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
• 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
• Vehicles
• 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:

Maximum combined total number of badges provided at no charge to exhibitors is 100.

• Exhibitors may order additional badges online in advance for customers, company guests or staff for $110 each.
• 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 security wristbands.
• All badges will be held for on-site pickup. No badges will be mailed in advance of NBAA-BACE.
• Co-exhibitors are not allocated badges and should arrange with their primary exhibitor.

Exhibitor badges allow access onto the show floor on show days at 7:00 a.m. daily. Attendee badges allow access only during show hours. Exhibitors should not schedule meetings in their booths with attendees without exhibitor badges before or after show hours.

Booth Events

Exhibitors are encouraged to host customer events at their booths on show days. If you plan to host an event for badged attendees on Tuesday, Oct. 22 or Wednesday, Oct. 23, prior approval must be obtained from NBAA by submitting the NBAA-BACE Exhibitor-Hosted Booth Event Approval Request Form. Please submit form by Aug. 30, 2019.

New for 2019: Exhibitors hosting events at their booths that extend beyond show hours will be required to pay a nominal fee to cover the costs for security and lighting. Fee: $500

Exhibitor events must be planned to ensure that all catering and guests fit within their purchased exhibit space.

Security Requirements for Exhibitor Events

All exhibitors hosting at-booth events must provide for the appropriate level of security to ensure that aisles remain passable and that guests stay within the exhibitors’ exhibit areas.

Security should be hired to begin 15 minutes prior to the event’s start and to conclude 15 minutes after the event ends. Booth events will not be approved unless security has been ordered.

Event SizeSecurity Requirement20-50 guests anticipated at peakOne security guard50+ guests anticipated at peakOne security guard for every 50 people

Security guards must be hired through NBAA’s official security company:

Century Security & Event Staffing, Inc.
Tel: 702-262-7851
Email: dcampos@centurytradeshow.com

Once your event is approved, an event confirmation will be sent to you.

Booth Rules

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.

Please view the Booth Regulation Visuals

Inline Exhibit Space

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/or along its back wall.

Inline booths include:

• 8 ft-high blue draped back wall
• 3 ft-high side rails with blue drape
• 7 in-by-44 in standard booth identification sign
• 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 5 ft from the
  back wall of the booth to the front in order to permit a clear view from booth to booth.
• Exhibitors are required to provide floor covering for their own exhibit space; NBAA provides aisle carpet only.
• Only carpet tape is permitted.
• No storage of materials of any kind is allowed behind booths or near electrical service.
• Materials necessary to supply the exhibit should be limited to a one-day supply and stored neatly within the purchased space.
• Exhibitors in corner inline stands must ensure that unfinished elements from their stand are not visible from the aisle.
• Exhibitors may order end panels or “masking” from Freeman or may provide a professional appearing alternative on their own

Raw & Island Exhibit Space

All raw stand exhibitors, including inline raw exhibitors, must include their booth number on the front of their booth.

Exhibitors in corner inline stands must ensure that unfinished elements from their stand are not visible from the aisle. Exhibitors may order end panels or “masking” from Freeman or may provide a professional appearing alternative on their own.

Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA management.

Hanging Signs & Truss Lighting

Exhibitors, with the exception of inline booths, can use truss lighting but must be approved prior by show management.

With the exception of perimeter booths and the indoor static display, exhibitor signs and other materials may not be attached to the ceiling or overhead beams of the Las Vegas Convention Center.

Island space exhibitors may use truss lighting, but all hanging elements must receive prior approval from NBAA.

Spotlights can be attached to the ceiling if they are focused on the display and do not interfere with other exhibits.  Spotlights must remain within booth space and not extend into aisles. Exhibitors are permitted a maximum of four security rigging points.

The majority of the ceiling heights inside the LVCC North and Central Exhibit Halls are 35 ft. There are some areas located in the Central Hall (C1 and C2) where the ceiling drops to 25 ft, and other areas in the North Hall where the ceiling drops to 24 ft. These drops are noted on the floor plan highlighted in yellow.

Freeman is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Las Vegas 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 Aug. 30, 2019.

Security Rigging Points

Raw exhibit space exhibitors may 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 receive prior approval from NBAA before ordering rigging from Freeman.

