All exhibitors and co-exhibitors at the 2020 Schedulers & Dispatchers Conference must be members of NBAA, current on all accounts with NBAA, and paid in full for exhibit space in order for space to be assigned. By submitting the application for exhibit space, the exhibitor agrees to abide by the rules and regulations below as well as the exhibitor contract terms. In fairness to all participants, exhibitors found in violation of NBAA rules and regulations will be required to make necessary changes on site at the exhibitor’s expense.
If satisfactory changes cannot be made, NBAA reserves the right to terminate any and all rights to the exhibit space, and the exhibitor will forfeit all fees paid. Violating exhibitors will be ineligible for the Priority-One through Four lotteries in 2021.
- Types of Exhibits
- Space Assignment
- Exhibits Contained Within Purchased Space
- Priority for Space Assignment and Lottery Process
- Booth Space Confirmation
- Co-exhibitors/Companies Sharing Exhibit Space
- Exhibitor On-Site Booth Display Rules
- Exhibitor Hospitality Events
- Grand Prize Luncheon
- Ambassador Volunteers
- Cancellation Policy
- Official Service Contractors
Types of Exhibits
Exhibits will be limited to products or services directly involved with scheduling and dispatching business aircraft and supporting flight operations. NBAA reserves the right to deny space to any company whose products or services are not appropriate to business aviation.
NBAA makes every effort to accommodate each applicant’s preferred location. The live booth selection process will enhance the transparency of the booth selection process. Exhibitors who have submitted an application by the July 19, 2019, priority lottery deadline will receive notifications in August, providing an assigned time to call-in to select a booth. (This date/time is randomly assigned by a computer program.) Applicants will see the available booth spaces online and be able to select the best available space remaining. Priority One exhibitors will be assigned the earliest call-in dates/times, followed by Priority Two, then Priority Three, then Priority Four. If you are unable to make your assigned date/time, you will be provided a form to assign a proxy.
If a company holds multiple active memberships with NBAA, they may purchase booths for each membership they hold. All exhibit applications must be accompanied by payment in full and are non-refundable. A company holding multiple memberships and requesting multiple booths may request that those booths be located next to each other only if they are in the same priority category during placements. Please note that this does not mean that the booths may be linked together. The dividing pipe and drape between the two booths must remain in place and booths structures may not extend from one booth to the next. Each booth must remain separate.
Exhibits Contained Within Purchased Space
All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Exhibits must not project beyond allotted space. Exhibits may not exceed the 8-foot high drape. Normal aisle traffic cannot be interfered with at any time.
Priority for Space Assignment and Lottery Process
Exhibitors will be assigned their priority category based on the following criteria. To be eligible for participation in the priority lottery, exhibit applications and full payment must be received by NBAA no later than July 19, 2019.
Priority-one exhibitors are those companies that select the premium placement option. Within that group, exhibitors that have exhibited at the NBAA Schedulers & Dispatchers Conference on a continuous basis for at least ten years will be assigned their online placement times ahead of other priority-one exhibitors.
Priority-two exhibitors are those companies that have exhibited at the NBAA Schedulers & Dispatchers Conference on a continuous basis for at least ten years.
Priority-three exhibitors are those other companies whose applications and payments are received by the July 19, 2019, deadline.
Priority-four exhibitors are those companies whose applications or payments are received after the July 19, 2019, deadline. Priority-four exhibitors will be placed in the order in which payments are received once exhibitors in priority one, priority two and priority three have been placed.
Booth Space Confirmation
Priority-One, Two, Three and Four exhibitors will be notified of their official booth placement by September.
Exhibitor badges are required for exhibitor access to the exhibit hall. Exhibitors may use their badge allotment for exhibit staff, exhibitor guests and EACs as they choose. Each exhibitor is allocated two exhibitor badges for each standard 10-ft by 10-ft booth space and one additional exhibitor badge for each premium 10-ft by 10-ft booth space. Registration includes entrance to all education sessions; continental breakfasts, lunches, morning and afternoon energy breaks; and the Tuesday evening welcome reception. Additional exhibitor badges for exhibit booth personnel are available for $715 per badge.
Once booth space is confirmed, exhibitors will be sent information on registering exhibit booth personnel online. Name substitutions for exhibitor badge registrations are permitted prior to badges being issued.
