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.
- Aircraft Arrivals
- Aircraft Servicing
- Aircraft Towing
- Air Conditioning Units (ACUs)
- Auxiliary Power Units (APUs)
- Badge Registration
- Banners, Banner Poles & Flags
- Booth Events
- Co-exhibitors/Companies Sharing Exhibit Space
- Decorations Within Exhibit Space
- Defacing Property
- Demonstration and Presentation Flights
- Direct Selling
- Drawing/Layout Approval
- Electrical Equipment and Service
- Exhibit Hours
- Exhibitor-Appointed Contractors (EACs)/Third-Party Contractors
- FBO/Ground-Handling Agent
- Insurance Requirements for Exhibitors Displaying Aircraft
- Internet/Telephone Service
- Noise Levels
- Official Service Partners
- RVs, Trailers and Mock-Ups
- Segways, Skateboards, In-line/Roller Skates and Scooters
- Setback Requirements
- Support Vehicles
- Tents, Chalets & Hospitality Structures
- Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
- Video Walls, Projection Screens & Jumbotrons
- Waste Removal
Sunday October 14, 2018 is the assigned day for positioning aircraft in the exhibit spaces. To manage the large number of aircraft arrivals, NBAA will use a zone system for assigning targeted arrival windows for all aircraft. The parking position of the aircraft within the static display will determine which arrival window each aircraft must meet. Aircraft failing to arrive during the assigned window may be denied placement in the static display.
To further assist NBAA in planning, exhibitors must complete and return the Aircraft Arrival Information Form to NBAA no later than Friday, September 10, 2018. While some information, such as specific tail numbers or type of aircraft, may not be known by September 10, it is important that NBAA knows the scope of your display. If the specifics are not known, kindly indicate general type of aircraft: light, mid, large jet, turboprop, etc.
NBAA highly recommends that aircraft be fully serviced prior to moving onto the display site. No fueling will be permitted during the show hours. Crews are encouraged to have aircraft fueled prior to being accepted into the static display. To prevent fuel spills aircraft fuel loads will be limited to 80% of the tank capacity. Due to the high volume of departures on Thursday, October 18, aircraft may experience significant delays when requesting servicing.
LEKTRO has been designated as the official towing company for NBAA. Each aircraft must pay the appropriate weight based aircraft movement fee. These fees are collected by NBAA and remitted directly to LEKTRO. The aircraft movement fee covers the towing of aircraft to/from the transient parking areas to the exhibitors space and placement as shown on the official NBAA static display layout. Onsite changes to the layout (excluding minor adjustments for aesthetics) will be billed at the rate of $200 per hour per tug, a 1-hour minimum will be applicable. Exhibitors requiring aircraft movements earlier than Saturday, October 13, 2018 will incur additional fees based on timing and manpower requirements. The fees will be quoted by NBAA in advance.
|Aircraft Towing||Towing fee per|
|Less than 6,000 lbs MTOW||$420|
|6,000 lbs – 14,999 lbs MTOW||$575|
|15,000 lbs – 34,999 lbs MTOW||$735|
|35,000 lbs – 100,000 lbs MTOW||$900|
|Over 100,000 lbs MTOW||$1,825|
Air Conditioning Units (ACUs)
AEM International is the exclusive provider of Air Conditioning Units (ACUs) at NBAA-BACE. All ACUs must be sourced directly and solely from AEM. AEM recognizes the right of exhibitors to provide their own and ACUs, subject to the following terms.
Exhibitor-owned ACUs must be the wholly-owned property of the exhibitor and not the real property of the exhibitor’s I&D contractor, display house, contracted third-party or agent or provided to the exhibitor under loan, lease or rent wherein full ownership of the equipment does not reside with the exhibitor at all times.
Exhibitor-owned ACUs approved by AEM for use at the static displays will be subject to an administrative fee from AEM to the exhibitor equal to 15% of the equivalent equipment quote value for GPUs and ACUs supplied by AEM.
Exhibitors should contact AEM International’s Ulrich Koch at firstname.lastname@example.org or +1 (514) 695-1331 for further information or to obtain pricing information.
Electricity to run the ACU, electrical labor to drop lines, and actual electrical usage charges are not included in the price and must be ordered separately through Freeman.
Aircraft Auxiliary Power Units (APUs)
Aircraft auxiliary power units (APUs) are not permitted to run during show hours. During arrival and departure days, APU’s can only be used for 30 minutes after arrival to 30 minutes prior to departure.
