Indoor Exhibitor Booth Rules – 2023 NBAA-BACE

To make the 2023 NBAA-BACE a successful event for all participants, indoor exhibitors must review and abide by the indoor exhibitor 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.

• Booth Events
  • Security Requirements for Exhibitor Events
• Booth Rules
• Inline Exhibit Space
• Raw & Island Exhibit Space
• Hanging Signs & Truss Lighting
• Security Rigging Points
• Multilevel & Covered Booths
• Move-In
• Move-Out
• Carpeting
• Catering
• Cleaning
• Defacing Property
• Drawing Approval
• Electrical Equipment & Service
• Exhibitor-Appointed Contractors (EACs)
• Fire Safety
• Insurance
• Internet/Telephone Service
• Meeting Rooms
• Security
• Segways, Skateboards, In-line/Roller Skates, Bicycles, Electric Footboards and Scooters
• Shipping & Storage
• Unmanned Aircraft Systems (UAS)/Drones, Remote-Controlled Aircraft and Helium Balloons
• Vehicles
• Waste Removal

Booth Events

Exhibitors are encouraged to host customer events at their booths on show days. If you plan to host an event for badged attendees on Tuesday, Oct. 17 or Wednesday, Oct. 18, prior approval must be obtained from NBAA by submitting the NBAA-BACE Exhibitor-Hosted Booth Event Approval Request Form by Aug. 18, 2023. This form will be available in the Exhibitor Service Kit. Once your event is approved, a confirmation will be sent to you.

Exhibitor events must be planned to ensure that all catering and guests fit within their purchased exhibit space, and that aisles remain passable.

Security Requirements for Exhibitor Events

All exhibitors hosting at-booth events must provide for the appropriate level of security to ensure that aisles remain passable and that guests stay within the exhibitors’ contracted exhibit space.

One security guard must be present for every 50 guests at the anticipated peak attendance.

Security should be hired to begin 15 minutes prior to the event’s start and to conclude 15 minutes after the event ends.

Security guards must be hired through NBAA’s official security company:

Century Security & Event Staffing, Inc.
Further details will be provided in the Exhibitor Service Kit.

Booth Rules

Exhibitors must comply with the following booth rules for their type of exhibit space. Exhibitors with questions can refer to the Booth Regulation Visuals or contact the NBAA Exhibits team at exhibits@nbaa.org.

Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA management. Masking drape may be ordered through Freeman to finish off sides/back of booth displays.

Inline Exhibit Space

A standard inline booth is one or more 100-square-foot (10 feet by 10 feet) units in a straight line. Inline booths may have other booths on either side, along its back wall or both.

Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA management.

Exhibitors in corner inline booths must ensure that unfinished elements from their booth are not visible from the aisle. Exhibitors may order end panels or “masking” from Freeman or may provide a professional appearing alternative on their own to finish off sides/backs of booth displays.

Inline booths include:

• 8-foot high blue draped back wall
• 3-foot high side rails with blue drape
• 11-inch by 17-inch standard booth identification sign

The following booth rules apply to inline exhibit space.

• Exhibit materials, components and identification signs will be permitted to a maximum of 8 feet.
• 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.
• Exhibitors are required to provide floor covering for their own exhibit space. NBAA provides aisle carpet only.
• Only carpet tape is permitted to affix flooring to the convention center floor.
• No storage of materials of any kind is allowed behind booths or near electrical service. Materials necessary to supply the exhibit must be stored neatly within the purchased space.

Raw & Island Exhibit Space

All raw stand exhibitors, including inline raw exhibitors, must include their booth number on the fronts of their booths.

Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA management.

