Exhibitor Rules – 2024 NBAA Maintenance Conference

To make the 2024 Maintenance Conference 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 show 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.

• Accommodations for Attendees with Disabilities
• Alcohol
• Animals
• Badges/Registration
• Booth Rules
• Cancellation Policy
• Children
• Cleaning
• Co-exhibitors/Companies Sharing Exhibit Space
• Conference Colors
• Demonstrations
• Design Requirements – Inline Booths
• Design Requirements – 20’ x 20’ Island Booths
• Direct Selling and Suitcasing
• Dress
• Exhibit Hours
• Exhibitor Hospitality Events
• Exhibitor-Appointed Contractors (EACs)
• Fire Marshal Rules
• First Aid
• Insurance
• Internet
• Membership
• Move-in/Move-out
• Music
• Noise Levels
• Official Service Partners
• Parking
• Photo Use Permission
• Recycling
• Security
• Smoking
• Staffing
• Stand Drawings
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
• Vehicles on Display in Exhibits
• Waste Removal

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 hall at the Oregon Convention Center. The Oregon Convention Center only allows powered wheelchairs, scooters, and Segways for people with disabilities as defined under the Americans with Disabilities Act (ADA) and as long as they can be operated safely in the venue. Individuals with disabilities who wish to use power-driven mobility devices at the Maintenance Conference 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.

Review the Oregon Convention Center accessibility information, including complimentary reservations of wheelchairs and electric convenience vehicles (ECVs).

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Alcohol

• Service: Exhibitors are prohibited from serving alcohol from their booths, including ordering bar service from the approved catering provider.
• Giveaways: Exhibitors may give away alcohol as an attendee gift or prize, if the alcohol is not an item for sale, the bottle is properly sealed, and not being consumed on the property of the Oregon Convention Center. It is the exhibitor’s responsibility to inform attendees that their giveaway may not be consumed on the property of the Oregon Convention Center.

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Animals

Animals or pets, except for ADA Service Animals, are not permitted in the Oregon Convention Center. The Convention Center complies with all ADA standards, and uses the ADA definition of a service animal: Any guide dog, signal dog, or other animal individually trained to provide assistance to an individual with a disability.

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Badges/Registration

Official 2024 NBAA Maintenance Conference badges are required for access to the exhibit hall. Exhibitors are allotted complementary exhibitor badges based upon the size of their booth purchase. Exhibitor badges are required for all booth staff. Exhibitor badges provide access to education sessions in addition to exhibit areas, and include all meals served as part of the standard registration.

Additional Exhibitor Badges

Additional exhibitor badges for booth staff or guests may be purchased for $585 each through the registration portal in the exhibitor dashboard. These badges provide access equivalent to a attendee badge, a $1,430 value.

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Booth Rules

• Exhibits will be limited to products and services directly involved with the maintenance of business aircraft. NBAA reserves the right to deny space to any company whose products or services are not appropriate to business aviation.
• All booths must be set by 10:30 a.m. on Tuesday, April 30 2024.
• Exhibitors may not tear down prior to 1:30 p.m., Thursday, May 2, 2024.
• All side rails and provided side drape must remain up and in place at all times.
• Nothing may be draped over or used to replace a side rail without NBAA’s approval.
• No part of an exhibit, or any exhibitor materials, may be taped, nailed, tacked, stapled, pasted or in any way otherwise fastened to walls, columns, doors, painted surface, or fabric.
• Only carpet tape is permitted to affix flooring to the convention center floor.
• No holes may be drilled, cored or punched in the Oregon Convention Center walls or floors.
• No hanging signs or truss lighting are permitted.
• Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA Show Management.
• Ceilings are not permitted on booths.
• Booths may have only one exhibit level.
• No remote-controlled vehicles or devices, or piñatas of any type are allowed in booths.
• Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees.
• 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.
• No giveaways or props may be flown or tossed around in the exhibit hall (e.g., balls, paper airplanes, etc.).
• Exhibitor prize drawings may only be held during the designated exhibit hours, not during education session times.
• Exhibitor booth photos may not be taken from ladders or stop the flow of aisle traffic. All exhibitor photographers must check in with the NBAA exhibits team if they are not registered to attend the conference.
• No painting of signs, displays or other objects is permitted in the Oregon Convention Center.
• The use of adhesive-backed decals is prohibited.
• Exhibitors will be solely responsible for any and all damages to the Oregon Convention Center arising from a failure to observe these rules.

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Cancellation Policy

There will be no refunds or credits for cancellations or reductions in exhibit size.

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Children

Children will not be permitted in exhibit areas during installation and teardown.

Children less than 12 years old are not permitted on the Maintenance Conference exhibit floor under any circumstances.

Children 12 years old and older are permitted in exhibit areas during exhibit hours with an Maintenance Conference badge and accompanied by an adult at all times.

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Cleaning

• NBAA will arrange to clean aisles after show hours and prior to opening each day. This service does not include dusting, arranging, vacuuming or otherwise maintaining individual exhibits and trash removal.
• Exhibitors must keep their displays neatly organized.
• Exhibitors who wish to have their booths cleaned on a daily basis must order cleaning through the forms provided in the Exhibitor Resource Center.

