Exhibitor Rules

To make EBACE2014 a successful event for all participants, EBACE exhibitors must review and abide by all EBACE2014 rules. Specific rules apply to indoor exhibits and static display exhibits.


General Rules

Rules for Indoor Exhibits

Rules for the Static Display of Aircraft


General Rules

Accommodations for Attendees with Disabilities

EBACE Management will provide reasonable accommodations to individuals with disabilities who make their situation known to EBACE personnel. Reasonable accommodations are those that do not create an undue hardship on EBACE, change the nature of scheduled events or activities, or pose a safety or health threat to other attendees. Individuals with disabilities who wish to use personal-powered vehicles at EBACE are urged to contact EBAA’s Ana Baptista at [email protected] in advance for approval. It is the policy of EBACE that these vehicles be specifically used for handicapped individuals and exhibit the stability required to operate around exhibits and aircraft. For safety reasons, only officially-approved vehicles are permitted to operate within the exhibit halls at Palexpo or on the static display at Geneva International Airport. Only trained service animals with proper supervision are permitted at EBACE.


Badge Registration

Exhibitor badges are required for exhibitor access to the Palexpo exhibit halls and Static Display of Aircraft.

EBACE2014 badges are non-transferrable. Attendees and exhibitors will be assessed a penalty for badge swapping. Random identification checks will be instituted.

Exhibitors will receive an allotment of complimentary badges based on the following:

  • The maximum combined total of badges provided at no charge to exhibitors is 50.
  • 5 badges are provided without charge for each 3 m by 3 m indoor exhibit space reserved, up to the maximum of 50 badges.
  • 1 badge is provided without charge for each 3 m by 3 m static display space reserved, up to the maximum of 50 badges.
  • Additional badges may be ordered online in advance for $100 each. Please note that all additional badges must be paid for at time of order or on site if purchased at the show.

Exhibitors will receive a password to access EBACE2014 exhibitor badge registration. Please register all stand and static display personnel online by May 17, 2014, to avoid waiting in lines on site. All badges will be held for on-site pick-up. No badges will be mailed in advance of EBACE2014.

Enter EBACE2014 Exhibitor Staff Registration.


Contractor Badges (Stand Builders/EACs)

If an exhibitor utilizes the services of an exhibitor-appointed contractor (EAC), stand builder or third-party contractor during official show hours, the exhibitor must provide exhibitor badges for those personnel. These badges can be ordered online as part of the exhibitor’s total allotment of badges. During hours other than official show hours, EACs are required to wear setup and tear-down credentials.


Children

EBACE is a business event. Exhibitors are requested to kindly advise their sales people and customers that children under 12 are never permitted on the Palexpo exhibit floor or at the Static Display of Aircraft – under any circumstances. Children ages 12 to 17 may access exhibits during official exhibit hours only provided that they register, pay appropriate fees and are accompanied by an adult at all times. Children between the ages of 12 to 17 will not be permitted in exhibit areas during installation and teardown. EBACE will not be held responsible by or for any cause whatsoever.


Co-Exhibitors

Please note that the rules regarding co-exhibitors have changed for EBACE2014.

  • Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.
  • Co-exhibitors must be members in good standing of EBAA or NBAA. Any exhibitor or co-exhibitor with its headquarters in Europe must be a member of EBAA.
  • All co-exhibitors must complete the EBACE2014 Additional Company Profile Request Form and submit payment of U.S. $500 and must appear in the online exhibitor directory, the printed EBACE2014 Show Guide and the EBACE2014 mobile app.
  • Co-exhibitors, like exhibitors, will receive login credentials to update their company information online for the printed EBACE2014 Show Guide and online exhibitor directory.
  • Co-exhibitors do not qualify for the same benefits as the contracted primary exhibitor. Co-exhibitors are not allotted badges, and are not eligible to reserve meeting rooms or schedule press conferences.

Demonstrations

All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Please reserve appropriate stand and static display space size. If many people are expected to congregate at one time, in one place, demonstration areas should not be placed on the aisle side of the exhibit. Normal aisle traffic cannot be interfered with at any time. EBACE Management reserves the right to restrict exhibits that because of noise, method of operation or any other reason become objectionable.


Direct Selling

Exhibitors are not permitted to distribute materials outside of their assigned exhibit space – including areas outside Palexpo, such as hotels – without written approval from EBACE Management.

Direct selling on the Palexpo exhibit floor and at the Static Display of Aircraft is prohibited.

Advertising material of any description may be displayed and distributed only within the display space assigned to the exhibitor presenting such material. Canvassing by exhibitors outside their assigned exhibit is prohibited. Distribution of publications and marketing materials outside of assigned exhibit space, including all stand-to-stand distribution, is also prohibited.

Canvassing and solicitation, except by exhibiting companies, are prohibited within 80 km (50 miles) of EBACE at Palexpo and the Static Display of Aircraft on Geneva International Airport.


Dress

EBACE is a business event. Dress for EBACE is business attire. This applies to all attendees and exhibitors, as well as to personnel working on behalf of exhibitors in their stands.


