Exhibitor Rules

To make EBACE a successful event for all participants, EBACE exhibitors must review and abide by all EBACE2016 rules. Additionally, exhibitors must abide by the Exhibitor Contract Terms & Conditions.

• Accommodations for Attendees with Disabilities
• Air Conditioning
• Aircraft Arrivals
• Allocation of Exhibit Space – Static Display of Aircraft
• Auxiliary Power Units APUs
• Badge Registration
• Carpeting
• Catering
• Children
• Cleaning
• Co-exhibitors/Companies Sharing Exhibit Space
• Defacing Property
• Delivery Truck Access – Static Display of Aircraft
• Demonstrations
• Direct Selling
• Drawing/Layout Approval
• Dress
• Electrical Service
• Exhibit Hours
• Exhibitor Service Desk
• Exhibitor Service Kit
• Exhibitor-Appointed Contractors (EACs)/Stand Builders/Third-Party Contractors
• FBOs/Ground Handling Agents
• Fire Safety
• First Aid
• Ground Power Units (GPUs) & Air-Conditioning Units (ACUs)
• Hanging Signs, Materials and Components
• Insurance
• Mailing List Updates
• Meeting Rooms
• Membership
• Mock-ups
• Move-in – Palexpo
• Move-in – Static Display of Aircraft
• Move-out – Palexpo
• Move-out – Static Display of Aircraft
• Noise Levels
• Official Service Contractors
• Parking
• Pets
• Platform Flooring in Stands
• Security
• Shipping/Storage
• Smoking
• Special Connections at Palexpo
• Staffing
• Stand Configuration Rules
• Static Display Access
• Static Display Tear-down / Performance Bonds
• Support Vehicles
• Tents & Structures
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
• Waste Removal

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 must contact EBAA’s Bianca Dorneanu at [email protected] 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.

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.

Aircraft Arrivals

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, 26 May 2016, at 15:00.

Zone arrival deadlines on Sunday, 22 May 2016, are as follows:

Geneva International Airport Arrival Procedures

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 Tracy Tippett at [email protected] or Joe Hart at [email protected] no later than Monday, 4 April 2016. While some information, such as specific tail numbers or type of aircraft, may not be known this date, 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 22 May 2016, 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 Exhibit Space – Static Display of Aircraft

New For EBACE2016: Due to limited ramp space at Geneva International Airport, eligibility rules are now in place for assignment of exhibit space for the static display of aircraft. Exhibitors that submit exhibit applications with payment in full by the 24 November 2015 deadline will be assigned static display priority based on the following criteria:

Priority 1 – Aircraft on display by original airframe manufacturers

Priority 2 – Previously-owned aircraft for sale

Priority 3 – Aircraft with special modifications on display by exhibitors who meet minimum requirements for indoor exhibit space.

EBACE Priority-Three Static Display Exhibitors must purchase and occupy a minimum amount of indoor exhibit space in proportion to their static display space requirements based on the following scale:

Auxiliary Power Units APUs

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

Badge Registration

Exhibitor badges are required for exhibitor access to the exhibit halls and static display of aircraft. EBACE2016 badges are for the use of one individual for the duration of the show and are non-transferrable. Attendees and exhibitors will be assessed penalties for badge swapping. Random identification checks will be instituted.

Exhibitors will receive an allotment of complimentary badges based as follows:

• The maximum combined total of badges provided at no charge to exhibitors is 50.
• Additional exhibitor badges may be ordered online or purchased on site for $100.
• 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 teardown credentials.

Exhibitors may access exhibitor badge registration through the EBACE2016 Exhibitor Dashboard and are encouraged to register all stand and static display personnel online in advance to avoid waiting in lines on site. All badges will be held for on-site pickup. No badges will be mailed in advance of EBACE2016.

Carpeting

EBACE management carpets aisles only. Exhibitors are responsible for carpeting their entire exhibit space. The EBACE2016 aisle carpet color is blue.

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

Immediately following the show closing on Thursday, 26 May, at 15:00, static display 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.

Catering

Palexpo has partnered with 12 different catering companies to offer a wide variety of choices for exhibitors’ stand catering needs.

