Exhibitor Rules

To make ABACE a successful event for all participants, ABACE exhibitors must review and abide by all ABACE2014 rules. Specific rules apply to indoor exhibits, static display exhibits and chalets.

General Rules

Rules for Indoor Exhibits

Rules for Static Display and Chalets


General Rules

Accommodations for Attendees with Disabilities

ABACE Management will provide reasonable accommodations to individuals with disabilities who make their situation known to ABACE personnel. Reasonable accommodations are those that do not create an undue hardship on ABACE, change the nature of scheduled events or activities, or pose a safety or health threat to other attendees.

Individuals with disabilities who wish to use personal-powered vehicles at ABACE must contact ABACE’s Evelyn Wu at [email protected] for approval. It is the policy of ABACE that these vehicles be specifically used for handicapped individuals and exhibit the stability required to operate around exhibits and airplanes. For safety reasons, only officially-approved vehicles are permitted to operate within the exhibit hall in the Hawker Pacific Business Aviation Service Centre hangar and on the static display. Only trained service animals with proper supervision are permitted at ABACE.

Badge Registration

Exhibitor badges are required for exhibitor access to the exhibit halls, chalets and Static Display of Aircraft.

ABACE2014 badges are non-transferrable. Attendees and exhibitors will be assessed a penalty for badge swapping. Random identification checks will take place during ABACE2014.

Exhibitors will receive an allotment of complimentary badges based on the following:

  • 10 badges are provided without charge for each 3 m by 3 m indoor exhibit space reserved, up to a maximum of 50 badges.
  • 1 badge is provided without charge for each 10m by 10 m static display space reserved, up to a maximum of 50 badges.
  • 50 badges are provided per chalet reserved.
  • The maximum combined total of badges provided at no charge to exhibitors is 50.
  • Additional badges may be ordered online or purchased on site for 840 RMB  (approximately U.S. $135).

Exhibitors will receive a password to access ABACE2014 exhibitor badge registration. Register all stand and static display personnel online in advance to avoid waiting in lines on site. All badges will be held for on-site pick-up. No badges will be mailed in advance of ABACE2014.

Be advised that all company guests will be required to submit payment to secure their badge if the exhibitor’s badge allotment has been reached. To avoid this situation, please be sure to register all guests in advance through exhibitor registration.

Access ABACE2014 exhibitor badge registration.

Contractor Badges (Stand Builders/EACs)

If an exhibitor utilizes the services of an exhibitor-appointed contractor (EAC), stand builder or third-party contractor to set up and/or dismantle their stands or to provide a service prior to the official show hours, the exhibiting company is required to register for contractor photo identification badges and pay 160 RMB or (approximately  U.S. $26) per badge. More information will be provided in the Exhibitor Service Kit. Exhibitors must submit a completed EAC form along with proof of the EAC’s insurance in order to register for their photo identification badges.

If an exhibitor utilizes the services of an EAC during official show hours, the exhibiting company must provide exhibitor badges for those personnel. These badges can be ordered online as part of the exhibitor’s total allotment of badges.

Children

ABACE is a business event. Exhibitors are requested to kindly advise their sales people and customers that children under 12 are never permitted in the exhibit hangar or exhibitor pavilion or at the Static Display of Aircraft – under any circumstances. Children ages 12 to 17 may access exhibits during official exhibit hours provided that they are registered, have paid 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. ABACE will not be held responsible by or for any cause whatsoever.

Co-Exhibitors

Please note that the rules regarding co-exhibitors have changed for ABACE2014.

