Indoor Exhibitor Rules

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
• Booth Events
• Booth Rules
• Carpeting
• Catering
• Children
• Cleaning
• Co-exhibitors/Companies Sharing Exhibit Space
• Defacing Property
• Demonstrations
• Direct Selling
• Drawing Approval
• Electrical Equipment and Service
• Exhibit Hours
• Exhibitor-Appointed Contractors (EACs)/Third-Party Contractors
• Fire Safety
• Insurance
• Internet/Telephone Service
• Meeting Rooms
• Membership
• Music
• Noise Levels
• Official Service Partners
• Security
• Segways, Skateboards, In-line/Roller Skates and Scooters
• Shipping/Storage
• Smoking
• Staffing
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
• Waste Removal

Badge Registration

Exhibitor badges are required for exhibitor access to the exhibit halls and static display of aircraft. Exhibitors may use their badge allotment for exhibit staff, exhibitor guests and EACs as they choose.

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:

• 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.
• EACs must have badges to access the show floor on show days.

Registration Hours – OCCC

Registration Hours – Static Display

Booth Events

Exhibitors are encouraged to host at-booth events. If you are planning to host an event in your booth for badged attendees on Tuesday, Oct. 16 or Wednesday, Oct. 17, 2018, during or after official show hours, please submit your request for approval on the NBAA-BACE Exhibitor-Hosted Booth Event Approval Request form prior to August 13, 2018.

Exhibitors planning events that will include catering must plan their events to ensure that all elements of their events, including catering and guests, are contained within their purchased exhibit space.

Once your event is approved, a confirmation will be sent to you along with a map and floor plan designating the entry and exit point for your guests. This is the only location from which your quests will be allowed to enter or exit the exhibit hall at any time before or after official show hours.

Booth Rules

Please review the Booth Regulation Visuals for detailed visuals that outline each booth types rules and regulations.

Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA management. Masking drape may be ordered through Freeman to finish off sides/back of booth displays.

Standard Inline Booth

A standard inline booth is one or more 10 ft-by-10 ft standard units in a straight line with booths on either side and along its back wall. Inline booths include:

• An 8 ft-high draped back wall
• 3 ft-high side rails with drape
• A 7 in-by-44 in standard booth identification sign

Exhibitors are required to carpet their own exhibit space; NBAA provides aisle carpet only. Exhibit materials, components and identification signs will be permitted to a maximum of 8 ft. All display material over 5 ft in height must not extend farther than one half of the distance from the back wall of the booth to the front in order to permit a clear view from booth to booth.

Rules for Raw Exhibit Space

Mini Island Booth

A standard inline booth is one or more 10 ft-by-10 ft standard units in a straight line with booths on either side and along its back wall. Inline booths include:

A mini island exhibit is defined as a narrow booth space comprised of one or more 10ft-by-10ft standard units in a straight line with no booths on either side or behind it. The exhibit must be completely furnished on all four sides. Exhibit materials, components, identification signs and hanging signs will be permitted to a maximum height of 12 ft, provided written approval is requested from NBAA by August 13, 2018. Mini island booths which back up to columns are permitted to have back walls up to a maximum of 12 ft in height, however the back wall must be finished.

All mini island exhibitors must submit booth layouts online to NBAA for approval by August 13, 2018.

Submitted plans must include:

• Event name: 2018 NBAA-BACE
• Booth number
• Stand dimensions
• Hanging sign (if applicable)

Perimeter Island Booth

• A perimeter island booth is located along perimeter wall and contains perimeter wall structure.
• May be greater than 15 ft in height
• May have one or more display levels.
• Is unfinished on any side and/or requires hanging signs, materials or components.
• Exhibit materials, components, identification signs and hanging signs will be permitted to a maximum height of 30 ft, provided written approval is requested from NBAA by August 13, 2018. Full use of the purchased exhibit space is permitted.

Non-Perimeter Island Booth (2,000 SQ FT or Larger)

• A non-perimeter island booth over 2,000 sq ft has aisles on all four sides, and one or more display levels.
• Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above exhibit space.
• Perimeter hard walls must not comprise more than 50% of the exhibit space.
• Exhibit materials, components and identification signs will be permitted to a maximum height of 15 ft, provided written approval is requested from NBAA by August 13, 2018. Full use of the purchased exhibit space is permitted.

