Exhibitor Rules – 2026 NBAA White Plains Regional Forum

To make the 2026 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 rules below, exhibitors must adhere to the Exhibitor Contract Terms and Conditions, the binding contract that applies to all exhibitors.

Questions? Contact the NBAA exhibits team at exhibits@nbaa.org.

• Alcohol
• Animals
• Badges/Registration
• Cancellations/Refunds
• Children
• Co-Exhibitors/Companies Sharing Exhibit Space
• Competitors
• Demonstrations
• Design Considerations – Aircraft Display Exhibits
• Design Considerations – Indoor Exhibits
• Direct Selling
• Dress
• Eligibility
• Exhibitor-Appointed Contractors (EACs)
• Food and Non-Alcoholic Beverage Sampling Policy
• Ground Support Equipment
• Insurance Requirements – Indoor Exhibits
• Insurance Requirements – Outdoor Exhibits and Aircraft
• Internet/Wi-Fi
• Membership
• Move-In
• Move-Out
• Music
• Noise Levels
• Official Service Partners
• Shipping, Hand Carry and Material Handling
• Smoking
• Staffing and Exhibit Hours
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

Alcohol

Alcohol is not permitted to be served at Regional Forum exhibits.

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Animals

No live animals – with the exception of service animals – are allowed in exhibit areas.

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Badges/Registration

Official 2026 NBAA White Plains 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 $70 each through the exhibitor registration portal, which will be available by April 2026.

Badge Allotment

Regional Forum exhibitors will receive complimentary badges based on their exhibit order.

Additional Exhibitor Badges

Additional exhibitor badges for booth staff or guests may be purchased for $70 each through the registration portal in the Exhibitor Resource Center.

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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.

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Children

• Children under 12 years old are not permitted on the 2026 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 2026 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 and teardown.

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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 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 2026 NBAA White Plains 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 $3,860 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.

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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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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 become objectionable because of noise, method of operation or any other reason.
• Please be mindful of other exhibitors and events that are located near your exhibit.

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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 exhibit space should work with the NBAA Aircraft Display team for schedule and procedures.
• Vendor deliveries may be subject to Freeman material handling charges.

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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 draping is blue and gray.

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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.

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Dress

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

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Eligibility

• Products and services exhibited at NBAA Regional Forums must be related and relevant to the business aviation industry.
• Exhibitors, including co-exhibiting companies, must be current NBAA members in good standing.

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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 the EAC Application/Contract with 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 EAC requirements are available in the Exhibitor Resource Center.

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Food and Non-Alcoholic Beverage Sampling Policy

All food and non-alcoholic beverage samples, brought into the 2026 NBAA White Plains Regional Forum, must have written approval from Show Management prior to the event and adhere to the following guidelines:

• Food and beverage samples must be products directly associated with the exhibiting company. Examples include items that are manufactured, marketed, sold or distributed by the exhibiting company.
• Food samples are limited to two-ounce portions or smaller.
• Beverage samples are limited to four-ounce portions or less.
• Under no circumstances may alcohol be brought on-site to the 2026 NBAA White Plains Regional Forum.
• On-site cooking within the exhibit hall hangar is prohibited. All food preparation must be completed in advance.
• A written description that details the product and portion size to be sampled must be submitted in advance to Show Management.

Food Trucks

• Use of propane or open flame for preparing food is allowed.
• Food trucks using propane or open flame on the aircraft display ramp will require 50 feet between the truck and the other aircraft exhibits. This restriction will limit the placement options available to the vehicle on the display.

Liability

The exhibiting company will be fully responsible for any and all liabilities that may result from the consumption of their products and shall waive any liability against the National Business Aviation Association, Inc.; Freeman; Million Air White Plains; Westchester County Airport and County of Westchester.

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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.

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Insurance Requirements – Indoor Exhibits

All indoor exhibitors at the NBAA White Plains Regional Forum 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.
• For exhibitors that will own or operate any motor vehicles at any Facility, automobile liability insurance with limits in an amount adequate to cover all of the exhibitor’s motor vehicles on site but not less than $1,000,000.

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., Freeman, Million Air White Plains, Westchester County Airport and County of Westchester, and their officers, employees, agents and assigns, must each be named as additional insured on the comprehensive general liability and automobile liability insurance.

NOTE: Certificates of insurance will not be collected in advance for exhibitors not displaying aircraft, however a copy of exhibitor’s insurance certificate demonstrating insurance that meets these requirements must be maintained onsite by the exhibitor and must be furnished to NBAA upon request during the event.

