Rates & Assignment of Space

Exhibit Fees: Member Rates
Standard Display $2,350.00 for each 10′ × 10′ unit  
Static Display $2,950.00 for each 20′ × 40′ unit
$1,950.00 if standard display is also reserved

 

Exhibit Fees: Nonmember Rates
Standard Display $3,550.00 for each 10′ × 10′ unit
Static Display $4,150.00 for each 20′ × 40′ unit

To exhibit at the member rate, your membership dues for HAI fiscal year 2013–14, equal to the annual dues level appropriate for your organization, must be received before or at the time space applications are confirmed.

To become a member of HAI, visit www.rotor.com/join for an online application form. If you have questions, please contact the Membership Department at 703-683-4646 or mbr@rotor.com.

The deadline to cancel or reduce space and receive a partial refund is Dec. 6, 2013. For details, see the “Important Dates” section at the end of this prospectus or Item 12 of the Rules and Regulations. Cancellations or reductions of space may result in booth relocations.

Assignment of Space

An exhibit hall must be laid out so as to facilitate the flow of traffic of attendees and to provide an overall balance to the hall, while addressing the locations of utility ports, columns, fire marshal regulations, facility move-in/ out door sizes and locations, and other restrictions. HAI reserves the right to assign space subject to these parameters and to relocate a booth, should unforeseen circumstances arise.

HAI has identified four HELI-EXPO anchor exhibitors: AgustaWestland, Bell Helicopter, Eurocopter, and Sikorsky. Each of these companies’ exhibits has continuously exceeded 10,000 sq. ft. on an annual basis for many years. Therefore, these four companies will be placed first within the exhibit hall assignments, on a yearly rotation schedule. To qualify for future anchor designation, a company’s exhibit space must exceed 10,000 sq. ft. for a minimum of two consecutive years.

The remainder of HELI-EXPO booth assignments are determined by two separate lotteries: Lottery 1 and Lottery 2. HAI uses these lotteries to ensure that booths are equitably assigned among exhibitors. Outside of the lottery guidelines stated below, the date on which your application is received by HAI holds no bearing on your booth placement. Once you are ranked by the lottery, your booth preference requests and other details of location preference are given full consideration, subject to your position in the lottery.

Along with your application for space, HAI must receive your payment for you to be eligible to participate in either lottery, as well as the after-lottery assignments.

Confirmation of space assignments for Lottery 1 will be sent to the exhibitor contact by August 30, 2013. Confirmation of space assignments for Lottery 2 will be sent to the exhibitor contact by October 11, 2013. All other confirmations will be forwarded as quickly as possible following booth assignment.

Lottery 1. Consists of four stages and is open only to HELI-EXPO 2013 exhibitors. To be considered for Lottery 1, applications with payment must be submitted by June 28, 2013. In all stages, exhibiting companies are treated equally, and the placement sequence is determined randomly:

  • Stage 1 is for exhibits with a minimum of 2,500 square feet and/or companies who have secured a minimum of $40,000 in sponsorships and/or advertising (electronic or printed) from July 2, 2012, to June 28, 2013
  • Stage 2 is for exhibits with a minimum of 1,200 square feet and/or companies who have secured a minimum of $10,000 in sponsorships and/or advertising (electronic or printed) from July 2, 2012, to June 28, 2013
  • Stage 3 places exhibits smaller than 1,200 square feet
  • Stage 4 is for static displays only.

Lottery 2. Is open to any exhibiting company (including those that have not previously exhibited) that returns the application with payment by August 16, 2013. This lottery consists of three stages:

  • Stage 1 places exhibits larger than 1,200 square feet
  • Stage 2 places exhibits smaller than 1,200 square feet
  • Stage 3 is for static displays only.

All drawings are completely random, with no exhibitor given priority for any reason.

After-Lottery. Applications for space received after August 16, 2013, will be considered for placement on the floor after all Lottery 2 exhibitors have been placed. Such applications will be assigned space in the order they are received. Applications for space must be received by December 27, 2013, for companies to be included in the Program & Exhibit Guide.