Exhibitor General Information
Accomodations for Attendees with Disabilities
NBAA will provide reasonable accommodations to individuals with disabilities who make their situation 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 NBAA Attendees.
Individuals with disabilities who wish to use personal powered vehicles at the Convention are urged to contact NBAA’s Cheri Rudd (crudd@nbaa.org) in advance for approval. It is NBAA’s policy that these vehicles be specifically used for handicapped individuals and exhibit the stability required to operate around exhibits and aircraft. For safety reasons, only officially approved vehicles are permitted to operate in the GWCC Exhibit Hall or on the Static display at Fulton County Airport. Contact Cheri Rudd at NBAA to obtain information for a supplier of such vehicles.
Only trained service animals with proper supervision are permitted at NBAA2007.
Bank Wire Transfer Instructions
Bank of America
730 Fifteenth Street NW, Second Floor
Washington, DC 20005
Tel: (202) 442-3972; Fax: (202) 442-3988
Contact: Ms. Wright
Account Name: National Business Aviation Association, Inc.
Routing #: 026009593
Account #: 2404389
Swift code: BOFAUS3N
Please include your invoice number with the wire and specify if your payment is for Exhibit Booth, Static Display, Registration, Sponsorship, Advertising, etc.
Cancellation Policy
NBAA has a long-standing policy of no refunds for cancellations at any time. Due to the increasing demand for Booth and Static Display Space at the NBAA convention, Exhibitors must remit payment in full with their WExhibit Application to secure Space. NBAA considers reductions in Space cancellations. If NBAA does not receive complete payment with the Exhibit and Static Display Applications, the Association will not assign Exhibit Space.
Children
NBAA2007 is a business event. Kindly advise your sales people and customers that children under the age of 12 are never permitted into the Convention Center Exhibit Halls or the Static Display – under any circumstances. Children ages 12 to 18 will be permitted into the Exhibit Hall and Static Display during official Exhibit hours only provided that they register, pay appropriate fees and are accompanied by an adult at all times. Children ages 12 to 18 WILL NOT be permitted in the Exhibit Hall or on the Static Display during installation and teardown. NBAA will not be held responsible by or for any cause whatsoever.
Cleaning at GWCC
NBAA will arrange to clean aisles prior to opening each Show day. This service does not include dusting, arranging or otherwise maintaining Exhibits. Exhibitors must keep their Exhibits neatly organized. Freeman is the exclusive provider of booth vacuuming at NBAA2007. Other than Freeman, only full-time employees of Exhibiting Companies are permitted to vacuum Booth Space. Order forms for cleaning services will be provided in the Exhibitor Service Kit.
Direct Selling:
Direct selling on the Exhibit Floor and/or at the Static Display of Aircraft is prohibited. Canvassing and/or distribution of publications/marketing materials/show dailies outside of assigned Exhibit Space, including all Booth-to-Booth distribution is also prohibited. Canvassing and solicitation, except by exhibiting companies, are prohibited within 50 miles of the NBAA Annual Meeting & Convention or the Static Display of Aircraft on Fulton County Airport.
Displays Must Fit Within Purchased Space
All Display materials and demonstrations must be confined to the limits of the Exhibitor’s purchased Display Space at both the Georgia World Congress Center and Fulton county Airport. Therefore, please plan appropriate Booth and Static Display size. If many people are expected to congregate at one time, demonstration areas should not be placed on the aisle line of the Exhibit. Normal aisle traffic cannot be interfered with at any time. The Association reserves the right to restrict exhibits that become objectionable because of noise, method of operation or for any other reason.
Dress
Due to the professional nature of the business aviation industry, dress for NBAA2007 is business attire. Please note that this applies to all Attendees and Exhibitors, as well as to all personnel working on behalf of Exhibitors in their Booths.
Electrical Equipment
Electrical equipment must be UL-approved and gasoline engines AGA-approved. Electrical equipment, regardless of sources of power, must comply with the U.S. National Electrical Code and federal, state and local safety requirements. All equipment must be tagged properly or marked with complete information as to the type and/or amount of current, voltage, phase, frequency and horsepower required.
