Static Display Exhibitor Rules

Bookmark and Share

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.

Aircraft Arrivals

To manage the large number of aircraft arrivals, NBAA will use a zone system for assigning arrival windows for all aircraft. The parking position of the aircraft within the static display will determine which arrival window each aircraft must meet. Aircraft failing to arrive during the assigned window may be denied placement in the static display.

To further assist NBAA in planning, exhibitors must complete and return the Aircraft Arrival Information Form to NBAA no later than Friday, Sept. 8, 2017. While some information, such as specific tail numbers or type of aircraft, may not be known by Sep. 8, it is important that NBAA knows the scope of your display. If the specifics are not known, kindly indicate general type of aircraft: light, mid, large jet, turboprop, etc.

Auxiliary Power Units (APUs)

Aircraft auxiliary power units (APUs) are not permitted to run during show hours or 30 minutes after arrival to 30 minutes prior to departure.

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

Exhibitors must use a low-tack, low-residue carpet tape with any carpet that is being laid directly on the airport ramp. Any damage to the ramp that is caused by carpet tape, including but not limited to sticky residue, adverse stains, damage to airport striping, etc., will be repaired at the exhibitor’s expense.

Note: The use of carpet in a tent without a raised floor is highly discouraged. Rainwater and air-conditioning condensation run-off flow patterns cannot be determined in advance. Exhibitors choosing to place tent carpet directly on the pavement do so at their own risk. NBAA, AEM International and Freeman will not accept responsibility for damage caused by water.

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, October 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 after show hours and prior to opening each show day. This service does not include dusting, arranging, vacuuming or otherwise maintaining individual exhibits. 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 holes may be drilled, cored or punched into the tarmac on Henderson Executive Airport.
  • Damages to the Henderson Executive Airport arising from failure to observe these rules will be billed to the exhibitor.
  • Exhibitors must use a low-tack, low-residue carpet tape with any carpet that is being laid directly on the airport ramp. Any damage to the ramp that is caused by carpet tape, including but not limited to sticky residue, adverse stains, damage to airport striping, etc., will be repaired at the exhibitor’s expense.

Demonstration and Presentation Flights

Aircraft displayed on the static display are prohibited from conducting demonstration or presentation flights.

Direct Selling

Direct selling at the static display, including canvassing or distribution of publications/marketing materials/show dailies outside of assigned exhibit space, 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.

Drawing/Layout Approval

Static display exhibitors are requested to develop scaled plans of their displays and submit the plans to NBAA for final approval. NBAA will coordinate with the Las Vegas Fire Marshal for final approval.

Exhibitors who do not submit plans to NBAA will have their displays set up at the discretion of NBAA management. NBAA management can assist exhibitors having trouble developing scaled plans. The layout should illustrate aircraft positioning with respect to neighboring exhibitors and aisles. Also, chalets/tents/structures, mockups, etc. must be factored in to your individual layout.

Note: The use of carpet in a tent without a raised floor is highly discouraged. Rain water and air- conditioning condensation run-off flow patterns cannot be determined in advance. Exhibitors choosing to place tent carpet directly on the pavement do so at their own risk. NBAA, AEM International and Freeman will not accept responsibility for damage caused by water.

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

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 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.

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.

Exhibitors may use an EAC if the service to be performed is not an exclusive service and if the following items are completed by Aug. 11, 2017:

  • Exhibitors must complete the online Notification of Intent to Use Exhibitor-Appointed Contractor (EAC)/Stand Builder.
  • Each EAC must complete the Exhibitor-Appointed Contractor (EAC) Application/Contract.
  • Each EAC must furnish evidence of the required insurance as detailed in the Exhibitor Service Kit. 

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.

Facilities do not use uniform national rules. At Henderson Executive Airport, an exhibitor may "hand carry" materials provided they do not use any dollies to assist them. When exhibitors choose to "hand carry" their items, they may not be permitted to access 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 company personnel are utilized to set an exhibit, they 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.

