Indoor Static Display 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
• Carpeting
• Catering
• Children
• Cleaning
• Co-exhibitors/Companies Sharing Exhibit Space
• Defacing Property
• Demonstrations
• Direct Selling
• Electrical Equipment and Service
• Exhibit Hours
• Exhibit Space Rules – Indoor Static Display
• Exhibitor-Appointed Contractors (EACs)/Third-Party Contractors
• Fire Safety
• Insurance Requirements for Exhibitors Displaying Aircraft
• Internet/Telephone Service
• Meeting Rooms
• Membership
• Music
• Noise Levels
• Official Service Partners
• RVs, Trailers and Mock-Ups
• Security
• Segways, Skateboards, In-line/Roller Skates and Scooters
• Shipping/Storage
• Smoking
• Staffing
• Towing Dates/Caravan
• 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.

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

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 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 Orange County 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:

• 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.

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

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).

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 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:

• Commercial general liability insurance, including broad form contractual liability coverage, with limits of at least $1,000,000 per occurrence and $2,000,000 aggregate, 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;
• 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.

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.

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. Wi-Fi service will be available in the concourses.

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 Orlando 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 must 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 Contractors

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

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.

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.

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

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.

Review Additional Exhibitor Rules

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