Aircraft Display Exhibitor Rules – 2023 NBAA-BACE

To make the 2023 NBAA-BACE a successful event for all participants, aircraft display exhibitors at Henderson Executive Airport (HND) must review and abide by the rules below, the general rules that apply to all exhibitors, 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 & Presentation Flights
• Drawing/Layout Approval
• Electrical Equipment & Service
• Exhibitor-Appointed Contractors (EACs)
• FBO/Ground-Handling Agent
• Fencing
• Indoor Exhibit Space Requirements
• Insurance
• Internet/Telephone Service
• Labor
• Move-In Procedures
• RVs, Trailers and Mock-ups
• Security
• Setback Requirements
• Shipping/Storage
• Support Vehicles
• Tents, Chalets & Hospitality Structures
• Video Walls & Projection Screens
• Waste Removal

Aircraft Arrivals

To manage the large number of aircraft arrivals, NBAA will assign arrival windows for all aircraft arriving on Sunday, Oct 15, 2023. 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 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 2023 NBAA-BACE aircraft display:

Gourmet Celebrations
Joseph Bell
joseph@gourmetcelebrations.com
323-252-0560
www.gourmetcelebrations.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. 18, 2023:

• The exhibitor has registered the EAC as their service provider in the Exhibitor Dashboard
• >When contacted by the Exhibitor Appointed Contractor Association (EACA), the EAC provides certificates of insurance
• 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 2023 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 NBAA-BACE aircraft display are prohibited from conducting demonstration or presentation flights at any time while the aircraft is on 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 Aug, 14, 2023. 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.

Exhibitor-Appointed Contractors (EACs)

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.

Exhibitors may use an EAC if the following conditions apply:

• The service to be performed is not listed as an exclusive service
• The exhibitor has registered the EAC as their service provider in the Exhibitor Dashboard
• When contacted by the Exhibitor Appointed Contractor Association (EACA), the EAC provides certificates of insurance

FBO/Ground-Handling Agent

The Clark County Aviation Authority provides all FBO services at Henderson Executive Airport.

Henderson Executive Airport
3500 Executive Terminal Drive, Suite 100
Henderson, NV 89052

Tel: 702-261-4800
Fax: 702-261-4820
Email: customerservice@hnd.aero
Web: www.hnd.aero

Hours: 5 a.m. to 10 p.m. daily

Fencing

• Fencing is often used to design an exhibitor’s 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.

Indoor Exhibit Space Requirements

To be eligible to display aircraft at Henderson Executive Airport that are not for sale, companies are required to occupy indoor exhibit space at Las Vegas Convention Center. Such companies include:

• Charter operators
• Timeshare/membership companies
• Companies exhibiting special aircraft modifications or upgrades

Companies that are not selling aircraft must purchase at least 1 square foot of indoor exhibit space for each 25 square feet of outdoor ramp space.

In cases where the ratio requires a space slightly larger than a common indoor exhibit size, NBAA will round down to the nearest common exhibit size. For outdoor exhibits smaller than 2,500 square feet, the minimum indoor booth size is 100 square feet.

Original Aircraft Manufacturers (OAMs) and companies selling used aircraft are not required to have an indoor exhibit space.

Insurance

As outlined in the 2023 NBAA-BACE Exhibitor Contract Terms & Conditions each exhibitor with an aircraft on display must provide a certificate of insurance that meets the requirements listed below.

All insurance must be primary and non-contributory to any other insurance coverage and exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties.

Additional Insured Parties for Aircraft at Henderson Executive Airport

• National Business Aviation Association, Inc.
• Freeman
• Henderson Executive Airport
• County of Clark, Aviation Division
• Their officers, employees, agents and assigns, 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 minimum insurance requirements listed below

Additional Insured Parties for Aircraft in the Las Vegas Convention Center

• National Business Aviation Association, Inc.
• Freeman
• Las Vegas Convention and Visitors Authority
• Their officers, employees, agents and assigns, 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 minimum insurance requirements listed below

Minimum Insurance Requirements

1. Comprehensive general liability insurance, including broad form contractual liability coverage, must have limits of at least $5,000,000 combined single limit, per occurrence, 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 $50,000 for fire damage. Please note that the required single limit amount is a variable.
2. Aircraft liability insurance, including premises liability, must have 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 must include the full replacement value of the aircraft.
4. Workers’ compensation insurance in accordance with statutory limits and employers’ liability must have 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 the 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 parking in the exhibitor parking lot only.

