NBAA2007 Exhibitor Rules & Regulations
Types of Exhibits
Exhibits at the NBAA 60th Annual Meeting & Convention are limited to those products or services directly related to the design, operation or servicing of business aircraft. NBAA reserves the right to deny space to any Company whose products and/or services are not relevant to business aviation.
Be assured that NBAA makes every effort to accommodate each Exhibitor’s preferred location. If, however, all Booth choices indicated by Exhibitor have been allocated, NBAA will assign the best available space. Please keep in mind that there are over 1,100 Exhibitors requesting Booth Space for NBAA2007. All Exhibit Applications must be accompanied by payment in full.
Priority-One Exhibitors
Exhibitors reserving over 2,000 sq ft (186 sq m) of contiguous space, Priority-One qualifiers, have been assigned space by lottery drawing and pre-placed on the floor plan, as Priority-One Exhibitors were asked to submit their requests by December 8, 2006, to assist the balance of Exhibitors in making their Space choices based on the locations of these large Exhibitors.
Priority-Two Exhibitors
Priority-Two Exhibitors are those Companies whose Exhibit Space is less than 2,000 sq ft (186 sq m), who have exhibited with NBAA on a continuous basis for the past 10 years and/or have committed at least $10,000 in sponsorships, and whose applications and payments in full are received on or before February 26, 2007. Space assignments for Priority-Two Exhibitors will be determined by lottery drawing after Priority-One Exhibitors are placed.
Priority-Three Exhibitors
Priority-Three Exhibitors are those Companies not meeting the requirements established for Priority-One or -Two Exhibitors, and whose applications and payments in full are received on or before February 26, 2007. Space assignments for Priority-Three Exhibitors will be determined by lottery drawing after Priority-Two qualifiers have been assigned space.
Priority-Four Exhibitors
Priority-Four Exhibitors are those Companies whose applications and payments in full are received after the February 26, 2007, deadline. Priority-Four Exhibitors will be assigned space once Priority-Two and -Three Exhibitors have been placed, space permitting. Priority-Four exhibitors will be placed in the order in which their applications are received.
Booth Prices
Members
The cost of for each 10 ft by 10 ft (3.05 m by 3.05 m) or 100 sq ft (9.3 sq m) Booth Space is $2,325.
Discount
NBAA offers a special discount to Companies making full payment on a non-refundable basis on or before February 26, 2007; the cost of Space is $2,275 for each 10 ft by 10 ft (3.05 m by 3.05 m) or 100 sq ft (9.3 sq m) Booth.
Note: Exhibitors submitting applications and payments (full or partial) after the February 26, 2007 deadline are not eligible for this discounted price.
Non-Members
Non-Members, please add $350 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.
Kindly Note
If Exhibit Space is not occupied by 12:00 noon on Monday, September 24, 2007, NBAA will consider it canceled by the Exhibitor and, following the 5:00 pm walk-through of the Convention Center, the Association will use such space as it deems appropriate. This rule must be strictly enforced. Due to the size of the NBAA Convention, lateness in setting up causes difficulties with overnight cleaning crews and jeopardizes the opening of the Show.
Georgia World Congress Center (GWCC) Booth Configurations
Please keep the following Rules & Regulations in mind when planning your Display Space.
- Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above Non-Perimeter Island Booths.
- Booths that contain perimeter hard walls occupying 50% of the Booth Space are not permitted in Non-Perimeter Island Spaces.
Standard In-Line Booth
A Standard In-Line Booth is one or more 10 ft by 10 ft (3.05 m by 3.05 m) standard units in a straight line with Booths on either side and behind its back wall. A Standard In-Line Booth consists of a draped back wall 8 ft (2.4 m) high, 3 ft (0.9 m) high side rails and a 7 in (17.8 cm) by 44 in (111.8 cm) standard Booth identification sign. Exhibitors are required to carpet their own Booth Space; the Association provides aisle carpet only. Exhibitors occupying Standard In-line Booths must adhere to the following:
- HEIGHT:
- Exhibit materials, components and identification signs will be permitted to a maximum of 8 ft (2.4 m).
