As one of the world's most influential business aviation exhibitions, NBAA-BACE (Business Aviation Convention & Exhibition) is held annually in Orlando, Florida, gathering global aircraft manufacturers, service providers, and aviation technology innovators.
To help Chinese and international exhibitors better understand U.S. exhibition regulations and participation requirements, we have summarized the following key rules and best practices based on the official Exhibitor Manual.
1. Venue and Organizer Information
The event takes place at the Orange County Convention Center (OCCC) and is organized by the National Business Aviation Association (NBAA). The show includes both indoor exhibits and the Static Display of Aircraft at Orlando Executive Airport.
Exhibitors must complete booth design submissions, contractor registration, insurance documentation, and staff credential approvals in advance. All construction, activities, and demonstrations must strictly comply with the safety regulations set by both the venue and the organizer.
2. Booth Design and Construction Approval
Drawing Submission Requirements
All exhibitors using custom-built or island booths must submit the Stand Drawing & Hanging Sign Submission Form, including:
- Company name and booth number
- Layout and directional orientation
- Maximum height and hanging structures
Unapproved booth designs may result in delayed access or denied construction.
Multi-Level or Enclosed Booths
Any booth that includes a second story or enclosed area must submit engineer-stamped structural drawings to the OCCC Fire Marshal for approval.
Height Limits
Depending on the exhibition zone, booth heights range from 12 to 30 feet (3.6–9.1 m). All hanging signs require NBAA approval and cannot be attached to lighting trusses.
3. Safety and Fire Prevention Requirements
The United States enforces extremely strict safety regulations. Key points include:
- All booth materials must be fire-retardant and certified by the OCCC Fire Department.
- Open flames, flammable gases, compressed air cylinders, and spray-painting are strictly prohibited.
- Multi-level booths must include smoke detectors and fire extinguishers, with an assigned on-site "Fire Safety Officer."
- Aircraft on display must have power disconnected, and fuel tanks sealed; fuel levels must not exceed 25% of capacity.
4. Construction and Labor Rules
EAC (Exhibitor-Appointed Contractor) Registration
Exhibitors hiring third-party contractors must submit an Intent-to-Use Exhibitor-Appointed Contractor Form along with a Certificate of Insurance (COI) by the deadline. Failure to do so requires exhibitors to use the official general contractor, Freeman.
Worker Access
All setup personnel must wear NBAA-issued wristbands, color-coded by day. Unauthorized transfers or misuse of wristbands will result in denied entry.
Union Labor Policy
All freight handling, rigging, electrical, and audiovisual installation are regulated by U.S. labor unions. These services must be performed by Freeman or local Teamsters Union labor. Exhibitor employees performing self-installation must present company ID to avoid union violations.
5. On-Site Operations and Demonstrations
- Direct sales or solicitation are prohibited. Sales activity or distribution of materials outside your booth or within 50 miles of the convention area is considered a violation.
- Noise Level: Demonstrations must remain below 85 decibels (dB). Excessive noise may result in power cutoff.
- Drones and Floating Objects: The operation of drones, remote-controlled aircraft, or helium balloons is prohibited both indoors and at the static display area. They may be used only as secured static props.
6. Common U.S. Exhibition Restrictions
| Category | Regulation |
|---|---|
| Food and Beverage | The official exclusive caterer for the OCCC is Centerplate. Outside food or beverages are prohibited unless approved in writing. |
| Smoking Ban | Smoking and e-cigarettes are strictly prohibited throughout all exhibition halls and the static display area. |
| Children Admission Policy | Children under 12 years old are not permitted; ages 12–17 require adult supervision and paid registration. |
| Animals | Only service dogs are allowed; all other animals are prohibited. |
| Parking and Deliveries | Exhibitor parking is approximately $15 per day, with no overnight parking allowed. The venue will not accept early freight deliveries. |
7. Starrise Insight｜Professional Standards in U.S. Exhibitions
From the NBAA Exhibitor Manual, it's clear that American exhibitions are highly standardized and accountability-driven. Every detail—from booth plan approval to fire inspection, from labor division to waste management—reflects a strong culture of safety and systematic execution.
For Chinese and international exhibitors, adapting to such frameworks is an essential step toward global professionalism.
Starrise Expo Recommendations for Exhibitors
- ✓ Confirm all safety and insurance requirements with both the organizer and contractor in advance.
- ✓ Design and submit booth drawings early to allow for approval timelines.
- ✓ Ensure all electrical devices meet UL/CE certification and use fire-retardant materials.
- ✓ Familiarize yourself with U.S. union labor systems and the policies of official contractors.
Through early planning and compliance, exhibitors can not only participate smoothly but also demonstrate credibility, professionalism, and international brand competence on the global stage.
Source
This article is based on the NBAA Orlando Exhibitor Manual, including:
- Official NBAA Exhibitor Guidelines
- Orange County Convention Center Safety and Operational Standards
Edited and published by Starrise Expo Design Team.
Copyright Notice
This article is compiled from official NBAA materials and is intended solely for informational and educational purposes.
Please cite "Starrise Expo · Global Exhibition Rules Insight" when sharing or quoting.
NBAA and Orange County Convention Center trademarks and logos are the property of their respective owners.