Hanging Signs & Truss Lighting

• Exhibitors, with the exception of inline booths, can use truss lighting. Lighting must be included on stand drawings and approved by show management in advance.
• With the exception of perimeter booths and the indoor aircraft display, exhibitor signs and other materials may not be attached to the ceiling or overhead beams of the Las Vegas Convention Center.
• Island space exhibitors may use truss lighting, but all hanging elements must be contained within the exhibitor’s purchased space and receive prior approval from NBAA.
• Spotlights can be attached to the ceiling if they are focused on the display and do not interfere with other exhibits.
• Areas lighted by spotlights must be within the exhibitor’s booth space and not extend into aisles.
• Island space exhibitors are permitted a maximum of four security rigging points.
• The majority of the ceiling heights inside the LVCC North and Central Exhibit Halls are 35 feet. There are some areas located in the Central Hall (C1 and C2) where the ceiling drops to 25 feet, and other areas in the North Hall where the ceiling drops to 24 feet. These drops are noted on the floor plan highlighted in yellow.
• Freeman is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Las Vegas Convention Center. Due to safety regulations and liability issues, outside contractors will not be permitted to install any hanging structures.
• All rigging order forms must be accompanied by a Stand Drawing & Hanging Signs Submission Form, which is to be submitted to NBAA in advance for approval. Requests must be submitted to NBAA before Aug. 18, 2023.
• Stand drawings must be submitted to NBAA before Aug. 18, 2023.

Security Rigging Points

• Raw exhibit space exhibitors may have a maximum of four stability points to secure their booth. These security rigging points must be included on the stand drawings and approved by NBAA in advance.
• Permission to use Y slings will be determined on a case-by-case basis, depending on the complexity of booth design.
• All rigging requests, including stability points and lighting trusses, must receive prior approval from NBAA before ordering rigging from Freeman.
• Exhibitors with inline booths or peninsula booths are prohibited from attaching or hanging anything whatsoever to or from any part of the Las Vegas Convention Center.
• Freeman is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Las Vegas Convention Center.
• All rigging order forms must be accompanied by a Stand Drawing & Hanging Signs Submission Form, which is to be submitted to NBAA in advance for approval.
• Stand drawings must be submitted to NBAA before Aug. 18, 2023.

Multilevel & Covered Booths

Multilevel and coved booths are permitted in all raw island space exhibitors subject to approval by NBAA and the Las Vegas Convention Center.

Exhibits with multilevel or covered areas exceeding 300 square feet in size will require the installation of battery-operated smoke detectors. Any covered area that is also enclosed will require the installation of battery-operated smoke detectors regardless of the size of the area. All smoke detectors will emit an audible alarm that can be heard outside of the area.

Any single-level exhibit over 1,000 square feet or exceeding 300 square feet of contiguous covered area and all multiple-level exhibits must submit a booth plan to Bertha Jardine at the LVCC at bjardine@lvcva.com and the Safety and Fire Prevention Office for approval. Plans must be submitted in CAD format via email to bjardine@lvcva.com and boothplans@lvcva.com.

Under certain circumstances, it may be deemed necessary by the Safety and Fire Prevention Office to require a fire watch for an exhibit.

Drawings must be scaled, signed and dated by a registered architect and stamped by an engineer registered in Nevada. Review a list of Nevada engineers.

All drawings must include the following:

• Show name and date: NBAA-BACE, Oct. 17-19, 2023
• Exhibitor company name
• Booth number
• Booth orientation (label surrounding booth numbers)
• Maximum number of occupants allowed
• A structural engineer’s stamp certifying that platforms can bear the maximum occupant load
• Maximum exhibit height within the booth
• Rise and run/tread of steps

The following rules apply to multilevel and covered booths:

• Covered booths 300 square feet and less will be required to have battery-operated smoke detectors.
• Multilevel booths, regardless of size, and covered booths greater than 300 square feet will require fire watches, smoke detecting devices, multiple exits, etc., as required by fire prevention officials.
• Exhibitors are not allowed to penetrate the facility floor.
• Multi-level or covered areas are not permitted to exceed 1,000 square feet in a contiguous area.
• All materials used in the construction of multi-level or covered exhibits and all decorative materials within the exhibit must be non-combustible or flame-retardant. It is recommended certifications of flame-retardant treatment be available at show site.