Temporary wiring is to be accessible and free from debris and storage materials. Hard-backed Booths must have power supplies located where easily accessed. electrical cords and connectors are to be accessible and left uncovered. One-hundred-and-twenty-volt (120 V) extension cords must be the three-wire, 12/3-grounded type. Exposed, non-current carrying metal parts of fixed equipment, which are liable to be energized, must be grounded. cords cannot support connectors. Multi-plug connectors should be UL-approved with built-in overload protection. Connectors in excess of Ampere rating are not to be used. Open-clip sockets, latex or lamp-cord wire and unapproved duplex or triplex attachment plugs in exhibits are prohibited.
The Georgia World Congress Center is the exclusive provider of all extension cords. Exhibitors and Exhibitor-appointed contractors are not permitted to bring in their own extension cords. No storage of materials of any kind is allowed behind Booths or near electrical service. Materials necessary to the Exhibit should be limited to a one-day supply and stored neatly within the purchased Space.
Electricity
Electric current may be utilized for the operation of apparatus that does not produce noises of an annoying nature.
Fire Safety Regulations
All exits and exit aisles must be kept clear and unobstructed. 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. All materials used in exhibit construction, decoration or as temporary cover must be certified as flame retardant. Inflammable fluids, substances, or materials of any nature may not be used. All materials and installations must comply with the requirements of inspection by the Georgia World Congress Center Public Safety Department and Fulton County Airport. The use of propane or bottled gas, flammable gases and compressed gas cylinders, including LPG, flammable thinners, solvents, paints and aerosol cans are strictly prohibited within the Georgia World Congress Center and Fulton County Airport.
Fire Safety Regulations – Aircraft, Helicopter and Vehicle
Aircraft, helicopters and vehicles on display in the Georgia World Congress Center must have fuel filler caps locked or sealed, and battery cables must be disconnected and taped to avoid potential sparks while on display. Aircraft on display must also have a ground wire attached to prevent static build-up. Keys must be accessible to Show Management and facility at all times. The maximum amount of fuel permitted in aircraft flown to the GWCC display site is the minimum reserve required by Federal Aviation Regulations (FARs). Fuel tanks on aircraft not flown to the GWCC display site should be empty. More details will be provided at a later date.
Fire Safety Regulations – Ground Vehicle
Ground vehicles displayed in the Georgia World Congress Center should have the smallest amount of fuel (maximum two (2) gallons; only enough to drive into the building and drive out safely). The gas cap must be a locking type or must be sealed with tape. All batteries are required to be disconnected while vehicles are on display. “No Smoking” signs must be posted within 50 ft (15.2 m) of the vehicle. All external and internal tanks should be taped to create a vapor seal at each fueling point. keys must be accessible to Show and Georgia World Congress Center Management at all times. Vehicles may not be started, run or moved during official Show hours.
Food and Beverage Service
Food and beverage service in the Georgia World Congress Center is available exclusively from:
Levy Food Service
Attn: Elizabeth Peebles or Diann Jackson
285 Andrew Young International Blvd.
Atlanta, GA 30313
Tel: (404) 223-4500
E-mail: epeebles@gwcc.com or djackson@gwcc.com
Food and beverage menus will be provided in the Exhibitor Service Kit. Exhibitors may not dispense food and/or beverages of any kind, including bottled water, without written permission from the Georgia World Congress Center and Levy Food Service. Food and beverage approval request forms will be included in the Exhibitor Service Kit. Food and/or beverages purchased outside of the Georgia World Congress Center may not be brought into or consumed within the building. Alcoholic beverages are not permitted in Exhibit Booths or at the Static Display.
Forms of Payment
Company checks and bank wire transfers are the preferred methods of payment for NBAA2007. Credit card payments are an accepted form of payment. Credit card payments received in excess of $20,000, however, will be subject to a 3% processing fee.
Liability
The Exhibitor is solely responsible for the safeguarding of materials, equipment and displays at all times. The Association employs general security when the Exhibit Hall and Static Display are closed. NBAA, the Georgia World Congress Center, Freeman and Fulton County Airport are not responsible for any loss, theft, damage, injury or destruction of Exhibitor’s property or the property of its agents or employees, by or from any cause whatsoever. The exhibitor expressly releases the Association, the Georgia World Congress Center, Freeman and Fulton County Airport 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 suggested that Exhibitors obtain insurance covering losses, such as theft and damage to property. The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold NBAA, the Georgia World Congress Center, Freeman and Fulton County Airport and their respective officers, employees, Members and agents harmless from and against any and all claims, losses, injuries and damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the Georgia World Congress Center and Fulton County Airport, or any part therefore, or arising out of or caused by Exhibitor’s participation in Exhibition activities.