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

Freeman is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Las Vegas Convention Center.

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 Aug. 30, 2019.

Non-perimeter Peninsula Booth

A non-perimeter peninsula booth is at least 20 ft by 20 ft and is positioned back to back with an adjacent exhibitor.

Maximum height of exhibit materials, components and identification signs, provided written approval is requested from NBAA by Aug. 30, 2019:
Exhibitors in corner inline stands must ensure that unfinished elements from their stand are not visible from the aisle.
Exhibitors may order end panels or “masking” from Freeman or may provide a professional appearing alternative on their own.

• Main aisle location – 15 feet
• Non main aisle location – 20 ft

Non-perimeter peninsula booths are permitted to contain perimeter wall structures with approval by NBAA management.

Perimeter wall structures may be unfinished on sides not visible to attendees.

Non-perimeter peninsula booths are 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 booths may require fire watches, smoke detection devices, fire extinguishers and multiple exits as required by fire prevention officials.

A stand drawing including dimensions, orientation and any hanging components must be submitted for approval prior to Aug. 30, 2019.

Multilevel and Covered Booths

Multilevel and coved booths are permitted in all raw island space exhibitors subject to approval by NBAA and the LVCC.

Exhibitor with multilevel covered booths must submit stand drawings for approval in advance for approval to both NBAA via the online stand drawing portal and to the LVCC:

LVCVA
Attn: Kevin Aivaz, CEM, CSEP
3150 Paradise Road
Las Vegas, NV 89109
Email: kaivaz@lvcva.com
Tel: 702-892-0711

Drawings must be scaled, signed and dated by a registered architect or engineer and include the following:

• Show name and date
• Exhibitor company name
• Booth number
• Directional information
• Maximum number of occupants allowed
• A structural engineer’s stamp certifying that platforms can bear the maximum occupant load
• Maximum exhibit height within the booth
• Rise and run/tread of steps

Covered booths 300 sq. ft and less will be required to have battery-operated smoke detectors.

Multilevel booths, regardless of size, and covered booths greater than 300 sq. ft will require fire watches, smoke detecting devices, multiple exits, etc., as required by fire prevention officials.

Exhibitors are not allowed to penetrate the facility floor.

Multi-level or covered areas are required to be limited to dimensions which do not exceed 1,000 sq. ft in contiguous area.

All materials used in the construction of multi-level 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 Decks of Multi-level Exhibits, 300 sq. ft. or Larger

Upper decks of multi-level exhibits, 300 sq. ft. or larger, shall meet the following requirements:

• Upper levels 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 levels.
• If second level is to be occupied and greater than 300 sq. ft, 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.

Exhibits with Covered Space 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 extinguishers 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 LVCC Fire Prevention Office for prior 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 LVCC 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 LVCC Safety Office staff member in case of emergency. During non-show hours, the contracted show security meets this requirement.

Submitted plans must include:

• Event name: 2019 NBAA-BACE
• Booth number
• Stand dimensions
• Orientation
• Hanging sign and truss lighting, if applicable

Carpeting

In the exhibit halls, NBAA management carpets aisles only. In the North hall, aisle carpet color is Midnight blue; in the Central hall, aisle carpet is Tuxedo.

All exhibitors are responsible for providing floor covering for their entire exhibit space.

Only carpet tape is permitted.

Note: If flooring is not installed by 3 p.m. on Monday, Oct. 21, 2019, and NBAA has not been notified of a late arrival, exhibit space will be carpeted by show decorator at the exhibitor’s expense.

Catering

Centerplate is the exclusive catering provider in the Las Vegas Convention Center. Exhibitors may not dispense food or beverages of any kind, including bottled water, without written permission from the LVCC and Centerplate. Food and beverage menus and order forms will be included in the Exhibitor Service Kit. Food or beverages purchase outside of the Las Vegas Convention Center may not be brought indoors and consumed within the building.

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.

Children

NBAA-BACE is a business event. Exhibitors are requested to kindly advise their salespeople and customers that children under 12 are never permitted on the Las Vegas 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.
  

Note: Thursday, Oct. 24 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 NBAA’s 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 and trash removal.