Non-Perimeter Island Booth (Under 2,000 SQ FT)

• An island booth less than 2,000 sq ft has aisles on all four sides and one or more display levels.
• Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above exhibit space.
• Perimeter hard walls must not comprise more than 50% of the exhibit space.
• Exhibit materials, components and identification signs will be permitted to a maximum height of 20 ft. Full use of the purchased exhibit space is permitted.

Non-perimeter Peninsula Booth

• A non-perimeter peninsula booth is at least 20 ft-by-20 ft booth and is positioned back to back with an adjacent exhibitor.
• Note: 10 ft-by-20 ft peninsula booths do not exist at NBAA events as end cap booths are not permitted.
• Maximum height of exhibit materials, components and identification signs, provided written approval is requested from NBAA by August 13, 2018.
  • Main aisle location – 15 feet
  • Non main aisle location – 20 ft
• Permitted to contain perimeter wall structures with approval by NBAA management.
• Perimeter wall structures may be unfinished on sides not visible to attendees.
• Permitted to have more than one display level with approval by NBAA management.
• Hanging signs, materials or components are not permitted above exhibit space, with the exception of lighting truss, with NBAA management approval.
• Certain stands may require fire watches, smoke detection devices, fire extinguishers and multiple exits as required by fire prevention officials.
• A stand drawing must be submitted for approval by August 13, 2018.

Hanging Signs

Truss Lighting

With the exception of perimeter booths, exhibitor signs and other materials may not be attached to the ceiling or overhead beams of the Orange County Convention Center. Spotlights can be attached to the truss if they are focused on the display and do not interfere with other exhibits. Exhibitors, with the exception of inline booths, can use truss lighting but must be approved prior by show management.

The majority of the ceiling heights inside the OCCC are 35 ft.

Security Rigging Points

Exhibitors, with the exception of those in inline booths, can have a maximum of 4 stability points to secure their booth. Those using Y slings will be handled on a case by case basis depending on number and complexity of stand design. All rigging requests including stability points, and lighting truss must be approved prior to ordering from show management.

The majority of the ceiling heights inside the OCCC are 35 ft.

Exhibitors with inline booths or peninsula booths are prohibited from attaching or hanging anything whatsoever to or from any part of the Orange County Convention Center.

The OCCC is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Orange County 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 before August 13, 2018.

Multilevel and Covered Booths

NBAA and the OCCC must approve all multilevel, covered and perimeter island booths.

Booth plans must be scaled, signed and dated by a registered architect or engineer and must include/specify the following when submitted for approval:

• maximum number of occupants allowed
• a structural engineer’s stamp certifying that platforms can bear the maximum occupant load
• show name and date
• exhibitor company name
• assigned booth number
• directional information
• maximum exhibit height within the booth

Multilevel booths, regardless of size, and covered booths greater than 300 sq ft will require fire watches, smoke detecting devises, multiple exits, etc., as required by fire prevention officials.
Exhibitors are not allowed to penetrate the facility floor.
Covered booths 300 sq ft and less will be required to have battery-operated smoke detectors.
Multi-level or covered areas are required to be limited to dimensions which do not exceed 1,000 sq ft in contiguous area. Definitions:

All materials used in the construction of multi-level and/or covered exhibits and all decorative materials within the exhibit must be non-combustible or flame-retardant. It is recommended certifications of flame retardant treatment be available at show site.