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:
|Badge Allocation||Number of Badges per Exhibit Space Reserved|
|Premium Exhibit Space Exhibitor||7 badges, up to a maximum of 100 badges|
|Standard Exhibit Space Exhibitor||5 badges, up to a maximum of 100 badges|
|Static Display Exhibitor||1 badge, up to a maximum of 100 badges|
- 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|
|Saturday, Oct. 13||9:00 a.m. – 5:00 p.m.|
|Sunday, Oct. 14||8:00 a.m. – 5:00 p.m.|
|Monday, Oct. 15||7:30 a.m. – 5:00 p.m.|
|Tuesday, Oct. 16||7:00 a.m. – 6:00 p.m.|
|Wednesday, Oct. 17||8:00 a.m. – 5:00 p.m.|
|Thursday, Oct. 18||8:00 a.m. – 4:00 p.m.|
|Registration Hours – Static Display|
|Sunday, Oct. 14||9:00 a.m. – 5:00 p.m.|
|Monday, Oct. 15||7:30 a.m. – 5:00 p.m.|
|Tuesday, Oct. 16||7:00 a.m. – 6:00 p.m.|
|Wednesday, Oct. 17||8:00 a.m. – 5:00 p.m.|
|Thursday, Oct. 18||8:00 a.m. – 3:00 p.m.|
Banners, Banner Poles & Flags
Banners are allowed on the static display providing they are fully within your allocated exhibit space and observe all set-back requirements. Banners may not be affixed to any airport structures or fencing without expressed written consent from NBAA show management. Banners must be affixed to a mounting location of sufficient rigidity to maintain location and control of the banner during any weather event with winds up to 15 miles per hour. Banners must be mounted or affixed in such a manner that they can be taken down quickly in a weather event. NBAA management reserves the right to require the removal of banners as the need for safe operations is paramount. Exhibitor is responsible for banner removal at any time that the exhibit space will not be staffed. Banners that are not removed for non-staffed hours will be removed by NBAA personnel and the exhibitor will be billed accordingly.
Banner Poles and Flag Poles
Banner poles and flag poles are subject to the same rules as banners with the addition of a height restriction of 19’ (5.8M). If you have a banner pole or flag pole that exceeds 19’ (5.8M) in height please contact Tracy Tippett email@example.com or Joe Hart firstname.lastname@example.org for individual case consideration.
The total number of banner poles of flag poles on your exhibit space cannot exceed your space perimeter measurement divided by 40.
Example: a 100’ x 300’ exhibit space perimeter measures 800’. 800’ / 40= 20 Banner Poles or Flag poles allowed.
Banner poles and flag poles should be sufficiently weighted to not be easily blown over. Banner poles and flag poles must be placed inside the exhibit space far enough that in the event they are blown over they will not land in another exhibitor’s space or strike another exhibitor’s display.
Exhibitor is responsible for banner pole or flag pole lowering at any time that the exhibit space will not be staffed. Banner poles or flag poles that are not lowered for non-staffed hours will be removed by NBAA personnel and the exhibitor will be billed accordingly.
NBAA management reserves the right to require the lowering of banner poles or flag poles as the need for safe operations is paramount.
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. Catering and beverage service must close 30 minutes prior to the scheduled end of the booth event.
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.
Aircraft entry carpet and walkway carpets are permitted on the static display, however carpet cannot be affixed to the pavement with nails, screws or glue. Double-sided carpet tape is permissible. Exhibitors and/or their show contractors should install the carpet in such a manner that high winds will not lift or blow under the carpet and cause a hazard.
Puff N Stuff and TPI are the preferred caterers at the static display. Exhibitors may use other caterers as long as they comply with the EAC rules.
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 email@example.com.
Exhibitors are responsible for the proper disposal of set up and tear down materials. Exhibitors and EAC’s with bulk trash may order large receptacles and or dumpsters through Freeman.
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.
Decorations Within Exhibit Space
Exhibitors are encouraged to decorate their static display spaces. Common decorations include furniture, carpet, floral, signage and flags. All decorations must fit within the exhibitors space and follow all required setback rules. All decorations should be suitable for and outdoor environment where extreme weather conditions may occur with little or no notice. Any decorations that have the protentional over being blown over or away by the wind must be secured each night or will need to have appropriate weights or security. Considerations should be made when using bags of stone, or sand as weights as they tend to tear open and spill their contents on the ground. Exhibitors will be responsible for cleaning up any stone or sand dumped on the ramp.
- 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 walls or floors.
- No application of paint on signs, displays or other objects is permitted in Orange County Convention Center or Orlando Executive Airport and the use of adhesive-backed decals or similar items is prohibited.
- Two-sided tape is permitted on the static display.
- Damages to the ramp at Orlando Executive Airport 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.