  • Exhibitors must notify ABACE Management by February 21, 2014 of all companies that will be sharing their exhibit space. This includes displaying the advertising or products/services of another company.
  • Failure to advise ABACE Management of shared exhibit space by February 21, 2014 may result in a minimum additional stand space charge of U.S. $4,020 per company per stand and/or a minimum of U.S. $1,650 per company per static display space.
  • Co-exhibitors must have an established corporate relationship between themselves and the contracted primary exhibitor.
  • Co-exhibitors must be members in good standing of either AsBAA or NBAA.
  • Co-Exhibitors do not qualify for the same benefits as the primary exhibitor. Co-exhibitors are not allotted badges and are not eligible to reserve meeting rooms or schedule press conferences.
  • All co-exhibitors must complete the ABACE2014 Additional Company Profile Request Form and submit payment of U.S. $500 to appear in the online exhibitor directory and printed ABACE2014 Show Guide. Co-exhibitors, like exhibitors, will receive login credentials to update their company information online for the printed ABACE2014 Show Guide and online exhibitor directory.

ABACE Show Guide & Directory of Exhibiting Companies

The official publication of ABACE2014, the ABACE Show Guide & Directory of Exhibiting Companies, contains the following:

  • An exhibitor directory, listing all exhibitors at indoor exhibits, static display exhibits and chalets
  • Exhibit hours, along with the full schedule of education sessions, social gatherings and other events
  • Shuttle bus information

Exhibitors are provided one complimentary exhibitor company profile per stand, chalet or static display space reserved. Additional company profiles for co-exhibitors are available at a cost of U.S. $500 each. Companies wishing to purchase additional company profiles must complete the ABACE2014 Additional Company Profile Request Form.

Exhibitors are listed alphabetically in both the ABACE Show Guide & Directory of Exhibiting Companies and online Directory of Exhibiting Companies with the following:

  • stand location
  • company address
  • phone and fax numbers
  • website and email addresses
  • a 50-word description of the company’s products or services,
  • a maximum of five Buyers Guide categories per exhibitor.

Exhibitor contacts will be sent login information to access the ABACE2014 Exhibitor Service Center to update their directory information online.

Exhibitors should note the following:

  • The official name of the on-site printed publication for ABACE is the ABACE Show Guide & Directory of Exhibiting Companies. Publications with other names (i.e.; Expo Guide or Fair Guide) are not authorized by ABACE Management.
  • Exhibitors receive one complimentary Show Guide listing per exhibit application received.
  • New for 2014: All co-exhibitors must complete the ABACE2014 Additional Company Profile Request Form and submit payment of U.S. $500 to appear in the online exhibitor directory and printed ABACE2014 Show Guide.
  • Exhibitors and co-exhibitors must be members in good standing (i.e., paid in full for all accounts with either NBAA or AsBAA) in order to have company profiles appear in the printed ABACE2014 Show Guide the online exhibitor directory. Please review the new rules for co-exhibiting companies for ABACE2014.
  • Exhibitors and co-exhibitors must enter and review their company’s ABACE2014 Show Guide information in the ABACE Exhibitor Service Center by February 28, 2014, to be included in the printed ABACE2014 Show Guide.
  • Exhibitors and co-exhibitors must pay all required ABACE exhibit fees in order to have company profiles appear in the printed ABACE2014 Show Guide the online exhibitor directory.

Direct Selling

No exhibitor is to distribute materials outside of their assigned exhibit space, including areas outside of Shanghai Hawker Pacific Business Aviation Service Centre, without written approval from ABACE Management.

Direct selling on the exhibit floor and at the Static Display of Aircraft is prohibited. This includes, but is not limited to monetary transactions or exchanges of funds.

Advertising material of any description may be displayed and distributed only within the display space assigned to the exhibitor presenting such material. Canvassing by exhibitors outside their assigned exhibit is prohibited. Distribution of publications and marketing materials outside of assigned exhibit space, including all stand-to-stand distribution, is also prohibited.

Canvassing and solicitation, except by exhibiting companies, are prohibited within 80 km (50 miles) of ABACE at Shanghai Hawker Pacific Business Aviation Service Centre and the Static Display of Aircraft on Shanghai Hongqiao International Airport.

Exhibitors found in violation of this rules against direct selling are subject to a penalty equivalent to the cost of an additional 3 m by 3 m exhibit space or U.S. $4,020.

