 NBAA
19th Annual Schedulers & Dispatchers Conference
January 29–February 1 , 2008 • Savannah International Trade & Convention Center • Savannah, GA
The 19th Annual Schedulers and Dispatchers Conference, hosted by the National Business Aviation Association
(NBAA) January 29 to February 1, 2008, will be held at the Savannah International Trade & Convention Center
in Savannah, Georgia. The NBAA Schedulers & Dispatchers Conference provides NBAA Associate Members
an opportunity to meet those individuals directly responsible for the scheduling and dispatching of aircraft
from various-sized corporate flight departments throughout the world. The 2007 18th Annual Conference in
Phoenix, Arizona was another record breaker with 351 Exhibiting Companies and more than 2,400 registered
Attendees. An even greater turnout is expected for 2008. Be a part of the 2008 Conference and guarantee
your placement in the booth selection lottery. The Lottery Deadline is October 1! |
Exhibitor Information
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Types of Exhibits
Exhibit Displays will be limited to products or services directly
involved with scheduling and dispatching business aircraft. A total
of 390 Exhibit Spaces are available, each consisting of one 10’ by 10’
tabletop space. This is strictly a Tabletop Show – no full-height Displays
of any kind will be allowed on the Exhibit Floor. All display
materials and demonstrations must be confined to the limits of the
Exhibitor’s purchased display space. Therefore, it cannot exceed the
8-foot high drape. Exhibitors in violation of the tabletop rule will be
required to make adjustments on site at their expense and will not be
eligible for the Priority-One, Two or Three Lotteries in 2009.
Each Exhibitor must be an active NBAA Member and is allowed
one Booth Space. If a Company holds multiple active Memberships
with NBAA, they may purchase Booths for each Membership they
hold. A Company holding multiple Memberships and that requests
multiple Booths may request that those Booths be located next
to each other. This does not mean that the Booths may be linked
together. The dividing pipe and drape between the two booths must
remain in place; and the Booth structures may not extend from
one Booth to the next. Each Booth must remain separate from the
Booth next to it. NBAA reserves the right to deny space to any
Company whose products and/or services are not relevant. NBAA
makes every effort to accommodate each Exhibitor’s preferred location.
If all Booth choices indicated by Exhibitor have been allocated,
NBAA will assign the best available Space. All Exhibit Applications
must be accompanied by payment in full.
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Priority for Space Assignment
Priority-One Exhibitors are those Companies who have exhibited at
the NBAA Schedulers & Dispatchers Conference on a continuous
basis for the past five years, and whose applications and payments are
received by October 1, 2007. Space assignments for Priority-One
Exhibitors will be determined by lottery drawing.
Priority-Two Exhibitors are those Companies who have exhibited
with NBAA but for less than five years and whose applications and
payment are received by October 1, 2007. Priority-Two Exhibitors
will be placed after Priority-One qualifiers have been assigned Space.
Space assignments for Priority-Two Exhibitors will be determined
by lottery drawing.
Priority-Three Exhibitors are those Companies who have not exhibited
with NBAA in the past and whose applications and payment
are received by October 1, 2007. Priority-Three Exhibitors will be
placed after Priority-One and Priority-Two qualifiers have been assigned
space. Space assignments for Priority-Three Exhibitors will
be determined by lottery drawing.
Priority-Four Exhibitorsare those Companies whose applications
and payments are received after the October 1, 2007 deadline.
Priority-Four Exhibitors will be placed once Priority-One, -Two
and -Three Exhibitors have been assigned, space permitting. Priority-Four Exhibitors will be placed in the order in which their
applications are received.
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Booth Price
NBAA Members Only:
10
’ x 10’ booth: $1900
Booth Space Confirmation
Priority One, Priority Two, and Priority Three Exhibitors will be
notified of booth placement no later than November 1, 2007.
Booth Specifications
Booth Space will consist of one 10’ by 10’ tabletop display. Please
remember this is strictly a tabletop show. This year’s colors are navy
and white. The carpet will be grey inside the Booth Spaces with
navy aisle carpet. The Booth price includes:
Standard with Your Booth:
- 8’ High Back Drape
(navy and white)
- 3’ High Side Rail (navy)
- Choice of One 6’ or 8’ Draped Table
- One wastebasket
- Two Plastic Side Chairs
- One 7” by 44” One-line booth
identification sign with the Company
name and booth number.
