EBACE25 Aircraft Static Display Exhibitor Rules
To make EBACE25 a successful event for all participants, EBACE exhibitors must review and abide by all EBACE25 rules.
Additionally, exhibitors must abide by the EBACE25 Exhibitor Contract Terms & Conditions.
Table of contents
Aircraft Arrivals
- All aircraft must arrive on Sunday, 18 May 2025.
- Geneva International Airport manages landing and take-off schedules using a Prior Permission Required (PPR) slot system.
- Specific aircraft arrival times will be determined by the location of each aircraft in the aircraft display.
- Exhibitors may choose to bring their aircraft in before 18 May 2025.
- 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 the aircraft display’s closing on Thursday, 22 May 2025 at 14:00 with pushbacks beginning around 16:30.
Aircraft Towing
AEM International has been designated as the official towing company for MCI.
Exhibitors should contact AEM International’s Ulrich Koch at ukoch@aeminternational.com or +1 (514) 695-1331 for further information.
Air Conditioning Units (ACUs)
AEM International is the exclusive provider of Air Conditioning Units (ACUs) at EBACE. All ACUs must be sourced directly and solely from AEM International. AEM recognizes the right of exhibitors to provide their own ACUs, subject to the following terms.
Exhibitor-owned 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 ACUs approved by AEM International for use at the static displays will be subject to an administrative fee from AEM International 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 ukoch@aeminternational.com or +1 (514) 695-1331 for further information or to obtain pricing information.
Electricity to run the ACU, electrical labor to drop lines, and actual electrical usage charges are not included in the price and must be ordered separately through Palexpo.
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.
Geneva International Airport Operating Schedule
Normal Operating Hours: | 06:00 – 22:00 |
Peak Operation Hours: | 10:00 – 12:00 |
- 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.
- Coordinate with your appointed FBO or ground-handling agent.
- To assist EBACE Management with planning, exhibitors must submit the Aircraft Arrival Information Form to no later than Monday, 17 March 2025. While some information, such as specific tail numbers or aircraft models, may not be known at this date, it is important that EBACE knows the scope of your display. If the specifics are not known, provide the general type of aircraft (light, mid, large jet, turboprop, etc.) and any known information.
- Due to the size of the EBACE aircraft display, setting up or moving aircraft later than scheduled causes difficulties with other exhibitors and jeopardizes the opening of the aircraft display exhibits.
IMPORTANT: If aircraft display space is not occupied by 18:00 on 18 May 2025 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.
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. Due to ongoing setup activities on Monday, press access will begin at 14:00 on Monday, 19 May.
Exhibitors | Press | Attendees | |
Monday, 19 May | 07:00 – 19:00 | 14:00 -17:00 | No Access |
Tuesday, 20 May | 07:00 – 19:00 | 07:00 – 19:00 | 10:00 – 17:00 |
Wednesday, 21 May | 07:00 – 19:00 | 07:00 – 19:00 | 09:00 – 17:00 |
Thursday, 22 May | 07:00 – 15:00 | 07:00 – 15:00 | 09:00 – 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 aircraft display before 19 May 2025 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 Ulrich Koch at AEM International ukoch@aeminternational.com.
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 8 January 2025 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 3 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 3 Aircraft Display Space | Minimum Indoor Exhibit Space Reserved |
Up to 325 square meters | 9 square meters |
326 – 750 square meters | 18 square meters |
751 – 1,500 square meters | 36 square meters |
More than 1,500 square meters | 54 square meters |
Priority 4 – Exhibitors who do not meet the criteria for Priority 1, 2 or 3, or submit applications or payment in full after the 8 January 2025 deadline. Applications from Priority 4 exhibitors will be assigned space subject to availability.
Carpeting
- Aircraft entry carpet and walkway carpets are permitted on the aircraft display; however carpet may not be affixed to the pavement with nails, screws or glue.
- Double-sided carpet tape is permissible.
- Immediately following the show closing on 22 May 2025, at 14:00, aircraft display exhibitors or their designees must remove all carpet from the aircraft display.
Delivery Truck Access – Aircraft Display
- All Aircraft display deliveries must notify Ulrich Koch of AEM International at ukoch@aeminternational.com no later than 17 March 2025.
- 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, 19 May 2025.
- Delivery trucks must pass through Geneva International Airport security screening 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.
- EBACE management recommends that exhibitors have trucks arrive with a minimum two-hour advance notice to avoid security delays.
Demonstration and Presentation Flights
Aircraft displayed on the static display are prohibited from conducting demonstration or presentation flights at any time while the aircraft is on static display.
