Exhibitor Appointed Contractor (EAC) Rules – 2023 NBAA-BACE

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), EAC provides certificates of insurance
• The EAC has a permit from the Las Vegas Convention Center to work as a contractor at the Las Vegas Convention Center
• All EAC workers have Exhibition Services & Contractors Association (ESCA) Worker Identification & Security (WIS) badges

• Agreement With Rules
• Badges
• Drawing Approval
• Indemnification; Assumption of Risk
• Insurance – Las Vegas Convention Center
• Insurance – Henderson Executive Airport
• Local Labor Jurisdiction
• Notification
• Segways, Skateboards, In-line/Roller Skates, Bicycles, Electric Footboards & Scooters
• Setup
• Smoking
• Violations
• Waiver of Liability

Agreement With Rules

EAC agrees to comply with all NBAA-BACE rules, including those found in the Exhibitor Service Kit, and shall ensure that its actions do not cause an exhibitor to violate the NBAA-BACE rules or the NBAA-BACE Exhibitor Contract Terms & Conditions.

Badges

• Exhibitors utilizing the services of an installation and dismantling company/EAC during official show hours must provide exhibitor badges for those individuals.
• EAC workers who are installing or dismantling exhibits outside of official show hours must wear security wristbands.
• Information about security wristbands will be supplied in the Exhibitor Service Kit.

Drawing Approval

NBAA requires all exhibitors in raw exhibit space and the indoor aircraft display, even those using the same booth as in previous years, to submit detailed stand drawings including dimensions, for approval by Aug. 18, 2023, through the Stand Drawing & Hanging Signs Submission Form, which will be available in the Exhibitor Service Kit.

Refer to the indoor exhibitor booth rules to see a detailed list of rules for your exhibit space prior to designing your space to be sure that it complies with show rules.

Stand drawings must include the following:

• Exhibitor name and booth number
• Rendering packet, including back view
• Technical drawings
• Booth dimensions – heights, widths and lengths of all hard walls, including glass
• Orientation – label surrounding stand numbers
• Safety rigging
• Hanging signs, if applicable (Permitted in perimeter locations only)
• Lighting trusses
• Directional information
• Maximum exhibit height within booth

In addition, all multilevel and covered exhibits must submit stamped engineered floor plans from an engineer registered in Nevada that show rise and run/tread of steps for approval to:

LVCVA
Attn: Steve Patterson, CEM, CVP
Email: spatterson@lvcva.com
Tel: 702-892-0711

All island stands are required to have an adhesive vinyl booth number visible on their welcome desk/kiosk. There is no size requirement, but the number must be easily visible to attendees. This booth number can be incorporated with the design of your booth.

Indemnification; Assumption of Risk

EAC shall indemnify Show Management and each Facility, and their parent and subsidiary companies, shareholders, officers, employees, agents and contractors, against all losses, damages, claims, demands, actions, penalties, judgments and liabilities (including court costs and reasonable attorneys’ fees) that arise from any acts or omissions of EAC related to NBAA-BACE, including, without limitation, any activities they may be conducting at the Event, or from any breach by EAC of any term of this contract. Exhibitor acknowledges that it assumes full responsibility for any risk of bodily injury, death or property damage or loss arising out of or related to the Event, whether caused by the negligence of Show Management or otherwise. The parties intend that this indemnification and assumption of risk be construed as broadly as permitted by law.

Insurance – Las Vegas Convention Center

For Las Vegas Convention Center exhibits, the EAC agrees to maintain the insurance coverages listed below at all times during NBAA-BACE, including move-in and move-out periods. Evidence of insurance coverage (Certificate of Insurance) must be uploaded by Aug. 18, 2023. These requirements in no way limit the liability of EAC.

• Workers’ Compensation
  EAC must maintain workers’ compensation coverage in the State of Nevada with a minimum limit of $1,000,000.
• Employers Liability
  Bodily Injury by Accident ($100,000 each accident)
  Bodily Injury by Disease ($100,000 each employee and a $500,000 policy limit)
  Employers liability coverage must include coverage territory provisions to include the territories for which the event will take place.
  Commercial General Liability Insurance
• Commercial General Liability Insurance
  EAC must maintain 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, for bodily injury and property damage, at least $2,000,000 for products-completed operations aggregate and at least $1,000,000 for personal and advertising injuries.
• Automobile Liability Insurance
  EACs that own or operate any vehicle at the Las Vegas Convention Center (LVCC) must maintain automobile liability insurance with limits in an amount adequate to cover all of their motor vehicles at the LVCC, but not less than $1,000,000.

