Exhibitor Rules – 2025 NBAA Maintenance Conference

To make the 2025 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, and the Greater Columbus Convention Center (GCCC)’s Exhibitor Rules & Regulations.

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
• Competitors
• Conference Colors
• Demonstrations
• Direct Selling
• Drawing Approval
• Dress
• Eligibility
• Exhibitor Schedule
• Exhibitor Hospitality Events
• Exhibitor-Appointed Contractors (EACs)
• Fire Safety
• Giveaways
• Insurance Requirements
• Internet
• Membership
• Music
• Noise Levels
• Official Service Partners
• Parking
• Photo Use Permission
• Recycling
• Security
• Shipping & Storage
• Smoking
• Staffing
• 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.

The GCCC is highly accessible for people with disabilities and limited mobility. As a Public Assembly Facility, the GCCC is responsible for permanent building access accommodations such as wheelchair ramps, automatic doors, elevator standards, door-width standards, parking facilities and restroom accessibility.

For safety reasons, only officially-approved personal vehicles are permitted to operate within the exhibit hall at the GCCC. The GCCC only allows powered wheelchairs, scooters, and Segways for people with disabilities as defined under the Americans with Disabilities Act (ADA) if 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 GCCC accessibility information, including complimentary reservations of wheelchairs and rental of electric scooters. Advance reservations are required.

Only trained service animals with proper supervision are permitted at the 2025 NBAA Maintenance Conference.

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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 Greater Columbus Convention Center.

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Animals

Animals or pets are not permitted, except for licensed service animals. Licensed service animals are welcome in accordance with the Americans with Disabilities Act.

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Badges/Registration

Official 2025 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, the exhibition, and include all meals served as part of the standard registration.

Additional exhibitor badges for booth staff or guests may be purchased for the reduced exhibitor rate of $610 each through the registration portal in the exhibitor dashboard, which will be available in early 2025.

Badge Allotment

Co-Exhibitors

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 $610.

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Booth Rules

General Booth Rules

• All booths must be set by 10:30 a.m. on Tues., April 29, 2025.
• Exhibitors may not tear down prior to 1:30 p.m., Thursday, May 1, 2025.
• Exhibit space must be staffed during all scheduled exhibit hall hours.
• The GCCC’s High Street entrance doors are not approved loading areas. Vehicles left on loading dock areas are subject to be towed at the owner’s expense.
• All display material must remain within the exhibitor’s purchased exhibit space at all times.
• Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and NBAA Show Management.
• Flammable materials (e.g., bunting, tissue paper, crepe paper) are not permitted within the exhibit hall.
• 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 convention center walls or floors.
• Ceilings are not permitted on booths.
• No hanging signs are permitted.
• No helium balloons, remote-controlled vehicles or piñatas of any type are allowed in booths.
• Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees.
• Exhibitors may not distribute materials booth-to-booth or outside of their assigned exhibit space.
• 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 Greater Columbus Convention Center.
• The use of adhesive-backed decals is prohibited.
• Exhibitors will be solely responsible for any and all damages to the Greater Columbus Convention Center arising from a failure to observe these rules.

Inline Booth Rules

In addition to the general booth rules above, the following rules apply to 10-foot by 10-foot, 10-foot by 20-foot, 10-foot by 30-foot and 10-foot by 40-foot inline booths.

• Maximum height for exhibit materials, components and identification signs: 8 feet
• All display material higher than 4 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.
• 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” from Freeman or may provide a professional appearing alternative on their own.
• 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.
• Booth drawings must be submitted to NBAA by March 28, 2025, for approval for booths 300 square feet (10 feet x 30 feet) and larger, custom booth designs, and if the exhibitor is utilizing the services of an Exhibitor Appointed Contractor (EAC). Details on booth drawings will be included in the Exhibitor Resource Center.

Island Space Rules

In addition to the general booth rules above, the following rules apply to island spaces.

• Minimum dimensions: 20 feet by 20 feet
• Maximum height for exhibit materials, components and identification signs: 12 feet
• Full use of island exhibit space is permitted.
• Hard walls are permitted on no more than 50% of perimeter walls.
  • Glass/Plexi counts as a hard wall.
• All exposed walls must be finished.
• Safety rigging cables will be permitted for ground-supported elements if approved in advance.
• No hanging signs are permitted.
• Booth drawings must be submitted to NBAA by March 28, 2025, for approval.

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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 less than 12 years old are not permitted on the exhibit floor under any circumstances.
• Children 12 years old and older are permitted in exhibit areas during exhibit hours with a 2025 NBAA Maintenance Conference badge and must be accompanied by an adult at all times.
• Children will not be permitted in exhibit areas during installation and teardown.