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 by 17 March 2025 for final approval.
- Exhibitors who do not submit plans to EBACE Management 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 must be submitted via email to Ulrich Koch at ukoch@aeminternational.com.
Static display exhibitors are requested to develop scaled plans of their displays and submit the plans to MCI for final approval by 17 March 2025.
The layout should illustrate aircraft positioning with respect to neighboring exhibitors and aisles. Also, chalets, etc. must be factored your individual layout.
FBOs/Ground Handling Agents
The following information on local agents is provided to assist with planning.
*This list is subject to change.
Jet Aviation S.A.
18, Chemin des Papillons
PO Box 476,
CH-1215, Geneva 15 Airport, Switzerland
Tel: +41-58-158-1811
Fax: +41-58-158-1815
Web: www.jetaviation.com
SITA: GVAPJPP
FREQ: 130.65 MHz
Email: dopah@jetaviation.com
Dassault Aviation Business Services SA
Rue Robert Adrien Stierlin N° 6
CH-1217 Meyrin – Switzerland
Tel: +41-22-710-4434
Fax: +41-22-710-4440
FREQ: 131.430 MHz
AFTN : LSGGXHAX
Email: fbo@dassault-business.com
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: gva@signatureflight.ch
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: gva.privatport@swissportexecutive.com
Web: www.swissport.com/en/our-services/executive-aviation
Ground Power Units (GPUs)
AEM International is the exclusive provider of GPUs and ACUs at EBACE.
All GPUs must be sourced directly and solely from AEM. AEM recognizes the right of exhibitors to provide their own GPUs, 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 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 supplied by AEM.
Exhibitors should contact AEM International Ulrich Koch at ukoch@aeminternational.com or +1-514-695-1331 for additional information, including pricing.
Insurance Requirements
As required in the EBACE25 Exhibitor Contract Terms & Conditions, all aircraft display exhibitors must provide insurance documentation updated specifically for the EBACE25 aircraft display.
Standard insurance policy documents will not meet these requirements.
Note: All insurance must be primary and noncontributory to any other insurance coverage. Complete insurance details, including a list of required additional insured parties, will be provided in the Insurance section of the Exhibitor Service Kit.
Certificates of Insurance
Each exhibiting company must provide EBACE show management with Certificates of Insurance for the following types of coverage. Note: Additional details on required insurance will be included in the Exhibitor Service Kit.
- 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;
- 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;
- Aircraft hull (all risk) insurance for the full replacement value of the aircraft;
- 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.
- Insurance against the risk of fire for all installations and equipment owned or leased.
- 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.
Move-in – Aircraft Display
- While all aircraft must arrive on Sunday, 18 May 2025, general move-in for the aircraft display is Monday, 19 May 2025, 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.
- Show management reserves the right to adjust schedules due to inclement weather.
Move-out – Aircraft Display
- Aircraft display move-out begins at show closing, 14:00 on Thursday, 22 May 2025.
- All exhibit materials must be removed by 15:30 on Thursday, 22 May 2025.
- 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.
- Aircraft movements will begin after 16:00 that same day.
- 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, 22 May 2025.
- 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, 22 May 2025, adjustments to departure times and PPR slots may not be available.
- Show management reserves the right to adjust schedules due to inclement weather.
Aircraft Display Move-Out Schedule
| Thursday, 22 May 2025 |
14:00 | Show closes to attendees |
14:15 – 14:30 | Security will escort attendees from aircraft display |
14:00 – 15:30 | Exhibitors pack display materials |
15:30 | Security clears ramp of all personnel |
15:45 | Once ramp is cleared, airport begins removing security barricade |
16:00 | First aircraft movements begin |
Smoking
All smoking, including electronic or vapor cigarettes, is prohibited at the Static Display.
Support Vehicles
No support vehicles of any kind may access the static display area.
Press Events
- Due to ongoing setup activities on Monday, Press access will begin at 14:00 on 19 May 2025. Press events should not be scheduled before 14:00. All press events must be submitted to AEM International Ulrich Koch at ukoch@aeminternational.com.
Shuttle Bus
- There will be no pedestrian access to the EBACE25 aircraft display.
- Complimentary shuttle bus service will be provided to the aircraft display location from Hall 6.
- Buses will run continuously on show days, 20 May 2025 through 22 May 2025.
Tents & Structures
- Tents and structures are NOT permitted on the EBACE static 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.
- Exhibitors may be asked to take down signage due to inclement weather.
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 at the EBACE static display.