Upper Deck of Multi-level Exhibits, 300 sq ft or larger

Upper deck of multi-level exhibits, if 200 sq ft or larger, shall meet the following requirements:

• Upper level many not have a “cover” or any kind (e.g., roof, ceiling, tenting, lattice, fabric and plastic).
• Exhibits with an enclosed room or occupied second story must post notices at the bottom of the stairway, indicating maximum permitted occupancy (or total permitted weight load of the second level.
• If second level is to be occupied and greater than three hundred square feet, two stairways are required, remote from each other. If second level is to be occupied and less than 300 sq ft, one set of stairs is permitted. All stairs must be a minimum of three feet in width, equipped with a handrail on at least one side and constitute a “straight run” or be “squared off.” Spiral stairs or winders are not permitted.
• Individual areas of upper decks or covered areas must be limited to dimensions that do not exceed 1,000 sq ft.
• If the upper deck, or covered area, is greater than 1,000 sq ft, a clear fire break (unobstructed aisle), of not less than 10 ft must be provided on all four sides of each 1,000 ft area.
• The 10 ft clear space may be spanned by an overhead bridge or canopy which must not exceed four ft in width. The bridge or canopy must be constructed of non-combustible materials.
• Exhibitor must install a single station and battery-operated smoke detector on the interior of each covered exhibit regardless the square footage.

Guidelines for Covered Exhibits with Less than 300 sq ft

• Exhibitor must install a single station and battery operated smoke detector on the interior of each covered exhibit or structure regardless the square footage. The detector must sound an audible alarm and be installed per the manufacturer’s instructions.
• Exhibitor must provide at least one (1) 2-A, 10-BC portable, dry chemical fire extinguisher. Fire extinguisher(s) must be mounted in a visible location and be accessible at all times.

Any single level exhibit over 1,000 sq ft or exceeding 300 sq ft of contiguous covered area and all multiple-level exhibits must submit a booth plan to the OCCC Fire Prevention Office for approval.

If second level is to be occupied and less than 300 sq ft, one set of stairs is permitted. All stairs must be a minimum of three feet in width, equipped with a handrail on at least one side and constitute a “straight run” or be “squared off.” Spiral stairs or winders are not permitted.

The OCCC requires that exhibitors designate a minimum of one person at all times to be responsible for fire watch on all exhibits having a covered are on the second level of 300 sq ft and on all multi-level booths, regardless of size. During show hours, the designated personnel should know the location and operations of the fire extinguishers and have knowledge of the closest telephone to contact an OCCC Safety Office staff member in case of emergency. During non-show hours, the contracted show security meets this requirement.

Carpeting

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

Exhibitors are responsible for providing floor covering for their entire exhibit space. Note: If flooring is not installed by 5:00 pm on Monday, October 15, 2018, exhibit space will be carpeted by show decorator at the exhibitor’s expense.

Catering

Centerplate is the exclusive catering provider in the Orange County Convention Center. Exhibitors may not dispense food or beverages of any kind, including bottled water, without written permission from the OCCC and Centerplate. Food and beverage approval request forms will be included in the Exhibitor Service Kit. Food or beverages purchased outside of the Orange County 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.

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 Orange County 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 18 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

Exhibitors are responsible for the proper disposal of set up booth materials.

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. Removal of trash cans is also not included. Exhibitors must keep their displays neatly organized. Order forms for cleaning services will be provided in the Exhibitor Service Kit.

Cleaning is not an exclusive service and can be done as the exhibitor sees fit.

Co-exhibitors/Companies Sharing Exhibit Space

Exhibitors must register any and all co-exhibitors/companies sharing exhibit space on the Co-Exhibitor Registration Order 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 $3,218 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 company profile request will provide co-exhibitors with the following:

• Profile in the online exhibitor directory and mobile app
• Ability to upload company marketing materials/press releases
• 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 Orange County Convention Center walls or floors.
• No application of paint on signs, displays or other objects is permitted in Las Vegas Convention Center and the use of adhesive-backed decals or similar items is prohibited.
• Two-sided tape is permitted under carpet in the exhibit hall.
• Damages to the Orange County 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 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.

Sound levels within the exhibitor’s stand should not exceed 85 decibels as determined by NBAA exhibits team, and must not disrupt the conduct of business of neighboring exhibits or show management events during posted exhibit hours.

NBAA noise policy enforcement procedure is as follows:

• An exhibitor in violation of this policy will receive a verbal warning by NBAA exhibits team.
• If a second infraction occurs, the exhibitor will receive a written warning delivered by the NBAA exhibits team.
• If the exhibitor continues to violate the policy, the electrical power for the sound producing elements will be shut down.
• Exhibitors receiving sound violation warnings will jeopardize their booth location in the future of NBAA events.

