E X H I B I T O R ' S G U I D E - EAA AirVenture

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EXHIBITOR SPACE NEW – MULTI-YEAR APPLICATIONS Guarantee your space for two – five years! EAA is now allowing companies to sign a multi-year application. The multi-year application can be for the duration of two – five years. The multi-year application will not only ensure EAA of your commitment but will also allow exhibiting companies to retain the same location for the duration of the multi-year application. If your company signs a multi-year application and cancels their participation, there will be no guarantee that the spot they reserved will be there for them in the future. When signing a multiyear application your company is still subject to rate adjustments each year, and changes to rules and regulations. For the first year EAA will require each company to fill out an exhibitor application and mark your choice for the multi-year agreement. Each year to follow EAA will send the Exhibitor’s Guide with a form for your company to sign, acknowledging your intention to participate in that year’s show and an invoice for your exhibit space(s). application for space • Exhibitors shall abide by the terms and conditions stated in the Exhibitor Documents, which may be amended (by additions, deletions, or changes) by EAA through Exhibitor Bulletins. Exhibitors shall conform to all space sizes on the floor plan/ layouts that have been provided to the Exhibitors. Full payment must accompany completed/signed original application. A detailed description of the product and/or service you plan to sell/show must appear on the front of application. Outdoor display exhibitors must send a diagram of exhibit layout (graph paper provided). • Applications that are incomplete, not signed and do not include full payment will not be processed and will be returned to sender. Payment sent without completed application will not be processed and also will be returned to sender. • EAA reserves the right to apply funds paid with this application to any outstanding invoices which are past due in the name of the applicant. • EAA reserves the right to deny space to any company whose products or services are not directly related to aviation. • Any deviation from the standard booth size must have prior approval along with diagram of booth set-up. • Please note: All floor plans and layouts are subject to change. SPACE ALLOCATIONS • No reservations of booth space will be accepted over the telephone or by fax. • Application and payment acknowledgment will be mailed to you upon receipt of application. • Space assignments will begin in January 2009. EAA will attempt to accommodate each applicant’s preferred location. However, if all booth choices indicated by applicant are unavailable, EAA will assign the best available space. • DO NOT ASSUME YOU HAVE A SPACE. • EAA reserves the right to refuse any exhibitor’s application for space or to limit products sold or exhibited by the exhibitor. PRIORITY FOR SPACE ALLOCATIONS PRIORITY 1 – EAA Partners/Past Aviation Related Exhibitors A: Total Partnership B: Longevity (consecutive) C: Aviation-related D: Lottery Draw PRIORITY 2 – Aviation-Related New Exhibitors A: Registered Date B: Lottery Draw PRIORITY 3 – Non-Aviation-Related Past Exhibitors A: Registered Date B: Longevity (consecutive) C: Partnership D: Lottery Draw PRIORITY 4 – Non-Aviation-Related New Exhibitors A: Registered Date B: Lottery Draw PRIORITY 5 – All Applications Postmarked after December 15th A: Product Type B: Registered Date C: Lottery Draw TO RESERVE SPACE OR FOR MORE INFORMATION: ph: 1.800.236.1025 | fax: 920.232.7772 | e-mail: exhibits@eaa.org BOOTH PAYMENT/CANCELLATIONS • Full payment must accompany completed and signed application. After April 1, 2009, certified check, credit card or money order is required. • Applications that are incomplete, not signed and do not include full payment will not be processed and will be returned to sender. Payment sent without completed application will not be processed and also will be returned to sender. • Partial payments or post dated checks will not be accepted. • Exhibitor cancellation of exhibit space must be made in writing. After April 1, 2009, refund of exhibit fees will be made only when display area is full and your space is reassigned (allow 6-8 weeks for refund). • Any space not claimed by 12:00 noon of the day preceding EAA AirVenture may be reassigned without refund.
RESTRICTIONS • Effective for AirVenture 2009, Companies seeking commercial display space to sell Non-Branded Merchandise will be limited to the outdoor Fly Market exhibit area only and will be limited to a select number of companies. The giveaway of hats/apparel will no longer be permitted. Companies will be permitted to sell their company branded merchandise in their commercial display space and will be expected to follow EAA’s TRADEMARKS POLICY (see back of application). Branded Merchandise is defined as goods that are identified by company brand names. This contrasts Non-Branded Merchandise, which is defined as generic brands and is identified only by commodity type. • Indoor Exhibitors may install at their own expense special signs, displays, counters, shelving and similar items not to exceed 8 feet in height along the rear of the booth and 8 feet in height along no more than 1/2 of the side dividers from the rear of the booth. In designing and setting up an exhibit, each Exhibitor shall comply with the following requirements: (1) no materials may be hung from the building structure (i.e. no guy wires from building to rafters, no signs attached to walls); (2) shelving, signs, etc. extending above the side dividers must be approved in advance by EAA and have the backside thereof covered to the satisfaction of the EAA Exhibit Chairman; (3) noisemakers, disruptive audio, flashing signs and other attention getting devices, deemed so by EAA, are not allowed; (4) no air compressors or other engine or motor driven equipment are allowed to be operated before 6:00 a.m. or after 9:00 p.m. in the outdoor exhibit display areas; (5) outdoor exhibits may not exceed 25’ in height; (6) NO INFLATABLES (including