Aircraft Display Exhibitor Rules – 2022 NBAA-BACE

Review the review that apply to 2022 NBAA-BACE exhibitors with aircraft on display at Orlando Executive Airport. Aircraft display exhibitors must abide by all NBAA-BACE rules, including the general exhibitor rules and the NBAA-BACE Exhibitor Contract Terms & Conditions and any additional rules published in the Exhibitor Service Kit.

• Aircraft Arrivals
• Aircraft Auxiliary Power Units (APUs)
• Carpeting
• Catering
• Decorations
• Demonstration and Presentation Flights
• Drawing/Layout Approval
• Electrical Equipment & Service
• FBO/Ground-Handling Agent
• Fencing
• Insurance
• Labor
• Internet/Telephone Service
• Move-In Procedures
• Move-Out Procedures
• RVs, Trailers and Mock-ups
• Security
• Setback Requirements
• Shipping/Storage
• Support Vehicles
• Tents, Chalets & Hospitality Structures
• Video Walls, Projection Screens & Jumbotrons
• Waste Removal

Aircraft Arrivals

To manage the large number of aircraft arrivals, NBAA will assign arrival windows for all aircraft arriving on Sunday, Oct 16, 2022. Arrival windows are normally 30-60 minutes. The parking position of the aircraft within the aircraft display will determine which arrival window each aircraft must meet. Aircraft failing to arrive during their assigned window may be denied placement in the aircraft display.

To further assist NBAA in planning, exhibitors must complete and return the Aircraft Arrival Information Form to NBAA no later than Friday, Aug. 26, 2022. While some information, such as specific tail numbers or type of aircraft, may not be known by Aug. 26, it is important that NBAA knows the scope of your display. If the specifics are not known, indicate the general type of aircraft (e.g. light, mid, large jet, turboprop).

Aircraft Auxiliary Power Units (APUs)

Aircraft auxiliary power units (APUs) are not permitted to run during show hours or 30 minutes after arrival to 30 minutes prior to departure without specific permission from NBAA-BACE Management.

Carpeting

• Exhibitors must use a low-tack, low-residue carpet tape with any carpet that is being laid directly on the airport ramp.
• Any damage to the ramp that is caused by carpet tape, including but not limited to sticky residue, adverse stains or damage to airport striping, will be repaired at the exhibitor’s expense.

Catering

NBAA has named the following companies as the official caterers for the 2022 NBAA-BACE aircraft display:

Puff-n-Stuff
Heidi Brice
heidi@puffnstuff.com
407-398-6301
puffnstuff.com

TPi Event Solutions
Abby Thomas
abby@tpieventsolutions.com
252-671-1062
www.tpieventsolutions.com

Exhibitors may choose to use a caterer of their choice as an exhibitor appointed contractor (EAC) provided the following items are submitted by Aug. 22, 2022:

• Exhibitor-completed Notification of Intent to Use Exhibitor Appointed Contractor (EAC)/Stand Builder
  EAC-completed Exhibitor-Appointed Contractor (EAC) Application/Contract and uploaded copy of their Certificate of Insurance (COI)
• All third-party caterers must follow the NBAA-BACE rules and regulations and are required to use any exclusive service providers for additional services that they require (electrical, tents, etc.).

Review the 2022 NBAA-BACE Exhibitor Appointed Contractor (EAC) rules.

Decorations

• Exhibitors are encouraged to decorate their aircraft 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 an outdoor environment where extreme weather conditions may occur with little or no notice. Any decorations that have the potential of 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.

Demonstration & Presentation Flights

Aircraft displayed on the aircraft display are prohibited from conducting demonstration or presentation flights at any time while the aircraft is on aircraft display.

Drawing/Layout Approval

• Aircraft display exhibitors are requested to develop scaled plans of their displays and submit the plans to NBAA for final approval. 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.
• Layouts should illustrate aircraft positioning with respect to neighboring exhibitors and aisles. All chalets, tents, structures, mock-ups and other exhibit elements should be included in layouts.
• Exhibitors with tents that are 900 square feet or larger must send final interior design plans to NBAA and AEM International no later than Friday, Aug. 5, 2022. Interior plans will be submitted to the local building authorities for final approval.
• Any additional costs for complying with local building permit requirements are the responsibility of the exhibitor. Costs may include, but are not limited to: Life Safety Plans, licensed architect review fees, additional exit requirements, modifications to internal design to meet life safety requirements, emergency exit signs and lighting.
• NBAA will coordinate with the City of Henderson building department and fire marshal for final approval.