- One 10 ’ by 10’ carpet (grey)
- Basic Electrical package which
includes a 500 watt outlet
- One Conference Registration -
(includes entrance to all scheduled
seminars and social events, continental
breakfasts, lunches, morning and
afternoon energy breaks, and the
Thursday, January 31, 2008 evening
event near the Convention Center).
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Exhibitor On-Site Booth Display Rules
- All booths must be set by 2:00 pm Tuesday, January 29, 2008
- All booths must be table-top displays
- Only 2 banner stands are allowed per booth space
- Any banners stands or other signage higher than the 3-foot
side drape must be placed 4 feet back in the booth so it does
not block site lines to the next booth
- Nothing in the booth may be over 8 feet high - the height of
the pipe & drape
- Dress for the NBAA Schedulers & Dispatchers Conference is business
attire both on the exhibit floor and in the sessions
- No balloons of any type are allowed in the booth
- No Piñatas are allowed in the booth
- No Sounds to entice people to your booth are allowed
(i.e. horns, whistles, bells, etc.)
- No alcohol allowed in booths
- No give-aways or props at booths can be flown in the exhibit
hall (i.e. paper airplanes, balls, etc.)
- Exhibitors may not hold prize drawings during session times;
they may only be held during the designated exhibit hours,
continental breakfasts or breaks
- Exhibitors may not teardown prior to 11:00 am on Friday,
February 1, 2008. Exhibitors found in violation will forfeit
placement at next year’s Conference.
- Exhibitor photos may not be from ladders or stop the flow
of aisle traffic
- Exhibitors may not distribute materials Booth-to-Booth, outside
of their of their assigned Exhibit Space or in meeting rooms
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Cancellation Policy
NBAA has a long-standing policy of no refunds for cancellations
at any time. Due to the increasing demand for Booth Space at the
Schedulers & Dispatchers Conference, payment in full must accompany
application for Exhibit Space. If NBAA does not receive
complete payment by the stated deadlines, the Association will assume
that the Exhibitor has canceled the space.
Note: If Exhibit Space in the Savannah International Trade & Convention Center is not occupied by 2:00 pm on Tuesday,
January 29, 2008, NBAA Management will consider it canceled by
the Exhibitor. If Exhibit Space remains unoccupied at the 4:00 pm walk-through of the Savannah International Trade & Convention
Center on Tuesday, January 29, NBAA Management will use such
Space as it deems appropriate. This rule must be strictly enforced,
since lateness in setting up causes difficulties with cleaning crews and
jeopardizes the Welcome Reception and the Opening of the Exhibits.
If additional time is required for set-up, please contact NBAA’s
Dina Green at (202) 783-9357 or dgreen@nbaa.org.
Additional Badges
One Conference Registration is included with the Booth
price. Additional Exhibitor personnel badges will be $425 per
badge. This allows admission to all scheduled seminars and
social events. Once
your Booth Space is confirmed, you will receive information on registering
your Exhibit Booth personnel online.
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Installing & Dismantling Exhbits
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 Service
Kit to be distributed in mid-November 2007), 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.
Move-In Schedule:
Move in for the Savannah International Trade & Convention Center
is Monday, January 28, 2008, from 12:00 noon to 5:00 pm, and continues
Tuesday, January 29, 2008, from 8:00 am until 2:00 pm. All
Exhibits must be set and in place by 2:00 pm on Tuesday, January 29,
2008.
Move-Out Schedule:
Move out for the Savannah International Trade & Convention
Center will begin at 11:00 am, after the break, Friday, February 1,
2008. Teardown must be completed by 6:00 pm. All Exhibitors are
invited to attend the Grand Prize Luncheon, which begins at 12:00
noon Friday, February 1.
Exhibitors found in violation of the NBAA Rules & Regulations, as outlined
in this Prospectus, will forfeit placement at next year’s Conference.