EBACE Show Guide & Directory of Exhibiting Companies, the Online Exhibitor Directory & the EBACE2014 Mobile App

The official publication of EBACE2014, the EBACE Show Guide & Directory of Exhibiting Companies, contains the following:

  • An exhibitor directory, listing all exhibitors in indoor exhibits and static display exhibits
  • Exhibit hours, along with the full schedule of education sessions, social gatherings and other events
  • Shuttle bus information

Exhibitors are provided one complimentary exhibitor company profile per stand or static display space reserved. Additional company profiles for co-exhibitors are available at a cost of U.S. $500 and must appear in the online exhibitor directory, the printed EBACE2014 Show Guide and the EBACE2014 mobile app. Companies wishing to purchase additional company profiles must complete the EBACE2014 Additional Company Profile Request Form.

Exhibitors are listed alphabetically in both the EBACE Show Guide & Directory of Exhibiting Companies, the online exhibitor directory and the EBACE2014 mobile app with the following:

  • stand location
  • company address
  • phone and fax numbers
  • website and email addresses
  • a 50-word description of the company’s products or services,
  • a maximum of five Buyers Guide categories per exhibitor.

Exhibitor contacts will be sent login information to access the EBACE2014 Exhibitor Service Center to update their directory information online.

Exhibitors should note the following:

  • The official name of the on-site printed publication for EBACE is the EBACE Show Guide & Directory of Exhibiting Companies. Publications with other names (i.e.; Expo Guide or Fair Guide) are not authorized by EBACE Management.
  • Exhibitors receive one complimentary Show Guide listing per exhibit application received.
  • All co-exhibitors must complete the EBACE2014 Additional Company Profile Request Form and submit payment of U.S. $500 to appear in the online exhibitor directory and printed EBACE2014 Show Guide.
  • Exhibitors and co-exhibitors must be members in good standing (i.e., paid in full for all accounts with either NBAA or EBAA) in order to have company profiles appear in the printed EBACE2014 Show Guide, the online exhibitor directory and EBACE2014 mobile app. Exhibitors with headquarters in Europe must be members of EBAA. Please review the new rules for co-exhibiting companies for EBACE2014.
  • Exhibitors and co-exhibitors must enter and review their company’s EBACE Show Guide information in the EBACE Exhibitor Service Center by April 4, 2014, to be included in the printed EBACE2014 Show Guide.
  • Exhibitors and co-exhibitors must pay all required EBACE exhibit fees in order to have company profiles appear in the printed EBACE2014 Show Guide, the online exhibitor directory and the EBACE2014 mobile app.

Exhibitor Service Desk

EBACE Management provides a designated on-site area where exhibitors can order supporting items and services for their stand from EBACE-preferred and exclusive service suppliers.

Exhibitor Service Desk Schedule

Thursday, May 15
12:00 – 17:00
Friday, May 16 – Sunday, May 18
08:00 – 17:00
Monday, May 19
08:00 –19:00
Tuesday, May 20 – Wednesday, May 21
08:00 – 18:00
Thursday, May 22
08:00 – 18:00

Exhibitor Service Kit

The online Exhibitor Service Kit for both indoor and static display exhibitors will be available to all exhibitors who are paid in full. Login information will be provided by EBACE Management.  Exhibitors will find information on the following services in the Exhibitor Service Kit:

  • Air-Cooling Systems
  • Audio-Visual Equipment
  • Carpeting
  • Catering
  • Cleaning Services
  • Compressed Air
  • Customs
  • Electricity
  • Floral
  • Freight Forwarding
  • Furniture
  • Hostesses
  • Insurance
  • Internet Access
  • Parking
  • Photography
  • Shipping
  • Suspensions/Overhead Rigging
  • Telecommunications
  • Turn-key Exhibitor Packages
  • Water Supply

First Aid

A first aid station will be available in Hall 5 during move-in and move-out and on show days.

Contact: +41 (0) 22 761 13 18; internal call: 1318.


Liability

Each exhibitor is solely responsible for the safeguarding of materials, equipment and displays at all times. EBACE Management employs general security when the Palexpo exhibit halls and Static Display of Aircraft on Geneva International Airport are closed. Neither EBACE LLC, Palexpo SA nor Geneva International Airport will be responsible for loss, theft, damage, injury or destruction of property, by or from any cause whatsoever.

The exhibitor expressly releases EBACE LLC, Palexpo SA and Geneva International Airport 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 good will (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 EBACE LLC, Palexpo SA, Geneva International Airport 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 attorneys fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises, or any part thereof, or arising out of or caused by exhibitor’s participation in exhibition activities.

Exhibitors must comply at all times with the rules of EBACE LLC, Palexpo SA and Geneva International Airport. These rules are subject to change prior to the time the exhibition is held. Failure to follow EBACE LLC, Palexpo SA and Geneva International Airport rules will constitute a breach of contract. In addition, by completing EBACE2014 Exhibitor Application, exhibitors agree to comply with EBACE Management’s interpretation of its rules. Complete rules for Palexpo and Geneva International Airport will be included in the Exhibitor Service Kit.


