Exhibitor Frequently Asked Questions – 2023 NBAA Maintenance Conference

• What are the hours for registration, the exhibit hall, move-in and move-out?
• How do I order items for my booth?
• What equipment is provided with our booth?
• What deadlines do I need to be aware of?
• Am I allowed to set up my own booth?
• Who does what at the 2023 NBAA Maintenance Conference?
• Can I deliver my booth materials/products using my own truck?
• Can we bring exhibit materials into the Connecticut Convention Center ourselves?
• Do we need to submit stand drawings?
• Can we use our own caterer for our booth?
• Where can I park?
• How can I track people visiting my booth? Can I obtain a list of attendees?
• Does NBAA use a housing agency for the Maintenance Conference?
• How do I ship materials to my booth?
• How do I update my company’s information in the exhibitor directory?
• Are children permitted at the 2023 NBAA Maintenance Conference?
• What are the booth move-in rules?
• What are the booth move-out rules?
• What is freight material handling/drayage?
• What if we need more badges?
• Will there be WIFI in the exhibit hall?

What are the hours for registration, the exhibit hall, move-in and move-out?

How do I order items for my booth?

Order forms are available in the Exhibitor Service Kit.

Place your orders by the early-bird deadlines to take advantage of discounted pricing.

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 an NBAA-approved service provider.

Review the list of Official Service Partners

What equipment is provided with our booth?

NBAA provides all 10×10, 10×20, 10×30 and 10×40 booths with the following items:

• 8-foot high back drape (black)
• 3-foot high side rail (black)
• One 6-foot long draped table (gray)
• One wastebasket
• Plastic side chairs
• One 7-inch by 44-inch, one-line booth identification sign with company name and booth number
• Latte booth carpet
• Basic electrical package, which includes a 500-watt outlet

NBAA provides all 20×20 booths with the following items:

• Latte booth carpet
• Basic electrical package, which includes four 500-watt outlets

Other commonly ordered optional items available for additional fees include:

• Additional booth furnishings
• Booth Cleaning
• Catering
• Internet connections

What deadlines do I need to be aware of?

Review the Important Dates & Deadlines for Exhibitors in the Exhibitor Service Kit.

Am I allowed to set up my own booth?

Full-time employees of your company can set up your booth. If requested by show management while on the show floor, these employees must present identification and proof of full-time employment with the company.

Alternatively, you can hire an exhibitor-appointed contractor (EAC) or work with Freeman to hire labor to install your booth.

EACs must register by completing the EAC application/contract by April 14, 2023, and uploading their COI.

Additionally, EACs must comply with all show and EAC rules; wear security wristbands for show floor access during move-in; or secure badges from their exhibitor to access the show floor on show days.

Local Labor Jurisdiction

• 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 an exhibit, they must carry 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.

Who does what at the 2023 NBAA Maintenance Conference?

* Denotes exclusive service

Can I deliver my booth materials/products using my own truck?

• You are permitted to make deliveries in a privately-owned vehicle (POV).
• Acceptable vehicles include passenger automobile, minivan, sport utility vehicles, pickup trucks and full-size vans up to 14’ in length.
• Exhibitors will have up to 30 minutes to load/unload vehicles and are then required to immediately remove their vehicles from the loading dock area. All vehicles entering or exiting the loading dock are subject to inspection.
• All freight and exhibit materials must be moved in and out through overhead doors. Use of pedestrian doors for this purpose is strictly prohibited.
• Material moving equipment such as carts, dollies, luggage carriers and hand-trucks is permitted. The Connecticut Convention Center does not provide this equipment to exhibitors.

Can we bring exhibit materials into the Connecticut Convention Center ourselves?

Exhibitors may hand carry their own materials as long as such materials may be carried by one person in one trip, without the use of dollies, bell carts, hand trucks or any other equipment.

Do we need to submit stand drawings?

Exhibitors with 20 x 20 exhibits or those with wooden or other material structure booths must send stand drawings to NBAA by April 14, 2023. Complete drawings should be submitted via email to skurusz@nbaa.org.