Only Palexpo restaurants and Palexpo-approved catering partners will be permitted to service exhibitors during EBACE2016.

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 & Pastry Bar

Favarger Chocolats & Cacao SA, a special outlet, will be located on the EBACE2016 exhibit floor. Chocolate and chocolate gift boxes may be ordered in advance for corporate gifts or purchased on site.

Chemin De La Chocolaterie 2
Versoix-Geneva, 1290
Switzerland

Tel: + 4 1 (0) 22-775-11-25
Email: [email protected]
Web: www.favarger.com

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.

Please note that on Thursday, May 21, EBACE will host a Career Day for middle school, high school and university students interested in pursuing future careers in business aviation. Exhibitors can expect to see students on the exhibit floor on this day.

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, vacuuming or otherwise maintaining individual exhibits. Exhibitors must keep their displays neatly organized. Order forms for cleaning services will be provided in the Exhibitor Service Kit.

Co-exhibitors/Companies Sharing Exhibit Space

EBACE management must be advised in advance of any and all co-exhibitors/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 $3,815 per company, per stand and/or a minimum of $1,500 per company, per static display space.

Please note the following rules regarding co-exhibitors.

• Co-exhibitors must have existing corporate relationships between themselves and the contracted primary exhibitors.
• 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 submit a Co-Exhibitor Registration Request Form and payment of U.S. $500 and must appear in the online exhibitor directory and the EBACE2016 mobile app.
• Co-exhibitors, like exhibitors, will receive login credentials to update their company information online for the mobile app 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 should work through their primary exhibitor to secure badges.

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 or onto the tarmac on Geneva International Airport.
• 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. Two-sided tape is permitted on the static display.
• Damages to Palexpo or Geneva International Airport arising from failure to observe these rules 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.

Delivery Truck Access – Static Display of Aircraft

Static display deliveries of exhibit and other materials must be coordinated directly with TWI/IEL. Deliveries to the static display will only be accepted on Friday, 20 May and Saturday, 21 May 2016. 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 that exhibitors allow a minimum two-hour advance notice to avoid security delays.

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. Product demonstration should not be placed on the aisle side of exhibits. 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 or Geneva International Airport, such as hotels – without written approval from EBACE management.

Direct selling on the 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 or product demonstrations outside of purchased 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.

Drawing/Layout Approval

Exhibitors reserving raw space, including inline raw exhibit space, must submit their scaled floor plans for approval to EBACE Management by 31 March 2016. Review Stand Visual Rules.

Scaled plans must include:

• Event name: EBACE2016
• 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.

Exhibitors with double-deck structures or rigging, regardless of size, must submit a copy of a sealed and scaled floor plan, with front and side elevations via this online form.

and

Claudine Fischer

Palexpo SA
Case Postale 112
CH-1218 Grand Saconnex
Geneva, Switzerland

Email: [email protected]
Tel: + 41 (0) 22761 11 43
Fax: + 41 (0) 22 798 0143

Please note hanging signs are only allowed along the perimeter of the exhibit hall and are indicated in green on the floor plan.

Questions should be addressed to: [email protected]

Drawing approvals are not required for shell scheme space.

Drawing/Layout Approval – Static Display Layouts

Static display 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 management. EBACE management can assist exhibitors having trouble developing scaled plans. The layout should illustrate aircraft positioning with respect to neighboring exhibitors and aisles. Copies of the layout or request to develop same should be submitted via email to [email protected]

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.

Electrical Service

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

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.

For static display exhibitors, the price to provide 50 HZ electricity to 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

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

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. Exhibitors will receive login information via email with their booth confirmations. The Exhibitor Service Kit will include information on the following:

• 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

Exhibitor-Appointed Contractors (EACs)/Stand Builders/Third-Party Contractors

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 11 April 2016, 30 days prior to the first scheduled move-in date:

• Submit Notification of Intent to Use Exhibitor-Appointed Contractor Form.
• 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 11 April 2016, 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 teardown wristbands. Information on wristbands will be supplied in the Exhibitor Service Kit.

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.

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)
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

Ch. des Papillons 18
P.O. Box 572
1215, Geneva 15 Airport, 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.

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]

Fire Safety

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.

