NBAA2009 Exhibitor Rules & Regulations - Orange County Convention Center

As an Exhibitor at NBAA2009, you must agree to all terms and conditions as stated within these Exhibitor Rules & Regulations, on the Exhibit Space Application or in the Exhibitor Service Kit.

All Exhibitors and Co-Exhibitors at NBAA2009 must be Members of NBAA. Non-Member Companies wishing to Exhibit or wishing to participate as Co-Exhibitors must join NBAA before Exhibit Space can be assigned. Companies can join online at www.nbaa.org/join/exhibit or by contacting NBAA’s Membership Division at membership@nbaa.org.

All Exhibitors and Co-Exhibitors must be current on all accounts with NBAA and paid in full for their Exhibit Space in order to occupy space at both the Orange County Convention Center and the Static Display of Aircraft on Orlando Executive Airport. Exhibitors not paid in full will be denied access to their Exhibit Space.

Children

Due to the business nature of and congestion at the NBAA Convention, children under the age of 12 are never permitted into the Convention Center Exhibit Halls or the Static Display during installation, on Show days or during teardown. Children ages 12 to 17 will be permitted into the Convention Center Exhibit Halls and Static Display during official Exhibit hours only, provided that they register, pay appropriate fees and be accompanied by an adult. Children ages 12 to 17 are admitted, with the understanding that they are the sole responsibility of an accompanying adult.

Cancellation Policy

NBAA has a firm policy of no refunds for cancellations at any time. Any Booth or Static Display Space reductions are considered cancellations. Note: If Exhibit Space in the Orange County Convention Center is not occupied by 3:00 pm on Monday, October 19, 2009, NBAA will consider it canceled by the Exhibitor. If Static Display Space is not occupied by 12:00 noon on Monday, October 19, 2009, NBAA will consider it canceled by the Exhibitor. If Exhibit/Static Display Space remains unoccupied at the 5:00 pm walk-through of the Orange County Convention Center and the Static Display of Aircraft on Monday, October 19, NBAA will use such Space as it deems appropriate. This rule must be strictly enforced, since lateness in setting up causes difficulties with overnight cleaning crews and jeopardizes the opening of Exhibits. If additional time is required for set-up, please contact:

Indoor Exhibits Contacts:
Linda A. Peters, Vice President, Exhibits
Tel: (202) 783-9368
Fax: (202) 737-4478
Mobile: (202) 415-1297
E-mail: lpeters@nbaa.org

Margie Morgan, Manager, Exhibits
Tel: (202) 783-9369
Fax: (202) 737-4478
Mobile: (202) 372-6684
E-mail: mmorgan@nbaa.org

Static Display Contacts:
Marti Smith, Director, Regional Forums & Static Display
Tel: (202) 783-9365
Fax: (202) 737-4486
Mobile: (202) 247-0712
E-mail: msmith@nbaa.org

Joe Hart, Senior Manager, Regional Forums & Static Displays
Tel: (202) 783-9456
Fax: (202) 737-4486
Mobile: (202) 415-1219
E-mail: jhart@nbaa.org

Cleaning at the Orange County Convention Center

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 Displays neatly organized. Freeman is the exclusive provider of Booth vacuuming at NBAA2009. 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.

Convention Colors

The NBAA2009 Convention colors are blue, white and silver, with blue carpeting and blue and silver draping.

Defacing Property

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 Orange County Convention Center walls or floors. No application of paint on signs, Displays or other objects is permitted in the Orange County Convention Center and the use of adhesive-backed decals or similar items is prohibited. Damages to the Orange County Convention Center arising by failure to observe these Rules & Regulations will be billed to the Exhibitor.

Displays Must Fit Within Purchased Space

All Display material and demonstrations must be confined within the limits of the Exhibitor’s purchased Space at both the Orange County Convention Center and the Static Display of Aircraft on Orlando Executive Airport. Therefore, please reserve appropriate Booth and Static Display Space size. If many people are expected to congregate at one time, in one place, demonstration areas should not be placed on the aisle side of the Exhibit. Normal aisle traffic cannot be interfered with at any time. Exhibits must not project beyond allotted space.

Electrical Equipment at the Orange County Convention Center

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 they can be 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 Orange County Convention 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 at the Orange County Convention Center

Electric current may be utilized for the operation of apparatus that does not produce noises of an annoying nature.

Exhibitor & Third-Party Site Visits

Once Exhibit Booth Spaces have been determined, Exhibitors are encouraged to make a site visit to the Orange County Convention Center to familiarize themselves with the layout of the building and determine any special needs for their Booth layout. In planning such visits, we request that you contact either Nila Kushner at the Orange County Convention Center (nila.kushner@occc.net) or Linda Peters at NBAA (lpeters@nbaa.org) in advance to arrange for an appointment.

