Exhibitor Rules – 2022 NBAA White Plains Regional Forum

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

Questions? Contact the NBAA exhibits team at exhibits@nbaa.org.

• Booth Display Rules
• Cancellations/Refunds
• Children
• Co-exhibitors/Companies Sharing Exhibit Space
• Demonstrations
• Direct Selling
• Dress Code
• Exhibit Hours
• Membership
• Move-in & Move-out Rules
• Music
• Noise Levels
• Official Service Partners
• Pets
• Smoking
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

Booth Display Rules

• All display material higher than 5 feet must not extend farther out than 5 feet from the back wall of the booth to permit a clear view from booth to booth.
• Exhibit elements may not exceed 8 feet (the height of the pipe and drape).
• No balloons of any type are permitted in the booth.
• No piñatas are permitted in the booth.
• No alcohol is permitted to be distributed in booths.
• No giveaways or props may be flown in the exhibit hall (e.g,. paper airplanes, balls).
• Exhibitor photos may not be taken from ladders or may otherwise impede the flow of aisle traffic.
• Exhibitors may not distribute materials booth-to-booth or outside of their assigned exhibit space.
• All side rails must remain up and in place at all times.
• Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees.
• No live animals – with the exception of service animals – are allowed in exhibit areas.

Cancellations/Refunds

Once an application has been submitted, there will be no refunds or credits for cancellations or reductions in exhibit size.

Children

NBAA Regional Forums are business events. Exhibitors are requested to advise their salespeople and customers that children under 12 are never permitted in Regional Forum exhibit areas – 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.

Co-exhibitors/Companies Sharing Exhibit Space

Some companies will share the exhibit space of a primary exhibitor as a co-exhibitor. A co-exhibitor is defined as:

• Any company whose name is included on the exhibit space
• Any company who has staff working at the exhibit space during official show hours
• Any company whose marketing materials are distributed from the exhibit space
• Any company whose products/services are marketed from the exhibit spaces
• Any company other than the primary exhibitor with a different company name and a different business function that is sharing the exhibit space

Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor. All co-exhibiting companies at the 2022 NBAA White Plains Regional Forum are required to register and pay the $600 co-exhibitor registration fee.

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 $3.250 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. Co-exhibitors, like exhibitors, will need to log-iin to update their company information for the online exhibitor directory. Co-exhibitors are not allotted badges and should work through their primary exhibitors to secure badges.

Demonstrations

All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space.

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 exhibit.

Direct Selling

Direct selling on the 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 soliciting, except by exhibiting companies, are prohibited within 50 miles of 2022 NBAA White Plains Regional Forum. Exhibitors and persons violating this rule will be removed.

Dress Code

The dress code for NBAA Regional Forums is business casual, in both exhibit areas and education sessions.

Exhibit Hours

Wednesday, June 22 – 9 a.m. to 4 p.m.

Membership

All exhibitors and co-exhibitors at the 2022 NBAA White Plains Regional Forum must be members of NBAA, current on all accounts with NBAA and paid-in-full for exhibit space to be assigned exhibit space.

Move-in & Move-out Rules

Move-in

All exhibits must be set and in place by 9 a.m. on Wednesday, June 22. If the exhibit space is not occupied by this time, NBAA management will consider it canceled by the exhibitor and assume the right to use such space as deemed appropriate.

Move-out

Exhibitors may not begin to tear down their exhibits until 4 p.m. on Wednesday, June 22. All exhibits must remain staffed and in place until the show closes at 4 p.m.

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 Westchester County Airport (HPN). 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

Noise levels within the exhibitor’s space should not exceed 80 decibels and must not interfere with the conduct of business of neighboring exhibits. NBAA management reserves the right to enforce compliance of this rule.

Official Service Partners

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, as Official Service Partners. NBAA management 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 management encourages all exhibitors to place orders with these firms unless a permanent arrangement has been established with a display house or outside contractor to set up and dismantle exhibits.

Official Service 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.

Pets

No pets, with the exception of service animals, will be permitted in the exhibit halls or on the aircraft display at any time.

Smoking

NBAA Regional Forums are non-smoking events. Smoking is strictly prohibited. This includes electronic cigarettes as well as vaping.

Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

For the safety of attendees, flying objects, including UAS, remote-controlled aircraft and helium balloons, are not permitted. UAS may be displayed in exhibits provided they are stationary, fit within purchased exhibit space and comply with all rules and relevant safety requirements.