Exhibitors must keep their displays neatly organized. Order forms for cleaning services will be provided in the Exhibitor Service Kit.

• Please note that the exhibit hall will be quite dusty until the end of move-in on Monday, Oct. 21 when carpet is laid.
• Exhibitors are advised to conduct any final booth cleaning late on Monday, Oct. 21 or prior to show opening on Tuesday, Oct. 22 at 10 a.m.
• Inline exhibitors are also reminded that if they wish to have their stands cleaned on a daily basis, this service must be ordered from Freeman.

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.

Exhibitors must register all co-exhibitors online by Aug. 30, 2019.

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 $3,425 per company, per stand and/or a minimum of $3,425 per company, per static display space.

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.

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 Las Vegas 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 on the static display.
• Damages to the Las Vegas 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.
• Please be mindful of other exhibitors and events that are located near your stand.

Direct Selling

• Direct selling on the Las Vegas Convention Center 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 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 by August 30, 2019.

Please refer to the Booth Rules to see a detailed list of rules for your exhibit space prior to designing your space to be sure that it complies with show rules.

All exhibitors, even those using the same booth as in previous years, must submit stand drawings for prior approval.

Stand drawings must include the following:

1. Exhibitor name and stand number
2. Rendering packet, including back view
3. Technical Drawings
4. Stand dimensions (heights, widths, and lengths of hard walls, including glass)
5. Orientation (label surrounding stand numbers)
6. Safety Rigging
7. Hanging Signs, if applicable (Permitted in perimeter locations only)
8. Lighting trusses
9. Directional information
10. Maximum exhibit height within booth

Download the Booth Regulation Visuals

Note: Exhibitors who have not received prior approval for their stand drawing may be delayed upon move in

All island stands are required to 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.

In addition, all multilevel and covered exhibits must submit stamped engineered floor plans, which show rise and run/tread of steps for approval to:

LVCVA
Attn: Kevin Aivaz, CEM, CSEP
Email: kaivaz@lvcva.com
Tel: (702) 892-0711

Electrical Equipment and Service

Freeman is the exclusive provider of electrical services at the Las Vegas 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.
• 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.
• 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.

Additional information will be provided in the Exhibitor Service Kit.

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.

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:

1. The service to be performed is not listed as an exclusive service;
2. The exhibitor has designated the EAC as their service provider on the NBAA-BACE Intent-to-Use Exhibitor-Appointed Contractor form; and
3. The EAC submits The EAC Application/Contract to NBAA and agrees to abide by all requirements.

Notification

EACs and any of their subcontracting companies must complete the online Exhibitor-Appointed Contractor (EAC) Application/Contract Stand Builder, by Aug. 30, 2019.

Insurance

• • 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 is in addition to sending NBAA a certificate of insurance in by Aug. 30, 2019.
  • We recommend having a copy of the insurance certificate with you on site, if we need to reference listing the LVCC, Freeman and NBAA as the additional insured.
  •  If the requirements have not been met by Aug. 30, 2019, the exhibitor will be required to hire the services of the NBAA-BACE official service contractor, Freeman, for installation and dismantling of their stand.

EAC INSURANCE REQUIREMENTS

EAC agrees to maintain the insurance coverages listed below at all times during NBAA-BACE, including move-in and move-out periods. Evidence of insurance coverage (Certificate of Insurance) must be uploaded by August 30, 2019. These requirements in no way limit the liability of EAC.

WORKERS’ COMPENSATION & EMPLOYERS LIABILITY INSURANCE

• • • WORKERS’ COMPENSATION

Statutory as per the respective state or country

• • • EMPLOYERS LIABILITY

Bodily Injury by Accident ($100,000 each accident); Bodily Injury by Disease ($100,000 each employee & $500,000 policy limit). Employers Liability coverage must include coverage territory provisions to
include the territories for which the event will take place.

COMMERCIAL GENERAL LIABILITY INSURANCE
EAC must maintain 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. This insurance must be primary and non- contributory to any other insurance coverage and EAC must obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Las Vegas Convention Center and Visitor’s Authority; and Freeman must each be named as additional insured.