FBO/Ground-Handling Agent

The Clark County Aviation Authority provides all FBO services at Henderson Executive Airport

Henderson Executive Airport
3500 Executive Terminal Drive, Suite 100
Henderson, NV 89052

Tel: 702-261-4800
Fax: 702-261-4820
Email: customerservice@hnd.aero
Web: www.hnd.aero

Hours: 5 a.m. -10 p.m. daily

Fencing

Fencing must remain at least 5 ft from the edge of the exhibitor’s purchased exhibit space. To prevent the fence from being blown over, all fence must be constructed/installed with base supports of at least two-thirds the height of the fence.

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 each exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Freeman Decorating; Las Vegas Convention Center; Clark County Aviation Authority and its officers, directors, officials, agents and employees 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 above requirements.

Internet/Telephone Service

Internet will not be provided by NBAA. If this is needed for your static display exhibit, exhibitors must go through Cox Communications, the exclusive provider of internet and telephone service at Henderson Executive Airport.

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

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

FedEx Office, Business Center Services

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

TWI, Shipping

4480 South Pecos Road
Las Vegas, NV 89121
Tel: 702-691-9000
Website: http://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@judyvenn.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: http://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

RVs, Trailers and Mock-Ups

Exhibitors may use RVs and trailers up to a reasonable length for use as offices during the show, provided they fit within the purchased exhibit space. Advertising the rental or sale of these vehicles is prohibited, and any signage not directly attributed to the exhibiting company must be removed. In addition, no vehicles are permitted to run their engines to power electrical/cooling systems during show hours. Exhibitors must use external electric sources to run these systems during show hours. Also, storage trucks and trailers are not permitted on the static display unless they contain walk-through displays, such as mock-ups, or are outfitted as a business office.

At the static display, exhibitors using RVs, trailers or mock-ups should plan on parking these at the same time that their aircraft arrive and are positioned. Parking such vehicles after the aircraft are positioned may not be possible due to limited maneuvering area. Exhibitors with RVs, trailers or mock-ups in their displays must have drivers available and be prepared to move or reposition these vehicles immediately at 3 pm on Thursday, Oct. 12, 2017, to allow for aircraft movements.

In the exhibit halls, all RVs and trailers, including mock-ups, not in perimeter locations must have 10-foot minimum setbacks and must abide by height restrictions for their booth types.

Security

While 2017 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.

Security officers will be on duty for the static display area from 7 a.m. on Sunday, Oct. 8, 2017, to 9 p.m. on Thursday, Oct. 12, 2017.

Segways, Hoverboards, Skateboards, In-line/Roller Skates and Scooters

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

Segways can be used on property by persons with disabilities. Use of Segways at the static display is only permitted with prior permission from Show Management.

Setback Requirements

Chalet structures must remain a minimum of 15 ft from the edge of the exhibitor’s purchased exhibit space.

RVs, trailers and motor coaches must remain at least 10 ft from the edge of the exhibitor’s purchased exhibit space.

Shipping/Storage

Henderson Executive Airport cannot accept or store shipments in advance of the NBAA Convention. Any shipment that arrives at Henderson Executive Airport prior to the targeted move-in dates will be refused.

The unloading and delivery of all materials and equipment from Henderson Executive Airport 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 by or in exhibits is prohibited. This rule will be enforced by Atlantic Aviation and NBAA. Freeman will receive and store exhibits, and deliver them directly 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.

Staffing

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

Exhibitors will be admitted at 7 a.m. each show day for early preparations of displays only. Exhibits must remain staffed and in place through 3 p.m. on Thursday, Oct. 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.

Support Vehicles

No support vehicles of any kind may access the static display area.

Tents, Chalets & Hospitality Structures

Tents and chalets are permitted pending approval by NBAA, whose ruling shall be final. Absolutely no nailing, drilling, hammering, tacking or affixing in any manner to the ramp is permitted. Final location of tents larger than 400 sq ft must be approved by NBAA prior to the start of construction.

Note: Any exhibitor wishing to have chalet/tent/structure space of 1,500 sq ft or more at the static display must also occupy an exhibit space of at least 2,500 sq ft at the Las Vegas Convention Center.

All chalets are required to have a minimum setback of 15 ft from the exhibit boundary. This setback allows for the placement of generators and air conditioning units within the exhibitor’s assigned space.

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 Las Vegas Convention Center or at the static display at the 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.