Exhibitor must comply at all times with the Rules & Regulations of NBAA, the Georgia World Congress Center, Freeman and Fulton County Airport. These Rules & Regulations are subject to change prior to the time the Convention is held. Failure to follow the Rules & Regulations of NBAA, the Georgia World Congress Center, Freeman and/or Fulton County Airport will constitute a breach of contract. In addition, by signing the NBAA2007 Exhibit Application/Contract and/or Static Display Application/Contract, the Exhibitor agrees to comply with NBAA’s interpretation of its Rules & Regulations. Complete rules & regulations for the Georgia World Congress Center and the Static Display of Aircraft on Fulton County Airport will be included in the Exhibitor Service Kit, scheduled for distribution in mid-June 2007.
Music
NBAA has entered into licensing agreements with the American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music, Inc. (BMI) and will pay their fees, based on attendance, to allow the use of copyrighted, recorded music throughout the Convention Center and Static Display. please note that live music is not included in our licensing agreements. If an Exhibitor plans to use live music, they must be licensed by ASCAP and/or BMI, and the Exhibitor must send supporting documentation to NBAA.
Pets
For insurance reasons and to maintain the professional appearance of NBAA2007, please be advised that no pets, with the exception of service animals, will be permitted in the Exhibit Hall or on the Static Display of Aircraft.
Photography
Any person who attends an NBAA Show, Conference, Seminar, Forum or other program grants permission to NBAA to use and publish his/her image or likeness collected in connection with the program for any usual and customary purpose of NBAA, including advertisements for NBAA and its programs.
Publication Bins
As a service to Exhibitors and Publishers of trade magazines, NBAA offers an area of Bins to display publications at the Convention Center and at the Static Display. Publication Bins will be available for periodical publications only. Advertising material, including promotional brochures and pamphlets, is not permitted and will be discarded by NBAA with no refunds. NBAA provides an attendant to receive shipments, and to stock and maintain the Publication Bins. Any indoor Exhibitor wishing to display a publication will be provided one complimentary Bin per Booth Space reserved, up to a maximum of two Bins. one Bin will be provided per Static Display Space reserved. Exhibitors and Publishers may purchase additional Bins at a cost of $625 per Bin. All companies must submit a sample of their publication to Maureen Cameron at NBAA for review before Bins are reserved. Order forms and shipping materials will be available in the Exhibitor Service Kit.
Rental Car Information
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Rigging
Freeman is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Georgia World Congress Center. Due to safety regulations and liability issues, outside contractors will not be permitted to assemble and/or install any hanging structures. More detailed information will be provided in the Exhibitor Service Kit.
Security
When the Exhibit Hall and Static Display of Aircraft are open, NBAA will provide some perimeter security staffing. Notwithstanding the foregoing, the Association, Freeman, the Georgia World Congress Center and Fulton county Airport will not be liable for loss or damage to Exhibitor’s property, as further provided under the section entitled “liability.” Exhibitors are advised to obtain additional insurance coverage in advance to cover losses, such as theft and damage to property. Order forms for additional Booth and Static Display security will be provided in the Exhibitor Service Kit.
Sharing Exhibit and/or Static Display Space
Proper notification to NBAA Management of all Co-Exhibiting Companies is required to ensure that Booth signage and Show Guide listings are accurate. No Exhibitor will assign, sublet or share the whole or any part of purchased Exhibit Space without the knowledge and consent of the Association.
Please advise NBAA in advance of any Co-Exhibitors who are planning to share Booth Space. Failure to advise NBAA of shared Exhibit Space in advance (including displaying the advertising of another Company’s products or services) may result in an additional exhibiting charge of $2,325/or $2,500 Static Display charge per company, per Space.
Advertising material of any description may be displayed and distributed only within the Display Space assigned to the exhibitor presenting such material. No Exhibitor is to distribute materials Booth-to-Booth or outside of their assigned Exhibit Space.
Shipping/Storage
The Georgia World Congress Center and Fulton County Airport cannot accept or store shipments in advance of the NBAA Convention. Any shipment that arrives at Georgia World Congress Center or Fulton County Airport prior to the targeted move-in dates will be refused.
The unloading and delivery of all materials and equipment from the 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. The Shipping Information Section of the Exhibitor Service Kit will provide further information. 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. 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 Georgia World Congress Center, Fulton County Airport and NBAA.
