Booth Guidelines

Booth Height Restrictions

The maximum height allowed for each exhibit structure varies by booth type and location. Refer to the list below to determine the maximum height allowed for your booth type.

  • Linear Booths: height restriction of 8 ft.
  • Perimeter Booths: height restriction of 12 ft.
  • Island Booths: height restriction of 20 ft.

For more information on booth configurations, visit the Booth Types page.

A booth variance may be granted at the sole discretion of HAI Show Management. Exhibitors must submit a booth review/ booth variance request form to heliexpo@rotor.org by February 11, 2022, regardless of whether one was issued in previous years.

Exhibit Hall Specifications

Exhibit hall specifications, as provided by the Kay Bailey Hutchison Convention Center Dallas, are as follows:

  • Halls A and B: ceiling height is 35 ft.
  • Hall C: ceiling height is 31 ft. at trusses and 37 ft. at joists
  • Halls D and E: ceiling height is 35 ft.
  • Hall F: ceiling height is 40 ft.

Additional Guidelines

Linear Booths. Exhibit sidewalls may be as high as 8 ft. but shall extend only 5 ft. from the back wall. Any display material over 3 ft. in height may not extend more than 5 ft., measured from the back wall of the booth to the front of the booth, in order to permit a clear view from booth to booth. Rare exceptions to these rules may be granted by HAI Show Management, in its sole discretion, depending in part on booth location, but exceptions shall only be permitted with prior written approval from HAI Show Management.

Static Booths. Static booths will be located inside the convention center. Assignments are subject to space availability. Static area is for the display of aircraft or the display/demonstration of other products. Examples include water buckets, tug/tow equipment, vehicles, and enclosed flight simulators. Three-foot draped divider rails will be provided for static display booths. Tables are allowed for the display of promotional materials only and may not exceed 3 ft. in height within 5 ft. of an aisle. Standard chairs are allowed. Absolutely no other furniture, office units, back walls or sidewalls, pop-up exhibits, or audiovisual will be allowed. Carpet, floor covering, overhead/hanging signage, and specialty lighting won’t be permitted in static booths. There will be no exceptions to these policies.

Masking

Pop-up structures should be positioned to minimize visibility of unfinished backs. If not, masking drape ordered by show management will be required for all unfinished booths.

Storage behind pop-up structures isn’t permitted. Storing a limited supply of literature or product appropriately within the booth area is acceptable if the items don’t impede access to utility services, create a safety problem, or look unsightly.

Floor Covering

Carpet and/or alternative floor covering is required in all booths, excluding static booths. Carpet can be rented through GES or provided on your own. If you are providing your own, the carpet or floor covering must fit the full dimensions of the booth space. Carpet will be installed by Show Management at the exhibitor’s expense if the booth is without carpeting and/or alternate floor covering at 4 pm central time, Mon., Mar. 7, 2022.

Line-of-Sight Guidelines

HAI reserves the right to determine what constitutes a “reasonable” sight line. All booths, regardless of size or type, should be designed in such a way that eliminate line-of-sight obstructions from one exhibit to the next. Exhibitors are asked to take their neighboring exhibitors’ sight lines into consideration.

Booth Variances

Exhibitors with designs that are outside HAI’s booth guidelines can request a booth variance by submitting a detailed booth diagram with dimensions. Requests for a booth variance must be submitted to heliexpo@rotor.org by Feb. 11, 2022. Approvals will be given via email.

Note: Approved booth variances are valid for HAI HELI-EXPO 2022 only. Your designs should still be submitted to the fire marshal and a structural engineer for their approval.

Installation and Dismantling

To ensure orderly and efficient installation, operation, and removal of displays, HAI has designated Global Experience Specialists (GES) as its general service contractor for HAI HELI-EXPO 2022. The Exhibitor Services Kit contains all necessary forms and instructions for ordering audiovisual equipment, carpeting, cleaning services, display rentals, floral services, furniture, labor, photography, telephones, utility services, and other show services. Information on fire regulations and instructions on freight handling are also included.

Installation Hours

Exhibitors seeking special consideration for early move-in should submit requests in writing to heliexpo@rotor.org. Don’t make plans for early move-in until GES approves the request and confirms a date and time for move-in.

Please note that after 4:30 pm central time, the official closing of setup on move-in days, anyone exiting the exhibit hall won’t be allowed to reenter until the following day, even if permission has been granted to work later.

In the event any exhibit isn’t fully assembled and operational by the posted time, HAI reserves the right to remove all exhibit material and repossess all rights to the exhibit space. The exhibitor won’t be entitled to any refund for such space. HAI assumes no responsibility for items removed from unoccupied booths. Absolutely no helicopters are to be moved into the aisles until the aisle carpet has been rolled up. Exhibits may not be dismantled before 4:00 pm central time on the final day of the show. Early dismantling may result in a fine and ineligibility for future lottery drawings.

Child Attendee Policy

No one under the age of 18 is allowed on the show floor during move-in/move-out times. No exceptions.

Security

HAI will hire 24-hour security services for the duration of the exposition, but in doing so, HAI assumes no liability for providing this service. It remains the ultimate responsibility of exhibitors to protect their property. Further, all goods stored with Show Security are stored at exhibitors’ own risk. HAI and hired security aren’t liable for any injury, damage, loss, theft, or destruction; for direct, consequential, or incidental damages; or for loss of profit due to failure to obtain or turn over goods at any particular time or place whatsoever.

Exhibitors should arrange in advance for such protection and insurance as they deem appropriate (see No. 26, Liability and Indemnification, of the Rules and Regulations). Exhibitors agree to ensure that their employees and agents comply with all rules regarding security deemed appropriate by HAI. Exhibitors may hire additional security personnel for their exhibit booths. Costs for such additional security personnel will be borne solely by the exhibitor.

Container Inspection

All cartons, boxes, packages, and containers brought into or taken from the exhibit hall are subject to inspection.

Photography

Other than those taken by HAI Show Management, no pictures or videotaping of any kind will be allowed without advance written permission from HAI Show Management. No pictures or videotaping may be taken of exhibit booths without the advance written permission of both HAI Show Management and the exhibit representative of the booth. In no event should pictures be taken of unoccupied booths.

HAI plans to take photographs and film footage at HAI HELI-EXPO 2022 and may reproduce same in HAI educational, news, and promotional materials, whether in print, electronic, or other media, including but not limited to the HAI or other websites. By submission of an application for space or by participation in HAI HELI-EXPO 2022, exhibitors agree to grant HAI, at no charge to HAI, the right to use for such purposes the exhibitor’s name, likenesses of its exhibit, likenesses of the exhibitor’s booth staff, or biographical information about the exhibitor or the exhibitor’s booth staff.