Upper Decks of Multi-level Exhibits, 300 Square Feet or Larger

Upper decks of multi-level exhibits, 300 square feet or larger, shall meet the following requirements:

• Upper levels may not have a “cover” or any kind (e.g., roof, ceiling, tenting, lattice, fabric and plastic).
• xhibits with an enclosed room or occupied second story must post notices at the bottom of the stairway, indicating maximum permitted occupancy or total permitted weight load of the second levels.
• If the second level is to be occupied and greater than 300 square feet, two stairways are required, remote from each other. All stairs must be a minimum of three feet in width, equipped with a handrail on at least one side and constitute a “straight run” or be “squared off.” Spiral stairs or winders are not permitted.
• Individual areas of upper decks or covered areas must be limited to dimensions that do not exceed 1,000 square feet.
• If the upper deck, or covered area, is greater than 1,000 square feet, a clear fire break (unobstructed aisle), of not less than 10 feet must be provided on all four sides of each 1,000 feet area.
• The 10-foot clear space may be spanned by an overhead bridge or canopy, which must not exceed 4 feet in width. The bridge or canopy must be constructed of non-combustible materials.
• Exhibitor must install a single station and battery-operated smoke detector on the interior of each covered exhibit regardless of the square footage.
• Spiral staircases are not permitted.

Exhibits With Covered Space Less Than 300 Square Feet

• Exhibitor must install a single station and battery-operated smoke detector on the interior of each covered exhibit or structure regardless of the square footage. The detector must sound an audible alarm and be installed per the manufacturer’s instructions.
• Exhibitor must provide at least one 2-A, 10-BC portable, dry chemical fire extinguisher. Fire extinguishers must be mounted in a visible location and be accessible at all times.
• If the second level is to be occupied and less than 300 square feet, one set of stairs is permitted. All stairs must be a minimum of 3 feet in width, equipped with a handrail on at least one side and constitute a “straight run” or be “squared off.” Spiral stairs or winders are not permitted.
• The Las Vegas Convention Center requires that exhibitors designate a minimum of one person at all times to be responsible for fire watch on all exhibits having a covered area on the second level of 300 square feet and on all multi-level booths, regardless of size. During show hours, the designated personnel should know the location and operations of the fire extinguishers and have knowledge of the closest telephone to contact a Las Vegas Convention Center Safety Office staff member in case of emergency. During non-show hours, the contracted show security meets this requirement.

Move-In

• No target move-in changes will be approved beginning two weeks prior to the first day of move-in, Wednesday, Sept. 27. This ensures all vendors have the appropriate lead time to complete orders before an exhibitor’s freight arrives.
• Exhibitor move-in to the Las Vegas Convention Center will be on a targeted schedule beginning on Wednesday, Oct. 11. Refer to the target floor plan for the move-in schedule.
• Exhibitors requiring additional hours for setup must make prior arrangements with NBAA’s exhibits team by emailing exhibits@nbaa.org.

Move-Out

• Move-out begins Thursday, Oct. 19 at 4 p.m. when the show closes.
• All materials must be removed from the Las Vegas Convention Center by Sunday, Oct. 22 at 11 a.m.

Carpeting

• The aisle carpet in North Hall is Midnight Blue. The aisle carpet in Central Hall is Tuxedo.
• All exhibitors, with the exception of those in first-time exhibitor turnkey units, are responsible for providing floor covering for their entire exhibit space.
• Only carpet tape is permitted for the installation of floor covering.

Catering

• Sodexo Live! is the exclusive catering provider in the Las Vegas Convention Center.
• Exhibitors may not dispense food or beverages of any kind, including bottled water, without written permission from the Las Vegas Convention Center and Sodexo Live!.
• Food or beverages purchased outside of the Las Vegas Convention Center may not be brought indoors and consumed within the building.
• Exhibitors planning events that will include catering must plan their events to ensure that all elements of their events, including catering and guests, are contained within their purchased exhibit space.
• Alcohol must be purchased and dispensed by the Las Vegas Convention Center Catering Department. No outside alcohol may be brought into the facility. This includes product owned or donated products.
• Food and beverage menus and order forms will be included in the Exhibitor Service Kit.
• More information on Las Vegas Convention Center food and beverage rules and regulations can be found in the 2023 NBAA-BACE Exhibitor Service Kit.

Cleaning

• NBAA will arrange to clean aisles after show hours and prior to opening each show day. This service does not include dusting, arranging, vacuuming or otherwise maintaining individual exhibits or trash removal.
• Exhibitors must keep their displays neatly organized. Order forms for cleaning services will be provided in the Exhibitor Service Kit.
• Please note that the exhibit hall will be quite dusty until the end of move-in on Monday, Oct. 16 when carpet is laid.
• Exhibitors are advised to conduct any final booth cleaning late on Monday, Oct. 16 or prior to show opening on Tuesday, Oct. 17 at 10 a.m.
• If exhibitors wish to have their booths cleaned on a daily basis, this service must be ordered from Freeman.