Mailing List Updates

Contact the EBACE U.S.A. Office to correct your mailing address, or if you no longer wish to receive EBACE materials. Please send the address panel with corrections noted to:

By Mail

EBACE U.S.A. Office
Attn: Samantha Lohse
1200 G Street NW, Suite 1100
Washington, DC, 20005
USA

By Email

[email protected]

By Fax

+1 (202) 862-5552
Attn: Samantha Lohse


Meeting Rooms

Palexpo provides meeting rooms for exhibitors in Palexpo at a small fee and on a first-come, first-served basis during show days. Charges for signage, audio/visual and catering are not included and are the responsibility of the exhibitor. Please note:


Membership

All exhibitors must be members in good standing of EBAA or NBAA. Any exhibitor with its headquarters in Europe must be a member of EBAA.


Official Service Contractor

EBACE Management has appointed the Freeman Companies as the official service contractor for EBACE.

Roxanne Ebbers
Vice President of National Sales Group
Email:  [email protected]
Tel: +1 (702) 491-7796

Nelson Aveleno
Vice President of National Sales Group
Email:  [email protected]
Tel: +1 (702) 682-3956


Parking

Parking will be available in the garages below Hall 5 at a charge. Exhibitors may order parking permits in advance through Palexpo. Information and an order form will be available in the Exhibitor Service Kit.


Pets

For liability reasons and to maintain the professional appearance of EBACE, please be advised that no pets, with the exception of service animals, will be permitted in the exhibit halls or on the Static Display of Aircraft at any time.


Press Conference Rooms

EBACE Management provides Press Conference Rooms for a fee of $600 per Press Conference for Exhibitors. Exhibitors may reserve a maximum of two press conference time slots. These rooms are set theater style for approximately 50 people and contain a head table on riser, with one table microphone, a podium with microphone and LCD projector with screen. Additional audio/visual equipment is available at a charge to exhibitors, and information will be available in the Exhibitor Service Kit. These rooms are available on a limited basis and allocated on a first-come, first-served basis. Please note that co-exhibitors are not eligible to reserve press conference rooms at EBACE.

Download the EBACE2014 Press Conference Room Reservation Form.


Photo Use Permission

Any person who attends EBACE grants permission to EBACE Management, its employees and agents 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 EBACE, including advertisements for EBACE and its programs.


Publication Bins

As a service to exhibitors and publishers of trade magazines, EBACE offers an area of bins to display publications at Palexpo. EBACE provides an attendant to receive shipments, and to stock and maintain the publication bins. Exhibitors and publishers may purchase bins at a cost of $750 per bin by using the EBACE2014 Publication Bin Reservation Request Form. Please note the following:

Download the EBACE publication bin request form.


Security

While the EBACE exhibit halls and Static Display of Aircraft are open, a limited amount of perimeter security staff will be provided. Notwithstanding the foregoing, EBACE LLC, Palexpo SA and Geneva International Airport will not be liable for loss or damage to Exhibitor’s property, as further provided under the section entitled “Liability.” Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft and damage to property. Order forms for additional security are provided in the Exhibitor Service Kit.


Sharing Exhibit Space

EBACE Management must be advised in advance of any and all companies sharing exhibit space. Failure to advise EBACE Management of shared exhibit space in advance – including displaying the advertising of another company’s products or services – may result in a minimum additional charge of $3,450 per company, per stand and/or a minimum of $1,500 per company, per static display space.


Shipping/Storage

Detailed shipping information will be provided in the Exhibitor Service Kit.


Smoking

EBACE is a non-smoking event. In Geneva, smoking is prohibited in all public areas. All Palexpo premises, as well as the Static Display of Aircraft, are considered public areas. Smoking is, therefore, strictly prohibited. All users and guests of EBACE2014 are required to adhere to this regulation. Companies and individuals found to be in violation of this regulation risk being fined.


Stand Staffing

Stand and static display areas must be fully staffed during official exhibit hours.

Exhibitors will be admitted at 07:00 each show day for early preparations of displays only. Stands must remain staffed and exhibits must remain in place through 16:00 on Thursday, May 23.

No activities, except stand preparations, are to be scheduled in the exhibit areas at any time other than official exhibit hours. EBACE Management reserves the right to make changes to the exhibit hours schedule with advance notice. Exhibitors who dismantle their stands prior to 16:00 on Thursday, May 22 will be ineligible for the EBACE2015 Exhibit Space Placement Lottery and will be subject to an early tear-down penalty of $500.


Violations

By completing the EBACE Exhibitor Application for exhibit or static display space, the exhibitor agrees to abide by these rules as interpreted by EBACE Management. In fairness to all participants, exhibitors found in violation of EBACE rules at Palexpo or at the Static Display of Aircraft on Geneva International Airport will be required to make necessary changes on-site at the exhibitor’s expense. If satisfactory changes cannot be made, EBACE Management reserves the right to terminate any and all rights to the exhibit space, and the exhibitor will forfeit all fees paid. Violating exhibitors will be ineligible for the indoor exhibit space lotteries for 2015 and jeopardize placement at the Static Display of Aircraft.


