet should not be installed until all aircraft movements have been completed. Carpet will need to be removed promptly at show closing at 4 p.m. on Thursday, Oct. 12 to permit aircraft movements. Any remaining carpet will be identified by NBAA management for removal, with fees for removal services billed directly to the responsible exhibitor.

Catering

Centerplate is the exclusive catering provider in the Las Vegas Convention Center. Exhibitors may not dispense food or beverages of any kind, including bottled water, without written permission from the LVCC and Centerplate. Food and beverage approval request forms will be included in the Exhibitor Service Kit. Food or beverages purchased outside of the Las Vegas Convention Center may not be brought indoors and consumed within the building.

Exhibitors planning events that will include catering must ensure that their events are contained within their purchased exhibit space, including all catering and guest activities.

View Centerplate's Catering Menus

Children

NBAA-BACE is a business event. Exhibitors are requested to kindly advise their sales people and customers that children under 12 are never permitted on the Las Vegas Convention Center exhibit floor or at the static display of aircraft – under any circumstances. Children ages 12 to 17 may access exhibits during official exhibit hours only provided that they register, pay appropriate fees and are accompanied by an adult at all times. Children between the ages of 12 to 17 will not be permitted in exhibit areas during installation and teardown. NBAA will not be held responsible by or for any cause whatsoever.

Please note that Thursday, Oct. 12 is the NBAA-BACE Careers in Business Aviation Day. NBAA invites middle school, high school and university students interested in pursuing future careers in business aviation to attend the show. Thus, exhibitors can expect to see students on the exhibit floor on this day. Exhibitors who would like to participate in the Career Day should contact NBAA’s Peter Korns at pkorns@nbaa.org.

Cleaning

NBAA will arrange to clean aisles prior to opening each show day and after show hours.

Exhibitors are responsible for dusting, arranging, vacuuming and otherwise maintaining individual exhibits, or for hiring Freeman to do so. Exhibitors must keep their displays neatly organized. Order forms for cleaning services will be provided in the Exhibitor Service Kit.

Co-exhibitors/Companies Sharing Exhibit Space

Exhibitors must register any and all co-exhibitors/companies sharing exhibit space on the Co-Exhibitor Registration Form request form and pay the fee of $500. Failure to advise NBAA of shared exhibit space in advance – including displaying the advertising of another company's products or services – may result in a minimum additional charge of $2,995 per company per stand.

Please note the following rules regarding co-exhibitors:

  • Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.
  • Co-exhibitors must be members in good standing of NBAA.

Co-exhibitor registration provides companies sharing exhibit space with a primary exhibitor with the following:

  • Profile in the online exhibitor directory and mobile app
  • Ability to upload company marketing materials/press releases to their profiles
  • Ability to upload company logos for the online exhibitor directory, floor plan and mobile app.

Co-exhibitors are not allotted badges, and should arrange for badges through the primary exhibitor.

Defacing Property

  • No part of an exhibit, or signs relating thereto, may be taped, nailed, tacked, stapled, pasted or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, columns, marble or fabric in any way.
  • No holes may be drilled, cored or punched in the Las Vegas Convention Center walls or floors
  • No application of paint on signs, displays or other objects is permitted in the Las Vegas Convention Center and the use of adhesive-backed decals or similar items is prohibited.
  • Two-sided tape is permitted on the static display.
  • Damages to the Las Vegas Convention Center arising from failure to observe these rules will be billed to the exhibitor.
  • Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA management.

Demonstrations

All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Please reserve appropriate stand and static display space size. Product demonstrations should not be placed on the aisle side of exhibits. Normal aisle traffic cannot be interfered with at any time. NBAA reserves the right to restrict exhibits that because of noise, method of operation or any other reason become objectionable.

Drawing Approval

NBAA requires all exhibitors in the indoor static display to submit detailed stand drawings including dimensions for approval through the Stand Drawing & Hanging Signs Submission Form. Please refer to the Booth Rules to see a detailed list of rules.

Direct Selling

Direct selling on the Las Vegas Convention Center exhibit floor, canvassing or distribution of publications/marketing materials/show dailies outside of assigned exhibit space, including all booth-to-booth distribution, is prohibited. Canvassing and solicitation, except by exhibiting companies, are prohibited within 50 miles of NBAA-BACE. Exhibitors/persons violating this rule will be removed.

