EBACE2023 General 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.

• Accessibility
• Badge Registration
• Bicycles, Skateboards and Scooters
• Catering
• Children
• Cleaning
• Co-exhibitors/Companies Sharing Exhibit Space
• Demonstrations
• Direct Selling
• Exhibit Hours
• Exhibitor-Appointed Contractors (EACs)/Third Party Contractors
• Exhibitor Service Kit
• Fire & Safety Exhibit Guidelines
• Meeting Rooms
• Membership
• Music
• Noise Levels
• Official Service Partners
• Security
• Shipping/Storage
• Smoking
• Staffing
• Stand Events
• Unmanned Aircraft Systems (UAS)/Drones, Remote-Controlled Aircraft and Helium Balloons
• Waste Removal

Accessibility

All exhibiting companies must provide equal access to their space for individuals with disabilities, including physical, visual and hearing impairments.

Badge Registration

• Exhibitor badges are required for exhibitor access to the exhibit halls and the aircraft display.
• Exhibitor badges allow access onto the show floor and onto the aircraft display on show days at 07:00 daily.
• Attendee badges allow access only during official show hours. Exhibitors should not schedule meetings with attendees without exhibitor badges in their stands or on the aircraft display before or after show hours.
• Exhibitors may use their badge allotments for exhibit staff, exhibitor guests and exhibitor-appointed contractors (EACs).
• EBACE badges are for the use of one individual for the duration of the show, must include the individual’s full name, company name and email address, 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 on the size of their exhibit space. The maximum combined total number of badges provided at no charge to exhibitors is 50.

• NEW FOR 2023: Co-exhibitors will receive one complimentary badge for each co-exhibitor company and will receive their own registration credentials. They may also purchase additional badges at the reduced exhibitor rate through their exhibitor registration portal.
• Exhibitors may order additional badges online in advance for customers, company guests or staff for $120 each.
• If an exhibitor utilizes the services of an exhibitor-appointed contractor (EAC) 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 security wristbands.
• All badges will be held for on-site pickup. No badges will be mailed in advance of EBACE.
• EBACE exhibitors who purchase an additional 150 badges or more above their badge allotment may establish a dedicated VIP badge pickup counter within the EBACE registration area. Space for exhibitor VIP counters is limited and provided on a first-come first-served basis. Counter placements are done at the discretion of the EBACE registration team. Exhibitors interested in having a counter must contact [email protected] with a mock-up of their counter not to exceed 3m high and 1m wide by May 5, 2023.

Bicycles, Skateboards and Scooters

Bicycles and scooters will be permitted during move-in and move-out only, provided they are operated in a safe manner.

Skateboards and motorized vehicles are not permitted to be used in the exhibit halls by exhibitors, EACs or their workers at any time at EBACE.

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 EBACE2023. 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
  Web: www.palexpo.ch/en/palexpo-restaurants-1

  Email: [email protected]

Children

EBACE is a business event.

Please advise your salespeople and customers that:

• Children under 12 are not permitted on the exhibit floor or at the aircraft display – 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.

Note: Thursday, 25 May is the EBACE Careers in Business Aviation Day for upper secondary 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. More information will be provided on the EBACE website leading up to the event.

Cleaning

• EBACE 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 or trash removal.
• Exhibitors must keep their displays neatly organized.
• Cleaning services may be ordered from Palexpo. Order forms will be provided in the Exhibitor Service Kit.
• The exhibit hall will be quite dusty until the end of move-in on Monday, 22 May when carpet is laid.
• Exhibitors are advised to conduct any final stand cleaning late on Monday, 22 May or prior to show opening on Tuesday, 23 May at 10:00.

Co-exhibitors/Companies Sharing Exhibit Space

• NEW FOR 2023: Co-exhibitors will receive one complimentary badge for each co-exhibitor company and will receive their own registration credentials. They may also purchase additional badges at the reduced exhibitor rate through their exhibitor registration portal.
• A co-exhibitor is defined as any company whose name is included on the exhibit space or who has staff working at/from the exhibit space, or any company whose marketing materials are distributed from the exhibit space.
• Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.
• Failure to advise EBACE 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 $4,390 per company, per stand and a minimum of $4,390 per company, per aircraft display space.
• All 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.
• 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.
• All co-exhibitors must submit the EBACE2023 Co-Exhibitor Registration Form and payment of $720.

