Static Display Exhibitor Rules & Regulations
Static Display Hours
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Monday, October 6, 2008
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9:00 am – 6:00 pm
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Static Display Pricing
Static Display Space will be sold in two formats:
- Ramp Space for Aircraft: $170 per 10 ft by 10 ft (100 sq ft) block of Ramp Space for aircraft
- Tent/Chalet Space: $475* per 10 ft by 10 ft (100 sq ft) block for hospitality structures greater than 400 sq ft
Priority is given to Static Display Exhibitors who also purchase Exhibit Space in the Orange County Convention Center. All Static Display Exhibitors must be members of NBAA. Companies who are not NBAA Members, please add $395 to the NBAA Members pricing above to be applied toward NBAA Membership dues. Please note, however, that NBAA offers a wide variety of Membership opportunities and your Company’s Membership dues may be higher.
To complete a NBAA Membership application online, please visit www.nbaa.org/join/exhibit/ You may choose to join using the interactive application or download a PDF version of the application to mail or fax to NBAA.
Aircraft Movement Fee
NEW THIS YEAR! Lektro, Inc. has been designated the official aircraft towing company for the NBAA2008 Static Display of Aircraft. Towing fees are based on the size of the aircraft. Exhibitors will be assessed aircraft movement fees based on the following schedule.
Aircraft Maximum Take-off WeightLess than 6,000 lbs 6,000 lbs - 14,999 lbs 15,000 lbs - 34,999 lbs 35,000 lbs - 100,000 lbs Over 100,000 |
Towing Fee per Aircraft$300 $400 $500 $600 $1,500 |
NBAA will collect these fees as a courtesy to Exhibitors and will remit payments directly to Lektro, Inc. If you have any questions on the Aircraft Movement Fees, contact Joe Hart at NBAA at jhart@nbaa.org.
Chalets/Tents/Entrance Units
Tents, chalets, small entrance units (canopies) and aircraft signage are permitted pending approval by NBAA, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc., whose ruling shall be final.
AEM International (AEM) is the exclusive supplier of all tents and chalet structures on the Static Display. Chalets and tents may be used as hospitality/business suites. Chalet Space must be purchased (see Chalet pricing on previous page) for any chalet/tent occupying more than 400 sq ft (including patio areas). Depending on the location, the placement of chalets/tents/entrance units may be restricted. Final approval will be determined by NBAA, whose ruling shall be final. In the event these structures are approved, all must be safely secured using appropriate weights. No nailing, drilling, hammering or tacking will be permitted on any paved surface at the Airport.
Due to insufficient wind and fire retardant ratings Pop-up, “EZ-UP” style tents are never permitted. Exhibitors erecting tents larger than 30 ft by 30 ft are required to have an appropriately-sized dumpster for set up and tear down. The dumpster will be removed from the Display Area during Show days. Information on arranging for a dumpster will be included in the Exhibitor Service Kit.
Customs Service
NEW THIS YEAR! Orlando Executive Airport (KORL) now offers Customs inspections. A 24-hour notice of arrival and an over-flight exemption are required. For additional details contact the Customs & Border Protection Port Director at (407) 897-5102.
Demonstration & Presentation Flights
Due to the difficulty in pulling aircraft from very tight Display spaces, aircraft displayed in the Static Display are prohibited from conducting demonstration or presentation flights.
Display Trailers
Display trailers containing walk-through Exhibits or business suites are permitted on the Static Display, provided the trailer fits within the Exhibitor’s purchased Chalet Space and appropriate fees are paid (see Chalet pricing on previous page). Storage trailers are never permitted on the display unless the exterior features Exhibitor specific graphics. The exposed backs of trailers must be covered so they are not objectionable to and do not cover other Exhibitors. Tractors must be disconnected and removed from the Display Area. Display trailers are not permitted to run their onboard generators to power electrical/cooling systems during Show hours. Exhibitors must use external electric sources to run these systems during the Show. Because of the potential conflict with aircraft towing operations, the arrival and parking of the display trailer will be coordinated by NBAA. In some cases, the trailer will have to be positioned before Saturday, October 4.
Each Exhibitor using a trailer in its Display must furnish a copy of its Automobile Liability policy that meets the requirements set forth in the Exhibitor insurance section of this Prospectus.
All Exhibiting Companies must submit to-scale diagrams of their proposed Displays to Joe Hart at NBAA (jhart@nbaa.org) for approval. Please be sure to include measurements of all structures, tents, trailers, etc. Layouts should be faxed to NBAA at (202) 737-4486 for approval. All Exhibitors must receive prior approval or they will forfeit their Space.
Electrical Service
For everyone’s safety and to ensure seamless service, Freeman is the exclusive provider of all electrical service needs at NBAA2008. All 480V, 220V and 110V electrical service can be ordered for each Exhibit location. Service is available during Show days beginning one hour before Show opening until one hour after Show closing. To facilitate aircraft towing operations electrical service will be terminated immediately at the close of the Show at 3:15 pm on Wednesday, October 8, 2008.
