EBACE25 General 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.

Accessibility

All exhibiting companies must provide equal access to their space for individuals with disabilities, including physical, visual and hearing impairments. If your indoor exhibit will feature a raised floor, please be sure to provide ramps.

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-transferable. Attendees and exhibitors will be assessed penalties for badge swapping.
Government-issued identification will be required to pick up a badge. Security will perform identification checks throughout the event. Participants must carry government-issued identification with them while at the event.
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.

Exhibit Space Type	Number of Badges
Premium Placement Exhibit Space	7 badges per 3-by-3-meter space reserved
Standard Placement Exhibit Space	5 badges per 3-by-3-meter space reserved
First-Time Exhibitors Pavilion	2 badges per unit reserved
Aircraft Display	1 badge per 9 square meters space reserved
Co-exhibitor	1 badge per co-exhibiting company

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 are eligible to request 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. Those interested in having a counter must share a rendering of their counter with the EBACE Registration team by 2 May 2025. Note: Counter must not exceed 3m high and 1m wide. Further details will be shared in the Exhibitor Service Kit. Exhibitors who have expressed interest and are eligible will be contacted by the EBACE registration team with further instructions.

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 can answer to all your catering needs.
Only Palexpo restaurants and Palexpo-approved catering partners will be permitted to service exhibitors during EBACE2025. For more information or to place orders, Palexpo has partnered with 10 local catering companies to offer a wide variety of choices for exhibitors’ stand catering needs.

Contact:
Palexpo Restaurants
Route Francois-Peyrot 30
1218 Grand-Saconnex, Geneva
Switzerland

Tel: + (41) 22 761 15 00
Web: https://www.palexpo.ch/competences-restauration/

Email: catering@palexpo.ch

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 if 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.

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.
Note: The exhibit hall will be quite dusty until the end of move-in on Monday, 19 May when carpet is laid. Exhibitors are advised to conduct any final stand cleaning late on Monday, 19 May or prior to show opening on Tuesday, 20 May at 10:00.

Co-exhibitors/Companies Sharing Exhibit Space

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.
All co-exhibitors must be members in good standing of EBAA.
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 € 5,287.50 per company, per stand and a minimum of € 5,287.50 per company, per aircraft display space.
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 Resource Center to update their company information online for the mobile app and online exhibitor directory.
All co-exhibitors must submit the EBACE25 Co-Exhibitor Registration Form (located in the Exhibitor Service Kit) and payment of € 715.
Co-exhibitors will receive one complimentary badge per registered co-exhibiting company and will receive their own registration credentials. They may also purchase additional badges at the reduced exhibitor rate through their exhibitor registration portal

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 or marketing materials outside of assigned exhibit space, including all stand-to-stand distribution, is also prohibited.
Soliciting of EBACE attendees and exhibitors, except by exhibiting companies, is prohibited.
Attendees violating this rule will be removed.
Publications violating this rule may impact their media partner status.

Exhibit Hours

Exhibit Hall Palexpo

Tuesday, 20 May	10:00 – 17:00
Wednesday, 21 May	09:00 – 17:00
Thursday, 22 May	09:00 – 15:00

Aircraft Display

Tuesday, May 20	10:00 – 17:00
Wednesday, May 21	09:00 – 17:00
Thursday, May 22	09:00 – 14:00

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 (available in the Exhibitor Service Kit).
The Exhibitor-Appointed Contractor has submitted the EAC contract and COI to show management for approval and agrees to comply with all exhibitor and EAC rules and regulations.

Exhibitor Resource Center

The Exhibitor Resource Center, powered by Map Your Show, provides a full array of resources to help you manage your EBACE25 exhibit. The Exhibitor Resource Center includes:

Portal to update your exhibitor directory listing and product categories
A checklist of key items and deadlines
Shipping information
All stand ordering information and portals for exhibitor services such as electricity, rigging, furnishings, catering, floral, labor and material handling, and more.
A full list of exhibitor contacts and official service partners
Information for designating EACs

The primary contact for each exhibitor will be sent an email from service@mapyourshow.com with the subject “EBACE25 Exhibitor Resource Center Login.”

Follow the link in this message to enter your email address (the email address that received this Exhibitor Resource Center) and set up your password.

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 always be accessible. 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

Exhibitors with helicopters will receive detailed instructions in early 2025.
The maximum amount of fuel permitted in aircraft flown to the Palexpo display site is the minimum reserve required by aviation regulations.

Meeting Rooms

EBACE will offer meeting rooms for exhibitors at a nominal charge and on a first-come, first-served basis during show days.
Exhibitors may reserve meeting rooms using the EBACE Meeting Room Reservation Form (available in the Exhibitor Service Kit).
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. Order details for these services will be available in the Exhibitor Service Kit.
EBACE is not responsible for providing signage or promotion of meetings. Exhibitors may order signage through the Exhibitor Service Kit.
Exhibitor meeting signage may only be placed adjacent to their meeting space 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, email the EBACE Exhibits team at ebaceexhibits@wearemci.com.

Membership

All EBACE exhibitors and co-exhibitors must be members in good standing of EBAA.

Music

Royalties and related fees (in connection with the rights of performers and producers of sound carriers) for the use of background music (audio – video) and the organisation of minor musical events on the stands are paid by Palexpo SA. Users who play or perform music within these limits do not need to apply to the Cooperative Society of Music Authors and Publishers in Switzerland (SUISA) for authorisation.

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 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.

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, 18 May, to 18:00 on Thursday, 22 May.
Notwithstanding the foregoing, EBACE, 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 always secured under lock and key, 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, 22 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, 22 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, 22 May will lose their priority standing for the priority draw for EBACE26.

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, 20 May or Wednesday, 21 May, prior approval must be obtained from EBACE show management by submitting the EBACE Exhibitor-Hosted Stand Event Approval Request Form (available in the Exhibitor Service Kit).
Once your event is approved, a confirmation that will include necessary details will be sent to you.
After-hour events may only run until 18:00 on Tuesday, 20 May and Wednesday, 21 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 € 475 to cover 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 (available in the Exhibitor Service Kit).
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 the official security provider at EBACE25. Order information 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.
Official Palexpo waste bags and containers for waste disposal can be ordered at the Exhibitor Service Desk. The price of the waste bags includes collection and disposal of waste by Palexpo.
Exhibitors and stand builders will be billed accordingly by the Palexpo Operations Department.
To limit costs for waste removal, it is recommended that exhibitors and stand builders use recyclable materials for stand construction whenever practical.