Demonstrations

• All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Please reserve appropriate stand and aircraft display space size.
• Product demonstrations should not be placed on the aisle sides of exhibits.
• Normal aisle traffic cannot be interfered with at any time.
• EBACE reserves the right to restrict exhibits that because of noise, method of operation or any other reason become objectionable.

Direct Selling

• Direct selling at the aircraft display at Geneva International Airport or on the Palexpo exhibit floor is prohibited.
• Exhibitors may take orders, but no payments or goods may be exchanged.
• Canvassing or distribution of publications/marketing materials/show dailies outside of assigned exhibit space, including all stand-to-stand distribution, is also prohibited.
• Canvassing and soliciting, except by exhibiting companies, are prohibited within 80 km (50 miles) of EBACE.
• Exhibitors/persons violating this rule will be removed.
• Publications violating this rule may impact their media partner status.

Exhibit Hours

Exhibit Hall Palexpo

Aircraft Display

Exhibitor-Appointed Contractors (EACs)/Third Party Contractors

Exhibitors have the option of using Freeman (the official service contractor for EBACE), a qualified independent exhibitor-appointed contractor (EAC) or full-time personnel from their own company to install and dismantle displays.

Exhibitors may use an EAC if the following conditions are met:

• The service to be performed is not listed as an exclusive service.
• The exhibitor has designated the EAC as their service provider on the EBACE Intent to Use Exhibitor-Appointed Contractor Form.
• The EAC submits the EAC Application/Contract and Certificate of Insurance to EBACE show management by 24 March 2023 and agrees to abide by all EAC rules.

Exhibitor Service Kit

• The online Exhibitor Service Kit for both indoor and aircraft display exhibitors will be available to all exhibitors who are paid in full.
• Exhibitors will receive a link to the online Exhibitor Service Kit with their stand confirmations. The Exhibitor Service Kit will be located in the “Manage Your Exhibit” part of the EBACE2023 website.
• The Exhibitor Service Kit will be available in early 2023 and 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
  • Turnkey Exhibitor Packages
  • Water Supply

Fire & Safety Exhibit Guidelines

Exhibit Halls

• 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 and must be accessible at all times. Should equipment be within a stand or exhibit, additional signage indicating fire equipment locations will be necessary.
• 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 prevention regulations.
• No storage of any kind is allowed behind stands or near electrical service.
• The use of propane or bottled gas, flammable gases and compressed gas cylinders, including LPG, flammable thinners, solvents, paints and aerosol cans are strictly prohibited within Palexpo.

Helicopters

• Helicopters are not permitted to land directly at Palexpo. EBACE has provisions to land helicopters at Geneva International Airport where they are loaded onto trucks and moved to Palexpo.
• The maximum amount of fuel permitted in aircraft flown to the Palexpo display site is the minimum reserve required by aviation regulations.
• Exhibitors with helicopters will receive detailed instructions in early 2023.

Meeting Rooms

• Palexpo provides meeting rooms for exhibitors at a nominal charge and on a first-come, first-served basis during show days. Meeting room fees are paid directly to Palexpo.
• Exhibitors may reserve meeting rooms using the EBACE Meeting Room Reservation Form.
• Meeting rooms are not available at the aircraft display.
• Charges for audio/visual and catering are not included and are the responsibility of the exhibitor.
• EBACE is not responsible for providing signage or promotion of meetings; exhibitors may order signage through the Exhibitor Service Kit.
• Exhibitor meeting signage may be placed adjacent to their meeting space only and must be removed once the meeting is complete.
• Exhibitors who wish to have food or beverage service at their meetings must use Palexpo Catering.
• For more information on meeting rooms, contact Michelle Koblenz [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.

