2017 > Manage Your Exhibit > Exhibitor Rules > Indoor Exhibitor Rules

Indoor Exhibitor Rules

To make EBACE a successful event for all participants, EBACE exhibitors must review and abide by all EBACE2017 rules. Additionally, exhibitors must abide by the Exhibitor Contract Terms & Conditions.

Badge Registration

Exhibitor badges are required for exhibitor access to the exhibit halls and static display of aircraft. EBACE2017 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:

  Number of Badges Allocated
Premium Placement Exhibitors 7 per 3m-by-3m space reserved
Indoor Exhibitors 5 per 3m-by-3m space reserved
Static Display Exhibitors 1 per 9sqm space reserved
  • 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 $110.
  • 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 EBACE2017 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 EBACE2017.

Carpeting

EBACE management carpets aisles only. Exhibitors are responsible for carpeting their entire exhibit space. The EBACE2017 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 Wednesday, 24 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 EBACE2017.

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]

Chocolate & Pastry Bar

Favarger Chocolats & Cacao SA, a special outlet, will be located on the EBACE2017 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 Wednesday, May 24, 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 EBACE2017 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.

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 2017. Review Stand Visual Rules.

Scaled plans must include:

  • Event name: EBACE2017
  • 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.

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

Monday, May 22 10:00 – 18:00
Tuesday, May 23 09:00 – 18:00
Wednesday, May 24 Exhibit Halls 09:00 – 16:00
Static Display 09:00 – 14:00

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. Exhibitors will receive login information via email with their stand 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 31 March 2017:

Exhibitors who fail to provide notification of workers’ compensation insurance information for the exhibitor-appointed stand builder or EAC by the 31 March 2017, 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.

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.

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.

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 Monday, 15 May 2017, on a targeted basis.

Note: All exhibits must be set and in place by 15:00 on Sunday, 21 May 2017, 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-out – Palexpo

Move-out for Palexpo will begin at 16:00 on Wednesday, 24 May 2017, and all materials must be removed by 17:00 on Friday, 26 May 2017.

All exhibits must remain staffed and in place until the show closes at 16:00 on Wednesday, 24 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 EBACE2018 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.

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.

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 EBACE2017 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 Saturday, 20 May 2017, 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 EBACE2017 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 Wednesday, 24 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 Wednesday, 24 May will be ineligible for the EBACE2018 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).

New for 2017: Stand Height Limit Changes

Please note the following changes to stand heights for 2017.

Main Aisle Location
all size stands		 Non-Main Aisle Location
180 sqm or larger		 Non-Main Aisle Location
under 180 sqm		 Perimeter Location
All size stands		 Inline Raw
Maximum Height 4.6 m 4.6 m 6.1 m 9.1 m Exhibit elements to 2.5m (8 ft); company header to 3.05m (10 ft)
Hard Walls No more than 50% and all exposed walls must be finished No more than 50% and all exposed walls must be finished No more than 50% and all exposed walls must be finished May have more than 50% hard walls and sides not visible to attendees may be unfinished n/a
Display Levels May have one or more display levels May have one or more display levels May have one or more display levels May have one or more display levels n/a
Use of Space Full use of the purchased exhibit space is permitted. Exhibit space may not cross over main aisles. Full use of the purchased exhibit space is permitted. Exhibit space may not cross over main aisles. Full use of the purchased exhibit space is permitted. Exhibit space may not cross over main aisles. Full use of the purchased exhibit space is permitted. Exhibit space may not cross over main aisles. Full use of purchased space is permitted.
Stand Drawings Required to be Approved in Advance Yes Yes Yes Yes Yes

 

Inline Exhibit Space – Raw Exhibit Space

  • Inline raw space is defined as a narrow stand 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 (8 ft).
  • 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.
  • Exhibitors must provide floor covering for their entire purchased exhibit space.
  • Pop up displays are not permitted in raw space.
  • Exhibitors who purchase raw space and have not submitted a stand drawing in advance will be required to pay the difference for the shell-scheme walls onsite if the stand does not meet the outlined regulations.

Inline Exhibit Space – Shell Scheme Space

For exhibitors in inline, shell scheme exhibits, the maximum permitted height of exhibit materials is 2.5m (8 ft). Company header is permitted to a maximum height of 3.05m (10 ft).

Exhibitors must provide floor covering for their entire purchased exhibit space.

Shell Scheme Space – Inline Stands

Interior Shell Scheme Unite

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

Corner Shell Scheme Unit

Corner shell scheme unit

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.

Please note that there are new height requirements for main aisle stand locations. For all raw exhibit space, including inline raw space, exhibitors submit their scaled floor plans for approval to EBACE management by 31 March 2017.

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-by-6m and is exposed to aisles on three sides and shares a common back wall with another exhibitor.

  • Maximum height:
    • Non-main aisle location: 6.1m (20 ft)
    • Main-aisle location: 4.6m (15 ft)
  • Permitted to contain perimeter wall structures with approval by EBACE management.
  • Perimeter wall structures may be unfinished on sides not visible to attendees.
  • May have no more than 50% hard walls regardless of size. Glass counts as a hard wall.
  • 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 2017.

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 2017.

Non-Perimeter Island Stands (180sqm or larger)

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

  • Maximum stand height:
    • Non-main aisle locations: 6.1m (20 ft)
    • Main aisle location: 4.6m (15 ft)
  • Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above stand spaces.
  • May have no more than 50% hard walls. Glass counts as a hard wall.
  • A stand drawing must be submitted for approval by 31 March 2017.

Non-Perimeter Island Stands (less than 180sqm)

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

  • Maximum stand height:
    • Non-main aisle location: 6.1m (20 ft)
    • Main aisle location: 4.6 m (15 ft)
  • Hanging signs, materials or components, with the exception of lighting trusses, are not permitted above stand spaces.
  • May have no more than 50% hard walls. Glass counts as a hard wall.
  • A stand drawing must be submitted for approval by 31 March 2017.

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

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.