Waste Removal

Exhibitors and stand builders are responsible for removal of their waste during move in and move out at EBACE. Exhibitors and stand builders will be billed accordingly by the Palexpo Operations Department. In order to limit costs for waste removal, it is recommended that exhibitors and stand builders use recyclable materials for stand construction whenever practical. More information will be provided in the Exhibitor Service Kit.


Rules for Indoor Exhibits

All EBACE indoor exhibitors must review and abide by these rules and regulations, as well as the general rules for exhibitors.

Air Conditioning

Only water-cooled condenser systems are permitted in the exhibit halls and in real aircraft and mock-ups displayed inside exhibit halls. There are no exceptions to this rule; so please plan accordingly. Exhibitors wishing to install water-cooled condenser air conditioning systems, with a maximum four-bar pressure, should request an estimate from Palexpo. Information on air conditioning will be included in the Exhibitor Service Kit.


Carpeting

EBACE Management carpets aisles only. Exhibitors are responsible for carpeting their entire stand. The EBACE2014 aisle carpet color is blue.


Cleaning

EBACE Management will arrange to clean aisles after show hours and prior to opening each show day. This service does not include dusting, arranging or otherwise maintaining exhibits. Exhibitors must keep their displays neatly organized. Order forms for cleaning services will be provided in the Exhibitor Service Kit.


Defacing Property

No part of an exhibit, or signs relating thereto, may be taped, nailed, tacked, stapled, pasted or otherwise fastened to ceilings, walls, doors, windows, painted surfaces, columns, marble or fabric in any way.

No holes may be drilled, cored or punched in Palexpo walls or floors.

No application of paint on signs, displays or other objects is permitted in Palexpo and the use of adhesive-backed decals or similar items is prohibited.

Damages to Palexpo arising by failure to observe these rules and regulations will be billed to the exhibitor.

Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and EBACE Management.


Electricity

Electric current may be utilized for the operation of apparatus as long as they do not produce noises of an annoying nature.


Fire Safety at Palexpo

All exits and exit aisles must be kept clear and unobstructed.

No furniture, signs, easels, chairs or displays may protrude into aisles. Fire hose cabinets, fire extinguishers, sprinklers or any other fire-safety device must not be hidden, obstructed or otherwise disturbed. All materials used in exhibit construction, decoration or as temporary cover must be certified as flame-retardant. Flammable fluids, substances or materials of any nature may not be used. All materials and installations must comply with Palexpo fire preventions regulations.


Food and Beverage Service

Palexpo has partnered with 12 different catering companies to offer a wide variety of choices for your stand catering needs. View the complete list of Palexpo-approved catering partners.

Only Palexpo restaurants and Palexpo-approved catering partners will be permitted to service stands during EBACE2014.

For more information or to place orders, contact:

Palexpo Restaurants
Route Francois-Peyrot 30
1218 Grand-Saconnex, Geneva
Switzerland
Tel: + (41) 22 761 15 00; Fax: + (41) 22 798 01 43
Web:  www.palexpo.ch
Email: [email protected]
Contact: Mr. Jacques Hirzel [email protected]

Chocolate & Pastery Bar

O’Saveurs, this special outlet will be located on the EBACE2014 exhibit floor. Chocolate and chocolate gift boxes may be ordered in advance or purchased on site.

M. A. Cartier SA
Route de l’#traz 126
1290 Versoix, Geneva
Switzerland
Tel: + (41) 22 301 90 88
Web:   www.osaveurs.com
Email: [email protected]


Hanging Signs, Materials, Components, Etc.

In the interest of safety, with the exception of perimeter stands, exhibitors’ signs and other materials may not be attached to the ceiling or overhead beams of Palexpo. Spotlights can be attached to the ceiling if they are focused on the display and do not interfere with other exhibits. Helium balloons and remote-control blimps are not permitted in Palexpo. Exhibitors requiring signs hung above perimeter stands or spotlight rigging must submit requests to EBACE Management for approval.


Installing & Dismantling Exhibits

To ensure orderly and efficient installation, operation and removal of displays and to eliminate confusion, EBACE Management has designated Freeman and other firms listed in the Exhibitor Service Kit, as official service contractors. EBACE Management holds these firms responsible for quality service and fair prices and will intercede on behalf of an exhibitor in the event of faulty work or unfair charges. EBACE Management encourages all exhibitors to place orders with these firms, unless a permanent arrangement has been established with a display house or outside contractor to set up and dismantle exhibits.


Insurance

Prior to show setup, all exhibitors must comply with EBACE insurance requirements. While EBACE Management will not be responsible for collecting evidence of insurance documentation, it will be the responsibility of the exhibitor to maintain coverage that satisfies the requirements set forth below. EBACE Management reserves the right to request proof of satisfactory insurance coverage as it deems appropriate.

All exhibitors are required to have insurance evidencing commercial general liability and workers’ compensation and employers’ liability coverage prior to move-in. The certificate must be issued from an insurance company that has A.M. Best ratings of at least A- (VII) or better.


Move-In Schedule – Palexpo

Move-in for Palexpo begins on Wednesday, May 14, 2014, and will be on a targeted basis.

Note: All exhibits must be set and in place by 15:00 on Monday, May 19, 2014, so that aisle carpeting can be installed.