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Display Hours
Tuesday, January 29, 2008
Exhibits Open: 6:00 pm – 8:30 pm
Welcome Reception is located in the Exhibit Hall
Wednesday, January 30, 2008
Exhibits Open: 10:00 am – 5:00 pm
Exhibits Closed: 12:00 noon – 1:00 pm (during lunch)
All Exhibitors are invited to lunch.
Exhibits reopen from 1:00 pm – 2:00 pm for a specially designated“Exhibits Hour” following lunch.
There will be an Ice Cream Social in the Exhibit Hall from
4:00 pm – 5:00 pm.
Thursday, January 31, 2008
Exhibits Open: 8:00 am – 5:30 pm
Continental breakfast will be in the Exhibit Hall
Exhibits Closed: 8:45 am – 10:30 am
(during the opening general session)
Exhibits Closed: 12:00 noon – 12:45 pm (during lunch)
All Exhibitors are invited to lunch.
There will be a specially designated exhibit time from
12:45 pm – 1:30 pm.
Friday, February 1, 2008
Exhibits Open: 9:00 am – 11:00 am
Continental Breakfast will be served inside the exhibit hall along with a
designated “Exhibit Hour.”
All Exhibitors are invited to lunch.
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Liability
Exhibitor is solely responsible for the safeguarding of materials,
equipment and the display at all times. General security will be
employed by NBAA when the exhibit hall is closed, but neither the
NBAA, Freeman nor the Savannah International Trade & Convention
Center will be 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, and Exhibitor expressly
releases NBAA, Freeman, the Savannah International Trade &
Convention Center 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 good will (whether or not in relation
to any property). The Exhibitor understands that neither NBAA,
Freeman nor the Savannah International Trade & Convention
Center maintain insurance covering the Exhibitor’s property and it is
the sole responsibility of the Exhibitor to obtain such insurance. It
is suggested that Exhibitors obtain insurance covering such losses as
theft and damage to property. Exhibitor assumes entire responsibility,
and by requesting to exhibit, thereby agrees to protect, indemnify
defend and hold NBAA, Freeman and the Savannah International
Trade & Convention Center and the affiliates and subsidiaries of
each 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 exhibition premises
or any part thereof, or any part thereof, or arising out of or caused by
Exhibitor’s participation in the exhibition activities.
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Certificate of Insurance
All Exhibitors are required to provide NBAA with a Certificate of
Insurance evidencing Commercial General Liability and Workers’
Compensation and Employers Liability prior to event set-up. The
certificate must be issued from an insurance company that has A.M.
Best ratings of at least A – (VII) or better.
Certificates of Insurance must be provided to NBAA by December
21, 2007. Certificates should be sent to:
NBAA
Attn: Dina Green
1200 18th Street, NW, Suite 400
Washington, DC 20036-2527
Tel: (202) 783-9357
Fax: (202) 862-5552
E-mail: dgreen@nbaa.org
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Children
NBAA Schedulers & Dispatchers Conference is a business event.
Children under 12 are never permitted on the Exhibit Floor under
any circumstances. Children ages 12 to 18 will be permitted into
the Exhibit Hall during official Exhibit hours only, provided that
they register, pay appropriate fees and are accompanied by an adult
at all times. NBAA will not be held responsible by or for any cause
whatsoever.
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Security
NBAA will hire security services during the hours the exhibits are
closed. However, in doing so, NBAA assumes no liability for providing
this service. It remains the ultimate responsibility of Exhibitors
to protect their property, and it is suggested that Exhibitors obtain
insurance covering such losses as theft and damage to property.
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Food and Beverage Service
Food and Beverage service in the Savannah International Trade &
Convention Center is available exclusively from:
Savor Savanah Catering
(912) 447-4063
No food or beverage items are permitted into the facility without the
express written consent from Savor Savannah Catering. Exhibitors
may provide “bite-size” food samples (1” x 1” in size or less) of their
individual brand-name products. The Exhibitor must be the manufacturer
or distributor of the food or beverage product. A sampling
form (available in the Exhibitor Service Kit) must be completed and
submitted to Savor Savannah with the proper food service permits
issued by the City/County of Savannah Health Department. The
serving of generic products (i.e., popcorn, cookies, coffee, bottled
water, hard candies etc.) by Exhibitors for the purpose of drawing
attention to their Booth is permitted only when the product being
served is purchased from the exclusive caterer.