Complaints of sound regulation violations may be made directly to the NBAA exhibits team.

Direct Selling & Suitcasing

The following is prohibited:

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

Drawing Approval

NBAA requires all exhibitors in raw exhibit space and 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 for your exhibit space.

Show management is asking that ALL island stands have an adhesive vinyl booth number visible on their welcome desk/kiosk. There is no size requirement just one that is visible to attendees and can incorporate well with the design of your booth.

Stand Drawing & Hanging Sign Submission Form

In addition, all multilevel and covered exhibits must submit scaled floor plans for approval to:

Orange County Convention Center (OCCC)
Attn: Nila Kushner, CMP
9800 International Drive
Orlando, FL 32819
Email: nila.kushner@occc.net
Tel: (407) 685-5813

Electrical Equipment and Service

The Orange County Convention Center is the exclusive provider of electrical services at the Orange County Convention Center. 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, 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.

The OCCC is the exclusive provider of electrical services at the 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.

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. 16 10 a.m. – 6 p.m. Wednesday, Oct. 17 9 a.m. – 5 p.m. Thursday, Oct. 18 9 a.m. – 4 p.m.

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Static Display Hours

Tuesday, Oct. 16 9 a.m. – 6 p.m. Wednesday, Oct. 17 9 a.m. – 5 p.m. Thursday, Oct. 18 9 a.m. – 3 p.m.

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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 must complete the online Notification of Intent to Use Exhibitor-Appointed Contractor (EAC)/Stand Builder by August 13, 2018.

Third-party services include:

• Furniture
• Lighting
• Décor
• Floral
• Labor
• Flooring/Carpet
• Booth Talent
• Etc.

In lieu of sending the actual certificates of insurance to NBAA, EACs must complete the Exhibitor-Appointed Contractor (EAC) Application/Contract, which is an agreement between NBAA and the EAC stating the EAC has the appropriate insurance. This replaces sending NBAA certificate of insurance in advance. We recommend having a copy with you on site, if we need to reference listing the OCCC, Freeman and NBAA as the additional insured. Each EAC must use their ESCA badge to work as a contractor at the Orange County Convention Center.

An exhibitor-appointed contractor (EAC) is any individual or company that is not an employee of your company and is hired to install/dismantle/provide service to your booth (i.e.; installation/dismantling contractors, booth designers/builders, non-official florists, furniture suppliers, laborers, etc.).

Exhibitors may use an EAC if:

• The service to be performed is not listed as an exclusive service;
• The exhibitor has designated the EAC as their service provider on the NBAA-BACE Intent-to-Use Exhibitor-Appointed Contractor form;
• The EAC submits this form to NBAA and agrees to abide by all requirements; and
• The EAC has been approved by the Orange County Convention Center.

Exhibitors who plan to use a firm that is not designated as an NBAA official service contractor must complete the online EAC Intent-to-Use Form for each company contracted to work on their booth.

Additionally the designated EAC must complete the EAC Application/Contract by September 19 or they will not be permitted to service your exhibit. If this form is not received by the September 19 deadline, Freeman will provide all needed items and services for your booth and they will bill accordingly.

NOTE:

• Electrical, plumbing, telephone, drayage, catering and rigging are exclusive services provided by Freeman, the official service contractor designated by NBAA. There are no exceptions. Exhibitors are required to adhere to the union contracts in effect between the service contractor, Freeman and the Orange County Convention Center.
• It is the exhibitor’s responsibility to ensure that all representatives of the exhibitor-appointed contractor abide by NBAA-BACE rules and to provide badges for those staff working on show days.

Show management may deny an EAC access to NBAA-BACE when these requirements have not been met or when in the best interests of the event. Show management will not be responsible for any lost profits or any damages of exhibitor or EAC that result.

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 Orange County 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 Orange County 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 Orange County 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 Orange County Convention Center Management at all times. The maximum amount of fuel permitted in aircraft flown to the Orange County Convention Center display site is the minimum reserve required by Federal Aviation Regulations (FARs).

Ground Vehicles

Ground vehicles displayed in the Orange County 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 Orange County Convention Center Management at all times. Vehicles may not be started, run or moved during official show hours.