If the exhibit space is not occupied by this time, EBACE Management will consider it canceled by the exhibitor and assumes the right to use such space as deemed appropriate. Exhibitors requiring additional hours for indoor set up should contact the EBACE Exhibits team at [email protected] or +1 (202) 783-9368.


Move-Out Schedule – Palexpo

Move out for Palexpo will begin at 16:00 on Thursday, May 22, 2014, and all materials must be removed by 17:00 on Saturday, May 24, 2014.

All exhibits must remain staffed and in place until the show closes at 16:00 on Thursday, May 22 and exhibitors may not begin dismantling their exhibits before 16:00. Exhibitors found in violation of this rule will be assessed a $500 fee and will be ineligible for the indoor exhibit space lotteries for 2015.

TWI/IEL, the official freight forwarder for EBACE, reserves the right to ship (freight collect) packages, cartons, crates, etc., left in the Palexpo exhibit hall beyond the days and times of dismantling, unless special contract arrangements are entered into by the exhibitor and TWI/IEL.


Noise Levels

Noise levels within the exhibitor’s stand space should not exceed 80 decibels and must not interfere with the conduct of business of neighboring exhibits. EBACE Management reserves the right to enforce compliance of this rule.


Platform Flooring in Stands

Exhibitors requiring platform flooring for their stand must ensure the height of the flooring is a minimum of 15 cm (5.48 in) in height.


Raw Space

A minimum of 36 sq meters (6m by 6m island stand) is required to reserve raw exhibit space. Full use of the purchased raw floor space is permitted. No inline “back-to-back” stands will be sold as raw space, so please plan accordingly.

For all raw exhibit space reserved, exhibitors submit their scaled floor plans for approval to EBACE Management by March 31, 2014.

Additional requirements apply based upon the size and location of raw space. Certain stands may require fire watches, smoke detection devices, fire extinguishers, multiple exits, etc., as required by fire prevention officials.

For more information, visit Exhibit Pricing & Assignment Procedures: Raw Space.


Shell Scheme Space – Inline Stands

For shell scheme exhibits, the maximum permitted height of exhibit materials, components and identification signs is 2.5m (8 ft).

For more information, visit Exhibit Pricing & Assignment Procedures: Shell Scheme Space – Inline Stands.


Special Connections at Palexpo

Compressed air, water, drainage, gas, steam, electrical services, rigging and telephone/communication services are available solely through Palexpo. Order forms for the above services, other stand items and labor will be included in the Exhibitor Service Kit.


Stand Builders/Exhibitor-Appointed Contractors (EACs)

Exhibitors have the option of using Freeman (the official service contractor for EBACE), a qualified independent stand builder, an exhibitor-appointed contractor (EAC) or full-time personnel from their own company to install and dismantle displays. Any exhibitor using a non-official EAC for installation and dismantling must provide EBACE Management with the following by April 16, 2014, 30 days prior to the first scheduled move-in date:

  • Notification on the exhibitor’s letterhead of its intent to use an exhibitor-appointed stand builder or EAC.
  • Proof of the exhibitor-appointed stand builder’s workers’ compensation insurance, with the limit to be at least $1,000,000; employer’s liability and general liability limit to be at least $1,000,000

Exhibitors who fail to provide notification of workers’ compensation insurance information for the exhibitor-appointed stand builder or EAC by the April 16, 2014, deadline will be required to hire the services of the EBACE official service contractor, Freeman, for installation and dismantling of their stand.

Exhibitors utilizing the services of an installation and dismantling company/EAC during official show hours must provide exhibitor badges for those individuals. Installation and dismantling individuals working other than official show hours are required to wear setup and tear-down wristbands. Information on wristbands will be supplied in the Exhibitor Service Kit.


Stand Configurations & Drawing Approvals

Shell Scheme Space – Inline Stands

interior
Interior shell scheme unit

Shell scheme inline stands contain one or more 3m by 3m units in a straight line with stands on either side and/or behind its back wall. All shell scheme stands include the following:

  • Solid white back wall and side wall panels, 2.5 m (8 ft) high
  • White metal crossbars (to affix fascia name board and/or spotlights when purchased separately by exhibitor)

corner
Corner shell scheme unit

The maximum permitted height of exhibit materials, components and identification signs is 2.5m (8 ft).


Raw Space

A minimum of 36 sq meters (6m by 6m island stand) is required to reserve raw exhibit space. Full use of the purchased raw floor space is permitted. No inline “back-to-back” stands will be sold as raw space, so please plan accordingly.

Types of raw space locations:

Perimeter Island Stand

A perimeter island stand is located around the perimeter of the exhibit hall.

  • Permitted to be greater than 4.6m in height.
  • Permitted to contain perimeter wall structures with approval by EBACE Management
  • Perimeter wall structures may be unfinished on sides not visible to attendees.
  • Exhibit materials, components, identification signs and hanging signs will be permitted to a maximum height of 7.6m, provided written approval is requested from EBACE Management by March 31, 2014.

Non-Perimeter Island Stand

180sqm or larger – A non-perimeter island stand over 180sqm has aisles on all four sides.