Sunday, October 5, 2008, will be designated as an “Electrical Test Day.” Electrical power, ordered in advance, will run from 4:00 pm to 6:00 pm to test equipment before the Show opens, providing aircraft have been placed in their final position and equipment is ready for power. On-Site orders placed during move in can not be guaranteed until 8:00 am Monday, October 6, 2008.
Emergency Medical Services (EMS)
Emergency medical services (EMS) will be available at the Static Display Registration area during Show days.
Exhibitor Parking
A designated Exhibitor parking area will be located adjacent to the Static Display. Parking space is limited, however, so it is recommended that during Show days, Exhibitors make use of the NBAA Static Display shuttle bus service that runs to/from the Orange County Convention Center.
Exhibitor Service Kit
The Exhibitor Service Kit for NBAA2008 will be distributed to Static Display Exhibitors in mid-May 2008 and will further clarify and may amend these Rules & Regulations.
Exhibitor's Indemnity
Exhibitor agrees to indemnify and hold harmless NBAA, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. for and against any and all liability which might arise from injury to person or property out of Exhibitor’s, its guests’, employees’ or assigns’ acts or omissions at the NBAA 61st Annual Meeting & Convention. Neither the issuance of any insurance policy required in the Application for Static Display Space at the Airport nor the minimum limits specified herein shall be deemed to limit or restrict in any way Exhibitor’s liability arising out of its activities at the NBAA Convention.
Exhibitor agrees that NBAA, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. will not be responsible for any loss, theft, damage, injury or destruction to Exhibitor’s property or the property of its agents, guests, assigns or employees, by or from any cause whatsoever, and Exhibitor expressly releases NBAA, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc., and their respective officers, employees, Members and agents, from any and all claims for such loss, theft, damage, injury or destruction, or for loss of goodwill (whether or not in relation to any property).
Exhibitor's Insurance
Exhibitor shall have in full force and effect while parked in the Static Display area for the NBAA Annual Meeting & Convention, as evidenced by a Certificate of Insurance, a Comprehensive General Liability Insurance Policy or Aircraft Liability Insurance Policy including Premises Liability in which NBAA, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. are named as additional insured, in an amount not less than six million dollars ($6,000,000) combined single limit for any one occurrence involving bodily injury, death or property damage. Additionally, Exhibitor shall provide Aircraft Hull (all risk) Insurance for the full replacement value of the aircraft, including a Waiver of Subrogation in favor of NBAA, the Greater Orlando Airport Aviation Authority (GOAA) and Showalter Flying Service, Inc. The Certificate of Insurance shall provide that if the insurance is canceled or materially changed, the insurance carrier will notify NBAA, the Greater Orlando Aviation Authority and Showalter Flying Service Inc. 30 days prior to the effective date of cancellation or material change and within 10 days for non-payment. Certificates of Insurance must be provided to Chris Washington at NBAA (cwashington@nbaa.org) a minimum of 14 days prior to arriving on Orlando Executive Airport for the NBAA Convention. No exceptions.
Inclement Weather Regulations
NBAA Show Management will follow the guidance of the Greater Orlando Aviation Authority with respect to closing the Static Display in the event of inclement weather conditions. NBAA Show Management will advise all Attendees when a safe and secure environment has been reestablished and the Static Display can reopen.
Move In- Orlando Executive Airport Static Display
TARGETED:
Monday, September 29 —Thursday, October 2, 2008
8:00 am - 6:00 pm
GENERAL:
Friday, October 3 — Sunday, October 5, 2008
8:00 am - 6:00 pm
If Static Display Space is not occupied by 7:00 pm on Saturday, October 4, 2008, it will be considered canceled by the Exhibitor. At that time, the Association shall use the Space as it deems appropriate, and will begin to release Space to those Companies on a waiting list.
NEW THIS YEAR! Exhibitors who use third-party furniture and decorating companies must ensure deliveries are made no later than Friday, October 3. Once aircraft towing operations begin on Saturday, October 4, delivery trucks will not be permitted to unload at the Exhibit location. Deliveries arriving after Friday, October 3. will have to unload at a remote site, and Freeman will assist with material handling.
All Exhibits must be constructed within the timeframe allotted by NBAA. Static Display Exhibitors requiring additional hours for set up should contact NBAA’s Marti Smith at (202) 783-9365 or msmith@nbaa.org or Joe Hart at (202)783-9456 or jhart@nbaa.org.
TARGETED AIRCRAFT ARRIVALS:
Saturday, October 4, 2008, is the primary aircraft move in day. In order to manage the systematic placement of over 100 aircraft, NBAA has established a zone system. FAA arrival slots are not needed for Static Display Aircraft. An arrival deadline will be assigned for each zone and Aircraft must arrive no later than the deadline for their assigned zone.
Depending upon the location of the Exhibit Space, arrival deadlines may be as early as Saturday, October 4, 2008. NBAA reserves the right to deny placement of Aircraft not arriving by the assigned deadline. If Static Display Space is not occupied by 7:00 pm on Saturday, October 4, 2008, it will be considered canceled by the Exhibitor. At that time, the Association shall use the Space as it deems appropriate, and will begin to release Space to Companies on the waiting list.