The Exhibitor Resource Center may contain additional insurance requirements.

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Insurance Requirements – Outdoor Exhibits and Aircraft

If an exhibitor will display aircraft within its exhibit space, the exhibitor must maintain the following during the entire 2026 NBAA White Plains Forum, including move-in and move-out periods:

(1) commercial general liability insurance, including:

• broad form contractual liability coverage, with limits of at least $5,000,000 per occurrence
• 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
• at least $100,000 for damage to premises rented to you

(2) aircraft liability insurance, including:

• premises liability, with limits of at least $5,000,000 combined single limit, per occurrence, for bodily injury and property damage including passengers

(3) aircraft hull (all risk) insurance for the full replacement value of the aircraft

(4) workers’ compensation insurance in accordance with statutory limits and employers’ liability with limits of at least $1,000,000 per accident

If an exhibitor will own or operate any motor vehicles at any 2026 NBAA White Plains Forum facility, (5) automobile liability insurance with limits in an amount adequate to cover all of the exhibitor’s motor vehicles at the facilities, but not less than $1,000,000.

All insurance must be primary and non-contributory to any other insurance coverage and a waiver of subrogation on each policy in favor of the following additional insured parties.

• National Business Aviation Association, Inc.
• Freeman
• Million Air White Plains
• Westchester County Airport and County of Westchester

All must be named as additional insured on the liability insurance policies to the limits of each policy, even if those limits are in excess of the requirements of this section.

Exhibitors acknowledge that the requirements of this section in no way limit the liability of the exhibitor.

Exhibitors must furnish insurance coverage certificates meeting the requirements above and submit documentation to NBAA at insurancedocs@nbaa.org.

Physical Addresses:
NBAA: 1200 G St NW, Suite 1100, Washington, DC 20005
Freeman: 1600 Viceroy Dr #100, Dallas, TX 75235
Million Air White Plains: 136 Tower Rd, West Harrison, NY 10604
Westchester County Airport and County of Westchester: 148 Martine Avenue, White Plains, NY 10601

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Internet/Wi-Fi

NBAA does not provide internet service at this event. If your exhibit requires internet connectivity, we recommend bringing a personal hotspot.

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Membership

All exhibitors and co-exhibitors at the 2026 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.

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Move-In

Aircraft Arrivals

All display aircraft and ground vehicles/equipment must arrive on Tuesday, June 2, 2026.

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 2, 2026.

Freeman will deliver booth decor items ordered by aircraft display exhibitors the morning of Wed. June 3.

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Move-Out

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.

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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 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.

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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.

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Official Service Partners

To ensure orderly and efficient installation, operation and removal of displays and to eliminate confusion, NBAA Management 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 a NBAA-approved service provider.

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Shipping, Hand Carry and Material Handling

No shipments may be sent directly to the show site. Packages shipped directly to the show site will be refused and sent back to the sender at the sender’s expense.

Shipping to the Freeman Advance Warehouse

Exhibitors may ship exhibit materials to the Freeman Advance Warehouse for temporary storage and delivery to the site. Forms and shipping labels may be found in the Exhibitor Resource Center.

Alternatives to the Freeman Advance Warehouse are to either hand carry materials or ship to your local hotel. Exhibitors not using the Freeman Advance Warehouse are fully responsible for transporting exhibit materials to the show site.

Material Handling

Freeman is the exclusive provider of material handling services. Material handling includes unloading your freight from your carrier, storing up to 30 days in advance at the warehouse address, delivering to the booth, the handling of empty containers to and from storage, and removing material from the booth for reloading onto outbound carriers. Material handling charges will automatically be applied to your account by Freeman upon receipt of each shipment. Material handling pricing may be found in the Exhibitor Resource Center.

Self-Managed Delivery of Exhibit Materials – Hand Carry

Exhibitors are allowed to hand carry small boxes and exhibit items to their display without using Freeman services. Designated vehicle areas will be available for the loading and unloading of small items, which can be carried by hand. Small, two-wheeled, luggage carts will be allowed for moving small cartons through a designated hand-carry area. Exhibitors requiring larger wheeled devices or dollies to move their equipment or materials must contact Freeman for handling.

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Smoking

NBAA Regional Forums are non-smoking events. Smoking is strictly prohibited. This includes electronic cigarettes and vaping.

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Staffing and Exhibit Hours

Exhibit space must be staffed during all exhibit hours.

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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.

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