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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.
• Booth cleaning is an exclusive service of the Greater Columbus Convention Center.
• 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 2025 NBAA Maintenance Conference are required to register and pay the $1,240 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 $2,600 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 $610.

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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.

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Conference Colors

The 2025 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).

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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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Direct Selling

• Direct selling on the exhibit floor is prohibited. Exhibitors may solicit and accept orders only when billing, payment and delivery will occur after the close of the 2025 NBAA Maintenance Conference.
• Canvassing or distribution of publications/marketing materials/show dailies outside of assigned exhibit space, including all booth-to-booth distribution, is prohibited.
• Soliciting of 2025 NBAA Maintenance Conference attendees and exhibitors, except by exhibiting companies, is prohibited. Attendees violating this rule will be removed.

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Drawing Approval

NBAA requires exhibitors to submit a booth drawing if any of the following conditions apply, even if using the same booth as in previous years:

• Exhibitors in island spaces (20×20 or 20×30)
• Exhibitors in inline spaces 300 square feet (10×30) or larger
• Exhibitors displaying a custom designed booth
• Exhibitors utilizing the services of an Exhibitor Appointed Contractor (EAC)

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

• Show name and date: 2025 NBAA Maintenance Conference, April 29-May 1, 2025
• Exhibitor name and booth number
• Orientation – label surrounding booth numbers
• Technical drawings
• Booth dimensions – heights, widths and lengths of all hard walls, including glass
• Maximum exhibit height within booth
• Maximum number of occupants allowed

Complete booth drawings are due to NBAA for approval no later than March 28, 2025. Exhibitors who do not submit drawings in advance for approval may be delayed upon move-in.

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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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Eligibility

• Products and services exhibited at the 2025 NBAA Maintenance Conference must be related and relevant to the business aviation industry.
• Exhibitors, including co-exhibiting companies, must be current NBAA members in good standing.
• Non-member companies must join NBAA before purchasing exhibit space, or becoming a co-exhibitor.
• All exhibitors and co-exhibitors must be current on all accounts with NBAA and paid-in-full on all NBAA accounts to be assigned to exhibit space.

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Exhibitor Schedule

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

All exhibitors must be set and in place by 10:30 a.m. on Tuesday, April 29, to be ready for the opening of the hall at 12:00 pm and the service of lunch in the exhibit hall.

If exhibit space is not occupied by 10:30 a.m. on Tuesday, April 29, NBAA will consider that booth space canceled by the exhibitor and will use such space as it deems appropriate.

All badges associated with the booth will be canceled and the exhibitor will lose the opportunity for Priority-one or Priority-two placement for the 2026 Maintenance Conference.

If additional time is required for setup, please contact the NBAA Exhibit Team at exhibits@nbaa.org.

Exhibits must not be dismantled prior to 1:30 p.m. on Thursday, May 1. Exhibitors violating this rule will be ineligible for the lottery for the 2026 Maintenance Conference.

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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 2025 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, 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 the EAC Application/Contract and Certificate of Insurance to NBAA and agrees to abide by all EAC rules.

Stand drawings will not be reviewed until show management has received complete drawings, EAC notification, contract, and correct EAC certificate of insurance. Further details on EACs will be available in the Exhibitor Resource Center.

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Fire Safety

• No emergency exits, phones, fire extinguishers, defibrillators, alarms, sprinkler valves or hose connections may be obstructed by booths.
• No furniture, signs, easels, chairs or displays may protrude into aisles.
• Fire hose cabinets, fire extinguishers, sprinklers or any other fire-safety device must not be hidden, obstructed or otherwise disturbed.
• Only non-combustible materials or fire-retardant wood may be used for exhibits, scenery, or props.
• All curtains, drapes, carpet, carpet padding and decorative materials must be made of flame-retardant materials or sprayed with a flame retardant.
• Open flames are not permitted inside the building.
• Use of any oil-based haze/fog devices is strictly prohibited.
• Requests to use water-based haze/fog machines for enhancements must be submitted in writing at least 30 days prior to your event and approved by the local Fire Marshal.

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Giveaways

Giveaways must comply with all NBAA rules and regulations, the rules and policies of the Greater Columbus Convention Center, its official service providers, and all local, state and federal regulations. It is the exhibitor’s responsibility to ensure that their giveaways are in compliance with published regulations.

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Insurance Requirements

All exhibitors are required to maintain and provide a certificate of insurance (COI) to NBAA for the following for the entire duration of the event, including move-in and move-out periods. NBAA’s official insurance management service partner will offer a policy that meets all requirements set forth by NBAA. This policy may be purchased for $109, plus applicable tax. Exhibitors may also submit a compliant COI if they prefer to utilize their own provider.