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Bookstore
The bookstore allows attendees and exhibitors an opportunity to
purchase books and other resources that relate to aviation, personal
growth, career development, and conference sessions.
NBAA will consider books and resource recommendations by conference
exhibitors, speakers and participants. Recommendations for
books must at least meet at least one of the following criteria:
1) aviation-related 2) personal growth 3) professional development,
and include the following information: Title; Author; Publisher;
and contact information of the person making the submission. All
recommendations are subject to NBAA/Committee approval and
publisher availability. Please email recommendations to dgreen@nbaa.org, no later than December 14, 2007.
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Photo Use Permission
Any person who attends an NBAA convention, conference, seminar or other program grants permission to NBAA, its employees and agents (collectively "NBAA") to record his or her visual/audio 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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Shipping
The Savannah International Trade & Convention Center is unable to
accept any goods shipped to their facility by Exhibitors. Please refer
to the Exhibitor Service Kit (to be distributed mid-November 2007)
for shipping information. DO NOT SHIP DIRECTLY TO THE
CONVENTION CENTER UNTIL THE DESIGNATED RECEIVING
DATE THAT WILL BE IDENTIFIED IN YOUR
EXHIBITOR SERVICE KIT.
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Exhibitor Hospitality Events
NBAA requests that Exhibitors not schedule hospitality events during
any NBAA published event or prior to 7:00 pm on Show days.
NBAA events and Seminars conclude by 8:30 pm on Tuesday, 6:00
pm on Wednesday, 10:00 pm on Thursday and 3:00 pm on Friday.
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Guidelines for the Grand Prize Luncheon
All Exhibitors are invited to participate in Friday’s “Grand Prize
Luncheon” by donating a prize or gift to be given away during the
luncheon. For those who have not participated before, and as a
refresher for the veterans, the process is:
During the Show, please collect business cards from the Attendees as
they visit your Booth. Prior to lunch on Friday, please select four of
those cards (one for the winner and three extra in the event your original
winner is not present or has already won something). Our rules
require that you must be present to win. As Attendees finish lunch,
we will assemble all participating Companies in alphabetical order at
the stage. One representative from each Company will come to the
podium and announce their winner: Once the winner is identified, the
Company representative will step off the stage to present the winner
their prize. Exhibitors are asked to submit a description of their prize
to NBAA’s Dina Green at dgreen@nbaa.org by January 11, 2008, and
should bring their prize along with them to the lunch on Friday.
- Exhibitors may contribute only 1 prize per company.
- All Attendees, as well as Exhibitors, are eligible to participate
in the drawing.
- Attendees may win only one prize during this event.
- Attendees may not refuse any gift in order to wait to win
another prize of their preference.
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Show Program and Directory of
Exhibiting Companies Listings
The Schedulers & Dispatchers Show Program and Directory of Exhibiting
Companies was a huge hit at the 2007 Schedulers & Dispatchers
Conference. It contains information about Exhibits, sessions and
social gatherings. Exhibitors are provided one complimentary Company
listing per Booth Space. Additional listings are available for an
additional fee of $250 per listing. Exhibitors are listed alphabetically
in both the print and online editions of the Show Program with their
Booth number, Company address, phone and fax, web and e-mail
address and a 50-word description of the Company’s products or
services, as well as a maximum of five Buyer Guide categories per
Exhibitor.
Exhibitors will be sent information on accessing their Show Program
listing with their Booth confirmation. Each Exhibiting Company is
responsible for entering and reviewing their Company’s Show Program
information online by November 30, 2007, to ensure inclusion
in the print edition of the Show Program. For additional information
about the Show Program, please contact NBAA’s Dina Green at
(202) 783-9357 or dgreen@nbaa.org.
Advertising in the Show Program and Directory
With last year’s success of the NBAA Schedulers & Dispatchers Show
Program and Directory of Exhibiting Companies don’t miss the opportunity
for your Company to be recognized at the Show. Become
an advertiser. Distributed to each Attendee at the Conference with
their credentials, the Show Program includes pertinent information
relative to Exhibits, seminars, social gatherings and other events.