Exhibitor 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 participating at NBAA. To facilitate this effort, information can be entered by the Exhibiting Company through the secure NBAA Risk Management Portal.

All Exhibitors will be e-mailed instructions under separate cover that will detail everything that you will need to know to comply with this process. Exhibitors who have not submitted insurance certificates will receive an e-mail request to provide complete information prior to the first scheduled day of move in. Exhibiting Companies using Exhibitor-Appointed Contractors (EACs) during NBAA2009 must also submit notification of these EACs to NBAA along with their proof of insurance.

Exhibitor Service Desk

The Exhibitor Service Desk at the Orange County Convention Center will be open during the following hours:

Thursday, October 15 – Sunday, October 18	8:00 am – 5:00 pm
Monday, October 19	8:00 am – 8:00 pm
Thursday, October 20 – Wednesday, October 21	8:00 am – 5:00 pm
Thursday, October 22	8:00 am – 11:00 pm
Friday, October 23 – Saturday, October 24	8:00 am – 5:00 pm
Sunday, October 25	8:00 am – 12:00 noon

Exhibits Must Fit Within Purchased Space

Fire Safety Regulations at the Orange County Convention Center & Orlando Executive Airport

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 devices 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 inspection requirements of the Orange County Convention Center Public Safety Department and Orlando Executive 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 Orlando County Convention Center and Orlando Executive Airport.

Fire Safety Regulations – Aircraft, Helicopter and Vehicle at the Orange County Convention Center

Aircraft, helicopters and vehicles on display in the Orange County Convention 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 at the Orange County Convention Center 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 Orange County Convention Center display site is the minimum reserve required by Federal Aviation Regulations (FARs). Fuel tanks on Aircraft not flown to the Orange County Convention Center display site should be empty. More details will be provided at a later date.

Fire Safety Regulations – Ground Vehicles at the Orange County Convention Center

Ground vehicles displayed in the Orange County Convention Center should have the smallest amount of fuel (maximum two gallons, an amount only to permit the vehicle to be driven into and out of the building 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 Orange County Convention 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 Orange County Convention Center is available exclusively from:

Levy Food Service

Attn: Melinda New
9800 International Drive
Orlando, Florida 32819
Tel: (407) 685-5712
E-mail: mnew@levyrestaurants.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 Orange County Convention 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 Orange County Convention Center may not be brought into or consumed within the building. Alcoholic beverages are not permitted in Exhibit Booths or at the Static Display.

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 Orange County Convention Center in any manner. Spotlights may be used if they are focused on the Display and do not interfere with other Exhibits. The ceiling height inside the Orange County Convention Center Exhibit Halls is 40 ft. Helium balloons and remote-control blimps are not permitted in the Orange County Convention Center. Exhibitors requiring signs or spotlight rigging to be hung over Perimeter Booths must submit requests to NBAA for approval prior to ordering rigging services with the OCCC. Requests should be submitted no later than September 1, 2009.

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 Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. 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 Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA), 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 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 Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. 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 Orange County Convention Center and Orlando Executive Airport, or any parts 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 Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and Showalter Flying Service, Inc. These Rules & Regulations are subject to change prior to the time the Convention is held. Failure to follow the Rules & Regulations of NBAA, the Orange County Convention Center, Freeman, the Greater Orlando Aviation Authority (GOAA) and/or Showalter Flying Service, Inc. will constitute a breach of contract. In addition, by signing the NBAA2009 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 Orange County Convention Center and the Static Display of Aircraft on Orlando Executive Airport will be included in the Exhibitor Service Kit, scheduled for distribution in mid-May 2009.

Meeting Rooms

NBAA provides meeting rooms at the Orange County Convention Center at a nominal charge and on a first-come, first-served basis for Exhibitors requiring additional meeting space during Show days. Charges for audio/visual and/or catering are the responsibility of the Exhibitor. Please note that NBAA is not responsible for providing signage or promotion of meeting. The Meeting Room Reservation Form may be downloaded from the NBAA2009 web site, www.nbaa.org/2009. For more information on meeting rooms, contact NBAA’s Sandy Wirtz at (202) 783-9366 or swirtz@nbaa.org.

Move In — Orange County Convention Center

Wednesday, October 14, 2009 – Sunday, October 18, 2009
8:00 am – 5:00 pm

Monday, October 19, 2009
8:00 am – 3:00 pm

A targeted move-in floor plan for the Orange County Convention Center will be included in the Exhibitor Service Kit scheduled for distribution in mid-May 2009. Please confirm move-in schedule with NBAA and Freeman, the Official Service Contractor for NBAA2009.

In the interest of safety and security, all indoor Exhibits must be set and in place by 3:00 pm on Monday, October 19, 2009, so that aisle carpeting can be installed. Exhibitors may still work inside their Booth Space, however, all cartons, crates, boxes, etc. must be removed from the aisles surrounding their Space. Kindly remember that if the Exhibit Space is not occupied by this time, NBAA will consider it canceled by the Exhibitor and will assume the right to use such Space as deemed appropriate.