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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 the 2024 NBAA Maintenance Conference are required to register and pay the $1,185 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 $2,475 per company.

Co-exhibitors will receive one complimentary badge with their co-exhibitor registration and will receive their own exhibitor registration portal login credentials. They may purchase additional badges at the reduced exhibitor rate of $585.

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Conference Colors

The 2024 NBAA Maintenance Conference exhibit hall will be set with black back drape and side rail. Booths will be set with gray carpet. Aisle carpet will be Ocean (blue and black speckle).

Exhibitors may elect to opt-out of the booth package by submitting a form available in the Exhibitor Resource Center.

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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.
• Exhibitors may not interfere with aisle traffic 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.

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Design Requirements – Inline Booths

• The maximum height for exhibit materials, components and identification signs is 8 feet.
• All booth display items and other signage higher than 4 feet must be placed in the rear half of the booth.
• 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 drape from Freeman, or may provide a professional finish of their own.

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Design Requirements – 20’ x 20’ Island Booths

• The maximum height for exhibit materials, components and identification signs is 12 feet.
• Hard walls are permitted, but limited to 50% of the exhibit’s perimeter.
• Full use of island space is permitted.
• All exposed walls must be finished.
• Stand drawings must be submitted to NBAA in advance for approval. See Stand Drawings for additional information.

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Direct Selling and Suitcasing

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.

If you haven’t reserved an exhibit space at NBAA-BACE, you are prohibited from soliciting business on the exhibit hall floor. Non-exhibiting attendees who are observed selling or soliciting on the exhibit hall floor 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.

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Dress

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

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Exhibit Hours

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Exhibitor Hospitality Events

NBAA requests that exhibitors not schedule booth events or hospitality events during any NBAA-hosted event. NBAA events and sessions will conclude at the following times each day.

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Exhibitor-Appointed Contractors (EACs)

Exhibitors have the option of using Freeman (the official service contractor for the 2024 NBAA Maintenance Conference), full-time personnel from their own company, or a qualified independent EAC 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 or provide service to your booth (e.g.; booth designers, booth builders, installation/dismantling contractors, non-official florists, furniture suppliers, laborers).

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.

It is the exhibitor’s responsibility to ensure that all representatives of the EAC abide by the 2024 NBAA Maintenance Conference 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 Resource Center.

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Fire Marshal Rules

• All decorative materials must be flame proofed or of a type acceptable to the fire marshal’s office. Use of bark dust, mulch, chips or hay, etc., is not allowed unless pre-approved by the fire marshal’s office.
• No flammable gasses, liquids or solids, are allowed in any building, enclosed tent or structure. Two 16.4 oz. bottles of propane are permitted in a booth at any one time. All other bottles must be stored outside the building and secured. Note: the use of propane within the building must be approved by the Oregon Convention Center and the fire marshal’s office.
• All wooden or other material structure booths cannot be used unless approved by NBAA. Ceilings are not permitted.
• All exhibitors are to keep all their exhibit items, tables, chairs, etc., within their assigned booth space. Nothing is to be placed in any aisle.
• Empty cardboard boxes may not be stored within booths overnight.
• The exhibitor must relocate obstructions that block utility floor boxes upon request.

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First Aid

The facility has two fully equipped first aid rooms. The closest first aid room to the Maintenance Conference exhibits and sessions is outside Exhibit Hall E. This first aid room will be staffed by an EMT during the official event hours. EMTs may be contacted by picking up any house phone and dialing 7575.

The building has multiple defibrillator stations (AEDs) located in public spaces.

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Insurance

All exhibitors at the Oregon 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.
• 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.; Oregon Convention Center; Metro; Metropolitan Exposition-Recreation Commission; and Freeman must each be named as additional insured on the comprehensive general liability and automobile liability insurance.

The Exhibitor Resource Center may contain additional insurance requirements. EACs have separate insurance requirements.

NOTE: Exhibitors’ certificates of insurance will not be collected in advance, however a copy of exhibitor’s insurance certificate demonstrating insurance that meets these requirements must be maintained on-site by the exhibitor and must be furnished to NBAA upon request during the event.

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Internet

Complimentary Wi-Fi is available in lobbies and meeting rooms. Information for ordering technology services will be available in the Exhibitor Resource Center.

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Membership

All exhibitors and co-exhibitors at the 2024 Maintenance Conference must be members of NBAA, current on all accounts with NBAA and paid-in-full for exhibit space to be assigned exhibit space.

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Move-in/Move-out

During move-in and move-out, exhibit hall lights will be set at one-half brightness.

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Music

NBAA maintains 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 Maintenance Conference. 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.

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Noise Levels

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

Sound level violations should be reported directly to the NBAA exhibits team.

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 events.

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Official Service Partners

To ensure orderly and efficient installation, operation and removal of displays and to eliminate confusion, NBAA has designated Freeman and other firms listed in the Exhibitor Resource Center 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 an NBAA-approved service provider.

