Aircraft Display Rules – 2022 NBAA White Plains Regional Forum

To make the 2022 NBAA White Plains Regional Forum a successful event for all participants, aircraft display exhibitors must review and abide by the rules on this page, the Exhibitor Rules, the Exhibitor Contract Terms & Conditions and any additional rules published in the Exhibitor Service Kit.

Setup Times

Ground Support Equipment

AEM International is the exclusive provider of ground support equipment (GSE) at NBAA Regional Forums. AEM International maintains an inventory of high quality ground power units (GPUs) and temporary aircraft air conditioning units (ACUs), collectively referred to as GSE. All GSE must be sourced directly and solely from AEM. AEM recognizes the right of exhibitors to provide their own GSE, subject to the following terms.

• Exhibitor-owned GSE 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, where in full ownership of the equipment does not reside with the exhibitor at all times.
• Exhibitor-owned GSE approved by AEM for use at the aircraft display will be subject to administrative fee from AEM to the exhibitor equal to 15% of the equivalent equipment code value for GSE supplied by AEM.
• Exhibitors should contact AEM International’s Ulrich Koch at ukoch@aeminternational.com or 514-695-1331 for further information or to obtain pricing information.

Electricity to run the GSE, electrical labor to drop lines, and actual electrical usage charges are not included in the rental price and must be ordered separately through Freeman.

Decorations

Exhibitors are encouraged to decorate their aircraft display spaces. 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.

Permitted Decorations

The following items are generally permitted at NBAA Regional Forum aircraft displays.

• Outdoor or any furniture available in the Exhibitor Services kit.
• Carpet, provided only tape is used to hold it down. Nails, screws and any other methods that may damage the pavement are strictly prohibited
• Market/patio style umbrellas
• Weighted flag/banner stands

Prohibited Decorations

The following items are not permitted at NBAA Regional Forum aircraft displays.

• Tents, specifically EZ-Up / pop-up style tents
• Staked flags or banners

Questions or advance approval should be directed to NBAA’s Joe Hart at jhart@nbaa.org

Aircraft Arrival Requirements

All aircraft must arrive on Tuesday, June 21, 2022. Based on the location within the display and proximity to the transient parking areas, NBAA will assign each aircraft an arrival window so NBAA can maintain an orderly arrival sequence. Aircraft arrival times will be assigned between 0900 and 1500 local time.

The assigned arrival times are when NBAA requires the aircraft to be at Million Air – HPN whose facilities are being used for the event. While recommended, aircraft operators are not required to use Million Air for their arrivals and departures. Aircraft operators may use another FBO, but it is their responsibility to ensure the aircraft is positioned to the Million Air ramp no later than the end of their assigned arrival window. NBAA will not tow aircraft from other FBOs on the field.

Aircraft failing to arrive during their assigned window may be denied placement in the aircraft display. Due to various airport operations and security measures late arrivals are rarely accommodated.

Aircraft Insurance Requirements

As outlined in the 2022 NBAA White Plains Regional Forum Exhibitor Contract Terms & Conditions, each exhibitor with an aircraft must provide a certificate of insurance for the following:

1. 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 Please note that the required single limit amount is a variable.
2. 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
3. Aircraft hull (all risk) insurance for the full replacement value of the aircraft
4. Workers’ compensation insurance in accordance with statutory limits and employers’ liability with limits of at least $1,000,000 per accident
5. If the exhibitor will own or operate any motor vehicles at any facility, automobile liability insurance with limits in an amount adequate to cover all of exhibitor’s motor vehicles at the facilities, but not less than $1,000,000. No motor vehicle insurance is required by NBAA for exhibitors who are only parking in the exhibitor parking lot.

All insurance must be primary and noncontributory to any other insurance coverage and exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Million Air.; and Freeman 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 requirements of this section.

Paper originals are not required however some insurance companies require a mailing address for processing.

National Business Aviation Association, Inc
1200 G St, NW, Suite 1100
Washington, DC 20005

Million Air
136 Tower Rd
West Harrison, NY 10604

Freeman
1600 Viceroy Dr #100
Dallas, TX 75235

Aircraft Move-Out

• Aircraft on aircraft display must remain in place until 4 p.m. on Wednesday, June 22, 2022.
• Beginning at 4 p.m. exhibit items will be packed up and, once cleared, aircraft will be moved into position to depart.
• Generally, aircraft towing takes about 2 hours from the end of the event.
• Exhibitors are cautioned from scheduling the aircraft for revenue or customer flights immediately following the event.
• Due to circumstances that may be out of NBAA’s control, NBAA can not guarantee departure times.
• To expedite the teardown, aircraft departing immediately after the event should be fueled prior to being placed on the display.

Vehicle Displays

Ground vehicle displays are positioned within the overall aircraft display area.

Move-in Procedures

All ground vehicles must arrive no later than 12 p.m. on Tuesday, June 21, 2022.

Due to circumstances that may be out of NBAA’s control, vehicles may be positioned in a temporary location to prioritize aircraft towing and positioning.

Vehicle exhibitors may stay with the vehicle until it can be parked in the final location or may leave the keys with NBAA. If the keys are left with NBAA, NBAA will ensure the vehicle is positioned at the appropriate time. Drivers will not move the vehicle unless under direct supervision and escort of NBAA staff or security.

Move-out Procedures

Drivers must be with the vehicle and prepared to move-out immediately at 4 p.m. on Wednesday, June 22, 2022. Drivers will not move the vehicle unless under direct supervision and escort of NBAA staff or security.

Insurance Requirements for Vehicles

Insurance Requirements for Exhibitors Without Aircraft. If an exhibitor will not display any aircraft within its exhibit space, then the terms of this will apply. Exhibitor shall maintain the following during the event, including move-in and move-out periods:

1. Commercial general liability insurance, including broad form contractual liability coverage, with limits of at least $1,000,000 per occurrence and $2,000,000 aggregate, 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;
2. Workers’ compensation and employers’ liability insurance in accordance with statutory limits; and
3. f the exhibitor will own or operate any motor vehicles at any facility, automobile liability insurance with limits in an amount adequate to cover all of exhibitor’s motor vehicles at the facilities, but not less than $1,000,000.

All insurance must be primary and noncontributory to any other insurance coverage and the exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Atlantic Aviation Inc.; and Freeman 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 requirements of this section.

Paper originals are not required however some insurance companies require a mailing address for processing.

National Business Aviation Association, Inc
1200 G St, NW, Suite 1100
Washington, DC 20005

Million Air
136 Tower Rd
West Harrison, NY 10604

Freeman
1600 Viceroy Dr #100
Dallas, TX 75235