Exhibit Space Placement Process – SDC2023

Exhibitors that have submitted applications and full payments by Sept. 30, 2022, will qualify for priority exhibit space placement and will select their exhibit location in the Music City Center at assigned appointment times through the priority placement process.

At the assigned appointment time, each exhibitor will log into a Google Meet virtual meeting to look at the floor plan online and work directly with members of the NBAA exhibits team to identify their optimal location, considering both the exhibitor’s requirements and the spaces remaining.

NBAA assigns appointment times for this live placement process by grouping exhibitors into priority categories using the criteria listed below. All exhibitors within each priority level are randomly ordered and assigned appointment times for their exhibit space placement ahead of the exhibitors in the next lower priority category.

Priority Categories for SDC2023 Exhibitors

To qualify for the priority placement process, exhibitors must submit exhibit applications with full payments by the Sept. 30, 2022, deadline.

Priority-One Exhibitors

Priority-one exhibitors are those companies whose applications and payments are received by the Sept. 30, 2022, deadline and selected the premium placement option. Within priority one, exhibitors that have exhibited at the NBAA Schedulers & Dispatchers Conference for five consecutive years will be assigned their online placement times ahead of other priority-one exhibitors.

Priority-Two Exhibitors

Priority-two exhibitors are those companies whose applications and payments are received by the Sept. 30, 2022, deadline, have exhibited at the NBAA Schedulers & Dispatchers Conference on a consecutive basis for at least five years and selected standard placement.

Priority-Three Exhibitors

Priority-three exhibitors are those companies whose applications and payments are received by the Sept. 30, 2022, deadline, but do not qualify for one of the previous categories.

Exhibitors Submitting Applications After the Priority Deadline

Companies who submit payments and applications after the Sept. 30, 2022, deadline will be placed in the order that they are received after all priority-one through priority-four exhibitors have been placed.

Sponsors

Exhibitors in priority one, priority two and priority three with cumulative sponsorship spends of $2,500 or greater at SDC2022 will be placed before other exhibitors within their respective priority category.

Live Placement Process

Once priority status has been determined for all eligible exhibitors, each exhibitor will receive an email that includes the following:

• The appointment time and call-in details for their live, online priority exhibit space placement
• Link to complete priority placement results, appointment time and details for the priority placement process
• Proxy information to be used in the event an exhibitor is unable to call at their appointed time
• Reminder of permissible booth configurations

At their assigned appointment times, exhibitors will use the meeting information provided in the confirmation to discuss exhibit plans and exhibit space options with the NBAA exhibits team. Once an exhibitor selects their exhibit space, the floor plan will be updated online in real time.

Following the priority exhibit space placement, each exhibitor will receive:

• Booth confirmation – including booth number
• Access to addtional SDC2023 exhibitor information, including the exhibitor service kit, exhibitor badge registration, marketing tools and more.

Fuel/Specialty Rows

Several fuel company/specialty providers will exhibit at SDC2023 with sponsored fuel/specialty rows that include more than ten exhibit booths. Due to the size of their participation, the NBAA exhibits team will place the fuel rows on the floor plan before placing other exhibitors.

Fuel row organizers typically decorate the booths within their row in a consistent manner and may standardize the individual booth’s graphics.

All exhibitors requesting to be placed in a fuel/specialty row may select their preferred fuel row on their exhibit application, and are subject to approval by the company overseeing the row.

Some fuel row organizers prefer to place their fuel row participants themselves. As such, exhibitors in these rows are not part of the priority placement process, but will work with their fuel row organizer to be assigned their booth locations. Other fuel row organizers have NBAA place their exhibitors subject to the priority placement process. In these rows, exhibitors will select their preferred booth location based on availability within their selected fuel row at their appointment time.

Exhibitors purchasing a premium placement booth and requesting a booth in one of the fuel/specialty rows will receive premium placement within that row.

Exhibitors in 20-foot by 20-foot booths are not eligible for fuel row participation.

Purchasing Multiple Booths for Multiple Companies

Each exhibiting company is permitted one booth space. If a company holds multiple active memberships with NBAA, they may purchase booths for each membership they hold. A company holding multiple memberships and requesting multiple booths may request that those booths be located next to each other only if they are in the same priority category. Please note that this does not mean that the booths may be linked together. The dividing pipe and drape between the two booths must remain in place and booth structures may not extend from one booth to the next. Each booth must remain separate.

For More Information

For more information about SDC2023 exhibits and the application process, email exhibits@nbaa.org.