Static Display Exhibitor Rules

To make EBACE a successful event for all participants, EBACE exhibitors must review and abide by all EBACE2019 rules. Additionally, exhibitors must abide by the Exhibitor Contract Terms & Conditions.

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, 23 May 2019, at 14:00.

Zone arrival deadlines on Sunday, 19 May 2019, 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

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, 1 April 2019. 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 19 May 2019, 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

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 8 November 2018 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:

Priority 3 Static Display Space Minimum Indoor Exhibit Space Reserved
Up to 325 m2 9 m2
326 – 750 m2 36 m2
751 – 1500 m2 81 m2
Over 1500 m2 225 m2

Priority 4 – Exhibitors who do not meet the criteria for Priority One, Two or Three, or submit applications or payment in full after the 8 November 2018 deadline. Applications from Priority Four exhibitors will be assigned space subject to availability.

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. EBACE2019 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 EBACE2019 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 EBACE2019.

Carpeting

EBACE management carpets aisles only. Exhibitors are responsible for carpeting their entire exhibit space. The EBACE2019 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, 23 May, at 14:00, 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 EBACE2019. Static Display exhibitors must use a Palexpo approved caterer.

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]

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, 23 May, 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.

Please note the following rules regarding co-exhibitors:

  • A co-exhibitor is defined as the following:
    • Any company whose name is included on the exhibit space
    • Any company that has staff working on the exhibit space during official show hours
    • Any company whose marketing materials are distributed from the exhibit space
    • Any company whose products/services are marketed from the exhibit space
    • Any company other than the primary exhibitor with a different company name and a different business function that is sharing the exhibit space.
  • Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.
  • Exhibitors must register all co-exhibitors online by 9 February, 2019.
  • 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 $4,090 per company, per stand and a minimum of $1,500 per company, per static display space.
  • 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.
  • NEW FOR 2019: All co-exhibitors must submit the EBACE Co-exhibitor Registration Form and payment of $400 if submitted by 21 December, 2018, or $500 if submitted after 21 December, 2018.
  • Once registered, co-exhibitors will have separate company profiles in the online exhibitor directory and the mobile app.
  • Co-exhibitors, like exhibitors, will need to log in to the Exhibitor Dashboard to update their company information online for the mobile app and online exhibitor directory.
  • Co-exhibitors are not allotted badges and should work through their primary exhibitors 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 IEL. Deliveries to the static display will only be accepted on Monday, 20 May 2019. Delivery trucks must pass through Geneva International Airport security screening in order to access the static display site. Drivers will need to submit their photo to IEL in advance and show identification and vehicle registration during the security screening process. EBACE recommends that exhibitors have trucks arrive with 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 – 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].

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 and rental of the ACU or GPU from AEM International.

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

Tuesday, 21 May 10:00 – 18:00
Wednesday, 22 May 09:00 – 18:00
Thursday, 23 May 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 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 22 March 2019:

Exhibitors who fail to provide notification of workers’ compensation insurance information for the exhibitor-appointed stand builder or EAC by the 22 March 2019, 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.

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.

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.

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 – Static Display of Aircraft

While all aircraft must arrive on Sunday, 19 May 2019, general move-in for the static display is Monday, 20 May 2019, from 08:00 to 19:00. As Geneva International Airport is in continuous operation with airline and business aircraft, early move-in is not permitted.

Move-out – Static Display of Aircraft

Static display exhibitor move-out begins at show closing, 14:00 on Thursday, 23 May 2019. Aircraft movements will begin after 15:45 that same day. All exhibit materials must be removed by 14:00 on Thursday, 23 May 2019.

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, 23 May 2019.

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, 23 May 2019, adjustments to departure times and PPR slots may not be available.

In order to facilitate a smooth move-out, exhibitor personnel will observe the following schedule on Thursday, 23 May 2019.

Static Display Move-Out Schedule

14:00 Show closes to attendees
14:15 – 14:30 Security will escort attendees from static display
14:00 – 15:00 Exhibitors pack display materials
15:15 Security clears ramp of all personnel
15:30 Once ramp is cleared, airport begins removing security barricade
15:45 First aircraft movements begin

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.

Security

While EBACE2019 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, 18 May 2019, to 18:00 on Thursday, 23 May 2019.

Shipping/Storage

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

Shuttle Bus

Due to ongoing construction at Geneva International Airport, there will be no pedestrian access to the EBACE2019 static display of aircraft. Complimentary shuttle bus service will be provided to the new static display location, which is a two-minute ride from Palexpo’s Hall 7. Buses will run continuously from 07:00 to 19:00 each day from 21 May through 23 May. All buses are handicap accessible.

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 EBACE2019 are required to adhere to this regulation. Companies and individuals found to be in violation of this regulation risk being fined.

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, 23 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, 23 May will be ineligible for the EBACE2020 exhibitor priority draw and will be subject to an early teardown penalty of $500.

Static Display Access

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

Monday, 20 May 08:00 – 19:00
Tuesday, 21 May 08:00 – 19:00
Wednesday, 22 May 08:00 – 19:00
Thursday, 23 May 08:00 – 14:00

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, 20 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 Friday, 1 February, 2019.

 

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.