Dress

ABACE is a business event. Dress for ABACE is business attire. This applies to all attendees and exhibitors, as well as to personnel working on behalf of exhibitors in their stands.

Exhibit Hours – Hangar, Exhibit Pavilion and Static Display

Tuesday, April 15, 2014 10:00 – 18:00
Wednesday, April 16, 2014 10:00 – 18:00
Thursday, April 17, 2014 10:00 – 16:00

Exhibitor Service Desk

ABACE Management provides a designated on-site area where exhibitors can order supporting items and services for their exhibits from ABACE-preferred and exclusive service suppliers. The Exhibitor Service Desk will be conveniently located in a tent near the Shanghai Hawker Pacific Business Aviation Service Centre.

Exhibitor Service Desk Schedule

Friday, April 11 12:00 – 17:00
Saturday, April 12 0:800 – 17:00
Sunday, April 13 08:00 – 17:00
Monday, April 14 08:00 – 19:00
Tuesday, April 15 08:00 – 17:00
Wednesday, April 16 08:00 – 18:00
Thursday, April 17 08:00 – 19:00
Friday, April 18 08:00 – 17:00

Exhibitor Service Kit

The ABACE Exhibitor Service Kit will provide detailed information and order forms for services including the following:

  • Audio-Visual Equipment
  • Carpeting
  • Catering
  • Cleaning Services
  • Customs
  • Electricity
  • Floral
  • Freight Forwarding
  • Furniture
  • Hostesses
  • Insurance
  • Internet Access
  • Shipping
  • Turn-key Exhibitor Packages
  • Visas

The Exhibitor Service Kit is provided for budgeting purposes only. No orders may be placed until after exhibitors receive stand confirmations.

Exhibits Contained Within Purchased Space

All display material and demonstrations must be confined within the limits of the exhibitor’s purchased space. Please reserve appropriate stand and static display space size. If many people are expected to congregate at one time, in one place, demonstration areas should not be placed on the aisle side of the exhibit. Normal aisle traffic cannot be interfered with at any time. ABACE Management reserves the right to restrict exhibits that because of noise, method of operation or any other reason become objectionable.

First Aid

A first aid station will be available inside the Shanghai Hawker Pacific Business Aviation Service Centre during move-in and move-out, and during show days.

Food and Beverage Service

The Sheraton Shanghai Hongqiao Hotel is the exclusive food and beverage service provider at ABACE2014. Menus and other catering information are provided in the Exhibitor Service Kit.

Indemnification

Each exhibitor shall hold harmless, protect, and defend NBAA, and its directors, officers, employees, members, guests, and agents from and against any and all claims, losses, injuries and damages to persons or property, governmental charges or fines and attorneys fees arising out of or caused by the installation, removal, maintenance, occupancy or use of the exhibition premises, or any part thereof, by exhibitor, its officers, employees, agents or subcontractors, or  arising out of or caused by exhibitor’s participation in exhibition activities. Exhibitors shall comply at all times with the instructions and procedures supplied by NBAA, which may be revised periodically. Failure by an exhibitor to follow such instructions and procedures will constitute a breach of contract. In addition, by accepting the ABACE Exhibit, Chalet and Static Display of Aircraft Application/Contract, exhibitors agree to comply with ABACE Management’s interpretation of its instructions and procedures.

Liability

Each exhibitor shall be solely responsible for safeguarding its materials, equipment and displays at all times. ABACE Management will employ general security when the hangar and pavilion exhibit halls, chalets and Static Display of Aircraft on Shanghai Hongqiao International Airport are closed. NBAA shall bear no responsibility for loss, theft, damage, injury or destruction of an exhibitor’s property, by or from any cause whatsoever. Exhibitors expressly release NBAA and its directors, officers, employees, members, guests and agents, from all claims or such loss, theft, damage, injury or destruction, or for loss of good will (whether or not in relation to any property).  Exhibitors shall be required to obtain insurance covering losses such as theft and damage to property in amounts satisfactory to ABACE.