Can we use our own caterer for our booth?

The Connecticut Convention Center is the exclusive provider of food and beverage. No outside food/beverage is permitted. You can find the order form for food and beverage located in the Exhibitor Service Kit.

Where can I park?

Parking for the Convention is located at the Marriott Hartford Downtown, which is connected to the Connecticut Convention Center. Driving directions to the loading docks are included in the Exhibitor Service Kit.

How can I track people visiting my booth? Can I obtain a list of attendees?

You can order badge scanners (lead retrieval equipment) from CompuSystems. CompuSystems offers desktop, mobile, and mobile app solutions to collect leads. Order forms can be found in the Exhibitor Service Kit.

Does NBAA use a housing agency for the Maintenance Conference?

NBAA does not have a housing partner for this Maintenance Conference.

If you are contacted by third-party housing agencies to book hotel rooms for the event, please note that these companies are not affiliated with NBAA or the event.

Exhibitors are encouraged to reserve hotel rooms directly through the links on the Hotel & Transportation page.

How do I ship materials to my booth?

Exhibitors may find detailed shipping information, including labels and addresses for shipping both “Advance to Warehouse” and “Direct to Show Site” in the Exhibitor Service Kit.

The deadline to ship exhibit materials to the Freeman advance warehouse is April 24, 2023. Shipments arriving after this date are subject to additional charges.

Freeman will begin to accept shipments at show site on May 1, 2023.

How do I update my company’s information in the exhibitor directory?

• All exhibitors and co-exhibitors have access to the online exhibitor dashboard, where they are encouraged to update their company profiles, upload their logos, select their buyers guide categories and upload their press releases.
• Exhibitors are reminded to select up to ten buyers guide categories to ensure attendees can locate them in their online searches.

Log in to the Exhibitor Dashboard

Are children permitted at the 2023 NBAA Maintenance Conference?

The 2023 NBAA Maintenance Conference is a business event.

Children ages 12 to 17 are not permitted in the exhibit halls during installation and teardown.

Children ages 12 to 17 are permitted in the exhibit hall during official exhibit hours if they are badged and accompanied by an adult at all times.

What are the booth move-in rules?

• All exhibitors must be set and in place by 11 a.m. on Tuesday, May 2 to allow for aisle carpet installation and ready for the show to open.
• If exhibit space is not occupied by 11 a.m. on Tuesday, May 2, NBAA will consider it canceled by the exhibitor and will use such space as it deems appropriate.
• This rule must be strictly enforced, as lateness in setting up jeopardizes the opening of exhibits. If additional time is required for setup, contact NBAA’s exhibits team at exhibits@nbaa.org.
• Exhibitors can continue to work within their exhibit space if their freight is not in the aisles.

What are the booth move-out rules?

• Exhibitors may not break down their booths until the show closes at 1:30 p.m. on Thursday, May 4.
• Exhibitors found in violation of this rule will be ineligible for priority placement for the 2024 NBAA Maintenance Conference.

What is freight material handling/drayage?

Freight material handling or “drayage” is the moving of exhibit materials from one location to another. Whether an exhibitor’s materials are shipped to Freeman’s advance warehouse or directly to the show site, their materials must be delivered to their booth location.

Services included in material handling or drayage costs include:

• Accepting the exhibit materials either at the warehouse or at show site
• Delivery of exhibit materials to the exhibitor’s exhibit space
• Storage of empty containers during the show
• Returning empty containers at the close of the show
• Picking up an exhibitor’s packaged materials
• Returning packaged materials to the dock
• Loading exhibitor’s materials on their carrier of choice

Material handling charges vary from city to city and venue to venue, and are based on the following: labor rates; facility dock access; and the show schedule.

What if we need more badges?

Exhibitors may order additional badges at the exhibitor rate of $560. Log in to Exhibitor Registration.

Will there be WIFI in the exhibit hall?

There is no free public WiFi service in the exhibit halls at the Connecticut Convention Center. Exhibitors who require WiFi service in their booths must order internet service through the Connecticut Convention Center. Order forms are located in the Exhibitor Service Kit.