Exhibitor Rules

As an exhibitor at Maintenance Conference, you must agree to the exhibitor rules below, the exhibitor contract terms an any additional rules published in the exhibitor service kit.

• General Rules
• Maintenance Conference Priority Categories
• Types of Exhibits
• Exhibitor Hospitality Events
• Booth Configurations
• Co-exhibitors/Companies Sharing Exhibit Space
• Direct Selling
• Violations
• Cancellation Policy
• Official Service Contractors
• Installing & Dismantling Exhibits
• Registration/Badges

General Rules

• All booths must be set by 11 a.m. on Tuesday, May 7.
• Banner stands and other signage higher than the 3-ft side drape must be placed 4-ft from the booth entrance
• Nothing in the booth may be over 8-ft high if in an inline booth regardless of size of the booth (the height of the pipe and drape); 20×20 booths have a 12-ft height limit.
• Flammable materials (e.g., bunting, tissue paper, crepe paper) are not permitted within the exhibit booth.
• No balloons, remote-controlled vehicles or piñatas are allowed in the exhibit booths.
• Alcohol is not permitted in exhibit booths.
• No sounds may be used to entice people to booths or exceed 80 decibels (e.g., horns, whistles, bells).
• No live animals are allowed on the show floor (with the exception of service animals).
• No giveaways or props may be flown in the exhibit hall (e.g. paper airplanes, balls, drones, etc.).
• Exhibitor prize drawings may only be held during the designated exhibit hours, not during education session times.
• Exhibitors may not tear down exhibits prior to 1:30 p.m. on Thursday, May 9.
• Exhibitor photos may not be taken from ladders or stop the flow of aisle traffic. All exhibitor photographers must check in at registration if they were not registered to attend the conference.
• The dress code for the NBAA Maintenance Conference is business casual, both on the exhibit floor and in the education sessions.
• Exhibitors may not distribute materials booth-to-booth or outside of their assigned exhibit space.
• All side rails must remain up and in place at all times. Nothing may be draped over or replace a side rail without NBAA’s approval, drapery must remain in place at all times.
• Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees.
• All wooden or other material structure booths cannot be used unless NBAA has provided approval (ceilings are not permitted).
• Exhibitors using an EAC for load in/out must submit a request and complete the EAC Contract with proof of Insurance. All EAC’s must sign in onsite daily at registration.

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Maintenance Conference Priority Categories

Exhibitors will be assigned their priority category based on the following criteria. To be eligible for participation in the priority lottery, exhibit applications and full payment must be received by NBAA no later than Dec. 7, 2018.

Priority-One Exhibitors

Priority-one exhibitors are those companies that select the premium placement option. Within that group, priority-one exhibitors that have exhibited at the Maintenance Conference for five consecutive years will be assigned their online placement times ahead of other priority-one exhibitors.

Priority-Two Exhibitors

Priority-two exhibitors are those companies that have exhibited on a five-year consecutive basis.

Priority-Three Exhibitors

Priority-three exhibitors are those other companies whose applications and full payments are received no later than Dec. 7, 2018.

Priority-Four Exhibitors – Payments After Dec. 8

Priority-four exhibitors are those companies whose applications or payments in full are received after the Dec. 7, 2018, deadline.

2018 Maintenance Conference sponsors of $2,500 or more in priority one, priority two and priority three will be placed first within their respective priority categories.

Priority-four exhibitors will be assigned space once priority-one, priority-two and priority-three exhibitors have been placed, space permitting. Priority-four exhibitors will be placed in the order in which their applications and payments are received.

All exhibitors at the 2019 Maintenance Conference must be members of NBAA, current on all accounts with NBAA and paid in full for exhibit space in order for space to be assigned.

For the live lottery all exhibitors within the priority category will be randomly ordered and assigned appointment times to call into the exhibitor hotline.

Each exhibiting company is permitted one booth space. If a company holds multiple active memberships with NBAA, they may purchase booths for each membership they hold. All exhibit applications must be accompanied by payment in full and are non-refundable. A company holding multiple memberships and requesting multiple booths may request that those booths be located next to each other only if they are in the same priority category. Please note that this does not mean that the booths may be linked together. The dividing pipe and drape between the two booths must remain in place and booths structures may not extend from one booth to the next. Each booth must remain separate.