AUTOMOBILE LIABILITY INSURANCE
EAC that owns or operates any vehicle at the LVCC must maintain automobile liability insurance with limits in an amount adequate to cover all of their motor vehicles at the LVCC, but not less than $500,000. This insurance must be primary and non-contributory to any other insurance coverage and EAC must obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Las Vegas Convention Center and Visitor’s Authority; and Freeman must each be named as additional insured.

INDEMNIFICATION; ASSUMPTION OF RISK
EAC shall indemnify Show Management and each Facility, and their parent and subsidiary companies, shareholders, officers, employees, agents and contractors, against all losses, damages, claims, demands, actions, penalties, judgments and liabilities (including court costs and reasonable attorneys’ fees) that arise from any acts or omissions of EAC related to NBAA-BACE, including, without limitation, any activities they may be conducting at the Event, or from any breach by EAC of any term of this contract. Exhibitor acknowledges that it assumes full responsibility for any risk of bodily injury, death or property damage or loss arising out of or related to the Event, whether caused by the negligence of Show Management or otherwise. The parties intend that this indemnification and assumption of risk be construed as broadly as permitted by law.

WAIVER OF LIABILITY
Under no circumstances will Show Management be liable for any lost profits or any incidental, special, indirect, punitive or consequential damages of EAC, regardless of whether such losses or damages were foreseeable or Show Management was informed of the possibility of such losses or damages. The maximum liability of Show Management under any circumstances will not exceed the exhibit fee actually paid by Exhibitor to Show Management.

AGREEMENT WITH RULES
EAC agrees to comply with all NBAA-BACE rules and regulations, including those found in the Exhibitor Service Kit, and shall ensure that its actions do not cause an exhibitor to violate the NBAA-BACE rules and regulations or the NBAA-BACE Exhibitor Contract Terms & Conditions.

VIOLATIONS
NBAA may deny the EAC access to NBAA-BACE if EAC fails to comply with the terms of this contract or the NBAA-BACE rules and regulations. NBAA will not be liable to any exhibitor or EAC for any losses that result from an EAC’s failure to comply.

AGREEMENT
By completing the NBAA-BACE Exhibitor-Appointed Contractor (EAC) Form, company agrees to comply with all terms and conditions of NBAA management, as stated within this document, the NBAA-BACE rules and regulations and on the NBAA-BACE website.

Onsite Setup

• • • Must remain within contracted exhibitors space.
    • Must not use common areas, aisles or adjacent exhibitor space as production areas.
    • Drivable carts are not permitted.

Badges

• • • Exhibitors utilizing the services of an installation and dismantling company/EAC during official show hours must provide exhibitor badges for those individuals.
    • Installation and dismantling individuals working other than official show hours are required to wear setup and tear-down wristbands.

Local Labor Jurisdiction

• • • Facilities do not use uniform national rules.
    • In the LVCC, an exhibitor may “hand carry” booth materials provided they do not use any dollies to assist them. When exhibitors choose to “hand carry” their items, they may not be permitted to access the loading dock/freight door areas.
    • The teamsters, hired through Freeman, local union has jurisdiction for the erection and dismantling of all exhibits, unless this work is performed by a full-time employee of the exhibiting company. In this case, the company personnel should carry proper company identification.
    • If full-time company personnel are utilized to set an exhibit, they should carry positive company identification, such as a medical identification card or payroll stub. This rule prohibits the utilization of workers hired from a non- union agency or company.
    • To secure labor, teamsters should be hired through Freeman (labor order forms available in the exhibitor service kit) or through an exhibitor-appointed contractor.
    • Stagehands are responsible for all A/V.

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 Las Vegas 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 Las Vegas Convention Center.
    • For specific fire safety requirements for multi-level and covered exhibits, see Booth Rules.
    • Refer to Electrical Services and Equipment for requirements.

Airplanes and Helicopters

• • • Fixed-wing aircraft and helicopters on display in the Las Vegas 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.
    • The maximum amount of fuel permitted in aircraft flown to the Las Vegas Convention Center display site is the minimum reserve required by Federal Aviation Regulations (FARs).
    • Fuel tanks on aircraft not flown to the Las Vegas Convention Center display site should be empty.

