Exhibitor Rules – 2024 NBAA White Plains Regional Forum
To make the 2024 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.
- Alcohol
- Animals
- Badges/Registration
- Cancellations/Refunds
- Co-exhibitors/Companies Sharing Exhibit Space
- Competitors
- Demonstrations
- Design Considerations – Aircraft Display Exhibits
- Design Considerations – Indoor Exhibits
- Direct Selling
- Dress
- Eligibility
- Exhibit Hours
- Exhibitor-Appointed Contractors (EACs)
- Ground Support Equipment
- Internet/Wi-Fi
- Membership
- Move-In
- Move-Out
- Music
- Noise Levels
- Official Service Partners
- Smoking
- Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
Alcohol
Alcohol is not permitted to be served at Regional Forum exhibits.
Animals
No live animals – with the exception of service animals – are allowed in exhibit areas.
Badges/Registration
Official 2024 NBAA White Plains Regional Forum badges are required for access to the indoor exhibits and 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 2024.
Badge Allotment
Regional Forum exhibitors will receive complimentary badges based on their exhibit order. Badges can be used for exhibitor booth staff or guests.
| Indoor Exhibitor – Standard Placement | 25 badges |
| Indoor Exhibitor – Premium Placement | 35 badges |
| Fixed-wing Aircraft – Less than 6,000 MTOW | 25 badges |
| Fixed-wing Aircraft – 6,000 to 12,499 MTOW | 35 badges |
| Fixed-wing Aircraft – 12,500 to 24,999 MTOW | 45 badges |
| Fixed-wing Aircraft – 25,000 to 39,999 MTOW | 55 badges |
| Fixed-wing Aircraft – 40,000 to 74,999 MTOW | 65 badges |
| Fixed-wing Aircraft – 75,000 to 109,999 MTOW | 75 badges |
| Fixed-wing Aircraft – 110,000 MTOW and above | 85 badges |
| Single-engine Helicopters | 25 badges |
| Twin-engine Helicopters | 35 badges |
| Outdoor Vehicle Display | 25 badges |
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 2024 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 2024 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 2024 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 $3,575 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.
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.
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.
No giveaways or props may be thrown or flown in the exhibit hall (e.g., paper airplanes, balls.).
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.
Design Considerations – Aircraft Display Exhibits
Exhibitors are encouraged to decorate their aircraft display spaces. All decorations should be suitable for an outdoor environment where extreme weather conditions may occur with little or no notice. Aircraft display decorations must meet the following requirements:
- Any decorations that have the potential of being dislodged by the wind must be secured.
- Exhibitors may use patio/market umbrellas next to their aircraft or vehicles.
- Tents, specifically EZ-up/pop-up style tents are not permitted on the aircraft display.
- Considerations should be made when using bags of stone or sand as weights because they may tear open and spill their contents. Exhibitors will be responsible for cleaning up any stone or sand dumped on the ramp.
- Exhibitors providing their own furniture and decorations for their aircraft display space should work with the NBAA Aircraft Display team for schedule and procedures.
- Vendor deliveries may be subject to Freeman material handling.
Design Considerations – Indoor Exhibits
- The maximum height for exhibit materials, components and identification signs is 8 feet.
- To permit a clear view from booth to booth, all display material higher than 4 feet must not extend farther than 5 feet from the back wall of the booth.
- In the indoor exhibit hall, the aisle carpet color is midnight blue (blue/black mix) and the booth back and side wall pipe and draping is blue.
Direct Selling
Direct selling at the 2024 NBAA White Plains Regional Forum 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.
Eligibility
- Products and services exhibited at NBAA-BACE must be related and relevant to the business aviation industry.
- Exhibitors, including co-exhibiting companies, must be current NBAA members in good standing.
Exhibit Hours
Exhibit space must be staffed during all 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 EAC Designation Form
- The EAC submits their 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 will be available in the Exhibitor Resource Center.
Ground Support Equipment
AEM International is the exclusive provider of ground support equipment (GSE) at NBAA Regional Forums. AEM International maintains an inventory of high quality ground power units (GPUs) and temporary aircraft air conditioning units (ACUs), collectively referred to as GSE. All GSE must be sourced directly and solely from AEM. AEM recognizes the right of exhibitors to provide their own GSE, subject to the following terms.
- Exhibitor-owned GSE must be the wholly-owned property of the exhibitor and not the real property of the exhibitor’s I&D contractor, display house, contracted third-party or agent, or provided to the exhibitor under loan, lease or rent, where in full ownership of the equipment does not reside with the exhibitor at all times.
- Exhibitor-owned GSE approved by AEM for use at the aircraft display will be subject to administrative fee from AEM to the exhibitor equal to 15% of the equivalent equipment code value for GSE supplied by AEM.
- Exhibitors should contact AEM International’s Ulrich Koch at ukoch@aeminternational.com or 514-695-1331 for further information or to obtain pricing information.
- Electricity to run the GSE, electrical labor to drop lines, and actual electrical usage charges are not included in the rental price and must be ordered separately through Freeman.
Internet/Wi-Fi
Internet service at the event will not be provided by NBAA.
Membership
All exhibitors and co-exhibitors at the 2024 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
| Tuesday, June 11 | 3:00 p.m – 6:00 p.m. |
| Wednesday, June 12 | 7:00 a.m. – 8:00 a.m. |
Aircraft Arrivals
All display aircraft must arrive on Tuesday, June 11, 2024.
Based on the location within the display and proximity to the transient parking areas, NBAA will assign each aircraft an arrival window so NBAA can maintain an orderly arrival sequence.
Aircraft arrival times will be between 9 a.m. and 5 p.m. local time.
Exhibitors with vehicles on the aircraft display must have them placed by 12 p.m. on Tuesday, June 11.
Move-Out
| Wednesday, June 12 | 4:00 p.m. – 6:00 p.m. |
Exhibitors found in violation of this rule will be ineligible for priority placement for the 2025 Regional Forums.
Aircraft Departures
- Due to circumstances beyond NBAA’s control, NBAA can not guarantee aircraft departure times.
- To expedite departures, aircraft departing immediately after the event should be fueled prior to being placed on the display.
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 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 85 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.
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.