Submitting Certificates of Insurance to NBAA

Electronic certificates of insurance should be sent to insurancedocs@nbaa.org.

For more information, contact NBAA’s Sarah Wolf at swolf@nbaa.org.

Internet/Telephone Service

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

Labor

• Facilities do not use uniform national rules.
• At the 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 Henderson Executive Airport and NBAA.
• Freeman will receive and store exhibits and deliver them directly on setup 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 of more than 100,000 square feet of ramp or tents larger than 1,500 square feet can begin setup as early as Tuesday, Oct. 10, 2023, at 12 p.m.

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

General Move-in Schedule

Exhibitors requiring additional setup time are required to hire security for any hours outside of official setup hours, typically 8 a.m. – 5 p.m.

Move-Out Procedures

• Dismantling of exhibits will not be permitted until show closing – 3 p.m. on Thursday, Oct. 19, 2023.
• Aircraft on aircraft display must remain in place until 3:30 p.m. on Thursday, Oct. 19, 2023.
• Beginning at 3:30 p.m. aircraft will be moved into position to depart.
• Due to the high volume of traffic departing the HND on Thursday, Oct. 19, 2023, 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. 19, 2023, 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 five hours.
• To ensure all exhibitor materials are removed from the aircraft display by the exhibitor move-out deadline, all carriers must check in by 10 a.m., Saturday, Oct. 21, 2023.
• The aircraft display area must be left in the same condition as it was before move-in. Exhibitors and their EACs must make cleaning arrangements through Freeman in advance to remove buildup of trash, debris, materials, etc., from their exhibit location.

Teardown for Aircraft-only Exhibits or Exhibits With Tents Smaller Than 400 Square Feet

• At the close of the show at 3 p.m. on Thursday, Oct. 19, 2023, exhibitors should start moving their exhibit materials out of their tents.
• Exhibit material and furniture must be consolidated and staged behind the aircraft.
• After the tents are cleared, AEM International will dismantle the tents and clear a path for aircraft towing.
• Any third-party furniture, carpet or exhibit decorations must be picked up by the third party by 6 p.m. on Oct. 19. Any items remaining on the ramp after 6 p.m. will be moved by Freeman and placed into storage. Exhibitors will be billed for the cost of removing these items.

Teardown for Chalet Exhibits

• At the close of the show at 3 p.m. on Thursday, Oct. 19, 2023, exhibitors should start moving their exhibit materials from the front of their 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 p.m. on Friday, Oct. 20. Items removed from the chalet must be staged on the ramp at least 30 feet from the chalet.
• After 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 13, 2023, 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 Henderson Executive Airport will not be liable for loss or damage to exhibitor property, as further provided in the NBAA-BACE Exhibitor Contract Terms & Conditions.

Exhibitors should obtain additional insurance coverage in advance to cover losses such as theft and damage to property. Exhibitors should secure valuables 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. 15, 2023, to 9 p.m. on Friday, Oct. 20, 2023.

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 the exhibitor’s 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 exhibitor’s space to the nearest part of the trailer (e.g. bump-outs or awnings).

Shipping/Storage

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

The unloading and delivery of all materials and equipment to and from exhibit spaces 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 setup 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. 11, 2023.
• Shipments made directly to the aircraft display at Henderson Executive Airport will only be accepted starting Oct. 13, 2023.
• 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 2023 NBAA-BACE.
• Tents and chalets are permitted, pending approval by NBAA, whose ruling shall be final.
• 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

The use of any external video wall, projection screen or combination of screens must be approved by NBAA management. These types of devices can present a hazard to navigation for aircraft, therefore their use must be considered on an individual case by case basis. Some video displays may be restricted to daylight use only to avoid interfering with airport operations. The use or testing of video projection or video wall equipment is strictly prohibited from sunset to sunrise.

Submit written requests for the use of video walls or projection screens to Joe Hart, director, aircraft displays at jhart@nbaa.org. Requests must include an exhibit drawing, indicating the location of the screen, direction of the viewing surface and the expected operation times.

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.