Electrical Equipment and Service

Electrical equipment must be UL-approved and gasoline engines AGA-approved. Electrical equipment, regardless of sources of power, must comply with the U.S. National Electrical Code and federal, state and local safety requirements. All equipment must be tagged properly or marked with complete information as to the type and/or amount of current, voltage, phase, frequency and horsepower required.

Temporary wiring is to be accessible and free from debris and storage materials. Hard-backed booths must have power supplies located where easily accessed. Electrical cords and connectors are to be accessible and left uncovered. One-hundred-and-twenty-volt (120 V) extension cords must be the three-wire, 12/3-grounded type. Exposed, non-current carrying metal parts of fixed equipment, which are liable to be energized, must be grounded. Cords cannot support connectors. Multi-plug connectors should be UL-approved with built-in overload protection. Connectors in excess of ampere rating are not to be used. Open-clip sockets, latex or lamp-cord wire and unapproved duplex or triplex attachment plugs in exhibits are prohibited.

Freeman is the exclusive provider of electrical services at the Las Vegas Convention Center.

No storage of materials of any kind is allowed behind booths or near electrical service. Materials necessary to the exhibit should be limited to a one-day supply and stored neatly within the purchased space.

Electric current may be utilized for the operation of apparatus that does not produce noises of an annoying nature

Exhibit booth hard walls must be nine inches from the property line for access to electrical.

Halogen lamps must be in UL or recognized laboratory-approved metallic fixtures. Halogen lamps are limited to 75 watts and must be of the sealed variety, which prevents direct handling of bulbs. Certain forms of halogen lamps are completely prohibited. Additional information will be provided in the Exhibitor Service Kit.

Exhibit Hours

Exhibit Halls & Indoor Static Display Hours

Tuesday, Oct. 10
10 a.m. – 6 p.m.
Wednesday, Oct. 11
9 a.m. – 5 p.m.
Thursday, Oct. 12
9 a.m. – 4 p.m.

Static Display Hours

Tuesday, Oct. 10
9 a.m. – 6 p.m.
Wednesday, Oct. 11
9 a.m. – 5 p.m.
Thursday, Oct. 12
9 a.m. – 3 p.m.

Exhibit Space Rules – Indoor Static Display

  • Only real or full size mock-up aircraft are permitted within the indoor static display.
  • Aircraft have aisles on all four sides.
  • Limited exhibit materials are permitted within the exhibit space. Permissible items include outdoor patio furniture, flag poles and one brochure rack for marketing materials
  • Perimeter elements no more than 3 ft in height and no more than 50% of total perimeter.
  • Indoor static display exhibitors must submit stand drawings in advance for approval.
  • All indoor static display exhibitors are permitted to rig signs above their aircraft. Signs must not extend over or impede on neighboring aircraft.
  • Freeman is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Las Vegas Convention Center. Due to safety regulations and liability issues, outside contractors will not be permitted to install any hanging structures. All rigging order forms must be accompanied by a Stand Drawing & Hanging Signs Submission Form, which is to be submitted to NBAA in advance for approval. Requests must be submitted to NBAA by Aug. 11, 2017.

Exhibitor-Appointed Contractors (EACs)/Third-Party Contractors

Exhibitors have the option of using Freeman (the official service contractor for NBAA-BACE), a qualified independent exhibitor-appointed contractor (EAC) or full-time personnel from their own company to install and dismantle displays.

The following items must be completed by Aug. 11, 2017, 30 days prior to the first scheduled move-in date:

  • Notification of intent to use an EAC
  • EAC application form, agreeing to the all the requirements listed, including insurance and indemnification provisions.
  • EAC permit from the Las Vegas Convention and Visitors Authority to work as a contractor at the Las Vegas Convention Center.

If the requirements have not been met by the Aug. 11, 2017, deadline, the exhibitor will be required to hire the services of the NBAA-BACE official service contractor, Freeman, for installation and dismantling of their stand.