  • Hanging signs, materials or components, with the exception of lighting trusses, are NOT permitted above stand spaces.
  • Perimeter hard walls occupying 50% of the stand space are NOT permitted.
  • Exhibit materials, components and identification signs will be permitted to a maximum height of 4.6m, provided written approval is requested from EBACE Management on or before March 31, 2014.

Less than 180sqm – A non-perimeter island stand under 180sqm

  • Hanging signs, materials or components, with the exception of lighting trusses, are NOT permitted above stand spaces.
  • Perimeter hard walls occupying 50% of the stand space are NOT permitted.
  • All ground-supported exhibit materials, components and identification signs will be permitted to a maximum height of 6.1m.

Drawing Approval

For all raw exhibit space reserved, exhibitors submit their scaled floor plans for approval to EBACE Management by March 31, 2014.

Scaled plans must include:

  • Event name: EBACE2014
  • Stand number
  • Maximum number of occupants allowed
  • Structural engineer’s stamp certifying that the platform can bear the maximum occupant load

Drawings for tents, awnings and canopies should include detailed plans showing size, height, location, anchoring areas and certification that the material is flame retardant.

Certain stands may require fire watches, smoke detection devices, fire extinguishers, multiple exits, etc., as required by fire prevention officials.

All exhibitors who are occupying island spaces, regardless of size must submit one copy of a sealed and scaled floor plan (with front and side elevations) to:

EBACE U.S.A. Office
Linda Peters, Vice President Exhibits
1200 G Street NW, Suite 1100
Washington, DC 20005, USA
Email: exhibits@nb[email protected]
Tel: +1 (202) 783-9368
Fax: +1 (202) 737-4478

If your exhibit display requires a double-deck structure and/or rigging is involved, regardless of size, you must also submit a copy of a sealed and scaled floor plan (with front and side elevations) to:

Palexpo SA
Claudine Fischer
Case Postale 112
CH-1218 Grand Saconnex
Geneva, Switzerland
Email: [email protected]
Tel: + 41 (0) 22761 11 43
Fax: + 41 (0) 22 798 0143

In addition, a copy of the scaled floor plan must be sent no later than March 31, 2014, to:

EBACE U.S.A. Office
Linda A. Peters, Vice President Exhibits
1200 G Street NW, Suite 1100
Washington, DC 20005, USA
Email: [email protected]
Tel: +1 (202) 783-9368
Fax: +1 (202) 737-4478

Drawing approvals are not required for shell scheme space.

For more information about the EBACE drawing approval process, please email [email protected].


Rules for the Static Display of Aircraft

All EBACE static display exhibitors must review and abide by these rules and regulations, as well as the general rules for exhibitors.

Aircraft Arrival Deadline

For the safe and efficient placement of equipment into the static display, a targeted layout will be used for this event. Aircraft arrival times will be assigned via a zone system, with the times designated for each zone being used for estimating aircraft arrival times. Specific aircraft arrival times will be determined by the location of each aircraft in the static display. In some circumstances, assigned times may not correspond precisely with the zone system. EBACE management will coordinate prior permission required (PPR) slot assignments with Geneva International Airport.

Arrival times assigned by EBACE will be considered the deadline for aircraft arrivals. In the interest of safety, EBACE Management reserves the right to deny placement of aircraft not arriving by the required deadline. Aircraft on the static display are not permitted to leave before show closing on Thursday, May 22, 2014, at 15:00.

Zone arrival deadlines on Sunday, May 18, 2014, are as follows:

Zone 1 08:00 – 10:00
Zone 2 10:00 – 12:00
Zone 3 12:00 – 14:00
Zone 4 14:00 – 16:00
Zone 5 16:00 – 18:00
Zone 6 18:00 – 19:00

Geneva International Airport Arrival Procedures

Normal Operating Hours: 06:00 – 22:00
Peak Operation Hours: 10:00 – 12:00
17:30 – 19:30

Arrivals and departures at Geneva International Airport during peak hours will be difficult. Aircraft should plan on arriving and departing during non-peak hours. Please coordinate with your appointed FBO or ground-handling agent.

To further assist EBACE in planning, exhibitors must complete and return the Aircraft Arrival Information Form to NBAA’s Tyler Harper at [email protected] or Joe Hart  [email protected] no later than Monday, April 15, 2014.  While some information, such as specific tail numbers or type of aircraft, may not be known by April 15, it is important that EBACE knows the scope of your display. If the specifics are not known, please provide general type of aircraft (light, mid, large jet, turboprop, etc.) and any known information.

IMPORTANT: If static display space is not occupied by 18:00 on May 19, 2014, it will be considered canceled by the exhibitor. At that time, EBACE Management shall use space as deemed appropriate. This rule must be strictly enforced. Due to the size of the EBACE static display, the lateness of setting up and moving aircraft causes difficulties with other exhibitors and jeopardizes the opening of the exhibits.


Allocation of Space

Although it is EBACE Management’s intent to place exhibitors in their spaces of choice, this may not always be possible.

