Exhibitor Rules – 2022 NBAA Maintenance Conference

To make the 2022 NBAA Maintenance Conference a successful event for all participants, exhibitors must review and abide by all event rules. These rules also apply to all exhibitor-appointed contractors (EACs).

In addition to the show rules, exhibitors must adhere to the Exhibitor Contract Terms & Conditions, the binding contract that applies to all exhibitors.

Questions?

Contact the NBAA exhibits team at exhibits@nbaa.org.

• Booth Rules
• Cancellation Policy
• Children
• Co-exhibitors/Companies Sharing Exhibit Space
• Demonstrations
• Direct Selling
• Exhibit Hours
• Exhibitor Hospitality Events
• Membership
• Move-in/Move-out
• Music
• Official Service Partners
• Smoking
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

Booth Rules

• All booths must be set by 11 a.m. on Tuesday, May 3.
• Banner stands and other signage higher than the 3-foo side drape must be placed 5 feet from the booth entrance.
• Maximum height for exhibit materials, components and identification signs:
  • 20-foot by 20-foot booths: 12 feet
  • All other booth sizes: 8 feet
• Flammable materials (e.g., bunting, tissue paper, crepe paper) are not permitted within the exhibit booth.
• Alcohol is not permitted in exhibit booths.
• No live animals are allowed on the show floor (with the exception of service animals).
• Exhibitor prize drawings may only be held during the designated exhibit hours, not during education session times.
• 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.
• 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 move-in or move-out must submit a request and complete the EAC Contract with proof of Insurance. All EACs must sign in onsite daily.
• 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 or services are not appropriate to business aviation.

Cancellation Policy

There will be no refunds or credits for cancellations or reductions in exhibit size.

Children

Children less than 12 years old are not permitted on the Maintenance Conference exhibit floor under any circumstances.

Children 12 years old and older are permitted in exhibit areas during exhibit hours with an Maintenance Conference badge and accompanied by an adult at all times

Children will not be permitted in exhibit areas during installation and teardown.

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 $2,210 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.

Demonstrations

All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space.

Product demonstrations should not be placed on the aisle sides of exhibits. Exhibitors may not interfere with aisle traffic at any time.

NBAA reserves the right to restrict exhibits that because of noise, method of operation or any other reason become objectionable.

Please be mindful of other exhibitors and events that are located near your exhibit.

Direct Selling

Direct selling on the exhibit floor is prohibited.

Canvassing or distribution of publications/marketing materials/show dailies outside of assigned exhibit space, including all booth-to-booth distribution.

Canvassing and soliciting, except by exhibiting companies, are prohibited within 50 miles of the 2022 NBAA Maintenance Conference. Exhibitors and persons violating this rule will be removed.

Exhibit Hours

Exhibitor Hospitality Events

NBAA requests that exhibitors not schedule hospitality events during any NBAA-hosted event. NBAA events and sessions will conclude at the following times each day.

Membership

All exhibitors and co-exhibitors at the 2022 Maintenance Conference must be members of NBAA, current on all accounts with NBAA and paid-in-full for exhibit space to be assigned exhibit space.

Move-in/Move-out

Move-in

All exhibitors must be set and in place by 11 a.m. on Tuesday, May 3 to be ready for lunch in the exhibit hall. If exhibit space is not occupied by 11 a.m. on Tuesday, May 3, NBAA will consider it canceled by the exhibitor and will use such space as it deems appropriate.

Move-out

Exhibits must not be dismantled prior to 1:30 p.m. on Thursday, May 5. Exhibitors found in violation of this rule will be ineligible for the lottery for the 2023 Maintenance Conference.

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 Maintenance Conference. 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 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 Partners

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 Partners. NBAA management 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 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 Partner Logo

Exhibitors should look for the official service partner logo on official service partner order forms before ordering service, as well as on their emails and websites to ensure they are working with a NBAA-approved service provider.

Smoking

The 2022 NBAA Maintenance Conference is a non-smoking event. Smoking is strictly prohibited. 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 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.