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.

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.

Hanging Signs, Materials and Components

In the interest of safety, with the exception of perimeter stands, exhibitor 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. Exhibitors requiring signs hung above perimeter stands or spotlight rigging must submit requests to EBACE Management for approval.

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 for indoor exhibitors, it will be the responsibility of the exhibitor to maintain coverage that satisfies the requirements. EBACE management reserves the right to request proof of satisfactory insurance coverage, as it deems appropriate.

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: Courtney Easton
1200 G Street NW, Suite 1100
Washington, DC, 20005
USA

By Email

[email protected]

Meeting Rooms

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

• Exhibitors may reserve meeting rooms using the EBACE2016 Meeting Room Reservation Form.
• EBACE management is not responsible for providing signage or promotion of meetings.
• Exhibitors will pay Palexpo directly for these rooms.
• Exhibitors may order signage through the Exhibitor Service Kit.
• Exhibitors who wish to have food or beverage service at their meetings must use the Palexpo-approved, exclusive caterers.

For more information on meeting rooms, contact Chris Cherkis at +1 (202) 478-7779 or [email protected].

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.

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 – Palexpo

Move-in for Palexpo begins on Tuesday, 17 May 2016, on a targeted basis.

Note: All exhibits must be set and in place by 15:00 on Monday, 23 May 2016, 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 Rachel Thomas at [email protected] or +1 (202) 478-7760. Exhibits 180 sqm or larger should contact Linda Peters at [email protected] or +1 (202) 783-9368.

Move-in – Static Display of Aircraft

While all aircraft must arrive on Sunday, 22 May 2016, general move-in for the static display is Monday, 23 May 2016, 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.

Move-out – Palexpo

Move-out for Palexpo will begin at 16:00 on Thursday, 26 May 2016, and all materials must be removed by 17:00 on Saturday, 28 May 2016.

All exhibits must remain staffed and in place until the show closes at 16:00 on Thursday, 26 May and exhibitors may not begin dismantling their exhibits before 16:00. Please plan accordingly. Exhibitors found in violation of this rule will be ineligible for the indoor exhibit space priority draw for EBACE2017 and will be assessed a $500 fee.

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.

Move-out – Static Display of Aircraft

Static display exhibitor move-out begins at show closing, 14:00 on Thursday, 26 May 2016. Aircraft movements will begin after 15:45 that same day. All aircraft and exhibit materials must be removed by 15:00 on Thursday, 26 May 2016.

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 18:45). All aircraft must either depart or be returned to the exhibitor-appointed FBO by 19:00 on Thursday, 26 May 2016.

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 management about their departure intentions as soon as practical. Due to the high number of departures on Thursday, 26 May 2016, adjustments to departure times and PPR slots may not be available until after Tuesday, 17 May 2016.

In order to facilitate a smooth move-out, exhibitor personnel will observe the following schedule on Thursday, 26 May 2016.

Static Display Move-Out Schedule

Due to the high levels of security at Geneva International Airport, only one hour is allotted for exhibit teardown. 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.

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.

Official Service Contractors

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.

Freeman, Official Service Contractor

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

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.

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 the event, no pets will be allowed at EBACE. Service animals are permitted.

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.

Security

While EBACE2016 exhibits 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 in the Exhibitor Contract Terms & Conditions. Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft and damage to property. Exhibitors should ensure valuables are secured with lock and key. Order forms for additional security will be provided in the Exhibitor Service Kit.

EBACE security officers will be on duty for the static display area from 18:00 on Sunday, 22 May 2016, to 18:00 on Thursday, 26 May 2016.

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 EBACE2016 are required to adhere to this regulation. Companies and individuals found to be in violation of this regulation risk being fined.

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.

Staffing

Exhibit 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, 26 May.

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.

Note: Exhibitors who dismantle their stands prior to the official show closing at 16:00 on Thursday, 26 May will be ineligible for the EBACE2017 exhibitor priority draw and will be subject to an early teardown penalty of $500.

Stand Configuration Rules:

Please also review our Stand Configuration Visual Rules (PDF).

