Exhibit Placement Process – 2024 NBAA White Plains Regional Forum
Get an overview of the exhibit placement process for indoor exhibits and the aircraft display at Westchester County Airport (HPN).
For questions about exhibitor priority categories and the placement process, email exhibits@nbaa.org.
Indoor Exhibit Placement
Exhibitors that have submitted applications and full payments by March 1, 2024, will qualify for priority exhibit space placement and will select their exhibit location at an assigned time through the live 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
To qualify for the priority placement process, exhibitors must submit exhibit applications with full payments by the March 1, 2024, deadline.
Priority-One Exhibitors
Companies whose applications and payments are received by the March 1, 2024, deadline and selected the premium placement option
Priority-Two Exhibitors
Companies whose applications and payments are received by the March 1, 2024, deadline and selected standard placement.
Priority-Three Exhibitors
Companies whose applications and payments are received after the March 1, 2024, deadline will be placed in the order in which their applications and payments are received, after all exhibitors in priority-one and priority-two have been placed.
Live Placement Process
The live placement process for the 2024 NBAA White Plains Regional Forum will be held in late March 2024.
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
- Proxy information to be used in the event an exhibitor is unable to call at their appointed time
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.
Exhibitors Submitting Applications After the Priority Deadline
Companies who submit applications and payments after the March 1, 2024, deadline will be placed in the order in which they are received after all priority-one through priority-three exhibitors have been placed. Exhibitors will be able to submit a proxy form to select their booth spaces.
Confirmation of Booth Assignments
Following space placements, each exhibitor will receive:
- Booth confirmation – including booth number
- Access to additional exhibitor information, including the Exhibitor Resource Center, exhibitor badge registration, marketing tools and more.
Competitors
It is not NBAA’s policy to keep a record of any exhibitor’s identified competitor companies. Exhibitors are responsible for awareness of all companies in the immediate vicinity of their assigned space, both during and after their space assignment. NBAA will consider all exhibitor requests to relocate their own booth space and give all such requests equal priority. NBAA is unable to accommodate requests to relocate other exhibitors.
Aircraft Display Placement
Due to limited ramp space at Westchester County Airport (HPN), eligibility rules are in place for the assignment of booth space for exhibitors who submit applications and payments in full before the March 1, 2024, priority deadline.
- NBAA reserves the right to limit the size of exhibits based on overall space availability.
- Assignment of all exhibit space is at the sole discretion of show management.
- Exhibitor locations will be based upon the overall size of the requested space, number of aircraft to be on display, required aircraft towing lanes, and airport operational considerations.
- For efficient use of ramp space aisle locations, similar sized exhibits are routinely grouped together.
- NBAA reserves the right to change the aircraft display layout or exhibitor location at any time, including prior to or during the 2024 NBAA White Plains Regional Forum, if NBAA, in its sole discretion, determines that such change is in the best interest of the event.
- NBAA makes every effort to accommodate each applicant’s preferred location. If all space preferences indicated by the applicant have been allocated, however, NBAA will assign the best available space.
If you have questions regarding the allocation of aircraft display exhibit space, contact exhibits@nbaa.org.
Any person who attends an NBAA convention, conference, seminar or other program grants permission to NBAA, its employees and agents (collectively "NBAA") to record his or her visual/audio 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.
International Business Aviation Council Ltd.