Mailing List Updates

Contact the ABACE U.S.A. Office to correct your mailing address, or if you no longer wish to receive ABACE materials. Please send the address panel with corrections noted to:

By Mail

ABACE U.S.A. Office
Attn: Maureen Cameron
1200 G Street NW, Suite 1100
Washington, DC, 20005, USA

By Email

[email protected]

By Fax

+1 (202) 862-5552
Attn: Maureen Cameron

Official Service Contractor

ABACE Management has appointed The Freeman Companies as the official service contractor for ABACE.

Roxanne Ebbers
Vice President of National Sales Group
Email: [email protected]
Tel: +1 (702) 491-7796

Nelson Aveleno
Vice President of National Sales Group
Email: nelson.aveleno@fr[email protected]
Tel: +1 (702) 682-3956

Exhibits

Stephanie Perry
Account Executive
Email: [email protected]
Tel: +1 (310) 592-1480

John Reed
Account Executive
Email: [email protected]
Tel: +1 (214) 876-7459

Parking

With the exception of chalet display exhibitors, there is no parking available at the Shanghai Hawker Pacific Business Aviation Business Centre Facility. There are a few parking spaces located outside of the facility, and pay lots located 4 to 5 blocks away.

There will be a limited number of “drop-off only” passes available for purchase by exhibitors. These passes permit convenient drop-off for passengers right outside the FBO security gate. These passes do not provide access to the FBO or into ABACE. These passes are valid only on Tuesday, April 15; Wednesday, April 16; and Thursday, April 17. Passes will be available for purchase in the Exhibitor Service Kit, Exhibitors may purchase a maximum of two “drop-off only” passes, while supplies last.

Pets

For liability reasons, and to maintain the professional appearance of the event, no pets, with the exception of service animals, will be permitted at ABACE.

Photo Use Permission

Any person who attends ABACE grants permission to ABACE Management, its employees and agents to record his or her visual/audio images, including, but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and, without notifying such person, to use his or her name and such images for any purpose of ABACE, including advertisements for ABACE and its programs.

Publication Bins

As a service to exhibitors and publishers of trade magazines, ABACE offers an area of bins to display publications in the hangar and pavilion exhibit area. ABACE provides an attendant to receive shipments, and to stock and maintain the publication bins. Exhibitors and publishers may purchase bins at a cost of U.S. $735 per bin. Please note the following:

Download the ABACE2014 Publications Bins Reservation Request Form.

Smoking

ABACE is a non-smoking event. Smoking in exhibit halls, chalets and at the Static Display of Aircraft is strictly prohibited.

Stand Staffing

Stand and static display areas must be fully staffed during official exhibit hours.

Exhibitors will be admitted at 08:00 each show day for early preparations of displays only. Stands must remain staffed and exhibits must remain in place through 16:00 on Thursday, April 17, 2014.

No activities, except stand preparations, are to be scheduled in the exhibit areas at any time other than official exhibit hours. ABACE Management reserves the right to make changes to the exhibit hours schedule with advance notice. Exhibitors found to have dismantled their stands prior to 16:00 on Thursday, April 17, 2014, will be ineligible for the indoor priority lottery for ABACE2015 and will be subject to an early tear-down penalty of U.S. $6,400.

Value Added Tax (VAT)

Effective August 2013, the Chinese Tax Authority began to levy value added tax (VAT) on certain services previously subject to business tax on a nationwide basis. The VAT tax rate is 6% and is added to your invoice. In some cases, you may be able to deduct the VAT paid to NBAA from your VAT remittance to the Chinese Tax Authority. Please consult your tax advisor for further guidance.

Violations

By completing the ABACE Application/Contract for Exhibit, Chalet and/or Static Display Space, the exhibitor agrees to abide by these rules as interpreted by ABACE Management. In fairness to all participants, Exhibitors found in violation of ABACE rules at Shanghai Hawker Pacific Business Aviation Service Centre and Hongqiao International Airport will be required to make necessary changes on site at the exhibitor’s expense. If satisfactory changes cannot be made, ABACE Management reserves the right to terminate any and all rights to the exhibit space, and the exhibitor will forfeit all fees paid. Exhibitors violating the ABACE2013 rules will jeopardize their participation in future ABACE events.