Inline Exhibit Space – Raw Exhibit Space

• Inline raw space is defined as a narrow booth space comprised of one or more 3m-by-3m units in a straight line.
• Inline raw exhibit spaces do not require shell-scheme hard walls.
• Inline raw exhibit spaces may not have hanging signs, lighting trusses, materials or components above stand spaces.
• All ground-supported exhibit materials, components and identification signs will be permitted to a maximum height of 2.5m
• A back wall that adjoins another exhibitor must be finished, in most situations.
• No identification of any kind is allowed on a back wall that adjoins another exhibitor. This includes company logos.

Inline Exhibit Space – Shell Scheme Space

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

Raw Exhibit Space

A minimum of a 6m-by-6m stand is required to reserve raw exhibit space. Full use of the purchased raw floor space is permitted.

For all raw exhibit space, including inline raw space, exhibitors submit their scaled floor plans for approval to EBACE management by 31 March 2016.

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.

Non-perimeter Peninsula Stands

A non-perimeter peninsula stand is a stand that is at least 6m x 6m and is positioned back to back with an adjacent exhibitor.

• Maximum height: 6.1m (20 ft)
• Permitted to contain perimeter wall structures with approval by EBACE management
• Perimeter wall structures may be unfinished on sides not visible to attendees
• Permitted to have more than one display level with approval by EBACE management
• Hanging signs, materials or components are not permitted above exhibit space, with the exception of lighting truss, with EBACE management approval
• Certain stands may require fire watches, smoke detection devices, fire extinguishers and multiple exits as required by fire prevention officials
• A stand drawing must be submitted for approval by 31 March 2016

Perimeter Island Stands

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

• Maximum height: 9.1m (30 ft)
• Permitted to contain perimeter wall structures with approval by EBACE management
• Perimeter wall structures may be unfinished on sides not visible to attendees
• A stand drawing must be submitted for approval by 31 March 2016

Non-Perimeter Island Stands (180sqm or larger)

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

• Maximum stand height: 4.6m (15 ft)
• Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above stand spaces.
• Hard walls occupying over 50% of the stand’s perimeter are not permitted.
• A stand drawing must be submitted for approval by 31 March 2016.

Non-Perimeter Island Stands (less than 180sqm)

A non-perimeter island stand under 180sqm has aisles on all four sides.

• Maximum stand height: 6.1m (20 ft)
• Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above stand spaces.
• Hard walls occupying over 50% of the stand’s perimeter are not permitted.
• A stand drawing must be submitted for approval by 31 March 2016.

For more information, visit Exhibit Options & Pricing: Indoor Exhibits.

Shell Scheme Space – Inline Stands

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 shell scheme unit

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

Static Display Access

Access between the static display and indoor exhibits will be via the exhibitor walkway in Hall 7, and is limited to the hours listed below.

Exhibitors needing after-hours access must make prior arrangements with EBACE management and will be required to hire the appropriate security.

Exhibitors and EACs who require access to the display area before Monday, 23 May 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 Tracy Tippett [email protected] or Joe Hart at [email protected] or via fax to +1 (202) 783-9456 no later than Monday, February 1, 2016.

Static Display Tear-down / Performance Bonds

New For EBACE2016: Each static display exhibitor will be required to submit a performance completion fee (performance bond) in the form of cash, company check/ check or credit card in an amount equal to $100 per 3m-by-3m static display space reserved (maximum $5,000). The performance completion fee must be paid no later than Friday, 20 May 2016. This performance completion fee is reserved specifically for the static display and may be forfeited if the exhibitor fails to remove all materials and refuse from their static display exhibit space within the allotted time. All exhibit materials must be packed and forklift-ready and all refuse must be disposed of in provided refuse containers no later than 15:00 on Thursday, 26 May 2016. Performance completion fees will be returned to exhibitor minus any required costs incurred to clean up static display exhibit area no later than Friday, 17 June 2016.

Support Vehicles

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

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 (covers) 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.

Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

For the safety of attendees, flying objects, including unmanned aircraft systems (UAS), remote-controlled aircraft and helium balloons, are not permitted in Palexpo or at static display exhibits. UAS may be displayed at exhibits provided they are stationary, fit within purchased exhibit space and comply with all relevant safety requirements.

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.