Defacing Property

• No part of an exhibit, or signs relating thereto, may be taped, nailed, tacked, stapled, pasted or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, columns, marble or fabric in any way.
• No holes may be drilled, cored or punched in the Las Vegas Convention Center walls or floors.
• No application of paint on signs, displays or other objects is permitted in the Las Vegas Convention Center and the use of adhesive-backed decals or similar items is prohibited.
• Damages to the Las Vegas Convention Center arising from failure to observe these rules will be billed to the exhibitor.
• Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA management.

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.

Refer to the 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 that show rise and run/tread of steps for approval to:

LVCVA
Attn: Bertha Jardine, CEM, CMP
Email: bjardine@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.

Electrical Equipment & Service

• Electrical equipment must be UL-approved and gasoline engines AGA-approved.
• Electrical equipment, regardless of sources of power, must comply with the U.S. National Electrical Code and federal, state and local safety requirements.
• All equipment must be tagged properly or marked with complete information as to the type and amount of current, voltage, phase, frequency and horsepower required.
• Temporary wiring is to be accessible and free from debris and storage materials.
• Hard-backed booths must have power supplies located where they are easily accessed.
• Electrical cords and connectors are to be accessible and left uncovered.
• One-hundred-and-twenty-volt (120 V) extension cords must be the three-wire, grounded type.
• Exposed, non-current carrying metal parts of fixed equipment, which are liable to be energized, must be grounded.
• Cords cannot support connectors. Multi-plug connectors should be UL-approved with built-in overload protection.
• Connectors in excess of ampere rating are not to be used.
• Open-clip sockets, latex or lamp-cord wire and unapproved duplex or triplex attachment plugs in exhibits are prohibited.
• Halogen lamps are limited to 75 watts and must be of the sealed variety, which prevents direct handling of bulbs. Certain forms of halogen lamps are completely prohibited.
• No storage of materials of any kind is allowed behind booths or near electrical service. Materials necessary to the exhibit should be limited to a one-day supply and stored neatly within the purchased space.
• Electric current may be utilized for the operation of apparatus that does not produce noises of an annoying nature.
• Exhibit booth hard walls must be nine inches from the property line for access to electrical.

Additional information 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
• 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

Fire Safety

All exits and exit aisles must be kept clear and unobstructed.

No furniture, signs, easels, chairs or displays may protrude into aisles.

Fire hose cabinets, fire extinguishers, sprinklers or any other fire-safety device must not be hidden, obstructed or otherwise disturbed.

All materials used in exhibit construction, decoration or as temporary cover must be certified as flame-retardant.

All materials and installations must comply with the requirements of inspection by the Las Vegas Convention Center Safety and Fire Prevention Office.

The use of propane or bottled gas, flammable gasses and compressed gas cylinders, including LPG, flammable thinners, solvents, paints and aerosol cans are strictly prohibited within the Las Vegas Convention Center.

Insurance

All indoor exhibitors at the Las Vegas Convention Center are required to maintain the following for the entire duration of the event, including move-in and move-out periods:

• Comprehensive general liability insurance, including broad form contractual liability coverage, with limits of at least $1,000,000 combined single limit, per occurrence, for personal and advertising injury, bodily injury and property damage.
• Workers’ compensation and employers’ liability insurance in accordance with statutory limits.
• For exhibitors that will own or operate any motor vehicles at the Las Vegas Convention Center, automobile liability insurance with limits in an amount adequate to cover all of the exhibitor’s motor vehicles on site but not less than $500,000.

All insurance must be primary and noncontributory to any other insurance coverage and each exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. National Business Aviation Association, Inc.; Las Vegas Convention Center; and Freeman must each be named as additional insured on the comprehensive general liability and automobile liability insurance.

View a sample certificate of insurance

Exhibitor Liability Coverage – Anderson Insurance

Indoor exhibitors may choose to purchase liability coverage through Anderson Insurance for $75 plus tax.

Exhibitor Liability Coverage Application

Internet/Telephone Service

Internet service in the exhibit halls will not be provided by NBAA.

If internet access is needed for an exhibitor’s booth, they must order service through Cox Communications, the exclusive provider of internet and telephone service at the Las Vegas Convention Center.