Music

EBACE has entered into licensing agreements with the American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music, Inc. (BMI) to allow the use of live and recorded music from the ASCAP and BMI repertoires throughout the public areas of Palexpo and the aircraft display at Geneva International Airport. Exhibitors are responsible for obtaining the appropriate licenses before the use of any work at any private function or that is not in the ASCAP or BMI repertoires.

Noise Levels

Sound levels within the exhibitor’s stand should not exceed 80 decibels as determined by the EBACE exhibits team, and must not disrupt the conduct of business of neighboring exhibits or show management events during posted exhibit hours.

Complaints of sound regulation violations may be made directly to the EBACE exhibits team. The EBACE noise policy enforcement procedure is as follows:

• An exhibitor in violation of this policy will receive a verbal warning from the EBACE exhibits team.
• If a second infraction occurs, the exhibitor will receive a written warning from the EBACE exhibits team.
• If the exhibitor continues to violate the policy, the electrical power for the sound producing elements will be shut down.

Exhibitors receiving sound violation warnings may jeopardize their stand location in future EBACE events.

Official Service Partners

• To ensure orderly and efficient installation, operation and removal of displays and to eliminate confusion, EBACE has designated Freeman and other firms listed in the Exhibitor Service Kit, as official service contractors.
• EBACE 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 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.

Freeman, Official Service Contractor
Roxanne Ebbers
Vice President of National Sales Group
Email: [email protected]

Security

• While EBACE exhibits are open, a limited amount of perimeter security staff will be provided.
• EBACE security officers will be on duty for the aircraft display from 18:00 on Sunday, 21 May 2023, to 18:00 on Thursday, 25 May 2023.
• Notwithstanding the foregoing, EBACE LLC, Palexpo SA and Geneva International Airport will not be liable for loss or damage to an 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 at all times, but especially during move-in and move-out.
• Exhibitors/EACs are encouraged to remove all high-value items (electronics, aircraft models, fragile items, etc.) promptly at the close of the show on Thursday, 25 May.
• Order forms for additional security will be provided in the Exhibitor Service Kit.

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. This includes electronic cigarettes, as well as vaping.
• All Palexpo premises, as well as the display, are considered public areas. Smoking is, therefore, strictly prohibited.
• All users and guests of EBACE are required to adhere to this regulation. Companies and individuals found to be in violation of this regulation risk being fined.

Staffing

• Exhibit and aircraft 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.
• Exhibits must remain staffed and in place through 15:00 on Thursday, 25 May.
• Exhibitors are reminded not to schedule meetings with attendees at their stands prior to show opening on show days.
• 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 15:00 on Thursday, 25 May will lose their priority standing for the priority draw for EBACE2024.

Stand Events

• Exhibitors are encouraged to host customer events at their stands on show days.
• If you plan to host an event for badged attendees during show hours or after show hours on Tuesday, 28 May or Wednesday, 29 May, prior approval must be obtained from EBACE show management by submitting the EBACE Exhibitor-Hosted stand Event Approval Request Form.
• Once your event is approved, a confirmation will be sent to you.
• After-hour events may only run until 18:00 on Tuesday, 23 May and Wednesday, 24 May – one hour after the close of the show.
• Exhibitors hosting events that extend beyond show hours will be required to pay a nominal fee of $500 to cover security and lighting costs.
• Exhibitor events must be planned to ensure that all catering and guests fit within their purchased exhibit space.

Security Requirements for Exhibitor Events

• All exhibitors hosting events within their stands must provide the appropriate level of security to ensure that aisles are passable and that guests stay within the exhibitors’ stand.
• Exhibitors are required to hire one security guard for each 75 guests expected. The guest count is based on your estimated peak attendance provided on the EBACE Exhibitor-Hosted Stand Event Approval Request Form.
• Security should be hired to begin 15 minutes prior to the event’s start and to conclude 15 minutes after the event ends.
• Stand events will not be approved unless security has been ordered.
• Security guards must be hired through Securitas. Details will be included in the Exhibitor Service Kit.

Unmanned Aircraft Systems (UAS)/Drones, 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 at Palexpo or at the aircraft display at Geneva International Airport.
• UAS may be displayed in exhibits provided they are stationary, fit and remain within purchased exhibit space, and comply with all rules and 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.