helium balloons) are allowed in indoor or outdoor displays; and (7) any use of air conditioners in the indoor exhibit buildings is strictly prohibited. Any deviations from the standard booth size must have prior written approval by EAA along with a diagram of the booth set-up. • Business solicitations/demonstrations must be confined exclusively to registered exhibitors in their exhibit space. Advertising material of any description may be displayed and distributed only within the booth(s) assigned to the exhibitor presenting such material. No exhibitor shall assign, sublet or share the whole or any part of the space allocated. • Products which no exhibitor may sell/distribute include camping supplies, flying objects (i.e. any type of kite, balloon or model airplanes, toys that shoot, fling or otherwise operate by rubber bands), no generators other than “Honda” brand and no food and drink sales or giveaways. Also, no solicitation or sales of credit cards, no sales or rental of video recorders or movie cameras, film or supplies. Photos and videos taken at this event are not to be used for commercial gain. • RADIO SPECTRUM – Exhibitor shall not operate any wireless com munication or other device that operates within any of the following frequency ranges: 902-928 MHz, 2.4000-2.4835 GHz or 5.7-5.9 GHz, nor any other device that interferes with communications used in the operation of AirVenture and related offerings. • Running of engines is permitted in Outdoor Display Areas only (without prop). This effort is authorized only if monitored and deemed safe by exhibit co-chairman and his/her designated representative, if it is properly muffled so as not to disturb fellow exhibitors. • EAA reserves the right to restrict exhibits which, because of noise, method of operation or any other reasons, become objectionable. Please plan appropriate booth size. If many people are expected to congregate at one time, demonstration areas should not be placed on the aisle line of the exhibit. Normal aisle traffic cannot be interfered with at any time. • The use of personal vehicles (golf carts, mini-bikes, bicycles, etc.) is prohibited. • Any demonstrations increasing liability will not be allowed (i.e. fires). Support equipment (i.e. antenna installations on buildings) will be allowed only if properly cleared and authorized prior to event by EAA. Damage will be the responsibility of the commercial exhibitors. • No pets are allowed on convention site. • Failure to abide by these terms and conditions may result in immediate dismissal from current EAA event, or any subsequent or future event. • STANDARD BOOTH EQUIPMENT—All standard indoor booths provided by EAA are furnished with an 8-foot backdrop of drapery material and two side dividers 36” high. EAA shall provide Exhibitor a 7” x 44” sign containing the Exhibitor’s name. EAA shall have no obligation to provide any other equipment or supplies to the Exhibitors. Exhibitors shall use only EAA’s official applicationors/suppliers for the rental, drayage and set-up of chairs, tables, incidental equipment, canopies and tents. A list of the official applicationors/suppliers is contained in the Exhibitor’s Guide. • CLEANING OF EXHIBIT AREA—EAA shall cause all aisles to be kept clean. To maintain maximum cleanliness, Exhibitors shall appoint one of their staff to clean their booth at the close of each day, when debris from the booth should be placed neatly in the aisle where it will be gathered by EAA. The Exhibitor will be responsible for additional cleaning as is required and shall keep the space clean and orderly at all times. EAA may assess damages of up to $500.00 per occurrence for cleaning Exhibitor’s area either during or after AirVenture. • VEHICLE ACCESS—Exhibitors may drive vehicles onto these sites only during set-up and tear down and between 8:00 am – 9:00 am and 5:00 pm – 6:00 pm. If an exhibitor requires the use of a vehicle other than an RV or Camper, in their display during show hours, the exhibitor must contact EAA and receive written approval. Vehicles on site other than these times will be towed at the owner’s cost. At other times, the vehicles shall be parked in the assigned exhibitor parking lot. Trailers and oversized vehicles will park in an area designated by EAA (NO EXCEPTIONS). • CAMPING –Exhibitors camping in their assigned space in the Fly Market, Main Aircraft Display and the North Aircraft Display will be charged a flat camping fee. No other camping in the exhibit or display areas is permitted. Exhibitors desiring to camp shall register with the EAA Exhibit office in order to receive appropriate camping credentials. Those Exhibitors camping in Camp Scholler must pay the posted fee. ELECTRICITY • A maximum of 750 watts or 6 amps at 120 volts is furnished with the price of each Fly Market site. • A maximum of 1500 watts or 12 amps at 120 volts is furnished with the price of each Main Aircraft Display site. • A maximum of 750 watts or 6 amps at 120 volts is furnished with the price of each booth located in Aviation Exhibit Hangars (A, B, C & D). • Electrical is not available in the Ultralight Display sites. • Requests for increase in electrical power must be accomplished by May 15, 2009. The exhibitor will pay EAA for all costs incurred in increasing electrical power to an assigned space. • No generators are allowed in exhibit spaces, without prior written approval from EAA. E A A A I R V E N T U R E O S H K O S H | J U L Y 2 7 - A U G U S T 2 , 2 0 0 9 5
Page 1 and 2: THE WORLD’S GREATEST AVIATION CEL
Page 3 and 4: Dear EAA AirVenture Exhibitor, For
Page 5: EAA CARRIES ON THE SPIRIT Of AIRV E
Page 9 and 10: MAIN AIRCRAFT DISPLAY 452 451 453 4
Page 11 and 12: fly market exhibit rates #700-804 I
Page 13 and 14: endix/king by honeywell exhibit han
Page 15 and 16: south exhibit hangar d 115’ Combo
Page 17 and 18: Legend Wittman Road Vendor Parking
Page 19 and 20: EAA ELECTRONIC ADVERTISING OPPORTUN
Page 21 and 22: specifications & mechanical require
Page 23 and 24: specifications & mechanical require
Page 25 and 26: EAA SPORT AVIATION AUGUST 2008 Room
Page 28: EAA AIRV ENTURE OSHKOSH JULY 27 - A

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