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Parking

Parking is not permitted on the loading dock or in any of the loading bays except for the purpose of loading and unloading. In addition, parking is not allowed on any sidewalk or plaza area around the venue.

On-site parking is provided in the Oregon Convention Center’s underground garage.

• A dynamic rate of $12 to $20 will be charged at parking garage entry during events.
• Parking fees must be paid with credit or debit card. The Oregon Convention Center is a cashless building.
• The garage generally opens at 6:00 a.m.
• Parking is available on a first-come, first-served basis.
• Overnight parking is prohibited.
• Allow ample time for parking: event schedules and area traffic may impact arrival and departure times.

You may enter the garage through the NE Lloyd Boulevard (P1) or NE First Avenue (P2) entrances. Clearance on the P1 level is 7 feet; clearance on the P2 level is 9 feet. There are designated motorcycle-only parking spaces in the garage. Motorcycles pay the regular parking rates. The Oregon Convention Center garage does not accommodate RVs, campers, trucks with trailers and similar oversized vehicles.

Oregon Convention Center Parking and Directions

Map of Oregon Convention Center Parking Garages (PDF)

Accessible Parking

Both levels of the Oregon Convention Center parking garage provide accessible spaces within easy access of elevators. There are 10 accessible spaces on Parking Level 1 (P1) and 11 accessible spaces on Parking Level 2 (P2). Parking Level 2 (P2) offers accessible areas with a 9-foot ceiling clearance to accommodate adapted vehicles. Accessible parking is available on a first-come, first-served basis.

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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.

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Recycling

The Oregon Convention Center provides recycling receptacles to exhibitors and decorators on the show floor during move-in and move-out. The center recycles the following:

• Cardboard boxes, signs and tubes
• Film plastic, shrink wrap, bubble wrap, plastic bags, sheet plastic (must be clean and dry, with no strapping, paper or food scraps)
• Styrofoam peanuts
• Vinyl tablecloths (no banners)
• Lumber, plywood, particle board, including scraps
• Paper – brochures, magazines and office paper
• Glass bottles and jars (must be clean)
• Scrap metal
• Plastic and metal containers
• Plants, trees and yard debris
• Construction debris: concrete, brick, porcelain, pavers, asphalt
• Food scraps: Includes meat, bones, dairy

Prohibited items include plastic bags, foam core signage and helium balloons. Exhibitors may not leave behind vinyl banners, electronics, furniture, equipment, carpet, carpet scraps, carpet padding, or any item that cannot be donated.

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Security

While 2024 NBAA Maintenance Conference exhibits are open, entry and perimeter security staff will be provided. Notwithstanding the foregoing, NBAA and the Oregon Convention Center will not be liable for loss or damage to exhibitor’s property, as further provided in the 2024 NBAA Maintenance Conference Exhibitor Contract Terms & Conditions.

Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft or damage to property. Valuables should be removed overnight or secured safely in a locked location.

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Smoking

The 2024 NBAA Maintenance Conference is a non-smoking event. Smoking is strictly prohibited within the Oregon Convention Center and within 25 feet of the building. This includes electronic cigarettes, as well as vaping.

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Staffing

• Exhibit areas must be fully staffed during official exhibit hours.
• Exhibitors will be admitted one hour prior to official exhibit hours each show day for early preparations of displays only.
• Exhibits must remain staffed and in place through 1:30 p.m. on Thursday, May 2.
• 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 Show Management reserves the right to make changes to the exhibit hours schedule with advance notice.

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Stand Drawings

All exhibitors in 20 x 20 booths and exhibitors with wooden or other material structure booths must submit stand drawings to NBAA by March 15, 2024, for approval.

Drawings must be scaled, signed and dated and include the following:

• Event name and date: 2024 NBAA Maintenance Conference, April 30 – May 2, 2024
• Exhibitor company name
• Booth number
• Booth orientation (label surrounding booth numbers)
• Maximum number of occupants allowed
• Maximum exhibit height within the booth

Stand drawings should be submitted to exhibits@nbaa.org for approval by March 15, 2024.

Exhibitors who do not submit drawings in advance for approval may be delayed upon move-in.

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

Flying objects, including UAS, remote-controlled aircraft and helium or any other lighter-than-air 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.

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Vehicles on Display in Exhibits

• Displayed vehicles must have 1/4 tank or less of fuel in the tank. The gas cap must be either locked or taped in place.
• Battery cables must be taped or batteries must be removed.
• Drip pans must be placed under vehicles.
• Displayed vehicles must be clean and dry.
• Displaying of any vehicle containing LPG gas propane shall have such containers reduced to atmospheric pressure before bringing them into the building.
• Advance approval is required by the Oregon Convention Center Fire Marshall for all vehicles to be displayed.

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Waste Removal

Exhibitors and EACs are responsible for maintaining a safe and clean environment during move-in and move-out. A clean floor policy will be enforced. Cleaning and waste removal can be ordered through Freeman in the Exhibitor Resource Center.

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