Exhibitor Rules

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Sept. 6, 2018 • San Jose International Airport (SJC) • San Jose, CA

To make the Regional Forums successful events for all participants, exhibitors must review and abide by the exhibitor rules on this page, the Regional Forum Exhibitor Contract Terms and any additional rules published in the Exhibitor Service Kit.


There will be no refunds for cancellations or reductions in size at any time.


NBAA Regional Forums are business events. Exhibitors are requested to advise their sales people and customers that children under 12 are never permitted in Regional Forum exhibit areas – 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.


All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Exhibits may not be taller the 8-foot high drape. Product demonstrations should not be placed on the aisle sides 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.


All exhibitors must be members in good standing of NBAA.

Move-in & Move-out Rules

All exhibits must be set and in place by 9 a.m. on Thursday, September 6. If the exhibit space is not occupied by this time, NBAA management will consider it canceled by the exhibitor and assumes the right to use such space as deemed appropriate.

Exhibitors may not begin to tear down their exhibits until 4 p.m. on Thursday, September 6. All exhibits must remain staffed and in place until the show closes at 4 p.m. All exhibit materials must be removed by 6 p.m.

Noise Levels

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

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, 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.

On-Site Booth Display Rules

  • 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 attendees 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 NBAA Regional Forums 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).
  • No alcohol is allowed in booths.
  • No giveaways or props may be flown in the exhibit hall (e.g,. paper airplanes, balls.).
  • 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 of their assigned exhibit space.
  • All side rails must remain up and in place at all times.
  • Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees.
  • No sounds are allowed to entice people to booths or exceed 80 decibels (e.g. horns, whistles, bells, etc.).
  • No live animals are allowed in booths (with the exception of service animals).


NBAA Regional Forums are non-smoking events. Smoking is strictly prohibited at San Jose International Airport (SJC). This includes electronic cigarettes as well as vaping.

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. UAS may be displayed in exhibits provided they are stationary, fit within purchased exhibit space and comply with all rules and relevant safety requirements.

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.

Conference Sponsors

  Atlantic   Cutter  
  Go Rentals   International Jet Interiors  
  Jetex   Pratt Whitney  
  StandardAero   Safran  
  West Star      

Additional sponsorship opportunities are available. Please contact NBAA via sponsorships@nbaa.org to learn how you can become an important sponsor of NBAA's Forums.