Exhibitors utilizing the services of an installation and dismantling company/EAC during official show hours must provide exhibitor badges for those individuals. Installation and dismantling individuals working other than official show hours are required to wear set-up and tear-down security wristbands. Information on security wristbands will be supplied in the Exhibitor Service Kit.

Note: Facilities do not use uniform national rules. In the LVCC, exhibitors may "hand carry" booth materials provided they do not use dollies or hand trucks to assist them. When exhibitors choose to "hand carry" their items, they may not be permitted to access the loading dock/freight door areas. The Teamsters local union has jurisdiction for the erection and dismantling of all exhibits, unless this work is performed by a full-time employee of the exhibiting company. If full-time personnel of an exhibiting company are used to set up an exhibit, the employees should carry positive company identification, such as a medical identification card or payroll stub. This rule prohibits the utilization of workers hired from a non-union agency or company. To secure labor, teamsters should be hired through the general contractor (labor order forms available in the exhibitor service kit) or through an exhibitor appointed contractor. Stagehands are responsible for all A/V. Freeman is responsible for all rigging, including hanging signs. Please see more detailed rules and regulations in the Exhibitor Service Kit.

Fire Safety

Exhibit Halls

All exits and exit aisles must be kept clear and unobstructed.

No furniture, signs, easels, chairs or displays may protrude into aisles. Fire hose cabinets, fire extinguishers, sprinklers or any other fire-safety device must not be hidden, obstructed or otherwise disturbed. All materials used in exhibit construction, decoration or as temporary cover must be certified as flame-retardant. All materials and installations must comply with the requirements of inspection by the Las Vegas Convention Center Public Safety Department. The use of propane or bottled gas, flammable gases and compressed gas cylinders, including LPG, flammable thinners, solvents, paints and aerosol cans are strictly prohibited within the Las Vegas Convention Center. For specific fire safety requirements for multi-level and covered exhibits, see Booth Rules.

Aircraft and Helicopters

Fixed-wing aircraft and helicopters on display in the Las Vegas Convention Center must have fuel filler caps locked or sealed, and battery cables must be disconnected and taped to avoid potential sparks while on display. Aircraft on display must also have a ground wire attached to prevent static build-up. Keys must be accessible to NBAA and Las Vegas Convention Center Management at all times. The maximum amount of fuel permitted in aircraft flown to the Las Vegas Convention Center display site is the minimum reserve required by Federal Aviation Regulations (FARs). Fuel tanks on aircraft not flown to the Las Vegas Convention Center display site should be empty. Fuel tanks shall not contain in excess of one-quarter of their capacity or contain in excess of 19 liters (five gallons of fuel), whichever is less.

Ground Vehicles

Ground vehicles displayed in the Las Vegas Convention Center shall not contain in excess of one-half of their fuel capacity or 10 gallons of fuel, whichever is less. The gas cap must be a locking type or must be sealed with tape. All batteries are required to be disconnected while vehicles are on display. All external and internal tanks should be taped to create a vapor seal at each fueling point. Keys must be accessible to NBAA and Las Vegas Convention Center Management at all times. Vehicles may not be started, run or moved during official show hours.

Insurance Requirements for Exhibitors Displaying Aircraft

Insurance Requirements for Exhibitors Displaying Aircraft

All exhibitors at the static display of aircraft at Henderson Executive Airport and all exhibitors with aircraft on display at the Las Vegas Convention Center are required to provide NBAA with certificates of insurance evidencing the following by Aug. 11, 2017:

  • Comprehensive general liability insurance, including broad form contractual liability coverage, with limits of at least $5,000,000 combined single limit, per occurrence, for bodily injury and property damage, at least $1,000,000 for products-completed operations aggregate, at least $1,000,000 for personal and advertising injuries and at least $50,000 for fire damage;
  • Aircraft liability insurance with limits of at least $5,000,000 combined single limit, per occurrence, for bodily injury and property damage including passengers;
  • Aircraft hull (all risk) insurance for the full replacement value of the aircraft;
  • Workers’ compensation insurance in accordance with statutory limits and employers’ liability with limits of at least $1,000,000 per accident; and
  • For exhibitors that will own or operate any motor vehicles inside the static display area or the Las Vegas Convention Center, automobile liability insurance with limits in an amount adequate to cover all of the exhibitor’s motor vehicles but not less than $1,000,000.