Once issued, badges are non-transferable and may only be used by the individual named on the badge. NBAA may remove from the event, and deny reentry to, any individual who is found to have sold, lent or otherwise transferred a badge or who uses another individual’s badge to access the event.
Random identification checks will be instituted.
Exhibitors should not schedule meetings in their booths with attendees without exhibitor badges before or after show hours.
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 $3,200 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.
Exhibitor On-Site Booth Display Rules
- All booths must be set by 2 p.m. on March 10, 2020.
- Banner stands and other signage higher than the 3-ft side drape must be placed 4-ft back in the booth so as to not block an attendees line of sight to the next booth.
- Nothing in the booth may be over 8-ft high (the height of the pipe and drape). For 20-ft x 20-ft booths nothing may be over 12-ft high.
- 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.
- Flammable materials (e.g., bunting, tissue paper, crepe paper) are not permitted within the exhibit booth.
- No balloons, remote-controlled vehicles or piñatas of any type are allowed in the booth.
- No alcohol is allowed to be served in booths.
- No sounds may be used to entice people to booths or exceed 80 decibels (e.g. horns, whistles, bells, etc.).
- No live animals are allowed on the show floor (with the exception of service animals).
- No giveaways or props may be flown in the exhibit hall (e.g. paper airplanes, balls, etc.).
- Exhibitor prize drawings may only be held during the designated exhibit hours, not during education session times.
- Exhibitors may not tear down exhibits prior to 4 p.m. on Mar. 12, 2020.
- Exhibitor photos may not be taken from ladders or stop the flow of aisle traffic. All exhibitor photographers must check in with show management if they were not registered to attend the Conference.
- The dress code for the NBAA Schedulers & Dispatchers Conference is business casual, both on the exhibit floor and in the education sessions.
- Exhibitors may not distribute materials booth-to-booth or outside of their of their assigned exhibit space.
- Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees, and man their booth at all times.
- All wooden or other material structure booths must send stand drawings to NBAA by Jan. 1, 2020 (ceilings are not permitted).
- Exhibitors using an EAC for load in/out must submit a request and complete the EAC Contract with proof of Insurance. All EAC’s must sign in onsite daily at registration.
Exhibitor Hospitality Events
NBAA requests that exhibitors not schedule hospitality events during any NBAA hosted event. NBAA events and sessions will conclude by:
- 9 p.m. on Tuesday, March 10
- 5:30 p.m. on Wednesday, March 11
- 5:30 p.m. on Thursday, March 12
- 5 p.m. on Friday, March 13
Grand Prize Luncheon
Exhibitors are invited to participate in Friday’s “Grand Prize Luncheon” by donating a prize or gift to be given away during the luncheon. During the conference, participating exhibitors (those who have donated a prize or gift) collect business cards from attendees as they visit their booth. Prior to the luncheon on Friday, participating exhibitors will select four business cards – one as the winner and three extra in the event of the original winner is not present at the luncheon or has already won another prize. Note: conference rules require that winners be present to win. As attendees finish lunch, participating companies will assemble at the stage. One representative from each company will announce their winner at the podium. Once the winner is identified, the company representative will step off the stage to present the winner with his or prize. Participating companies are asked to submit descriptions of their prizes to NBAA by March 6, 2020, and to bring their prizes to the Grand Prize Luncheon on Friday, March 13, 2020.
Submit your prize details through the online form.
- Exhibitors may contribute only one prize per company.
- All paid attendees and all exhibitors are eligible to participate in the prize drawings.
- Attendees may win only one prize during the Grand Prize Luncheon.
- Attendees may not refuse a gift in order to wait to see if they win another prize.
Attendees of the Schedulers & Dispatchers Conference affirm that volunteers are an important component to the conference’s success. The Ambassador Volunteer program is comprised of exhibitors who have attended past conferences. Ambassadors assist throughout the week by lending a hand to help the anticipated 2,900 attendees navigate their way around the conference. Exhibitors may sign up to be Ambassador Volunteers during the registration process, or send an inquiry to email@example.com.
NBAA has a long-standing policy of no refunds for cancellations at any time. Due to the increasing demand for booth space at the Schedulers & Dispatchers Conference, exhibitors must pay in full in order to retain exhibit space. If NBAA does not receive complete payment by the stated deadlines, the association will assume that the exhibitor has canceled the space.
Official Service Contractors
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 to be distributed in mid-October 2019) as Official Service Contractors. NBAA 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 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.
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.