The Show Program is helpful in familiarizing Attendees with the happenings
at the 19th Annual Schedulers & Dispatchers Conference:
| Four-color cover position |
$3,500 |
| Full-page, four-color, run of book |
$2,200 |
| Full-page, black-and-white, run of book |
$1,500 |
| Half-page, four-color, run of book |
$1,300 |
| Half-page, black-and-white, run of book |
$1,050 |
| Belly Band |
$4,500 |
Download the Advertising Insertion Order Form (PDF, 1.2 MB).
For more information on purchasing advertising in the Schedulers &
Dispatchers Show Program contact Melissa Murphy at (785) 856-5111,
via fax to (785) 856-5112, or via E-mail to mmurphy@nbaa.org. Insertion
order forms are available on the web site at www.nbaa.org/seminars.
Insertion Orders must be received no later than December 1,
2007. Artwork must be received by December 12, 2007. Send
Insertions Orders, artwork and payments to NBAA’s Dina Green
at dgreen@nbaa.org, via fax to (202) 862-5552 or NBAA, 1200
Eighteenth Street NW, Suite 400 Washington, DC 20036-2527.
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First-Time Attendee Program
Whether you are a First-Time Attendee or a Veteran Attendee, there
are great opportunities for you to become involved in one of NBAA's
most successful Conferences. Exhibitors who have attended past
Conferences are invited to participate in the Ambassador Volunteer
Program. Ask anyone who's been to the Schedulers & Dispatchers
Conference: our volunteers are the key to our success! With over
2,400 Attendees expected this year, it is even more vital that we have
your help. Take advantage of this opportunity and help give back to
the Conference by answering "YES" during the registration to be an
Ambassador Volunteer.
First-Time Attendees, welcome to one of the best conferences NBAA has to offer! The First-Time Attendee meeting kicks off
Tuesday afternoon, January 29, prior to the opening reception. The
meeting starts with a short mixer, followed by an overview with
helpful tips to get the most out of your conference experience. At the
meeting you will also receive a First-Time Attendee Passport -- your
entry to win TWO ROUND-TRIP TICKETS! The Passport is
filled with information about the Conference, the host city, and space
for notes and contact names -- not to mention the entry form and
instructions on how to win. If Savannah is your first Conference, be
sure to answer “YES” when asked if you are a First-Time Attendee
during the online registration process.
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NBAA Schedulers
Professional
Development Program
(SPDP) Courses
Exhibitors are invited and encouraged to attend any of the five
NBAA SPDP Courses that are being held in conjunction with the
NBAA 19th Annual Schedulers & Dispatchers Conference. These
classes are an additional cost of $450 each over and above the cost
of exhibiting at the conference. Detailed information about these
events and online registration will be made available on the NBAA
web site at www.nbaa.org/seminars.
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Golf Tournament
This year’s Schedulers & Dispatchers Golf Tournament will be held
on Tuesday, January 29, 2008 in the morning at the Westin Savannah
Harbor Golf Resort & Spa. There is ample time for Exhibitors
who wish to participate in the Golf Tournament to set up their
Booths. Exhibitors may set up on either Monday afternoon or Tuesday
(before 2 pm).
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Off-Site Event
This year’s off-site event offered on Thursday, January 31, 2008 and
is included in your registration fee. More information will be available
soon on the web site. All Exhibitors are encouraged to attend
this great networking event.
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NBAA Dispatch Daily
When NBAA Dispatch Daily was launched in 2007 as the official daily Conference publication, it was enthusiastically received by Attendees
and Exhibitors alike. In 2008, this exciting new show daily will be distributed on-site during two days of the Conference. Issues
will include session previews and highlights, profiles and interviews, scholarship announcements, Committee news, photos and more.
NBAA Dispatch Daily sponsorship includes placement of your company logo and one 1/4-page advertisement. For rates, ad specs
deadlines and further details, contact NBAA at editor@nbaa.org.
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For More Information
For more information, please contact NBAA's Dina Green at at (202) 783-9357, fax: (202) 478-6885, or dgreen@nbaa.org.
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