All insurance must be primary and non-contributory to any other insurance coverage and Exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Freeman decorating; Henderson Executive Airport.; County of Clark, Department of Aviation, its officers, directors, officials, agents and employees; Las Vegas convention Center must each be named as additional insured on the liability insurance policies to the limits of each policy, even if those limits are in excess of the requirements of this section.

Internet/Telephone Service

WiFi service will not be provided by NBAA. If internet service is needed for their exhibits, exhibitors must order service from Cox Communications, the exclusive provider of internet and telephone service at the LVCC. Limited Wi-Fi service will be available in the public areas.

Meeting Rooms

NBAA provides meeting rooms for exhibitors in Las Vegas Convention Center at a nominal charge and on a first-come, first-served basis during show days. Meeting rooms are not available at the static display. Charges for signage, audio/visual and catering are not included and are the responsibility of the exhibitor. Please note:

  • Exhibitors may reserve meeting rooms using the NBAA-BACE Meeting Room Reservation Form.
  • NBAA is not responsible for providing signage or promotion of meetings.
  • Exhibitors may order signage through the Exhibitor Service Kit.
  • Exhibitors who wish to have food or beverage service at their meetings must use Centerplate, the exclusive food and beverage service provider in the Las Vegas Convention Center.

For more information on meeting rooms, contact a member of our meetings team by emailing planningteam@nbaa.org.

Membership

All exhibitors must be members in good standing of NBAA.

Music

NBAA has entered into licensing agreements with the American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music, Inc. (BMI) to allow the use of live and recorded music from the ASCAP and BMI repertoires throughout the public areas of the Las Vegas Convention Center and static display at Henderson Executive Airport. Exhibitors are responsible for obtaining the appropriate licenses before the use of any work at any private function or that is not in the ASCAP or BMI repertoires.

Noise Levels

Noise levels within the exhibitor's stand space should not exceed 80 decibels and must not interfere with the ability of neighboring exhibitors to conduct business. NBAA management reserves the right to enforce compliance of this rule.

Official Service Contractors

NEW FOR 2017: OFFICIAL SERVICE PROVIDER LOGO
Exhibitors should look for the official service provider logo on all service provider forms to ensure they are working with a show approved service provider.

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, 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.

Official Service Contractor

Freeman
Roxanne Ebbers
Client Solutions Vice President
Email: roxanne.ebbers@freemanco.com
Mobile: (702) 491-7796

Centerplate, Catering

3150 Paradise Road
Las Vegas, NV 89109
Louise Larby
Director of Catering – Senior Catering Sales Manager
Tel: (702) 943-6778
Email: exhibitorcateringlvcc@centerplate.com

Cox Communications, Internet and Telephone

Tel: 855-519-2624
Main Service Desk: 702-943-6500
Email: orders@coxlvcc.com
Online ordering: http://www.tradeshows.coxhn.net/

eShow, Lead Retrieval

5 Executive Court, Suite 2
S. Barrington, IL 60010

Brandee Denton
Tel: 847-620-4499
Email: leads@goESHOW.com

FedEx, Business Center Services

3150 Paradise Road
Las Vegas, NV 89109
Tel: 702-943-6780
Website: http://www.fedexoffice.com/

TWI, Shipping

TWI
4480 South Pecos Road
Las Vegas, NV 89121
Tel: 702-691-9091

Website: www.twiglobal.com

Kerrie Dimangano Email: kdimangano@twigroup.com

Floral Expositions, Floral

2100 Premier Road
Orlando, FL 32809

Tel: 407-855-0339
Email: orders@floralexpo.net

Judy Venn & Associates, Host/Hostesses

3183-F Airway Avenue
Suite 118
Costa Mesa, CA 92626

Tel: 714-957-8300
Email: info@jvainc.com

Convention Photo by Joe Orlando, Inc., Photography

Joe Orlando
2222 Foothill Blvd, Suite E-340
La Canada, CA 91011

Phone: 626-639-3015
Fax: 626-794-0525
Email: mail@joeorlandophoto.com
Website: www.joeorlandophoto.com