Electrical Equipment & Service

Freeman is the designated and exclusive supplier for all electrical service and installation labor at the aircraft display. Electrical service is available from 110v to 480v. Order forms will be provided in the Exhibitor Service Kit.

FBO/Ground-Handling Agent

NBAA does not recommend any one FBO. Contact information for the two FBOs located at Henderson Executive Airport is as follows:

Atlantic Aviation
NBAA-BACE Aircraft Display Host
400 Herndon Avenue
Orlando, FL 32803
Tel: 407-894-7331
Toll-free: 800-894-7331
ARINC: 131.257

SheltAir Aviation Services
321 N. Crystal Lake Drive
Orlando, FL 32803
Tel: 407-896-2799
Toll-Free: 800-449-1316
ARINC: 131.60
Email: info-orl@sheltairaviation.com

Fencing

• Fencing is often used to design an exhibitors space. To prevent the fence from being blown over, all fences must be constructed/installed with sturdy bases or other supports.
• Fencing that continues to blow over will be considered a nuisance and safety hazard and therefore must be removed by the exhibitor.

Insurance

All exhibitors at the Aircraft Display 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 Aug. 26, 2022:

• 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
• For exhibitors that will own or operate any motor vehicles inside the Aircraft display area, 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.; Freeman Decorating; Orange County Convention Center; Orange County Aviation Authority and 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

• High-speed internet service will be available at Orlando Executive Airport. Order forms are available in the Exhibitor Service Kit.
• Telephone service is not available.

Labor

• Facilities do not use uniform national rules.
• At the outdoor aircraft display, an exhibitor may “hand carry” 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 loading dock/freight door areas.
• The Teamsters local union, hired through Freeman, 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 the general contractor (labor order forms available in the exhibitor service kit) or through an exhibitor appointed contractor.
• Stagehands are responsible for all A/V. Freeman is responsible for all rigging, including hanging signs.

Hand Carry

• 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 Orlando Executive Airport and NBAA.
• Freeman will receive and store exhibits and deliver them directly on set-up days. Freeman will also remove empty crates, provide storage during NBAA-BACE and return crates on dismantling day.

Move-In Procedures

Targeted Move-in

With prior approval and coordination with NBAA, Exhibitors with large displays (over 100,000 sq. ft of ramp and/or tents larger than 1,000 sq. ft can begin set up as early as Tuesday, Oct. 11, 2022, at 12:00 p.m.

Approval needs to be granted by NBAA show management and arrangements need to be made with Freeman for checking in onsite.

General Move-in

Times for general move-in are as follows:

Exhibitors requiring additional set-up time are required to hire security for any times that are not during official set-up hours, typically 8 a.m. – 5 p.m.

Move-Out Procedures

• Tear down of exhibits will not be permitted until 3 p.m. on Thursday, Oct. 20, 2022 – show closing.
• Aircraft on aircraft display must remain in place until 3:30 p.m. on Thursday, Oct. 20, 2022.
• Beginning at 3:30 p.m. aircraft will be moved into position to depart.
• Due to the high volume of traffic departing the Orlando area on Thursday, Oct. 20, 2022, FAA ATC delays should be expected.
• To expedite the teardown, aircraft departing on Thursday should be fueled prior to being placed on the display.
• Aircraft that need fuel on Oct. 20, 2022, may experience substantial departure delays.

Move-out Schedule

• Freeman will begin returning empty containers as soon as all aircraft are removed from the aircraft display. The entire process will take approximately 5 hours.
• To ensure all exhibitor materials are removed from the aircraft display by the exhibitor move-out deadline please have all carriers check-in by 10:00 a.m., Saturday, Oct. 22, 2022.
• The aircraft display area must be left in the same condition as it was before move-in. Exhibitors and their EAC’s are to make cleaning arrangements through Freeman in advance to remove buildup of trash, debris, materials, etc., from their aircraft location.

Tear down for aircraft-only exhibits or exhibits with tents 400 sq ft or smaller

• At the close of the show at 3:00 p.m. on Thursday, Oct. 20, 2022 exhibitors should start moving their exhibit materials out of the tent.
• Exhibit material and furniture must be consolidated and staged behind the aircraft.
• Once the tents are cleared AEM International will dismantle the tent and clear a path for aircraft towing.
• Any third party (EAC) furniture, carpet, or exhibit decorations must be picked up by the third party by 6:00 p.m. that day. Any items remaining on the ramp after 6:00 p.m. will be moved by Freeman and placed into storage. Exhibitors will be billed for the cost of removing these items.

