Exhibitor Rules – 2024 NBAA Miami-Opa locka Regional Forum

To make the 2024 Miami-Opa locka 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
• Badges/Registration
• Cancellations/Refunds
• Children
• Co-exhibitors/Companies Sharing Exhibit Space
• Demonstrations
• Direct Selling
• Display Rules – Outdoor Aircraft Display Exhibits
• 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 8 a.m. on Wednesday, Jan. 31, 2024.
• Exhibitors may not tear down exhibits prior to 4 p.m. on Wednesday, Jan. 31, 2024.
• 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 out 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 are allowed to entice people to booths or exceed 80 decibels (e.g. horns, whistles, bells, etc.).
• Alcohol is not permitted to be served in booths.
• No giveaways or props may be flown in the exhibit hall (e.g., paper airplanes, balls).
• Exhibitor photos may not be taken from ladders or any other way that stops 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.

Badges/Registration

Official 2024 Miami-Opa locka Regional Forum badges are required for access to the indoor exhibits display 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 later this year.

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. Requests to cancel or reduce space from exhibitors must be submitted in writing to exhibits@nbaa.org.

Children

• Children under 12 years old are not permitted on the 2024 Miami-Opa locka 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 2024 Miami-Opa locka Regional Forum badge, provided they are accompanied by an adult at all times.
• Children will not be permitted in exhibit areas during installation and teardown.

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 spaces
• 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 Miami-Opa locka Regional Forum must complete the co-exhibitor listing form.

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 $2,975 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 or marketing materials outside of assigned exhibit space, including all booth-to-booth distribution, is prohibited.
• Soliciting of Regional Forum attendees and exhibitors, except by exhibiting companies, is prohibited. Attendees violating this rule will be removed.

Display Rules – Outdoor Aircraft Display Exhibits

• Tents are not permitted on the aircraft display. Exhibitors may use patio/market umbrellas next to their aircraft.
• All aircraft on the aircraft display are required to arrive by Tuesday, Jan. 30, 2024. Arrival times will be assigned by NBAA.
• Aircraft will begin to depart after 4 pm on Wednesday, Jan. 31, 2024.
• Ground power units and air-conditioning units can be obtained from AEM International. Note: AEM International will bill exhibitors directly for these services.
• Order forms for all third-party services will be included in the Exhibitor Resource Center

Dress

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

Exhibit Hours

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

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 is available in the Exhibitor Resource Center.

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/gray

Internet

NBAA does not provide internet service at this event.

Membership

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

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 Miami-Opa locka 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 Resource Center, 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 and 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.