Executive Star Group, Security

6421 Pinecastle Blvd, Suite 1
Orlando, Fl 32809

Tel: 407-226-1168
702-262-7851
Email: mcallaghan@centurytradeshow.com

Security

While NBAA-BACE exhibits are open, a limited amount of perimeter security staff will be provided. Notwithstanding the foregoing, NBAA, Las Vegas Convention Center and Henderson Executive Airport will not be liable for loss or damage to exhibitor's property, as further provided in the NBAA-BACE Exhibitor Contract Terms & Conditions. Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft and damage to property. Exhibitors should ensure valuables are secured with lock and key. Order forms for additional security will be provided in the Exhibitor Service Kit.

NBAA-BACE security officers will be on duty for the static display area from 7 a.m. on Sunday, October 8, 2017, to 9:00 pm on Thursday, Oct. 12, 2017.

Segways, Skateboards, In-line/Roller Skates, Electric Footboards and Scooters

The use of skateboards, hoverboards, inline skates, roller skates or scooters (either motorized or foot-powered) is not permitted on LVCC property.

The use of Segways within the Las Vegas Convention Center is permitted with permission from show management and the LVCC Convention Services Manage for persons with disabilities.

Shipping/Storage

The Las Vegas Convention Center cannot accept or store shipments in advance of the NBAA Convention. Any shipment that arrives at the Las Vegas Convention Center prior to the targeted move-in dates will be refused. The unloading and delivery of all materials and equipment from the Las Vegas Convention Center docks or other areas to exhibitors' booths or assigned spaces and loading out from same to vehicles must be performed by Freeman as the official contractor.

Limited hand-carry areas will be provided for the unloading of small items not requiring dollies, carts, etc. Small two-wheeled "luggage-type carts" will be allowed for moving small cartons through a designated hand-carry area. Exhibitors requiring larger wheeled devices to move their equipment or materials must contact Freeman for handling.

Empty cartons, boxes and crates are to be labeled and removed for storage prior to show opening. Storage of these items behind or in exhibits is prohibited. This rule will be enforced by the Las Vegas Convention Center and NBAA. Freeman will receive and store exhibits, and deliver them directly to the Las Vegas Convention Center exhibit halls on set-up days. Freeman will also remove empty crates, provide storage during NBAA-BACE and return crates on dismantling day.

Smoking

NBAA-BACE is a non-smoking event. Smoking is strictly prohibited at the Las Vegas Convention Center and Henderson Executive Airport. This includes electronic cigarettes, as well as vaping.

Staffing

Exhibit and static display areas must be fully staffed during official exhibit hours.

Exhibitors will be admitted at 7:00 am each show day for early preparations of displays only. Exhibits must remain staffed and in place through 4:00 pm on Thursday, October 12.

No activities, except stand preparations, are to be scheduled in the exhibit areas at any time other than official exhibit hours. NBAA management reserves the right to make changes to the exhibit hours’ schedule with advance notice.

Note: Exhibitors who dismantle their stands prior to the official show closing at 4:00 pm on Thursday, October 12 will lose their priority standing for the indoor exhibit space lottery for 2018 NBAA-BACE.

Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

For the safety of attendees, flying objects, including unmanned aircraft systems (UAS), remote-controlled aircraft and helium balloons, are not permitted in the Las Vegas County Convention Center or at the static display at Henderson Executive Airport. UAS may be displayed in exhibits provided they are stationary, fit within purchased exhibit space and comply with all rules and relevant safety requirements.

Waste Removal

Exhibitors and stand builders are responsible for removal of their waste during move-in and move-out at NBAA-BACE. Exhibitors will be billed accordingly by the Las Vegas Convention Center. In order to limit costs for waste removal, it is recommended that exhibitors and stand builders use recyclable materials for stand construction whenever practical. More information will be provided in the Exhibitor Service Kit.

Review Additional Exhibitor Rules

2017 NBAA-BACE Sponsors

NBAA wishes to thank its generous sponsors for supporting NBAA-BACE.

Avianis
Gentex
Paynode
West_Star_Av


Additional sponsorship opportunities are available.
Please contact NBAA via sponsorships@nbaa.org to learn more.