Insurance

Insurance Requirements for Exhibitors Displaying Aircraft

All exhibitors at the static display of aircraft at Orlando Executive Airport and all exhibitors with aircraft on display at the Orange County Convention Center are required to provide NBAA with certificates of insurance evidencing the following by August 13, 2018:

• Commercial general liability insurance, including broad form contractual liability coverage, with limits of at least $5,000,000 per occurrence, combined single limit for bodily injury and property damage, at least $2,000,000 for products-completed operations aggregate, at least $1,000,000 for personal and advertising injuries and at least $100,000 for damage to premises rented to you;
• Aircraft liability insurance, including premises liability, 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 Orange County 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. Orange County Convention Center (for exhibitors with aircraft on display at the convention center); National Business Aviation Association, Inc.; Atlantic Aviation Inc.; Greater Orlando Aviation Authority; Freeman; and City of Orlando 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. The Exhibitor Service Kit may contain additional insurance requirements. The requirements of this section in no way limit the liability of the exhibitor.

Insurance Requirements for Exhibitors Not Displaying Aircraft

All exhibitors at the Orange County Convention Center that are not displaying an aircraft are required to maintain the following for the entire duration of the event, including move-in and move-out periods:

• Comprehensive general liability insurance, including broad form contractual liability coverage, with limits of at least $1,000,000 combined single limit, per occurrence, for personal and advertising injury, bodily injury and property damage;
• Workers’ compensation and employers’ liability insurance in accordance with statutory limits; and
• For exhibitors that will own or operate any motor vehicles at the Orange County Convention Center, automobile liability insurance with limits in an amount adequate to cover all of the exhibitor’s motor vehicles on site but not less than $500,000.

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.; Orange County Convention Center and Visitors Authority; and Freeman must each be named as additional insured on the comprehensive general liability and automobile liability insurance.

Evidence of insurance meeting these requirements must be furnished to NBAA upon request and must be available at the Orange County Convention Center during the event. Please see sample certificate of insurance for reference. Certificates of insurance will be collected in advance for exhibitors by the Aug. 13, 2018 deadline.

Internet/Telephone Service

Internet will not be provided by NBAA. If this is needed for your booth, exhibitors must go through Smart City Networks, the exclusive provider of internet and telephone service at the OCCC. Limited Wi-Fi service will be available in the lobbies.

Meeting Rooms

NBAA provides meeting rooms for exhibitors in Orange County 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 Orange County Convention Center.
• Co-exhibiting companies are not eligible to reserve meeting rooms.

NBAA-BACE Meeting Room Request Form

For more information on meeting rooms, contact NBAA’s Chris Cherkis at (202) 478-7779 or ccherkis@nbaa.org.

Membership

All primary exhibitors and co-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) and will pay their fees, based on attendance, to allow the use of copyrighted, recorded music throughout the Orange County Convention Center and static display at Henderson Executive Airport. Please note that live music is not included in our licensing agreements. If an exhibitor plans to use live music, they must be licensed by ASCAP or BMI, and the exhibitor complete the Booth Event Approval form with additional supporting documents.

Noise Levels

Sound levels within the exhibitor’s stand should not exceed 85 decibels as determined by NBAA exhibits team, and must not disrupt the conduct of business of neighboring exhibits or show management events during posted exhibit hours.

NBAA noise policy enforcement procedure is as follows:

• An exhibitor in violation of this policy will receive a verbal warning by NBAA exhibits team.
• If a second infraction occurs, the exhibitor will receive a written warning delivered by the NBAA exhibits team.
• If the exhibitor continues to violate the policy, the electrical power for the sound producing elements will be shut down.
• Exhibitors receiving sound violation warnings will jeopardize their booth location in the future of NBAA events.

Complaints of sound regulation violations may be made directly to the NBAA exhibits team.

Official Service Partners

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.

