EBACE2023 Aircraft Display Exhibitor Rules

To make EBACE2023 a successful event for all participants, EBACE exhibitors must review and abide by all EBACE2023 rules. Additionally, exhibitors must abide by the EBACE2023 Exhibitor Contract Terms & Conditions.

• Aircraft Arrivals
• Aircraft Display Access
• Allocation of Exhibit Space – Aircraft Display
• Auxiliary Power Units APUs
• Carpeting
• Cleaning
• Delivery Truck Access – Aircraft Display
• Drawing/Layout Approval – Aircraft Display Layouts
• FBOs/Ground Handling Agents
• Fire Safety
• Ground Power Units (GPUs) & Air-Conditioning Units (ACUs)
• Insurance Requirements
• Mock-ups
• Move-in – Aircraft Display
• Move-out – Aircraft Display
• Shuttle Bus
• Support Vehicles
• Tents & Structures

Aircraft Arrivals

• All aircraft must arrive Sunday, 21 May 2023.
• Geneva International Airport manages landing and take-off schedules using a Prior Permission Required (PPR) slot system.
• EBACE Management will coordinate PPR slot assignments for each aircraft directly with Geneva International Airport.
• Specific aircraft arrival times will be determined by the location of each aircraft in the aircraft display.
• The PPR Arrival times assigned by EBACE will be considered the deadline for aircraft arrivals.
• Exhibitors may choose to bring their aircraft in before the assigned PPR time. In these cases, the exhibitor is responsible for obtaining their own PPR slot from their preferred ground handling agent.
• In the interest of safety, EBACE management reserves the right to deny placement of aircraft not arriving by the required deadline.
• Aircraft on display are not permitted to leave before show closing on Thursday, 25 May 2023 at 14:00.

Geneva International Airport Operating Schedule

• Arrivals rates for display aircraft at Geneva International Airport will be reduced during peak hours, requiring many aircraft to arrive before 10:00 local time.

Aircraft Display Access

Access between the aircraft display and indoor exhibits will be via shuttle buses from a designated area of Palexpo, 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 aircraft display before Monday, 22 May at 07:00 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 Joe Hart at [email protected] no later than Friday, 10 February 2023.

Allocation of Exhibit Space – Aircraft Display

Due to limited ramp space at Geneva International Airport, eligibility rules are now in place for assignment of exhibit space for the aircraft display of aircraft.

Exhibitors that submit exhibit applications with payment in full by the 9 December 2022 deadline will be assigned aircraft 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 aircraft display exhibitors must purchase and occupy a minimum amount of indoor exhibit space in proportion to their aircraft display space requirements based on the following scale:

Priority 4 – Exhibitors who do not meet the criteria for Priority One, Two or Three, or submit applications or payment in full after the 9 December 2022 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.

Geneva International Airport regulations limit APU operations to 15 minutes. With prior approval from EBACE management, aircraft may operate the APU for minor maintenance or technical services during non show hours. In these cases, APUs should be used as little as possible and must never exceed 15 minutes.

Carpeting

• Aircraft entry carpet and walkway carpets are permitted on the aircraft 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, 25 May, at 14:00, aircraft display exhibitors or their designees must remove all carpet from the aircraft 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.

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.

Delivery Truck Access – Aircraft Display

• Aircraft display deliveries of exhibit and other materials must be coordinated directly with ExpoLog.
• Deliveries to the aircraft display will only be accepted on Monday, 22 May 2023.
• Delivery trucks must pass through Geneva International Airport security screening in order to access the aircraft display site.
• Drivers will need to submit their photo to ExpoLog Geneva in advance and show identification and vehicle registration during the security screening process.
• BACE recommends that exhibitors have trucks arrive with a minimum two-hour advance notice to avoid security delays.

Drawing/Layout Approval – Aircraft Display Layouts

• Aircraft 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 a request to develop an exhibitor’s layout should be submitted via email to NBAA’s Joe Hart at [email protected].

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]

Dassault Aviation Business Services SA

Rue Robert Adrien Stierlin N° 6
CH-1217 Meyrin – Switzerland

Tel: +41 (0) 22 710 44 34
Fax: +41 (0) 22 710 44 40
FREQ: 131.430 MHz
AFTN : LSGGXHAX
Email: [email protected]
Web : www.dassault-business.com

Signature Flight Support – GVA

Terminal C3, Chemin Des Papillons 18
CH-1215, Geneva 15 Airport, Switzerland

Tel: +41-22-817-0123
Fax: +41-22-817-0126
FREQ: 131.95 MHz
Email: [email protected]
Web: www.signatureflight.com/locations/gva

Swissport Executive Aviation

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

Tel: +41 22 306 1260
Fax: +41 22 306 1266
SITA: GVASEXH
FREQ: 136.875 MHz
Email: [email protected]
Web: www.swissport.com/en/our-services/executive-aviation

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 aircraft display 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 additional information, including pricing.