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 — Orange County Convention Center

Move out begins Thursday, October 22 at 4:00 pm. All materials must be removed from the Orange County Convention Center by Sunday, October 25, at 12:00 noon.

Exhibits at the Orange County Convention Center must not be dismantled before 4:00 pm on Thursday, October 22, 2009. Exhibitors found in violation of this rule will be ineligible for the indoor Priority-One, -Two or -Three Lotteries in 2010. Additional information will be provided in the Exhibitor Service Kit available in mid-May 2009..

Freeman reserves the right to ship (“freight collect”) packages, cartons, crates, etc., left in the Exhibit Hall or on the Static Display beyond the days and times of dismantling, unless the Exhibitor and Freeman have entered into prior special contract arrangements.

Non-Official Service Providers/Exhibitor-Appointed Contractors (EACs)

NEW FOR 2009

Any Exhibitor-appointed contractor or EAC providing services, supplies or equipment during move in or move out or on Show days on the property at the OCCC must comply with the OCCC Contractor Security agreement prior to conducting business in/at the facility. For more information, please contact Michaal Rossi at the Orange County Convention Center at michaal.rossi@occc.net or (407) 685-9865. Please share this information with your contractors as all Companies must comply with these regulations

The state of Florida is a “right-to-work” state. Exhibitors have the option of using Freeman (the Official Service Contractor), a qualified independent union display house or full-time personnel from their own Company to install and dismantle Displays. If full-time Company personnel are utilized to set up the Exhibit, they should carry Company identification, such as a medical identification card or payroll stub. The utilization 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 at an hourly overtime rate. Please refer to the Exhibit Installation & Dismantling Labor Order form, included in the Exhibitor Service Kit, for more information.

Any Exhibitor using a non-official, Exhibitor-Appointed Contractor (EAC) to perform services during NBAA2009 must provide the following two items to both NBAA and Freeman no later than September 1, 2009:

Notification on the Exhibitor’s letterhead of its intent to use an Exhibitor-Appointed Contractor
Proof of the Exhibitor-appointed contractor’s Insurance with the limit to be at least $1,000,000 and Employer’s Liability and General Liability limit to be at least $1,000,000

Exhibitors who fail to provide notification of and Workers’ Compensation Insurance information for the Exhibitor-Appointed Contractor to NBAA and Freeman, the NBAA Official Service Contractor, by the September 1, 2009, deadline will be required to hire Freeman or other preferred service providers for their Booth.

Exhibitors utilizing the services of an installation and dismantling company or other service providers during official Convention hours must provide Exhibitor badges for those individuals. Installation and dismantling individuals working other than official Show hours are required to wear set-up and tear-down wristbands. Information on wristbands will be supplied in the Exhibitor Service Kit.

Parking at the Orange County Convention Center

All parking at the Orange County Convention Center, including handicap-accessible parking, is available on a first-come, first-served basis. The fee for parking at the Orange County Convention Center is $10 per car per entry, and $15 for oversized vehicles (i.e.; buses) per entry.

Rigging

The Orange County Convention Center is the exclusive provider of labor for assembly and installation of all hanging equipment, trusses and signs at the Orange County Convention Center. Due to safety regulations and liability issues, outside contractors will not be permitted to assemble and/or install any hanging structures. All orders for rigging must be pre-approved by NBAA prior to ordering. Please submit requests for approval to NBAA’s Linda Peters at lpeters@nbaa.org by September 1, 2009.

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 Orange County Convention Center, the Greater Orlando Aviation Authority and Showalter Flying Service, Inc. 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.

Smoking

Smoking is not permitted at any time in the Orange County Convention Center or at the Static Display of Aircraft on Orlando Executive Airport.

Special Connections at the Orange County Convention Center

Compressed air, water, drainage, electrical and telephone/communication services are available solely through the Orange County Convention 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-May 2009.

Telephone/Communications Service at the Orange County Convention Center

Indoor telephone and Internet connection service is available exclusively through Smart City at the Orange County Convention Center.

Violations

By signing the NBAA Application/Contract for Exhibit and/or Static Display of Aircraft Space, the Exhibitor agrees to abide by all Rules & Regulations as interpreted by NBAA. In fairness to all participants, Exhibitors found in violation of NBAA’s Rules & Regulations at the Orange County Convention Center and/or at the Static Display of Aircraft on Orlando Executive Airport 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 any and all rights to the Exhibit Space, and the Exhibitor will forfeit all fees paid. Violating Exhibitors will be ineligible for the Priority-One, -Two, -Three or -Four Lotteries in 2010 and/or will jeopardize placement at the 2010 Static Display of Aircraft.

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.