Vehicles

• • • Vehicle keys must be left with Freeman.
    • Fuel tank openings shall be locked or sealed in an approved manner to prevent escape of vapors.
    • Fuel tanks shall not contain more than one-quarter their capacity or more than five gallons of fuel, whichever is less.
    • Batteries must be disconnected.
    • Auxiliary batteries not connected to engine starting system may be left connected.
    • External power is recommended for demonstration purposes.
    • Battery charging is not permitted inside the building.
    • Combustible/flammable materials must not be stored beneath display vehicles.
    • Fueling or de-fueling of vehicles is prohibited.
    • Vehicles shall not be moved during the show and will remain off while freight doors are closed.
    • 36” of clear access or aisles must be maintained around the vehicle.

Insurance

Insurance Requirements for Exhibitors Not Displaying Aircraft

All exhibitors at the Las Vegas 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 Las Vegas 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.; Las Vegas Convention Center and Visitors Authority; and Freeman must each be named as additional insured on the comprehensive general liability and automobile liability insurance.

Certificates of insurance will not be collected in advance for exhibitors not displaying aircraft, however a copy of exhibitor’s insurance certificate demonstrating insurance that meets these requirements must be maintained onsite by exhibitor and must be furnished to NBAA upon request during the event.

The Exhibitor Service Kit may contain additional insurance requirements.

Insurance Requirements for Exhibitors Displaying Aircraft

All exhibitors with aircraft on display at the Las Vegas Convention Center and all exhibitors at the static display of aircraft at Henderson Executive Airport are required to provide NBAA with certificates of insurance evidencing the following by Aug. 30, 2019:

• • • Exhibitors should email their certificates of insurance to: exhibits@nbaa.org.
    • Comprehensive general liability insurance, including broad form contractual liability coverage, with limits of at least $5,000,000 combined single limit, per occurrence, for bodily injury and property damage, at least $1,000,000 for products-completed operations aggregate, at least $1,000,000 for personal and advertising injuries and at least $50,000 for fire damage;
    • Aircraft liability insurance 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 Las Vegas 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. National Business Aviation Association, Inc.; Las Vegas Convention and Visitors Authority; and Freeman its officers, directors, officials, agents and employees 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.

Insurance for EACs/Stand Builders

EAC must submit their evidence of insurance coverage (certificate of insurance/ COI), along with their completed EAC Application/Contract to the NBAA online portal by Aug. 30, 2019.

EAC agrees to maintain the insurance coverages listed below at all times during NBAA-BACE, including move-in and move-out periods. These requirements in no way limit the liability of EAC.

Workers’ Compensation

Statutory as per the respective state or country

Employers Liability

Bodily Injury by Accident ($100,000 each accident); Bodily Injury by Disease ($100,000 each employee & $500,000 policy limit). Employers Liability coverage must include coverage territory provisions to include the territories for which the event will take place.

Commercial General Liability Insurance

EAC must maintain 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. This insurance must be primary and non- contributory to any other insurance coverage and EAC must obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Las Vegas Convention & Visitors Authority; and Freeman must each be named as additional insured.

Automobile Liability Insurance

EAC that owns or operates any vehicle at the LVCC must maintain automobile liability insurance with limits in an amount adequate to cover all of their motor vehicles at the LVCC, but not less than $500,000. This insurance must be primary and non-contributory to any other insurance coverage and EAC must obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Las Vegas Convention & Visitors Authority; and Freeman must each be named as additional insured.

Indemnification; Assumption of Risk

EAC shall indemnify Show Management and each Facility, and their parent and subsidiary companies, shareholders, officers, employees, agents and contractors, against all losses, damages, claims, demands, actions, penalties, judgments and liabilities (including court costs and reasonable attorneys’ fees) that arise from any acts or omissions of EAC related to NBAA-BACE, including, without limitation, any activities they may be conducting at the Event, or from any breach by EAC of any term of this contract. Exhibitor acknowledges that it assumes full responsibility for any risk of bodily injury, death or property damage or loss arising out of or related to the Event, whether caused by the negligence of Show Management or otherwise. 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.; Las Vegas Convention & Visitors Authority; and Freeman its officers, directors, officials, agents and employees 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.