Tear down for chalet exhibits

• At the close of the show at 3:00 p.m. on Thursday, Oct. 20, 2022. Exhibitors should start moving their exhibit materials from the front of the aircraft.
• Exhibit material and furniture must be consolidated and staged behind the aircraft to allow for towing operations.
• Chalet internal decorations and wall systems must be removed from the chalet no later than 3:00 p.m. on Friday, Oct. 21. Items removed from the chalet must be staged on the ramp at least 30 ft from the chalet.
• Once the internal components are removed AEM International will begin the removal of the chalet.

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. Any signage not directly attributed to the exhibiting company must be removed.
• No vehicles are permitted to run their engines or onboard generators to power electrical/cooling systems during show hours. Exhibitors must use external electric sources to run these systems during show hours.
• Storage trucks and trailers are not permitted on the aircraft display unless they contain walk-through displays, such as mock-ups, or are outfitted as a business office.
• RVs and trailers exceeding 400 square feet of occupied space are considered chalets and will be charged at the appropriate chalet space rate. Bump-outs and awnings are used to calculate the overall size.
• 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. Drivers must be available to move or reposition these vehicles immediately at 3 p.m. on Friday, Oct 14, 2022, to allow for aircraft movements.

Security

During NBAA-BACE, a limited amount of perimeter security staff will be provided for the aircraft display. Notwithstanding the foregoing, NBAA 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 aircraft display from 7 a.m. on Sunday, Oct. 16, 2022, to 9 p.m. on Friday, Oct. 21, 2022.

Setback Requirements

• Chalet structures must remain a minimum of 15 feet from the edge of the exhibitor’s purchased exhibit space.
• Small tents under 400 square feet must be set back 5 feet from the edge of the exhibitor’s purchased exhibit space.
• Banners and flag bases must be positioned so the flag or banner does not extend over the aisle due to wind conditions.
• Fence supports must be positioned inside of the exhibitors purchased space. Bases and supports may not be installed in the aisles or service areas.
• RVs, trailers and motor coaches must remain at least 10 feet from the edge of the exhibitor’s purchased exhibit space. For RVs and trailers, the 10-foot setback is measured from the edge of the exhibitors space to the nearest part of the trailer (e.g. bump-outs or awnings).

Shipping/Storages

Orlando Executive Airport cannot accept or store shipments in advance of NBAA-BACE. Any shipment that arrives at Orlando Executive Airport prior to the targeted move-in dates will be refused.

The unloading and delivery of all materials and equipment from Orlando Executive Airport 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 Atlantic Aviation and NBAA. Freeman will receive and store exhibits and deliver them directly on set-up days. Freeman will also remove empty crates, provide storage during NBAA-BACE and return crates on dismantling day.

Advance Warehouse

• Exhibitors shipping in advance of the show will ship directly to the Freeman advance warehouse up until Oct. 12, 2022.
• Shipments made directly to the aircraft display at Orlando Executive Airport will only be accepted starting Oct. 14, 2022.
• Labels will be provided in the Exhibitor Service Kit.

Support Vehicles

No support vehicles of any kind may access the Aircraft display area.

Tents, Chalets & Hospitality Structures

• All tents and chalets must be sourced from AEM International, the exclusive tent supplier for the 2022 NBAA-BACE.
• 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 square feet must be approved by NBAA prior to the start of construction.
• EZ-up or collapsible frame tents are not permitted at NBAA-BACE.
• All chalets are required to have a minimum setback of 15 feet from the exhibit boundary to allow for the placement of generators and air conditioning units within the exhibitor’s assigned space.

Video Walls, Projection Screens & Jumbotrons

The use of any external video screen, projection screen or combination of screens 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. Some video displays may be restricted to daylight use only so as not to interfere with airport operations.

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 Joe Hart, Director of Aircraft Displays, jhart@nbaa.org.

Waste Removal

• NBAA will provide containers and dumpsters for general waste removal. Exhibitors and EACs must keep the exhibit space in a clean, orderly fashion.
• The aircraft display is located in close proximity to active airport areas and blowing debris can cause aircraft damage and dangerous operation conditions. Exhibitors or EACs who fail to control blowing debris will be charged an hourly cleaning fee until the debris is under control.
• Exhibitors with bulk or construction waste should contact Freeman for a quote on the per cubic yard dumpster fee. Carpet and carpet padding will be disposed of separately.