- DEPTH:
- All display material over 5 ft (1.5 m) in height may not extend farther out than one-half the distance from the back wall of the Booth to the front in order to permit a clear view from Booth to Booth.
Perimeter Wall Booth
A Perimeter Wall Booth is a Standard In-Line Booth located on the outer-perimeter wall of the Exhibit Hall. Exhibitors occupying perimeter Wall Booths must adhere to the following:
- HEIGHT:
- Exhibit materials, components, identification signs and hanging signs will be permitted to a maximum height of 12 ft (3.6 m).
- DEPTH:
- All display material over 5 ft (1.5 m) in height may not extend farther out than one-half the distance from the back wall of the Booth to the front in order to permit a clear view from Booth to Booth.
Permimeter Island Booth
A perimeter Island Booth is a Booth containing perimeter wall structures, is greater than 15 ft (4.6 m) in height, has one or more display levels, is unfinished on any side and/or requires hanging signs, materials or components. Exhibitors occupying perimeter Island Booths must adhere to the following:
- HEIGHT:
- Exhibit materials, components, identification signs and hanging signs will be permitted to a maximum height of 28 ft (8.53 m) provided written approval is requested from NBAA by July 20, 2007 (60 days prior to the first scheduled move-in date).
- DEPTH:
- Because aisles separate a perimeter Island Booth from neighboring Booths, full use of the purchased floor space is permitted.
All perimeter Island Booth diagrams must be submitted for prior approval to both Jim ridgway at the Georgia World Congress Center Event Services Department and Linda Peters at NBAA by July 20, 2007 (60 days prior to the first scheduled move-in date).
Non-Perimeter Island Booth: (2,000 sq ft/186 sq m or larger)
A Non-Perimeter Island Booth over 2,000 sq ft (186 sq m) is a Booth Space having aisles on all four sides, and requiring one or more display levels. Exhibitors occupying Non-Perimeter Island Booths (2,000 sq ft/186 sq m or larger) must adhere to the following:
- Hanging signs, materials or components, with the exception of lighting trusses, are NOT permitted above Booth Spaces.
- Perimeter hard walls occupying 50% of the Booth Space are NOT permitted.
- HEIGHT:
- Exhibit materials, components and identification signs will be permitted to a maximum height of 15 ft (4.6 m) provided written approval is requested from NBAA by July 20, 2007.
- DEPTH:
- Because aisles separate an Island Booth from neighboring Booths, full use of the purchased floor space is permitted.
Non-Perimeter Island Booth: (under 2,000 sq ft/186 sq m)
An Island Booth less than 2,000 sq ft (186 sq m) is a Booth having aisles on all four sides and requiring one or more display levels. Exhibitors occupying Island Booths under 2,000 sq ft (186 sq m) must adhere to the following:
- Hanging signs, materials or components, with the exception of lighting trusses, are NOT permitted above Booth Spaces.
- Perimeter hardwalls occupying 50% of the Booth Space are NOT permitted.
- HEIGHT:
- Exhibit materials, components and identification signs will be permitted to a maximum height of 20 ft (6.1 m) provided written approval is received from NBAA at least 60 days prior (July 20, 2007) to the first scheduled move-in date.
- DEPTH:
- Because Island Booths are surrounded by aisles on all sides, full use of the purchased floor space is permitted.
Multilevel & Covered Booths
Both NBAA and the Georgia World Congress Center (GWCC) must approve all multilevel and/or covered Booths. Booth plans should specify the maximum number of occupants allowed and have a structural engineer’s stamp certifying that platforms can bear the maximum occupant load. Multilevel Booths, regardless of size, and covered Booths greater than 300 sq ft (27.9 sq m) will require fire watches, smoke detecting devices, automatic extinguishing systems, multiple exits, etc. as required by Fire Prevention Officials. Drawings for tents, awnings and canopies should include detailed plans showing size, height location, anchoring areas and certification that the material is flame retardant. Georgia World Congress Center does not allow Exhibitors to penetrate the floor of the building.