Internet/Telephone Service

Internet service in the exhibit halls will not be provided by NBAA. If internet is needed for an exhibitor’s booth, they must order service through Cox Communications, the exclusive provider of internet and telephone service at the LVCC. Limited Wi-Fi service will be available in the public areas.

Meeting Rooms

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

For more information on meeting rooms, contact NBAA’s Chelsea Cranshaw at 202-742-5251 or ccranshaw@nbaa.org.

Membership

All primary exhibitors and co-exhibitors must be members in good standing of NBAA.
Non-member companies wishing to exhibit or wishing to participate as co-exhibitors must join NBAA before exhibit space can be purchased or shared or before becoming a co-exhibitor.
Exhibitors not paid in full will not be assigned exhibit space.
All exhibitors and co-exhibitors must be current on all accounts with NBAA, and paid in full for their exhibit space, in order to occupy space at the LVCC.

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 Las Vegas Convention Center and static display at Henderson Executive Airport. 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

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.

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

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.

Official Service Partners

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.

Download the official service partners list (PDF)

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.

Security

While NBAA-BACE exhibits are open, a limited amount of perimeter security staff will be provided. Notwithstanding the foregoing, NBAA, Las Vegas Convention Center and Henderson 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 Segways, skateboards, hoverboards, inline skates, roller skates or scooters (either motorized or foot-powered) or any other motorized vehicle is not permitted on LVCC property without the prior approval of show management and the LVCC Convention Services Manager. This includes all non-ADA approved mobility devices.

Shipping/Storage/Access

The Las Vegas Convention Center cannot accept or store shipments in advance of the NBAA Convention. Any shipment that arrives at the Las Vegas Convention Center prior to the targeted move-in dates will be refused.

• • • The unloading and delivery of all materials and equipment from the Las Vegas 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.
    • 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.
    • 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
    • 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 Las Vegas Convention Center and NBAA. Freeman will receive and store exhibits, and deliver them directly to the Las Vegas Convention Center exhibit halls on setup days. Freeman will also remove empty crates, provide storage during NBAA-BACE and return crates on dismantling day.

Smoking

NBAA-BACE is a non-smoking event. Smoking is strictly prohibited at the Las Vegas Convention Center and Henderson Executive Airport. This includes electronic cigarettes, as well as vaping.

Staffing

Exhibit and static display areas must be fully staffed during official exhibit hours.

Exhibitors will be admitted at 7 a.m. each show day for early preparations of displays only. Exhibits must remain staffed and in place through 4 p.m. on Thursday, Oct. 24.

Exhibitors are reminded not to schedule meetings with attendees at their stands prior to show opening on show days.

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 p.m. on Thursday, Oct, 24 will lose their priority standing for the indoor exhibit space lottery for 2020 NBAA-BACE.

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 Las Vegas Convention Center or at the static display at Henderson 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.

Vehicles

• • Max Height – 12 ft.; 30 ft. for Perimeter spaces
  • Hanging Signs/Rigging: Only permitted for vehicles in Perimeter spaces
  • Vehicle keys must be left with Freeman.
  • 36” | 3 ft. of clear access or aisles must be maintained around the vehicle.
  • No part of vehicle (including doors, etc.) may extend into aisles.
  • Freeman must be used to spot vehicle during move in and move out.
  • Vehicle must remain in space after show closing until Freeman notifies exhibitor.
  • Vehicles shall not be moved during the show and will remain turned off while freight doors are closed.
  • Fuel tank openings shall be locked or sealed in an approved manner to prevent escape of vapors.
  • Fuel tanks shall not contain more than one-quarter their capacity or more than five gallons of fuel, whichever is less.
  • Batteries must be disconnected.
  • Auxiliary batteries not connected to engine starting system may be left connected.
  • External power is recommended for demonstration purposes.
  • Battery charging is not permitted inside the building.
  • Combustible/flammable materials must not be stored beneath display vehicles.
  • Fueling or de-fueling of vehicles is prohibited.
  • The unloading and delivery of all materials and equipment from the Las Vegas 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.
  • No balloons allowed- Helium balloons are not permitted in the Las Vegas Convention Center and are not permitted per NBAA Exhibit Rules

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 the Las Vegas Convention Center. 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.

Review Additional Exhibitor Rules

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