Exhibitors wishing to have aircraft on static display should complete the EBACE2014 Exhibitor Application. Only those exhibitors who have submitted the application by the deadline of December 13, 2013, are eligible for the static display lottery. Applications received after this date will be reviewed on a space-available basis.

Priority for assignment of static display space will be established by lottery that is separate from the indoor exhibit space assignment lottery. Space assignments are and subject to availability.

The cost per static display space is payable to EBACE Management, with no billing coming from the airport. EBACE Management has a policy of no refunds for transfer of funds for cancellations or downsizing at any time. Ancillary charges to support the static display exhibits will be billed directly by the vendors providing those services. Detailed information will be available in the Exhibitor Service Kit.  Additionally, LEKTRO, Inc. has been designated the official aircraft towing company for the EBACE Static Display of Aircraft. Aircraft movement fees are based on the size of the aircraft, as indicated in the schedule. EBACE Management will collect these fees as a courtesy to Exhibitors and will remit payments directly to LEKTRO, Inc.


Auxiliary Power Units APUs

Aircraft auxiliary power units (APUs) are not permitted to run during static display hours.


Carpet

Aircraft entry carpet and walkway carpets are permitted. Carpet cannot be affixed to the pavement with nails, screws or glue. Double-sided carpet tape is permissible.

Immediately after show closing on Thursday, May 22, 2014, at 15:00, exhibitors or their designees must remove all carpet from the static display. Any remaining carpet will be identified by EBACE Management for removal by Palexpo, with fees for removal services billed directly to the responsible exhibitor.


Delivery Truck Access

Static display deliveries of exhibit and other materials must be coordinated directly with TWI/IEL. Deliveries will only be accepted on Friday, May 16 and Saturday, May 17, 2014. Delivery trucks must pass through Geneva International Airport security screening in order to access the static display site. Drivers should be prepared to show photo identification and vehicle registration during the security screening process. EBACE recommends exhibitors allow a minimum two-hour advance notice to avoid security delays.


Electrical Service & Labor

Palexpo is the exclusive provider of electrical service for EBACE. Standard electrical service can be provided for equipment needing 220 VAC and 400 VAC (50 or 60 Hz) service. Electrical service is billed directly from Palexpo to the exhibitor based on KVA required. This billing is in addition to, and completely separate from, the EBACE static display space charges.

The price to provide 50 HZ electricity to your ground power units (GPUs) and air-conditioning units (ACUs) will include:

  • Required power for ACU and GPU
  • Electrical main for each stand according to requirements
  • Installation and provisions of all necessary switchboards for power supply to include connections and assistance in putting them into operation
  • Complete dismantling of the above-mentioned installations

For additional information on electrical service, please contact:

Charles Keller, Chief of Electrical Service
Palexpo SA
PO Box 112
CH-1218,
Grand-Saconnex, Geneva, Switzerland
Tel.: + (41) 22 761 11 11 or +(41) 22 761 11 50 (Direct)
Fax: + (41) 22 761 11 55
Email: [email protected]


Exhibit Hours – Static Display

Tuesday, May 20
10:00 – 18:00
Wednesday, May 21
09:00 – 18:00
Thursday, May 22
09:00 – 15:00

FBOs/Ground Handling Agents

EBACE does not have a preferred FBO/handling agent. The following information on local agents is provided to assist with planning.

Jet Aviation S.A.
Address: 18, Chemin des Papillons
PO Box 476,
CH-1215, Geneva 15 Airport, Switzerland
Tel: +41-58-1581811
Fax: +41-58-1581815
Web:  www.jetaviation.com
SITA: GVAPJPP
FREQ: 130.65 MHz
Email: [email protected]

RUAG Aerospace AG
Aircraft Services Network (ASN)
Address: P.O. Box 696, CH-1215 Geneva 15 Airport, Switzerland
Tel: +41 (0) 22 710 44 34
Fax: +41 (0) 22 710 44 40
SITA: GVATAXH
FREQ: 130.55 MHz
Email: [email protected]

Swissport Executive Aviation & PrivatPort
Address: Ch. des Papillons 18
P.O. Box 572
1215, Genève 15, Switzerland
Tel: +41 22 306 1260
Fax: +41 22 306 1266
Web: www.privatport.com
SITA: GVASEXH
FREQ: 136.875 MHz
Email:  [email protected]

Tag Aviation S.A.
Address: PO Box 36
CH-1215, Geneva 15 Airport, Switzerland
Tel: +41-22-717-0123
Fax: +41-22-717-0126
Web:  www.tagaviation.com
SITA: GVAKPFP
FREQ: 131.95 MHz
AFTN: LSGGFPGP
Email:  [email protected]


Ground Power Units (GPUs) & Air-Conditioning Units (ACUs)

AEM International is the exclusive provider of GPUs and ACUs at EBACE. All GPUs and ACUs must be sourced directly and solely from AEM. AEM recognizes the right of exhibitors to provide their own GPUs and ACUs, subject to the following terms:

Exhibitor-owned GPUs and ACUs must be the wholly-owned property of the exhibitor and not the real property of the exhibitor’s I&D contractor, display house, contracted third-party or agent or provided to the exhibitor under loan, lease or rent wherein full ownership of the equipment does not reside with the exhibitor at all times.