Limited Wi-Fi service will be available in the public areas.

Meeting Rooms

NBAA provides meeting rooms for exhibitors in Las Vegas Convention Center at a nominal charge and on a first-come, first-served basis during show days. Charges for signage, audio/visual and catering are not included and are the responsibility of the exhibitor.

• Exhibitors may reserve meeting rooms using the NBAA-BACE Meeting Room Reservation Form.
• NBAA is not responsible for providing signage or promotion of meetings.
• Exhibitors may order signage through the Exhibitor Service Kit.
• Exhibitors who wish to have food or beverage service at their meetings must use Sodexo Live!, the exclusive food and beverage service provider in the Las Vegas Convention Center.
• Co-exhibiting companies are not eligible to reserve meeting rooms.

For more information on meeting rooms, contact NBAA’s LeeNaura King at 202-308-4272 or meetings@nbaa.org.

Security

While NBAA-BACE exhibits are open, a limited amount of perimeter security staff will be provided. Notwithstanding the foregoing, NBAA and the Las Vegas Convention Center will not be liable for loss or damage to exhibitor’s property, as further provided in the NBAA-BACE Exhibitor Contract Terms & Conditions. Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft and damage to property. Exhibitors should ensure valuables are secured with lock and key. Order forms for additional security will be provided in the Exhibitor Service Kit.

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 and the Las Vegas Convention Center. 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.

Shipping & Storage

The Las Vegas Convention Center cannot accept or store shipments in advance of NBAA-BACE. Any shipment that arrives at the Las Vegas Convention Center prior to the targeted move-in dates will be refused.

• The unloading and delivery of all materials and equipment from the Las Vegas Convention Center docks or other areas to exhibitors’ booths or assigned spaces and loading out from same to vehicles 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.
• No storage of materials of any kind is allowed behind booths or near electrical service.
• Materials necessary to the exhibit must be stored neatly within the purchased space.
• 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 the Las Vegas Convention Center and NBAA. Freeman will receive and store exhibits and deliver them directly to the Las Vegas Convention Center exhibit halls on setup days. Freeman will also remove empty crates, provide storage during NBAA-BACE and return crates on dismantling day.

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

For the safety of attendees, flying objects, including unmanned aircraft systems (UAS) and remote-controlled aircraft, are not permitted in the Las Vegas Convention Center. UAS may be displayed in exhibits provided they are stationary, fit within purchased exhibit space and comply with all rules and relevant safety requirements.

Helium balloons are not permitted in the Las Vegas Convention Center.

Vehicles

• Maximum height:
  • 30 feet for perimeter spaces
  • 12 feet for all other spaces
• Hanging signs or rigging is only permitted for above vehicles in perimeter spaces.
• Vehicle keys must be left with Freeman.
• Three feet of clear access or aisles must be maintained around the vehicle. No part of the vehicle – including doors – may extend into aisles.
• Freeman must be used to spot vehicles during move-in and move-out.
• Vehicle must remain in its space after show closing until Freeman notifies the exhibitor.
• Vehicles shall not be moved during the show and will remain turned off while freight doors are closed.
• Fuel tank openings shall be locked or sealed in an approved manner to prevent escape of vapors.
• Fuel tanks shall not contain more than one-quarter their capacity or more than five gallons of fuel, whichever is less.
• Batteries must be disconnected.
• Auxiliary batteries not connected to the engine starting system may be left connected.
• External power is recommended for demonstration purposes.
• Battery charging is not permitted inside the building.
• Combustible/flammable materials must not be stored beneath display vehicles.
• Fueling or de-fueling of vehicles is prohibited.
• The unloading and delivery of all materials and equipment from the Las Vegas Convention Center docks or other areas to exhibitors’ booths or assigned spaces and loading out from same to vehicles must be performed by Freeman as the official contractor.

Waste Removal

Exhibitors and exhibitor appointed contractors (EACs) are responsible for maintaining a safe and clean environment during move-in and move-out. A clean floor policy will be enforced. More information will be provided in the Exhibitor Service Kit. Exhibitors will be billed accordingly by the Las Vegas Convention Center. In order to limit costs for waste removal, it is recommended that exhibitors and stand builders use recyclable materials for stand construction whenever practical. More information will be provided in the Exhibitor Service Kit.