For all multilevel and/or covered Booths, send one copy of a scaled floor plan for approval by July 20, 2007, to:
Georgia World Congress Center
Jim ridgway
285 International Blvd., NW
Atlanta, GA 30313-1591
Tel: (404) 223-4300 / Fax: (404) 223-4211
E-mail: jridgway@gwcc.com
With a copy sent to:
NBAA
Linda Peters, VP Exhibits
1200 Eighteenth Street NW, Suite 400
Washington, DC 20036-2527
Tel: (202) 783-9368 / Fax: (202) 737-4478
E-mail: lpeters@nbaa.org
Multilevel Exhibits, regardless of size, and covered Booths should comply with the following guidelines:
- Upper decks of Multilevel Booths may not have a cover of any kind (e.g. roof, ceiling, tenting, lattice, fabric or plastic).
- Exhibits with an enclosed room or an occupied second story must post notice at the bottom of the stairway, indicating maximum permitted occupancy (or total permitted weight load of the second level).
- If second-level dimensions are greater than 300 sq ft (27.9 sq m), two stairways are required, remote from one another.
- If second-level dimensions are less than 300 sq ft (27.9 sq m), one set of stairs is permitted.
- All stairs must be a minimum of 3’ (0.9 m) in width, equipped with a handrail on at least one side and constitute a “straight run” or be “squared off.” Spiral stairs and winders are not permitted.
- Individual areas of upper decks or covered areas must be limited to dimensions that do not exceed 1,000 sq ft (92.9 sq m).
Exhibitors must install a battery-powered audible alarm smoke detector on the interior of each Covered Booth or structure regardless of square footage. Exhibitors also must provide a portable, dry-chemical fire extinguisher for each level or each covered Booth or structure. Fire extinguishers must be mounted in a visible location, near exit doors, and must be accessible at all times. The Georgia World Congress Center requires that Exhibitors designate a minimum of one person at all times to be responsible for Fire Watch on all Exhibits having 300 sq ft (27.9 sq m) or more of covered area on second level, as well as multilevel Booths of any dimension. During Show hours, the designated Staff personnel should know the location and operation of the fire extinguisher and have knowledge of the closest telephone to contact a GWCC Public Safety Individual at (404) 223-4911 in case of emergency. During non-Show hours, the contracted Show Security meets this requirement. Further information on fire and safety regulations will be provided in the Exhibitor Service Kit scheduled for distribution in mid-June 2007.
Rules and Regulations
Certificate of Insurance:
All Exhibitors are required to provide NBAA with a Certificate of Insurance evidencing Commercial General Liability and Worker’s Compensation and Employers Liability coverage prior to move in. Additional information will be provided in the Exhibitor Service Kit in mid-June 2007.
Convention Colors
NBAA2007 will feature blue carpeting with blue draping.
Hanging Signs, Materials, Components, Etc.
In the interest of safety, with the exception of Perimeter Booths, Exhibitors’ signs or other materials may not be attached to the ceiling or overhead beams of the Georgia World Congress Center, in any manner. Spotlights may be used if they are focused on the display and do not interfere with other Exhibits. The majority of the ceiling heights inside the Georgia World Congress Center Exhibit Halls are 30 ft. There are, however, some areas located around the perimeter of Halls B and c where the ceiling height drops to 28 ft; and some areas in Hall B have ceiling heights of 16 feet. The lower ceiling areas are indicated on the floor plan by a dotted line (----).
Exhibitors requiring signage or spotlight rigging to be hung over perimeter Booths must submit requests for approval to NBAA prior to ordering services. Requests should be submitted to NBAA before July 20, 2007.
Helium balloons and remote controlled blimps are not permitted in the Georgia World Congress Center.
No part of an Exhibit, or signs relating thereto, may be taped, nailed, tacked, stapled, pasted or otherwise fastened to
ceilings, walls, doors, windows, painted surfaces, columns, marble or fabric in any way. No holes may be drilled, cored or
punched in the walls or floors of the Georgia World Congress Center. No application of paint on signs, displays or other
objects are permitted in the Georgia World Congress Center. The use of adhesive-backed decals or similar items also is
prohibited. Damages to the Georgia World Congress Center resulting from failure to observe these rules will be billed to the
Exhibitor.