Demonstration and Presentation Flights
Aircraft displayed on the static display are prohibited from conducting demonstration or presentation flights at any time while the aircraft is on static display.
Direct selling at NBAA-BACE, canvassing or distribution of publications/marketing materials/show dailies outside of assigned exhibit space, including all booth-to-booth distribution, is prohibited. Canvassing and solicitation, except by exhibiting companies, are prohibited within 50 miles of NBAA-BACE. Exhibitors/persons violating this rule will be removed.
Static display exhibitors are requested to develop scaled plans of their displays and submit the plans to NBAA for final approval by August 13, 2018.
Exhibitors who do not submit plans to NBAA will have their displays set up at the discretion of NBAA management. NBAA management can assist exhibitors having trouble developing scaled plans. The layout should illustrate aircraft positioning with respect to neighboring exhibitors and aisles. Also, chalets/tents/structures, mockups, etc. must be factored in to your individual layout.
Note: The use of carpet in a tent without a raised floor is highly discouraged. Rain water and air- conditioning condensation run-off flow patterns cannot be determined in advance. Exhibitors choosing to place tent carpet directly on the pavement do so at their own risk. NBAA, AEM International and Freeman will not accept responsibility for damage to flooring caused by water.
Electrical Equipment and Service
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, 12/3-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.
Freeman is the exclusive provider of electrical services at the Orlando Executive Airport.
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.
Exhibit booth hard walls must be nine inches from the property line for access to electrical.
Halogen lamps must be in UL or recognized laboratory-approved metallic fixtures. 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.
|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.|
|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.|
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:
- Booth Talent
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 the will bill the exhibitor accordingly.
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.
NBAA does not recommend any one FBO. Contact information for the two FBOs located at Orlando Executive Airport is as follows:
Host of the NBAA2018 Static Display
400 Herndon Avenue
Orlando, FL 32803
Tel: (407) 894-7331
Toll-free: (800) 894-7331
SheltAir Aviation Services
321 N. Crystal Lake Drive
Orlando, FL 32803
Tel: (407) 896-2799
Toll-free: (800) 449-1316
Note: Aircraft using SheltAir are required to taxi or make arrangements to be towed from the FBO to the static display site during the assigned NBAA arrival window
Fencing must remain at least 5 ft from the edge of the exhibitor’s purchased exhibit space. To prevent the fence from being blown over, all fence must be constructed/installed with base supports of at least two-thirds the height of the fence. Fencing that is not secured tightly with base supports and continues to blow over will be considered a hazard and NBAA will require the exhibitor to remove it immediately.
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.
Public Internet will not be provided by NBAA. If this is needed for your static display exhibit, exhibitors must go through the exclusive provider of internet at the Orlando Executive Airport as shown in the Exhibitor Service Kit.
NBAA does not have an Official Telephone Service Provider. If telephone lines are needed for, exhibitors must contact the phone company providing coverage at Orlando Executive Airport.
All primary exhibitors and co-exhibitors must be members in good standing of NBAA.
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 must send supporting documentation to NBAA.
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 Partner 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.
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
Sr. Client Solutions Manager
Tel: (214) 695-1049
Mobile: +1 (407) 685-6500
Puff N Stuff
Tel: (407) 629-7833
TPI – Tysinger Promotions
Tel: (252) 636-0033
Services will be available in the Exhibitor Service Kit
Direct : (773) 746-9951
Office: (847) 620-4200
TWI – International
Freeman Transportation – Domestic
Tel: (407) 855-0339
Judy Venn & Associates
Convention Photo by Jeff Orlando, Inc.
Tel: (516) 658-8916
Aircraft Detailing and Grooming
Aircraft Ground Power Units, Air Conditioning, Tents and Chalets
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.
While 2018 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.
Security officers will be on duty for the static display area from 7:00 a.m. on Sunday, Oct. 14, 2018, to 9:00 p.m. on Thursday, Oct. 18, 2018.
Segways, Hoverboards, Skateboards, In-line/Roller Skates and Scooters
The use of skateboards, hoverboards, inline skates, roller skates or scooters (either motorized or foot-powered) is not permitted on Static Display of Aircraft.
Segways can be used on property by persons with disabilities. Use of Segways at the static display is only permitted with prior permission from Show Management.
Chalet structures must remain a minimum of 15 ft from the edge of the exhibitor’s purchased exhibit space. Setbacks greater the 15ft may be required where chalets utilities and service lanes may not fit within the standard 15ft setback.
RVs, trailers and motor coaches must remain at least 10 ft from the edge of the exhibitor’s purchased exhibit space.
