EBACE2023 Exhibitor-Appointed Contractor (EAC) Rules

Exhibitor-appointed contractors (EACs) must comply with all EBACE2023 rules and shall ensure that their actions do not cause an exhibitor to violate any rules or the EBACE2023 Exhibitor Contract Terms & Conditions.

Exhibitors have the option of using Freeman (the official service contractor for EBACE2023), a qualified independent EAC or full-time personnel from their own company to install and dismantle displays.

Exhibitors must do the following:

  • Register all EACs and third-party contractors with EBACE Show Management
  • Ensure that all representatives of the EAC abide by the EBACE2023 Exhibitor Rules
  • Provide badges for staff, including EACs, working on show days

The exhibiting company is responsible for the actions of their independent contractors and subcontractors.

What is an Exhibitor-Appointed Contractor?

An EAC is any individual or company that is not an employee of your company that is hired to install, dismantle or provide service to your booth. This includes installation/dismantling contractors, booth designers, AV suppliers, florists, carpet installers, furniture suppliers, laborers and others.

Exhibitors may use an EAC if the service to be performed is not listed as an exclusive service.

Designating an EAC

Exhibitors and EACs must complete the following steps by 24 March 2023.

Step 1: Exhibitor Designates EAC

Exhibitor completes the Exhibitor Notification of Intent to Use Exhibitor-Appointed Contractor Form.

Step 2: EAC Submits the EAC/Stand Builder Application/Contract

EAC submits the EAC/Stand Builder Application/Contract with a certificate of insurance and agrees to abide by all EBACE rules.

Exhibitors who fail to register their exhibitor-appointed stand builder/EAC by the 24 March 2023 deadline will be required to hire the services of the official service contractor, Freeman, for installation and dismantling of their exhibit.

EACs who have not been registered by the exhibitor, have not completed the EAC/Stand Builder Application/Contract or have provided a copy of their certificate of insurance will not be permitted to work on-site at EBACE.

Agreement With Rules

EAC agrees to comply with all EBACE rules, including those found in the Exhibitor Service Kit, and shall ensure that its actions do not cause an exhibitor to violate the EBACE rules or the EBACE Exhibitor Contract Terms & Conditions.

Badges

  • Exhibitors must provide exhibitor badges for all EAC staff working during official show hours.
  • EAC staff working outside of official show hours must wear security wristbands.
  • Information about security wristbands is available in the Exhibitor Service Kit.

Drawing/Layout Approval

Drawing approvals are not required for shell scheme space purchased through EBACE management.

EBACE Show Management requires all exhibitors in raw exhibit space and the indoor aircraft display, even those using the same booth as in previous years, to submit detailed stand drawings including dimensions, for approval by March 24, 2023, through the Stand Drawing & Hanging Signs Submission Form.

Stand drawings must include the following:

  • Event name: EBACE2023
  • Exhibitor name and stand number
  • Orientation with surrounding stand and aisle numbers, showing direction the stand will be positioned, labeling front of stand
  • Rendering, including views of all four sides, overhead view and all hanging elements
  • Technical drawing with all dimensions, including height and lengths of walls
  • Rigging/safety points
  • Hanging signs (if permissible)
  • Truss or overhead lighting (Note: Lighting trusses must fit completely within purchased exhibit space and cannot extend into aisles.)
  • Double-deck structures, or those with rigging, must submit a copy of a sealed and scaled floor plan, as well as the following information:
    • 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

All island stands are required to have an adhesive vinyl booth number visible on their welcome desk/kiosk. There is no size requirement, but the number must be easily visible to attendees. This booth number can be incorporated into the design of your booth.

Stand drawings will not be reviewed until show management has received complete drawings, Exhibitor Notification of Intent to Use Exhibitor-Appointed Contractor Form, EAC contract and EAC certificate of insurance.

Exhibitors who have not received prior approval for their stand drawing may be delayed upon move-in.