Freeman will receive and store exhibits, and deliver them directly to the Exhibit Hall and Static Display on set-up days. Freeman will also remove empty crates, provide storage during the Convention and return crates on dismantling day.
Ship Exhibit Materials Early
All shipments, arriving by any means of transportation, must be shipped prepaid for arrival at least one week prior to the initial installation date. Warehouse shipments can be received by Freeman up to 30 days prior to the installation date (starting August 20, 2007) at no additional expense. Mark all Bills of Lading: “NBAA Exhibit Material – Georgia World Congress Center” or “NBAA Static Display – Fulton County Airport.” Advise transportation companies to ship and deliver promptly. Prepay all freight charges, as the Service Contractor will not pay freight costs on incoming shipments. more detailed shipping information will be furnished in the Exhibitor Service Kit.
Show Guide & Directory of Exhibiting Companies Listings:
The NBAA2007 Show Guide & Directory of Exhibiting Companies contains pertinent information relative to exhibits, Information Sessions, social gatherings, shuttle bus service and other events at NBAA2007. Exhibitors are provided one complimentary listing per Booth or Static Display Space reserved. Additional listings are available at a cost of $250 each. Exhibitors are listed alphabetically in both the print and online editions of the Show Guide with their Booth and/or Static Display Space Number(s), company address, phone and fax numbers, web and e-mail addresses and a 50-word description of the Company’s products or services, as well as a maximum of five Buyers Guide categories per Exhibitor.
Exhibiting companies will be sent User IDs and Passwords to access the Show Guide database to update their Company’s information online. Each Exhibiting Company and Co-Exhibiting Company must have separate login credentials, and are responsible for entering and reviewing their Company’s Show Guide information online by July 2, 2007, to ensure inclusion in the print edition of the Show Guide.
Each Exhibiting Company (or Co-Exhibitor) sharing a Booth and/or Static Display Space must be Members of NBAA, use their unique log-in credentials to submit their Company’s information online individually and pay appropriate fees to NBAA (as required). For additional information on the NBAA2007 Show Guide, please contact NBAA’s Maureen Cameron at (202) 783-9453 or mcameron@nbaa.org.
SmartBooth
SmartBooth is the official Exhibitor portal into the online community of registered for the NBAA 60th Annual Meeting & Convention. SmartBooth is a completely automated web-based lead generation service that automatically finds and reports to you with your key leads as registration builds and drives them to your Booth, and helps you radically increase your return on investment from NBAA2007. Attendees will be finding and planning visits with your company using their own personalized web portals, NBAA connect, issued to them by show management starting 6-8 weeks before the event. SmartBooth taps this powerful new medium to revolutionize lead generation at events. Additional information on SmartBooth will be distributed in the Exhibitor Service kit, which will be distributed in mid-June 2007.
Smoking
Smoking is not permitted at any time in the Georgia World Congress Center or at the Static display of Aircraft on Fulton County Airport.
Special Connections at the Georgia World Congress Center
Compressed air, water, drainage, electrical services and telephone/communication services are available solely through the Georgia World Congress Center. order forms for the above services, other Booth items and labor will be included in the Exhibitor Service Kit scheduled for distribution in mid-June 2007.
Staffing Requirments
Booth and Static display areas must be fully staffed during the official Exhibit hours. Exhibitors will be admitted at 7:00 am each Show day for early preparations of displays only. No activities, except Booth preparations, are to be scheduled in the Exhibit areas at any time other than official Exhibit hours. NBAA reserves the right to make changes to the Exhibit hours schedule with advance notice.
Telephone/Communications Service
Indoor telephone and Internet connection service is available exclusively through CCLD at the Georgia World Congress Center. Order forms will be provided in the Exhibitor Service Kit.
Violations
By signing the NBAA Application/Contract for Exhibit and/or Static Display Space, the Exhibitor agrees to abide by NBAA’s Rules & Regulations. In fairness to all participants, Exhibitors at either the Georgia World Congress Center or at the Static Display found in violation of NBAA’s Rules & Regulations will be required to make necessary changes on site at the Exhibitor’s expense. If satisfactory changes cannot be made, NBAA reserves the right to terminate all rights to the Exhibit Space and the Exhibitor will forfeit all fees paid. Violating exhibitors will be ineligible for the indoor Priority-One, -Two or -Three Lotteries and/or will jeopardize placement at the Static Display of Aircraft in 2008.