Exhibitors should look for the official service partner 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

Exhibitor Services

Email: freemanorlandoES@freemanco.com
Mobile: +1 (407) 685-6500

Orange County Convention Center

OCCC Exhibitor Services

Includes: compressed air, water, drainage, gas, steam, electrical services, rigging and telephone/communication services

Nila Kushner
Senior Events Manager I Event Services
Email: Nila.Kushner@occc.net
Tel: (407) 685-5813
Toll-free: (800) 345-9898

Tel: (407) 685-9824
Email: Exhibit.Services@occc.net

Catering

Centerplate

Andrew Brailsford
Exhibit Catering Sales Manager
Tel: (407) 685-5866
Email: andrew.brailsford@centerplate.com
Website: www.centerplate.com

Internet and Telephone

Smart City Networks

Toll Free: (888) 446-6911
Website: www.smartcity.com

Lead Retrieval

eShow

Brandee Denton
Direct : (773) 746-9951
Office: (847) 620-4200
Email: brandee.denton@goeshow.com

Business Center Services

FedEx

Orange County Convention Center
South Concourse
Tel: (407) 363-2831
Email: usa3996@fedexkinkos.com
Website: www.fedexoffice.com

Shipping

TWI

Tyler Hunt
Email: thunt@twigroup.com
Tel: (702) 691-9091
Website: www.twiglobal.com

Floral

Floral Expositions

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

Host/Hostesses

Judy Venn & Associates
Tel: (714) 957-8300
Email: info@jvainc.com
Website: www.jvainc.com

Photography

Convention Photo by Jeff Orlando, Inc.

Jeff Orlando
Tel: (626) 639-3015
Email: mail@joeorlandophoto.com
Website: www.joeorlandophoto.com

Security

Century Security

Daniel Campos
Email: dcampos@centurytradeshow.com
Tel: (516) 658-8916

AEM Logistics

Detailing

Ulrich Koch
Email: ukoch@aeminternational.com
Tel: (514) 695-1344

AEM International

GPUs

Ulrich Koch
Email: ukoch@aeminternational.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 3:00 pm on Thursday, October 18, 2018, to allow for aircraft movements.

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 NBAA-BACE exhibits are open, a limited amount of perimeter security staff will be provided. Notwithstanding the foregoing, NBAA, Orange County Convention Center and Orlando 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 7:00 am on Sunday, October 14, 2018, to 9:00 pm on Thursday, October 18, 2018.

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

The use of skateboards, in-line skates, roller skates or scooters (either motorized or foot-powered) is not permitted on OCCC property.

Segways can be used on property by persons with disabilities. Use of segways within the Orange County Convention Center is permitted only with permission from Show Management and the OCCC Convention Services Manager.

Shipping/Storage/Access

The Orange County Convention Center cannot accept or store shipments in advance of the NBAA Convention. Any shipment that arrives at the Orange County Convention Center prior to the targeted move-in dates will be refused. The unloading and delivery of all materials and equipment from the Orange County 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.

Advance Warehouse

Exhibitors shipping in advance of the show will ship directly to the Freeman advance warehouse up until September 30, 2018.

Onsite

Shipments made directly to the Orange County Convention Center will only be accepted starting October 9, 2018. Labels will be provided in the Exhibitor Service Kit.

Hand Carry

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 the Orange County Convention Center and NBAA. Freeman will receive and store exhibits, and deliver them directly to the Orange County Convention Center exhibit halls on setup days. Freeman will also remove empty crates, provide storage during NBAA-BACE and return crates on dismantling day.

Personal Operated Vehicles (POVs)

Exhibitors using their personal vehicles to drop off booth materials will need to adhere to the rules set by show management.

Smoking

All smoking, including electronic or vapor cigarettes, is prohibited at NBAA-BACE.

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 18.

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 18 will lose their priority standing for the indoor exhibit space lottery for 2019 NBAA-BACE.

Exhibitors should not schedule meetings outside of show hours.

Unmanned Aircraft Systems (UAS)/Drones, 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 Orange County Convention Center or at the static display at Orlando 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 show management. 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.

Exhibitors are responsible for proper removal of exhibit set-up materials.

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Review Additional Exhibitor Rules

• Indoor Static Display Exhibitor Rules
• Indoor Exhibitor Rules
• NBAA-BACE Exhibitor Contract Terms & Conditions
• Static Display Exhibitor Rules