Indemnification; Assumption of Risk

Exhibitor shall indemnify Show Management and each Facility, and their parent and subsidiary companies,

shareholders, officers, employees, agents and contractors (collectively, the “ Indemnified Parties ”), against all losses, damages, claims, demands, actions, penalties, judgments and liabilities (including court costs and reasonable attorneys’ fees) (collectively, “ Claims ”) that arise from any acts or omissions of Exhibitor or any of Exhibitor’s EACs related to the Event, including, without limitation, any activities they may be conducting at the Event (regardless of whether the activities are at a Facility), or from any breach by Exhibitor of any term of this contract. Exhibitor assumes full responsibility for any risk of bodily injury, death or property damage or loss arising out of or related to Exhibitor’s participation at the Event, whether caused by negligence, intentional act or otherwise. The parties intend that this indemnification and assumption of risk be construed as broadly as permitted by law.

Insurance ‒ Geneva Palexpo

If Exhibitor will not display any aircraft within its exhibit space, then the terms of this section will apply. Exhibitor shall maintain the following during the entire Event, including move-in and move-out periods: (1) commercial general liability insurance, including broad form contractual liability coverage, with limits of at least $1,000,000 per occurrence and $2,000,000 aggregate, combined single limit 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) workers’ compensation and employers’ liability insurance in accordance with statutory limits; (3) insurance against the risk of fire for all installations and equipment owned or leased by Exhibitor; and (4) if Exhibitor will own or operate any motor vehicles at any Facility, automobile liability insurance with limits in an amount adequate to cover all of Exhibitor’s motor vehicles at the Facilities but not less than $1,000,000. All insurance must be primary and non-contributory to any other insurance coverage and Exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. EBACE, LLC, National Business Aviation Association, Inc., European Business Aviation Association, Freeman, Palexpo SA and Geneva International Airport, and their officers, employees, agents and assigns, must each be named as additional insured on the commercial general liability and automobile liability insurance. The Exhibitor Service Kit may contain additional insurance requirements. Evidence of insurance meeting the requirements of this section must be  furnished to Show Management upon request and must be available at Facility during the Event. Exhibitor acknowledges that the requirements of this section in no way limit the liability of Exhibitor.

Insurance ‒ Geneva International Airport

Exhibitor shall maintain the following during the entire Event, including move-in and move-out periods: (1) commercial general liability insurance, including broad form contractual liability coverage, with limits of at least $5,000,000 per occurrence, combined single limit 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; (5) insurance against the risk of fire for all installations and equipment owned or leased by Exhibitor; and (6) if Exhibitor will own or operate any motor vehicles at any Facility, automobile liability insurance with limits in an amount adequate to cover all of Exhibitor’s motor vehicles at the Facilities but not less than $1,000,000. All insurance must be primary and non-contributory to any other insurance coverage and Exhibitor shall obtain a waiver of subrogation on each policy in favor of the additional insured parties. EBACE, LLC, National Business Aviation Association, Inc., European Business Aviation Association, Freeman, Palexpo SA and Geneva International Airport, and their officers, employees, agents and assigns, must each be named as additional insured on the liability insurance policies to the limits of each policy, even if those limits are in excess of the requirements of this section. The Exhibitor Service Kit may contain additional insurance requirements. Exhibitor shall furnish evidence of insurance coverage meeting the requirements of this section as requested by Show Management. Exhibitor acknowledges that the requirements of this section in no way limit the liability of Exhibitor.

Setup and Dismantling

  • EACs and all of their job boxes must remain within the exhibitors’ contracted space.
  • EACs must not use common areas, aisles or adjacent exhibitor space for job boxes, storage or production areas.

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.

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.

Waiver of Liability

Under no circumstances will Show Management be liable for any lost profits or any incidental, special, indirect, punitive or consequential damages of Exhibitor, regardless of whether such losses or damages were foreseeable or Show Management was informed of the possibility of such losses or damages. The maximum liability of Show Management under any circumstances will not exceed the exhibit fee actually paid by Exhibitor to Show Management.

Violations

NBAA may deny the EAC access to EBACE if EAC fails to comply with the terms of the Exhibitor-Appointed Contractor (EAC) Application/Contract and the EBACE rules.

NBAA will not be liable to any exhibitor or EAC for any losses that result from an EAC’s failure to comply.