COIs collected by NBAA must meet the following requirements:

• Commercial general liability insurance, including broad form contractual liability coverage, must include limits of at least $1,000,000 per occurrence and $2,000,000 aggregate; combined single limit for bodily injury and property damage at least $2,000,000 for products-completed operations aggregate; at least $1,000,000 for personal and advertising injuries; and at least $300,000 for damage to premises rented to you.
• 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 (1200 G Street NW, Suite 1100, Washington, DC 20005) must be listed as the certificate holder. The following must be named as additional insured: National Business Aviation Association (NBAA) and Greater Columbus Convention Center, The Franklin County Convention Facilities Authority, ASM Global Columbus, LLC and Freeman.

Exhibitors must also have the following insurance coverage, even though COIs for this additional coverage will not be collected by NBAA:

• Workers’ compensation and employers’ liability insurance in accordance with statutory limits
• If an exhibitor will own or operate any motor vehicles at the Greater Columbus Convention Center, automobile liability insurance with limits in an amount adequate to cover all of the exhibitor’s motor vehicles at the facility, but not less than $1,000,000

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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 2025 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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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.

The GCCC maintains five separate onsite parking areas consisting of approximately 4,000 parking spaces. The parking facilities are:

• Goodale Garage (800 spaces), 80 East Goodale Street
• Vine Street Garage (1,800 spaces), 37 Vine Street 8
• East Lot (868 spaces), 80 East Nationwide Boulevard
• South Garage (526 spaces), 50 East Nationwide Boulevard
• North Surface Lot (61 spaces), 50 East Goodale Street
• Ohio Center Garage (650 spaces), 400 North High Street, GPS directional address Ohio Center Way

Please note: Space counts reflect total inventory. Actual availability will vary. Guests can pay in advance and view real-time parking space availability at www.columbusconventions.com/parking.

Greater Columbus Convention Center Parking and Directions

Accessible Parking

All parking facilities operated by the GCCC are completely accessible and offer reserved areas for handicapped, veteran and expectant /nursing mother guests. 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 GCCC received 2009 New Construction and Major Renovation Silver certification and maintains a variety of green practices, including appropriate disposal of recycled and compostable materials.

The GCCC has a sustainable purchasing policy and follows the Reduce, Reuse, Recycle model to minimize waste. Paper products used throughout the facility are made with 100% post-consumer content and a single-stream recycling program exists with recycling and compost containers throughout the event spaces to collect and process recyclable materials. All disposable service items (plates, forks, straws, etc.) are compostable and are transported by GCCC’s commercial composter and turned into a soil amendment at their compost facility.

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Security

While 2025 NBAA Maintenance Conference exhibits are open, entry and perimeter security staff will be provided. Notwithstanding the foregoing, NBAA and the Greater Columbus Convention Center will not be liable for loss or damage to exhibitor’s property, as further provided in the 2025 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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Shipping & Storage

The Greater Columbus Convention Center cannot accept or store shipments in advance of the 2024 NBAA Maintenance Conference. Any shipment that arrives at the Greater Columbus Convention Center prior to the targeted move-in dates will be refused.

The unloading and delivery of all materials and equipment from the Greater Columbus Convention Center docks or other areas to exhibitors’ booths or assigned spaces and loading out from same to vehicles must be performed by Freeman as the official contractor.

Loading and unloading through the lobby glass doors are prohibited. Only hand carried or wheeled items that can be rolled through a single glass lobby door is allowed.

Limited hand-carry areas will be provided for the unloading of small items not requiring dollies, carts, etc. Small two-wheeled “luggage-type carts” will be allowed for moving small cartons through a designated hand-carry area. Exhibitors requiring larger wheeled devices to move their equipment or materials must contact Freeman for handling.

No storage of materials of any kind is allowed behind booths or near electrical service.

Materials necessary to the exhibit must be stored neatly within the purchased space and is limited to a one-day supply.

Empty cartons, boxes and crates are to be labeled and removed for storage prior to show opening. Storage of these items by or in exhibits is prohibited. This rule will be enforced by the Greater Columbus Convention Center and NBAA. Freeman will receive and store exhibits and deliver them directly to the Greater Columbus Convention Center exhibit halls on setup days. Freeman will also remove empty crates, provide storage during the conference and return crates on dismantling day.

Additional details on shipping and shipping labels will be available in the Exhibitor Resource Center.

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Smoking

The 2025 NBAA Maintenance Conference is a non-smoking event. Smoking is strictly prohibited within the Greater Columbus 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 1.
• 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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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

• Show management must be notified by March 28, 2025 of any vehicles intended for display in order to obtain necessary permits and approvals.
• Displayed vehicles will be required to have a temporary vehicle permit from the City Fire Department
• 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.

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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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