Insurance Requirements

All insurance must be primary and noncontributory to any other insurance coverage and exhibitor shall obtain a waiver of subrogation on each policy in favor of all of the following additional insured parties:

• EBACE, LLC
• National Business Aviation Association, Inc.
• European Business Aviation Association
• The Freeman Company (UK) Limited
• Palexpo SA
• Geneva International Airport

Additional Insured

Each exhibiting company must name each party below as additional insured on the liability insurance policies to the limits of each policy, even if those limits are in excess of the requirements listed below.

This additional insured endorsement must include the officers, employees, agents and assigns for all the parties below.

• EBACE LLC
  1200 G Street NW
  Suite 1100
  Washington, DC 20005
  USA
• Palexpo SA
  Route Fancois-Peyot 30
  CH-1218 Grand Sacconnex
  Geneva
  Switzerland
• The Freeman Company (UK) Limited
  The Arthur Rank Centre
  Stoneleigh Park
  Kenilworth
  CV8 2LZ
  United Kingdom
• EBAA
  Square De Meeus 37
  BE-1000 Brussels
  Belgium
• Geneva International Airport
  PO box 100
  CH – 1215 Geneva 15
  Switzerland
• NBAA
  1200 G Street NW
  Suite 1100
  Washington, DC 20005
  USA

Certificates of Insurance

Each exhibiting company must provide EBACE Show Management with Certificates of Insurance for the following types of coverage:

1. Comprehensive general liability insurance, including broad form contractual liability coverage, with limits of at least $5,000,000 combined single limit, per occurrence, for bodily injury and property damage, at least $2,000,000 for products-completed operations aggregate, at least $1,000,000 for personal and advertising injuries and at least $100,000 for damage to premises rented to you;
2. Aircraft liability insurance, including premises liability, with limits of at least $5,000,000 combined single limit, per occurrence, for bodily injury and property damage including passengers;
3. Aircraft hull (all risk) insurance for the full replacement value of the aircraft;
4. Workers’ compensation insurance in accordance with statutory limits and employers’ liability with limits of at least $1,000,000 per accident
   • If workers’ compensation or worker’s safety insurance is not compulsory in your country of origin, EBACE will accept a statement stating the non compulsory status, signed by company officials of the exhibiting company printed on company letterhead.
5. Insurance against the risk of fire for all installations and equipment owned or leased.
6. If the exhibitor will own or operate any motor vehicles within Geneva International Airport, automobile liability insurance with limits in an amount adequate to cover all of the exhibitor’s motor vehicles at the facilities but not less than $1,000,000.

Mock-ups

• Aircraft mock-ups are not permitted on the EBACE aircraft display.
• Aircraft display exhibitors should plan accordingly to include mock-ups within their indoor exhibit space.

Move-in – Aircraft Display

• While all aircraft must arrive on Sunday, 21 May 2023, general move-in for the aircraft display is Monday, 22 May 2023, from 07:00 to 19:00.
• As Geneva International Airport is in continuous operation with airline and business aircraft, early move-in is not permitted.

Move-out – Aircraft Display

• Aircraft display move-out begins at show closing, 14:00 on Thursday, 25 May 2023.
• Aircraft movements will begin after 16:00 that same day.
• All exhibit materials must be removed by 15:30 on Thursday, 25 May 2023.
• Aircraft will be moved out of the aircraft display in the approximate order they were moved into the aircraft display.
• All aircraft must either depart or be returned to the exhibitor-appointed FBO by 19:00 on Thursday, 25 May 2023.
• 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, 25 May 2023, adjustments to departure times and PPR slots may not be available.
• Due to the high levels of security at Geneva International Airport, only one and a half hours are allotted for exhibit teardown.
• Exhibitors must plan their exhibit teardown accordingly and plan to have all exhibit materials – including signs, flags, banners, carpet, fencing and furniture – packed and forklift-ready within this one and a half hour timeframe.

In order to facilitate a smooth move-out, exhibitor personnel will observe the following schedule on Thursday, 25 May 2023:

Aircraft Display Move-Out Schedule

Shuttle Bus

• There will be no pedestrian access to the EBACE2023 aircraft display.
• Complimentary shuttle bus service will be provided to the aircraft 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 23 May through 25 May.
• All buses are disabled-accessible.

Support Vehicles

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

Tents & Structures

• Tents and structures are not permitted on the EBACE aircraft display.
• Exhibitors are permitted to use the following in their display space:
  • Market style umbrellas/parasols
  • Small aircraft entrance units (covers)
  • Aircraft signage
• All items on the aircraft 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.