Due to weight/ramp limitations at Orlando Executive Airport, aircraft in certain positions will be required to install plates under the main gear. These plates will be provided to Exhibitors at no charge.
Chalet/Tent Set-up
Although specific set-up times will vary, chalets and tents 30 ft by 30 ft and larger will be erected beginning on Monday, September 29. As aircraft towing operations permit, tents smaller than 30 ft by 30 ft will be erected Saturday, October 4. Tents 10 ft by 10 ft in size and placed adjacent to aircraft may be installed on Sunday, October 5. Kindly note that Space occupied by other than aircraft are charged at the Chalet Rates on page 11.
Move Out - Orlando Executive Airport Static Display
The dismantling of Static Display Exhibits/tents/chalets and other Display elements may not start until 3:00 pm on Wednesday, October 8, 2008 (Show closing). Any Exhibitor dismantling Displays earlier than 3:00 pm on October 8 will lose priority status in 2009.
AIRCRAFT DEPARTURES:
Aircraft movement will begin promptly at 3:30 pm on Wednesday, October 8, 2008. Due to the layout of the Display, aircraft are moved in a systematic order. Aircraft planning to depart on Wednesday will be towed, as soon as practical, into a position where flight crews can safely start the engines and depart. All Display aircraft must be removed from the site no later than 8:00 pm on Wednesday, October 8. Aircraft using Showalter Flying Service, Inc. will be towed to Showalter’s transient parking. Aircraft not using Showalter must make arrangements to have the aircraft repositioned elsewhere on the field.
TENT DISMANTLING:
To safely facilitate aircraft towing operations, tents 20 ft by 20 ft and smaller will be dismantled immediately after the Show closing. Larger tents and chalets will be dismantled as quickly as possible. Third party rental and decorating companies cannot bring their vehicles onto the Display Area until all aircraft towing operations have ceased (approximately 7:00 pm on Wednesday, October 8).
TRASH REMOVAL:
Exhibitors are expected to remove all trash and debris from their Exhibit Space. Exhibitors with tents 30 ft by 30 ft and larger will have dumpsters delivered to their Exhibit Space at the close of the Show. Information on ordering dumpsters will be included in the Exhibitor Service Kit in mid-May 2008. Exhibitors who do not remove all of their trash and debris will incur additional cleaning charges.
MOVE-OUT DEADLINE:
All Static Display Exhibits/tents/chalets and other display elements must be completely dismantled and cleared from the ramp by 6:00 pm on Friday, October 10, 2008.
Personal Vehicles
No personal vehicles (cars, trucks, golf carts, scooters, motorcycles, Segues, etc.) will be allowed into the Static Display area at any time for any reason.
RVs
RVs up to 50 feet in length may be used by Exhibitors as offices during the Show, provided the RV fits within the Exhibitor’s purchased Chalet Space (see pricing on page 11). Advertising the rental or sale of RVs is prohibited, as NBAA is an aviation event. Any signage not directly attributed to the Exhibiting Company will be removed. RVs are not permitted to run their engines to power electrical/cooling systems during Show hours. Exhibitors must use external electric sources to run these systems at that time. Because of the potential conflict with aircraft towing operations, the arrival and parking of RVs needs to be coordinated by NBAA. In some cases, RVs will be positioned before Saturday, October 4. Exhibitors should plan to remove the RVs immediately at 3:00 pm on Wednesday, October 8. Each Exhibitor using an RV in its Display must furnish a copy of its Automobile Liability Policy that meets the requirements set forth on page 13 in the Exhibitor insurance section of this Prospectus.
Security and Liability
NBAA will hire security officers for the Static Display area beginning at 8:00 am on Friday, October 3, and ending at 6:00 pm Thursday, October 9. However, Exhibitors are solely responsible for the safeguarding of materials, equipment and Displays at all times. It should be understood that NBAA, the Greater Orlando Aviation Authority and Showalter Flying Service, Inc. will not be responsible for any loss, theft, damage, injury or destruction to Exhibitor’s property or the property of its agents, guests, assigns or employees, by or from any cause whatsoever, and Exhibitor expressly releases NBAA, the Greater Orlando Aviation Authority and Showalter Flying Service, Inc. and their respective officers, employees, Members and agents, from any and all claims for such loss, theft, damage, injury or destruction, or for loss of goodwill (whether or not in relation to any property). It is strongly suggested that Exhibitors obtain insurance covering such losses losses as theft, fire and damage to property.
Temporary Air-Conditioning
AEM International can supply temporary air conditioning units for each aircraft/chalet/tent. Separate electrical power must be ordered through Freeman, however. Order forms for these services will be available in the Exhibitor Service Kit available in mid-May 2008.
Vendor Requirements
No support vehicles or Exhibit construction vehicles may access the Static Display area without prior permission from NBAA. If approved, these vehicles must be properly insured. Caterers, I&D contractors, rental companies, etc. working on behalf of an Exhibitor will be required to provide appropriate insurance documentation, which the Exhibitor bears the responsibility for obtaining and providing to NBAA’s Joe Hart (jhart@nbaa.org) by September 5, 2008.