Exhibitor-owned GPUs and ACUs 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 and ACUs supplied by AEM.

Exhibitors should contact AEM International’s Ulrich Koch at  [email protected] or +1 (514) 695-1331 for further information or to obtain pricing information.


Layout Plans

Exhibitors are highly encouraged to develop scaled plans of their displays and submit the plans to EBACE for final approval. Exhibitors who do not submit plans to EBACE will have their displays set up at the discretion of EBACE. EBACE Management can assist exhibitors having trouble developing scaled plans. The layout should illustrate aircraft positioning with respect to neighboring exhibitors and aisles.


Mock-ups

Aircraft mock-ups are not permitted on the Static Display of Aircraft. Therefore, static display Exhibitors should plan accordingly to include mock-ups within their indoor exhibit space.


Move-In

General move-in is Monday, May 19, 2014, from 8:00 to 19:00. As Geneva International Airport is in continuous operation with airline and business aircraft, early move-in is not permitted.


Security & Liability

EBACE security officers will be on duty for the static display area from 18:00 on Sunday, May 18, 2014, to 18:00 on Thursday, May 22, 2014.

Exhibitors are solely responsible for the safeguarding of materials, equipment and displays at all times. It should be understood that EBACE and Geneva International Airport 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 EBACE and Geneva International Airport 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 good will (whether or not in relation to any property). It is strongly suggested that Exhibitors obtain insurance covering such losses as theft, fire and damage to property.

Please also note that security for EBACE attendees wishing to access the Static Display may be increased. This may take the form of requesting photo IDs, electronic or wand scanning or such other security measures deemed necessary to secure Geneva International Airport.


Static Display Access via Palexpo

Access between the Static Display of Aircraft at Geneva International Airport and Palexpo is available via a pedestrian bridge. Access limited to the hours listed below. Exhibitors who need after-hours access must make prior arrangements with EBACE Management and will be required to hire the appropriate security.

Monday, May 19
08:00 – 19:00
Tuesday, May 20
08:00 – 19:00
Wednesday, May 21
08:00 – 19:00
Thursday, May 22
08:00 – 14:00

Exhibitors and EACs who require access to the display area before Monday, May 19 at 08:00 may apply for a Geneva International Airport security badge. Applications for security badges are coordinated through EBACE management and are approved on a case-by-case basis. Applicants are required to complete an application, including a 10-year work history, provide a passport photo, submit fingerprint-based background checks conducted by a federal level agency (U.S. equivalent of FBI), and complete an online security and safety course. Due to the length of time required to complete the background checks, requests to start the process must be submitted to NBAA’s Tyler Harper [email protected] or Joe Hart at [email protected] or via fax to +1 (202) 783-9456 no later than Wednesday, February, 1, 2014. Badges issued for EBACE2011 are still valid through 2014.


Support Vehicles

No support vehicles of any kind may access the static display area.


Tear-Down

Exhibit tear-down may not begin until 15:00 on Thursday, May 22, 2014 (show closing). There will be no aircraft movements until after 16:45 that same day. All aircraft and exhibit materials must be removed from the EBACE Static Display of Aircraft by 20:00 on Thursday, May 22, 2014.

In order to facilitate a smooth tear-down, exhibitor personnel will observe the following schedule on Thursday, May 23, 2014*.


Tear-Down Schedule

15:00
Show closes to attendees
15:15 – 15:30
Security will escort attendees from static display
15:00 – 16:00
Exhibitors pack display materials
16:15
Security clears ramp of all personnel
16:30
Once ramp is cleared, airport begins removing security barricade
16:45
First aircraft movements begin

*Times indicated will be one hour earlier for all Zone 6 exhibitors

Due to the high levels of security at Geneva International Airport, only one hour is allotted for exhibit tear-down. Exhibitors must plan their exhibit tear down accordingly and plan to have all exhibit materials – including signs, flags, banners, carpet, fencing and furniture – packed and forklift-ready within this one hour timeframe.

Aircraft will be moved out of the static display in the approximate order they were moved into the static display. Exhibitors located in Zones 1 and 2 can anticipate their aircraft being moved approximately three hours after the first movement (approximately 19:45). All aircraft must either depart or be returned to the exhibitor-appointed FBO by 20:00 on Thursday, May 22, 2014.

Departure reservations are required by Geneva International Airport and will be allocated by EBACE Management and GVA to each departing aircraft. Exhibitors should inform EBACE about their departure intentions as soon as practical. Due to the high number of departures on Thursday, May 22, 2014, adjustments to departure times and PPR slots may not be available until after Tuesday, May 20, 2014.


Tents & Structures

Tents and structures are not permitted on the EBACE Static Display of Aircraft. Exhibitors are permitted to use market style umbrellas/parasols in their display space. Small aircraft entrance units (canopies) and aircraft signage are also permitted. All items on the static display must be secured with weights. No drilling will be permitted into the tarmac. Structures that require assembly/construction using nails, screws, saws, drills or other power tools are strictly prohibited.  The assembly of aircraft signs using basic hand tools and common hardware is permissible.