General Exhibitor Rules – 2023 NBAA-BACE

Review the rules that apply to all 2023 NBAA-BACE exhibitors, both indoors at the Las Vegas Convention Center and at Henderson Executive Airport (HND).

• Accommodations for Attendees With Disabilities
• Badge Registration
• Children
• Co-exhibitors/Companies Sharing Exhibit Space
• Demonstrations
• Direct Selling
• Dress
• Exhibit Hours
• Exhibitor-Appointed Contractors (EACs)
• Membership
• Music
• Noise Levels
• Official Service Partners
• Parking
• Pets
• Photo Use Permission
• Segways, Skateboards, In-line/Roller Skates, Bicycles, Electric Footboards and Scooters
• Staffing
• Suitcasing

Accommodations for Attendees With Disabilities

NBAA will provide reasonable accommodations to individuals with disabilities who make their situations known to NBAA personnel. Reasonable accommodations are those that do not create an undue hardship on NBAA, change the nature of scheduled events or activities, or pose a safety or health threat to other attendees.

For safety reasons, only officially-approved vehicles are permitted to operate within the exhibit halls at the Las Vegas Convention Center or at the aircraft display at Henderson Executive Airport (HND). Individuals with disabilities who wish to use power-driven mobility devices at NBAA-BACE must contact NBAA at exhibits@nbaa.org for approval. It is the policy of NBAA that these vehicles be specifically used for handicapped individuals and exhibit the stability required to operate around exhibits and aircraft.

Only trained service animals with proper supervision are permitted at NBAA-BACE.

Badge Registration

Exhibitor badges are required for exhibitor access to the exhibit halls and aircraft display. Exhibitors may use their badge allotment for exhibit staff, exhibitor guests and EACs as they choose.

Exhibitors will receive an allotment of complimentary badges based on the following:

• Exhibitors may purchase additional exhibitor badges for customers, guests or staff at the reduced rate of $120 per badge.
• All badges will be held for on-site pickup. No badges will be mailed in advance of NBAA-BACE.
• If an exhibitor utilizes the services of an exhibitor-appointed contractor (EAC) or third-party contractor during official show hours, the exhibitor must provide exhibitor badges for those personnel. These badges can be ordered online as part of the exhibitor’s total allotment of badges. During hours other than official show hours, EACs are required to wear setup and teardown security wristbands.
• Co-exhibitors receive one complimentary badge with their registration and have access to the exhibitor badge registration portal to order additional badges at the exhibitor rate.
• Exhibitor badges allow access onto the show floor on show days at 7 a.m. daily. Attendee badges allow access only during show hours. Exhibitors should not schedule meetings in their booths with attendees without exhibitor badges before or after show hours.

Children

Children less than 12 years old are not permitted on the Las Vegas Convention Center exhibit floor or at the aircraft display at Henderson Executive Airport under any circumstances.

Children 12 years old and older are permitted in exhibit areas during exhibit hours with an NBAA-BACE badge. Children will not be permitted in exhibit areas during installation and dismantle.

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 that 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 space
• Any company other than the primary exhibitor with a different company name and a different business function that is sharing the exhibit space

All co-exhibiting companies at NBAA-BACE are required to register and pay the $750 co-exhibitor registration fee.

Failure to advise NBAA of co-exhibitors in advance – including displaying the advertising of another company’s products or services – may result in a minimum additional charge of $3,975 per company, per booth and a minimum of $3,975 per company, per aircraft display space.

Demonstrations

• All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Please reserve appropriate booth and aircraft display space size.
• 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 exhibits.

Direct Selling

• Direct selling on the NBAA-BACE 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 NBAA-BACE. Exhibitors and persons violating this rule will be removed.

Dress

In keeping with the professional nature of the business aviation industry, dress for NBAA-BACE is business attire. This applies to all attendees and exhibitors, as well as to all personnel working on behalf of exhibitors in their booths.

Exhibit Hours

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
• 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

Membership

• All primary exhibitors and co-exhibitors must be current members of NBAA.
• Non-member companies must join NBAA before purchasing exhibit space or becoming a co-exhibitor.
• All exhibitors and co-exhibitors must be current on all accounts with NBAA, and paid in full for their exhibit space, in order to occupy exhibit space.

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 Las Vegas Convention Center and aircraft display at Henderson Executive Airport. 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

Sound levels within the exhibitor’s space should not exceed 85 decibels as determined by NBAA exhibits team and must not disrupt the conduct of business of neighboring exhibits or show management events during posted exhibit hours.

Exhibitors are asked to refrain from loud noise within their booths during NBAA keynotes on the exhibit floor.

NBAA noise policy enforcement procedure is as follows:

• An exhibitor in violation of this policy will receive a verbal warning from the NBAA exhibits team.
• If a second infraction occurs, the exhibitor will receive a written warning delivered by the NBAA exhibits team.
• If the exhibitor continues to violate the policy, the electrical power for the sound producing elements will be shut down.
• Exhibitors receiving sound violation warnings may jeopardize their priority standing at future NBAA-BACE events.

Official Service Partners

To ensure orderly and efficient installation, operation and removal of displays and to eliminate confusion, NBAA Management has designated Freeman and other firms listed in the Exhibitor Service Kit, as official service contractors. NBAA management holds these firms responsible for quality service and fair prices and will intercede on behalf of an exhibitor 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.

Parking

• All parking at the Las Vegas Convention Center, including accessible parking, is available on a first-come, first-served basis.
• The parking fee is $10 per space, with in and out privileges.
• Cash or credit cards are accepted.
• Anyone leaving the property and planning to return the same day can show their paid parking receipt for reentry. Reentry is subject to availability.
• Vehicles taking up more than one standard parking space will be charged accordingly upon entry.
• Vehicles left on the property overnight will be towed at the owner’s expense.
  There is limited on-site parking at the aircraft display at Henderson Executive Airport.
• Complimentary shuttle bus service will run between the Las Vegas Convention Center and Henderson Executive Airport on show days. Limited attendee parking is available at the aircraft display.

Pets

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

Photo Use Permission

Any person who attends an NBAA event grants permission to NBAA, its employees and agents to record his or her images, including, but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and, without notifying such person, to use his or her name and such images for any purpose of NBAA, including advertisements for NBAA and its programs.

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

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

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

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.

Staffing

• Exhibit and aircraft display areas must be fully staffed during official exhibit hours.
• Exhibitors will be admitted at 7 a.m. each show day for early preparations of displays only.
• Exhibits must remain staffed and in place through 3 p.m. on Thursday, Oct. 19.
• Exhibitors are reminded not to schedule meetings with attendees at their exhibits prior to show opening on show days.
• No activities, except exhibit preparations, are to be scheduled in the exhibit areas at any time other than official exhibit hours. NBAA management reserves the right to make changes to the exhibit hours schedule with advance notice.

Suitcasing

If you haven’t reserved an exhibit space at NBAA-BACE, you are prohibited from soliciting business on the exhibit hall floor and at the aircraft display. Non-exhibiting attendees who are observed selling or soliciting on the exhibit hall floor or at the aircraft display will be asked to stop. If these non-exhibiting attendees refuse to stop or are observed selling or soliciting at another time during the convention, they will be asked to leave the hall and their badges will be confiscated.