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Types of Exhibits

Exhibits will be limited to products and services directly involved with the maintenance of business aircraft. NBAA reserves the right to deny space to any company whose products and/or services are not appropriate to business aviation.

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Exhibitor Hospitality Events

NBAA requests that exhibitors not schedule hospitality events during any NBAA hosted event. NBAA events and sessions will conclude by:

5 p.m. on Tuesday, May 7
9 p.m. on Wednesday, May 8
5 p.m. on Thursday, May 9

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Booth Configurations

All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Exhibits must not project beyond the allotted space. Exhibits may not exceed the 8-foot high drape except 20×20 island spaces, which is 12-ft. Normal aisle traffic cannot be interfered with at any time. NBAA reserves the right to modify the floor plan to increase the number of booths available to exhibitors should the planned booth spaces sell-out. There are a limited number of static display spaces inside the Fort Worth Convention Center. These spaces are an ideal location to showcase fuel trucks, tugs, safety equipment, mobile service centers, and other exhibits that will not fit into an indoor 10-ft by 10-ft or 5-ft by 10-ft space.

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Co-exhibitors/Companies Sharing Exhibit Space

A co-exhibitor is defined as any company whose name is included on the exhibit space or who has staff working at/from the exhibit space, or any company whose marketing materials are distributed from the exhibit space.

Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.

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 $2,075 per company.

All co-exhibitors must be members in good standing of NBAA.

Once registered, co-exhibitors will have separate company profiles in the online exhibitor directory and the mobile app. Co-exhibitors, like exhibitors, will need to log in to the Exhibitor Dashboard to update their company information online for the mobile app and online exhibitor directory. Co-exhibitors are not allotted badges and should work through their primary exhibitors to secure badges.

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Direct Selling

Direct selling on the exhibit floor, canvassing and distribution of publications/marketing materials outside of assigned exhibit space, including all booth-to-booth distribution, are prohibited. Canvassing and solicitation, except by exhibiting companies, are prohibited within 50 miles of the conference.

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Violations

By submitting the Maintenance Conference application for exhibit space, the exhibitor agrees to abide by these exhibitor rules, the Maintenance Conference exhibitor contract terms and any additional rules published in the exhibitor service kit. In fairness to all participants, exhibitors found in violation of NBAA rules will be required to make necessary changes on site at the exhibitor’s expense. If satisfactory changes cannot be made, NBAA reserves the right to terminate any and all rights to the exhibit space, and the exhibitor will forfeit all fees paid. Further terms for violations can be found in the exhibitor contract.

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Cancellation Policy

NBAA has a long-standing policy of no refunds for cancellations at any time for exhibits. Due to the increasing demand for booth space at Maintenance Conference, exhibitors must pay in full before exhibit space will be assigned.

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Official Service Contractors

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 to be distributed in mid-December) as official service contractors. NBAA Management holds these firms responsible for quality service and fair prices and may intercede on behalf of exhibitors 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.

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Installing & Dismantling Exhibits

Move-In

All exhibitors must be set and in place by 11 a.m. on Tuesday, May 7 to be ready for lunch in the exhibit hall. If exhibit space is not occupied by 11 a.m. on Tuesday, May 7, NBAA will consider it canceled by the exhibitor and will use such space as it deems appropriate. This rule must be strictly enforced, as lateness in setting up jeopardizes the opening of exhibits. If additional time is required for set-up, contact NBAA’s Meagan Keller at mkeller@nbaa.org or 202-737-4487.

Move-Out

Exhibits must not be dismantled prior to 1:30 p.m. on Thursday, May 9. Exhibitors found in violation of this rule will be ineligible for the lottery for the 2020 Maintenance Conference.

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Registration/Badges

One conference registration is included with the standard booth price and two conference registrations are included with the premium spaces. Additional exhibitor badges are available for $475 per badge. Conference registration includes entrance to all scheduled educational sessions, continental breakfasts, lunches, morning and afternoon energy breaks and the Wednesday evening networking off-site event. Once booth space is confirmed, exhibitors will be sent information on registering exhibit booth personnel online.

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