All insurance must be primary and noncontributory to any other insurance coverage and EAC must obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Las Vegas Convention and Visitors Authority; and Freeman must each be named as additional insured on the liability insurance policies. All insurance must be maintained for the entire duration of the event, including move-in and move-out periods. NBAA’s acceptance of an EAC’s insurance certificate(s) does not constitute a representation that the insurance requirements listed above have been met.

Insurance – Henderson Executive Airport

All exhibitors at the aircraft display at Henderson Executive Airport are required to provide NBAA with certificates of insurance evidencing the following:

• Comprehensive General Liability Insurance
  EAC must maintain commercial general liability insurance, including broad form contractual liability coverage and aviation premises liability coverage, with limits of at least $1,000,000, per occurrence, for bodily injury and property damage, at least $2,000,000 general aggregate limit, at least $1,000,000 for products-completed operations aggregate and at least $1,000,000 for personal and advertising injuries.
• Workers’ Compensation
  EAC must maintain workers’ compensation insurance in accordance with statutory limits and employers’ liability insurance with limits of at least $1,000,000 per accident.
• Automobile Liability Insurance
  EACs that will own or operate any motor vehicles inside the aircraft display area must maintain automobile liability insurance with limits in an amount adequate to cover all of the EAC’s motor vehicles but not less than $1,000,000.

All insurance must be primary and noncontributory to any other insurance coverage and each EAC shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Freeman; Clark County, Department of Aviation; and the officers, employees, representatives and volunteers of each must 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. All insurance must be maintained for the entire duration of the event, including move-in and move-out periods. NBAA’s acceptance of an EAC’s insurance certificate(s) does not constitute a representation that the insurance requirements listed above have been met.

Local Labor Jurisdiction

Facilities do not use uniform national rules. Please note the following labor requirements that apply to the Las Vegas Convention Center and Henderson Executive Airport:

• In the Las Vegas Convention Center and Henderson Executive Airport, an exhibitor may “hand carry” booth 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 the loading dock/freight door areas.
• The teamsters, hired through Freeman, local union has jurisdiction for the erection and dismantling of all exhibits, unless this work is performed by a full-time employee of the exhibiting company.
• If full-time company personnel are utilized to set up 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 Freeman (labor order forms available in the exhibitor service kit) or through an exhibitor-appointed contractor.
• Stagehands are responsible for all A/V at NBAA.

Notification

Exhibitors may use an EAC if the service to be performed is not an exclusive service and if the following items are submitted by Aug. 18, 2023:

• Exhibitor name and booth number
• Exhibitors registration of the EAC through the Exhibitor Dashboard
• When contacted by the Exhibitor Appointed Contractor Association (EACA), EAC provides certificates of insurance
• Exhibitor/EAC submits stand drawings to NBAA for approval via the online stand drawing portal

Segways, Skateboards, In-line/Roller Skates, Bicycles, Electric Footboards & Scooters

The use of Segways, skateboards, hoverboards, inline skates, roller skates or any other motorized vehicle is not permitted at the LVCC property without the prior approval of show management. This includes all non-ADA approved mobility devices.

Bicycles and scooters will be permitted during move-in and move-out only, provided they are operated in a safe manner.

Setup

• EACs must remain within contracted exhibitor space.
• EACs may not use common areas, aisles or adjacent exhibitor space for job boxes, storage or production areas.
• EACs are not permitted to use drivable carts in the exhibit areas.
• Bicycles and scooters are permitted during move-in and move-out only.

Smoking

NBAA-BACE is a non-smoking event. Smoking is strictly prohibited at the Las Vegas Convention Center and Henderson Executive Airport. There is no smoking within the building or within 25 feet of any entrance. There will be signage outside of every entrance with the no-smoking policy.

Electronic cigarettes, electronic vaping devices, personal vaporizers, etc., are not permitted within the facilities.

Individuals who are caught smoking will be given a warning. If caught smoking a second time, individuals will be removed and will not be permitted to work for the remainder of the day.

Violations

NBAA may deny the EAC access to NBAA-BACE if EAC fails to comply with the terms of the Exhibitor-Appointed Contractor (EAC) Application/Contractor and the NBAA-BACE rules. NBAA will not be liable to any exhibitor or EAC for any losses that result from an EAC’s failure to comply.

Waiver of Liability

Under no circumstances will show management be liable for any lost profits or any incidental, special, indirect, punitive or consequential damages of EAC, regardless of whether such losses or damages were foreseeable or Show Management was informed of the possibility of such losses or damages. The maximum liability of show management under any circumstances will not exceed the exhibit fee actually paid by the exhibitor to show management.