Exhibitor Rules – 2023 NBAA White Plains Regional Forum

To make the 2023 NBAA White Plains Regional Forum a successful event for all participants, exhibitors must review and abide by all event rules. These rules also apply to all exhibitor-appointed contractors (EACs).

In addition to the below rules, exhibitors must adhere to the Exhibitor Contract Terms & Conditions, the binding contract that applies to all exhibitors.

Questions? Contact the NBAA exhibits team at exhibits@nbaa.org.

• Booth Display Rules – Indoor Exhibits
• Booth Display Rules – Outdoor/Aircraft Exhibits
• Badges/Registration
• Cancellations/Refunds
• Children
• Co-exhibitors/Companies Sharing Exhibit Space
• Demonstrations
• Direct Selling
• Dress
• Exhibit Hours
• Exhibitor-Appointed Contractors (EACs)
• Indoor Exhibit Colors
• Internet
• Membership
• Move-in
• Move-out
• Music
• Noise Levels
• Official Service Partners
• Smoking
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

Booth Display Rules – Indoor Exhibits

• All booths must be set by 9 a.m. on Wednesday, June 14, 2023.
• Exhibitors may not dismantle exhibits prior to 4 p.m. on Wednesday, June 14, 2023.
• All display material must remain within the exhibitor’s purchased exhibit space at all times.
• Maximum height for exhibit materials, components and identification signs: 8 feet
• All display material higher than 5 feet must not extend farther than 5 feet from the back wall of the booth to permit a clear view from booth to booth.
• No helium balloons, remote-controlled vehicles or piñatas of any type are allowed in booths.
• No sounds designed to entice people to booths are permitted. Sound may not exceed 80 decibels (e.g. horns, whistles, bells, etc.).
• Alcohol is not permitted to be served in booths.
• No giveaways or props may be thrown or flown in the exhibit hall (e.g., paper airplanes, balls.).
• Exhibitor photos may not be taken from ladders or any other way that blocks the flow of aisle traffic.
• Exhibitors may not distribute materials booth-to-booth or outside of their assigned exhibit space.
• Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees.
• No live animals – with the exception of service animals – are allowed in exhibit areas.
• Exhibit space must be staffed during all exhibit hours.

Booth Display Rules – Outdoor/Aircraft Exhibits

• Tents are not permitted on the aircraft display. Exhibitors may use patio/market umbrellas next to their aircraft or vehicles.
• All aircraft on the aircraft display are required to arrive on Tuesday, June 13, 2023.
• NBAA schedules aircraft arrivals based on their location within the display. Aircraft will be assigned arrival times between 9 a.m. and 3 p.m.
• Vehicles must arrive by 12 p.m. on Tuesday, June 13, 2023.
  • If the parking position is not ready, the driver must remain with the vehicle or give the keys to an NBAA representative for positioning at a later time.
• Aircraft will begin to depart after 4 p.m. on Wednesday, June 14, 2023. Departures generally take between two to three hours to complete.
• Ground power units and air-conditioning units can be rented from AEM International. AEM International will bill exhibitors directly for these services.
• Order forms for all third-party services will be included in the Exhibitor Service Kit.

Badges/Registration

Official 2023 NBAA White Plains Regional Forum badges are required for access to the indoor exhibits and outdoor aircraft display. Exhibitors may use their badge allotment for exhibit staff, exhibitor guests and EACs as they choose. Additional exhibitor badges for booth staff or guests may be purchased for $60 each through the exhibitor registration portal, which will be available in spring 2023.

Badge Allotment

Regional Forum exhibitors will receive complimentary badges based on their exhibit order. Badges can be used for exhibitor booth staff or guests.

Cancellations/Refunds

Exhibit payments are non-refundable and non-transferable in the event of a cancellation or reduction in space.

Children

• Children under 12 years old are not permitted on the 2023 NBAA White Plains Regional Forum exhibit floor or aircraft display area under any circumstances.
• Children 12 years of age and older are permitted in exhibit areas and aircraft display areas during exhibit hours with a 2023 NBAA White Plains Regional Forum badge, provided they are accompanied by an adult at all times.
• Children will not be permitted in exhibit areas during installation or 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 who 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 the 2023 NBAA White Plains Regional Forum are required to register as a co-exhibitor by emailing exhibits@nbaa.org and pay associated fees.

Failure to advise NBAA of shared exhibit space in advance – including displaying the advertising of another company’s products or services – may result in a minimum additional charge of $3,335 per company.

Once registered, co-exhibitors will have a separate company profile in the online exhibitor directory. Co-exhibitors are not allotted badges and should work through their primary exhibitors to secure badges.

All co-exhibitors must be members in good standing of NBAA.

Demonstrations

• All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space.
• 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 exhibit.

Direct Selling

• Direct selling on the exhibit floor is prohibited.
• Canvassing or distribution of publications/marketing materials/show dailies outside of assigned exhibit space, including all booth-to-booth distribution, is prohibited.

Dress

The dress code for NBAA Regional Forums is business casual – on the exhibit floor, at the aircraft display and in education sessions.

Exhibit Hours

Wednesday, June 14 – 9 a.m. to 4 p.m.

Exhibitor-Appointed Contractors (EACs)

Exhibitors have the option of using Freeman (the official service contractor for the event), a qualified independent EAC or full-time personnel from their own company to install and dismantle displays.

An EAC is any individual or company that is not an employee of your company and is hired to install/dismantle/provide service to your booth (i.e.; booth designers/builders/installation/dismantling contractors, non-official florists, furniture suppliers, laborers, etc.).

Exhibitors may use an EAC if:

• The service to be performed is not listed as an exclusive service
• The exhibitor has designated the EAC as their service provider on the Exhibitor-Appointed Contractor Intent to Use Form
• The EAC submits the EAC Application/Contract and Certificate of Insurance to NBAA and agrees to abide by all EAC rules
• All EAC workers have Exhibition Services & Contractors Association (ESCA) Worker Identification & Security (WIS) badges

It is the exhibitor’s responsibility to ensure that all representatives of the EAC abide by the exhibitor rules and to provide badges for those staff working on show days. The exhibiting company is responsible for the actions of their independent contractors and subcontractors.

Further details on EACs will be available in the Exhibitor Service Kit.

Indoor Exhibit Colors

In the indoor exhibit hall, the aisle carpet color is midnight blue and the booth back and side wall pipe and draping is blue.

Internet

Internet service at the event will not be provided by NBAA.

Membership

All exhibitors and co-exhibitors at the 2023 NBAA White Plains Regional Forum must be members of NBAA, current on all accounts with NBAA and paid-in-full for exhibit space to be assigned exhibit space.

Move-in

Move-out

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 White Plains 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

Noise levels within the exhibitor’s space should not exceed 80 decibels and must not interfere with the conduct of business of neighboring exhibits. NBAA management reserves the right to enforce compliance of this rule.

Official Service Partners

To ensure the orderly and efficient installation, operation and removal of displays, NBAA has designated Freeman, and other firms listed in the Exhibitor Service Kit, as Official Service Partners. NBAA management holds these firms responsible for quality service and fair prices and will intercede on behalf of exhibitors 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.

Smoking

NBAA Regional Forums are non-smoking events. Smoking is strictly prohibited. This includes electronic cigarettes as well as vaping.

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

For the safety of attendees, flying objects, including UAS, remote-controlled aircraft and helium balloons, are not permitted. UAS may be displayed in exhibits provided they are stationary, fit within purchased exhibit space and comply with all rules and relevant safety requirements.