Any Exhibitor planning an In-Line Display exceeding 8 ft (2.4 m) in height or extending a 5 ft (1.5 m) high portion farther out than one-half the distance from the back wall of the Booth to the front must submit a detailed drawing and description of the display to Linda Peters at NBAA no later than July 20, 2007.
Exposed parts of Displays (including backs) must be completely finished so that they are not objectionable to other Exhibitors, Attendees or NBAA.
Installing & Dismantling Exhibits
In the interest of safety and security, all indoor Exhibits must be set and in place by 12:00 noon on Monday, September 24, 2007, so that aisle carpeting can be installed. Exhibitors may continue to work inside their Booth Space after this time, however, all cartons, crates, boxes, etc. must be removed from the aisles surrounding their Space. Kindly remember that if Exhibit Space is not occupied by this time, NBAA will consider it canceled by the Exhibitor and will assume the right o use such Space as deemed appropriate.
Exhibits at the Convention Center must not be dismantled before 4:00 pm on Thursday, September 27, 2007. Exhibitors found in violation of this rule will be ineligible for the indoor Priority-One, -Two or -Three Lotteries for NBAA2008.
Freeman (the Official Service Contractor) reserves the right to ship (Freight Collect) packages, cartons, crates, etc., left in the Exhibit Hall or at the Static display beyond the days and times of dismantling, unless the exhibitor and Freeman have entered into prior special contract arrangements. Additional information will be provided in the Exhibitor Service Kit in mid-June 2007.
Installation & Dismantling Labor
The State of Georgia is a “right-to-work” state. Exhibitors have the option of using Freeman, a qualified independent union display house or full-time personnel from their own Company to install and dismantle Exhibits. If full-time Company personnel are used to set up the Exhibit, they should carry Company identification, such as a medical identification card or payroll stub. The use of workers from an agency not affiliated with an appropriate union is prohibited.
The daily work schedule for contracted union labor is from 8:00 am to 5:00 pm. Be advised that any contracted labor performed outside of these hours or on Saturdays and Sundays will be charged an hourly overtime rate. Please refer to the Exhibit Installation & Dismantling Labor Order form, to be included in the Exhibitor Service Kit, for more information.
Any Exhibitor using a non-official, Exhibitor-appointed contractor for installation and dismantling must provide the following two items to both NBAA and Freeman by August 20, 2007 (30 days prior to the first scheduled move-in date):
- Notification on the Exhibitor’s letterhead of intent to use an Exhibitor-appointed contractor
- Proof of the Exhibitor-appointed contractor’s Workers’ Compensation insurance with the limit to be at least $1,000,000; Employer’s Liability and General Liability limit to be at least $1,000,000
Exhibitors who fail to provide notification of Workers’ Compensation insurance information for the Exhibitorappointed contractor by the August 20, 2007, deadline will be required to hire the services of the NBAA Official Service Contractor (Freeman) for the installation and dismantling of their Booth and/or Static Display Space.
Exhibitors utilizing the services of an installation and dismantling (I&D) Company during official Convention hours must provide Exhibitor badges for those individuals. Installation and dismantling individuals working other than official Show hours will be required to wear set-up and tear-down wristbands. Information on wristbands will be supplied in the Exhibitor Service Kit.
Move-In –Georgia World Congress Center:
A targeted move-in floor plan will be included in the Exhibitor Service Kit scheduled for distribution in mid-June 2007. Please confirm move-in schedule with NBAA and Freeman.
Wednesday, September 19 – Sunday, September 23, 2007
(on a targeted basis)
8:00 am – 6:00 pm
Monday, September 24, 2007
8:00 am –12:00 noon
Exhibitors requiring additional hours for set up should contact NBAA’s Linda Peters at (202) 783-9368 or lpeters@nbaa.org or Margie Morgan at (202) 783-9369 or mmorgan@nbaa.org.
Move-Out –Georgia World Congress Center:
Move-out begins Thursday, September 27 at 4:00 pm. All materials must be removed from the Georgia World Congress Center by Sunday, September 30 at 12:00 noon.
Any Exhibitor tearing down Displays earlier than 4:00 pm on September 27 will lose priority status in 2008.