Static Display Exhibitor Rules & Regulations
Download the Static Display of Aircraft Application
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.
Exhibitors 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.
AEM International
To ensure that Exhibitors receive expert advice as well as the highest level of service, NBAA has appointed AEM International (AEM) as the exclusive supplier of chalet structures, GPUs, air conditioners and tents for all NBAA events. All GPUs, air-conditioners and tents must be supplied through AEM; and only AEM-supplied equipment will be allowed onto the Static Display. AEM agrees to recognize the right of Exhibitors to provide their own GPUs, air-conditioners and/or tents at any or all NBAA Static Displays subject to the following: Exhibitors must own GPUs, air-conditioners and/or tents and not utilize the real property of the Exhibitor’s I&D contractor, display house, contracted third-party or agent. Equipment can not be provided to the Exhibiting Company under loan, lease or rent wherein full ownership of the equipment does not reside with the Exhibiting Company at all times. Exhibitor-owned GPUs, air-conditioners and/or tents approved by AEM for use at the Static Displays will be subject to an administrative fee from AEM to the Exhibitor equal to 15% of the equivalent equipment quote value for GPUs, air conditioners and/or tents supplied by AEM. This fee is to ensure all Exhibitors are using proper equipment and that all necessary permits, licenses, etc. have been secured.
Aircraft Refueling
It is highly recommended that Display Aircraft are fueled prior to being placed in the Static Display. Fueling is not permitted on the Display during Show hours. After-hours fueling can be handled by Showalter Flying Service, Inc. Aircraft not using Showalter must be fueled prior to being accepted into the Static Display or after being returned to the handling FBO.
Attendees With Disabilities
NBAA will provide reasonable accommodations at the NBAA2009 Static Display to individuals with disabilities who make their situation known to NBAA beforehand. Kindly contact NBAA's Mark Libby at NBAA at mlibby@nbaa.org to make these arrangements.
Auxiliary Power Units (APUs)
Aircraft Auxiliary Power Units (APUs) may not run during Show days (October 20, 21, 22, 2009). AEM International can supply appropriate Ground Power Units (GPUs) for each Aircraft. To minimize the effect of noise, every GPU used on the Static Display is electrically powered; therefore, separate electrical power must be ordered through Freeman. Forms to order this service will be available in the Exhibitor Service Kit.
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 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.
New for 2009
Exhibitors erecting tents larger than 30 ft by30 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.
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, October 12, 2009. As Aircraft towing operations permit,tents smaller than 30 ft by 30 ft will be erected Sunday, October 18, 2009. Tents 10 ft by 10 ft in size and placed adjacent to Aircraft may be installed on Monday, October 19, 2009. Kindly note that Space occupied by other than Aircraft are charged at the Chalet Rates.
Customs Service
Orlando Executive Airport (KORL) 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. 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. Due to the potential conflict with aircraft towing operations, the arrival and parking of the display trailers will be coordinated by NBAA. In some cases, the trailers will need to be positioned before Sunday, October 18. 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 these Rules & Regulations.
Electrical Service
For everyone’s safety and to ensure seamless service, Freeman is the exclusive provider of all electrical service needs at NBAA2009. 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 Thursday, October 22, 2009. Monday, October 19, 2009, 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 19, 2009.
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 NBAA2009 will be distributed to Static Display Exhibitors in mid-May 2009 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 NBAA62nd 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 NBAA’s Mark Libby (mlibby@nbaa.org) a minimum of 14 days prior to arriving at 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.
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.
Move In – Orlando Executive Airport Static Display
- Targeted Move In
- Monday, October 12 – Thursday, October 15, 2009
8:00 am - 6:00 pm - General Move In
- Friday, October 16 – Sunday, October 18, 2009
8:00 am - 6:00 pm
If Static Display Space is not occupied by 7:00 pm on Sunday, October 19, 2009, 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.
Exhibitors who use third-party furniture and decorating companies must ensure deliveries are made no later than Saturday, October 17, 2009. Once Aircraft towing operations begin on Sunday, October 18, 2009, delivery trucks will not be permitted to unload at the Exhibit location. Deliveries arriving after Saturday, October 17, 2009, 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.
Aircraft Arrivals
Sunday, October 18, 2009, 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 17, 2009.
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.
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 distributed in mid-May 2009.
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 22).
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 2009. Exhibitors who do not remove all of their trash and debris will incur additional cleaning charges.
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 at jhart@nbaa.org by September 5, 2009.
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.