Any booth decoration greater than 48 inches high (not including banner flags) must be setback at least 5 feet from the edge of the exhibitor’s purchased exhibit space. Items falling under this rule include but are not limited to company branded signage, entrance units/arches, truss systems, walls/screens, and planter boxes.
Atlantic Aviation cannot accept or store shipments in advance of the NBAA-BACE Convention. Any shipment that arrives at Atlantic Aviation prior to the targeted move-in dates will be refused. The unloading and delivery of all materials and equipment from Atlantic Aviation 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.
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.
Exhibitors shipping in advance of the show will ship directly to the Freeman advance warehouse up until September 30, 2018.
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.
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.
All smoking, including electronic or vapor cigarettes, is prohibited at NBAA-BACE.
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 3:00 p.m. on Thursday, October 18 will lose their priority standing for the indoor exhibit space lottery for 2019 NBAA-BACE.
No support vehicles of any kind may access the static display area.
Tents, Chalets & Hospitality Structures
Tents and chalets are permitted pending approval by NBAA, whose ruling shall be final. Absolutely no nailing, drilling, hammering, tacking or affixing in any manner to the ramp is permitted. Final location of tents larger than 400 sq ft must be shown on stand drawings pending approval by NBAA prior to the start of construction.
All tents and chalets must be ordered from AEM International. Die to insurance and building permit limitations third party tent companies are not permitted to set up any tent in space controlled by NBAA.
EZ-UP and/or folding frame tent awnings are never permitted at the NBAA Static Display.
NBAA defines any chalet as: A tent, structure, or vehicle used for hospitality and/or private meeting space that is greater than 400 sq ft of occupied or covered space. Any outdoor raised deck that is greater than 3 inches high (including any railing) shall have its overall area added to the chalet space calculation. Any RV or trailer with a retractable awning shall add the size of the awning to the chalet space calculation. Any RV or trailer with a slide out options shall add the depth of the slide out to the chalet space calculation. In some situations, tents or structures smaller than 400 sq ft are considered chalets. Situations may include but are not limited to, tents with hard walls and doors, installed flooring systlems, tents that require early set-up times (prior to aircraft arrivals), the use of two or more smaller tents to create one larger tent greater than 400 sq ft.
Eligibility for Static Display Chalets
Priority One exhibitors – Original airframe manufacturers
- Permitted to reserve chalet spaces greater than 1,500 sq ft.
- Exhibitor must also occupy a minimum indoor exhibit size of 2,500 sq ft at the Orange County Convention Center to qualify for chalet spaces greater than 1,500 sq ft.
- Priority One exhibitors with less than 2,500 sq ft of OCCC exhibit space are limited to chalets less than 1,500 sq ft.
Priority Two Exhibitors
- Permitted to reserve chalet spaces up to 1,089 sq ft.
Priority Three Exhibitors
- Permitted to reserve chalet spaces up to 1,500 sq ft.
All chalets are required to have a minimum setback of 15 ft from the exhibit boundary. This setback allows for the placement of generators and air conditioning units within the exhibitor’s assigned space. Greater setbacks may be required where chalets utilities and service lanes may not fit within the standard 15ft setback.
Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
For the safety of attendees, flying objects, including unmanned aircraft systems (UAS), remote-controlled aircraft and helium balloons, are not permitted in the Orange County Convention Center or at the static display at the 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.
Video Walls, Projection Screens & Jumbotrons
The use of any external video screen, projection screen or combination of screens that exceed 80 inches measured diagonally must be approved by NBAA management. These types of devices can present a hazard to navigation for aircraft and the use of which must be considered on an individual case by case basis. Please submit a written request complete with a stand drawing indicating the location of the screen, direction of the viewing surface and the expected operation times. The use or testing of video projection or video wall equipment is strictly prohibited from sunset to sunrise. Requests for use of external video devices may be sent to Tracy Tippett, Static Display Manager at NBAA firstname.lastname@example.org or Joe Hart, Director of Static Display at NBAA email@example.com.
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 and EAC’s requiring trash receptacles larger than a 35 galling trash cans may order larger receptacles and or dumpsters through Freeman.
Loose Gravel may not be used for weighting decorative elements. Gravel and sand used for weighting must remain in containers so as not to become a hazard to aircraft. Any Sand, Gravel or Mulch that is dropped on ramp surface must be cleaned up by the exhibitor or a charge for cleaning services will be made.
Review Additional Exhibitor Rules
Any person who attends an NBAA convention, conference, seminar or other program grants permission to NBAA, its employees and agents (collectively "NBAA") to record his or her visual/audio images, including, but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and, without notifying such person, to use his or her name and such images for any purpose of NBAA, including advertisements for NBAA and its programs.