Visas

Attendees and exhibitors from countries requiring Chinese visas to participate in ABACE must have invitation letters from authorities in China. NBAA will coordinate the information and forward it to the appropriate Chinese authorities who will then issue the ABACE invitation letters. Please be advised that a nominal fee will be charged to manage this process, and it will take approximately seven to 14 days for processing. Learn more about the visa invitation letter process.


Rules for Indoor Exhibits

All ABACE hangar and exhibitor pavilion exhibitors must review and abide by these rules, as well as the general rules for exhibitors.

Carpeting

ABACE Management carpets aisles only. The ABACE aisle carpet color is red. Exhibitors occupying raw space are responsible for providing the carpeting and/or finished flooring for their entire stand space. Carpet is included with all premium shell scheme spaces.

Cleaning

ABACE Management will arrange to clean aisles after show hours and prior to opening each show day. Premium shell scheme spaces will be vacuumed and have trash removed each night.  Exhibitors must keep their displays neatly organized. Order forms for additional cleaning services are available in the Exhibitor Service Kit.

Defacing Property

No part of an exhibit, or signs relating thereto, may be taped, nailed, tacked, stapled, pasted or otherwise fastened to ceilings, walls, floors, doors, windows, painted surfaces, columns, marble or fabric in any way.

No holes may be drilled, cored or punched in the hangar and pavilion exhibit hall walls or floors.

No application of paint on signs, displays or other objects is permitted in the hangar and pavilion exhibit halls. The use of adhesive-backed decals or similar items is also prohibited.

Damages to the hangar and pavilion exhibit halls arising by failure to observe these rules will be billed to the exhibitor.

Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees and ABACE Management.

Electricity

Electric current may be utilized for the operation of apparatus as long as it does not produce noises of an annoying nature. Freeman is the exclusive provider of electrical service for ABACE. Standard electrical service can be provided for equipment requiring 220VAC. Electrical installation is available at each stand location. Electricity, if required, must be ordered in advance. Information will be provided in the Exhibitor Service Kit. Only ABACE-authorized electricians may install electricity to stands. Electricians with valid work certificates are permitted to handle laying and installation of lines and electrical equipment provided proper EAC information and insurance documentation is provided to Show Management by the deadline date. For wire laying, insulation sheaths (conduit) must be used. No color wire can be used except for bulb connections. Companies found in violation of the rules will not receive power to their stand.

Fire Safety

All exits and exit aisles in the hangar and pavilion exhibits 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 the Shanghai Hawker Pacific Business Aviation Service Centre fire preventions regulations.

Hanging Signs, Materials, Components, Etc.

Hanging signs, lighting trusses, materials or components are not permitted in the exhibitor pavilion or hangar at ABACE2014. Helium balloons and remote-control blimps are not permitted in the hangar and pavilion exhibit hall areas.

Installing & Dismantling Exhibits

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

Insurance

Prior to show setup, all exhibitors must comply with ABACE insurance requirements. While ABACE Management will not be responsible for collecting evidence of insurance documentation, it will be the responsibility of the exhibitor to maintain coverage that satisfies the requirements set forth below. ABACE Management reserves the right to request proof of satisfactory insurance coverage as it deems appropriate. All Exhibitors are required to have insurance evidencing Commercial General Liability and Workers’ Compensation and Employers’ Liability coverage prior to move in. The certificate must be issued from an insurance company that has A.M. Best ratings of at least A- (VII) or better. Additional information about insurance requirements will be provided in the Exhibitor Service Kit.

Move-In

Move in for the hangar and pavilion exhibit halls begins at 08:00 on Friday, April 11, 2014, and will be on a targeted basis.

Note: All exhibits must be set and in place by 15:00 on Monday, April 14, 2014, so that aisle carpeting can be installed.

If the exhibit space is not occupied by this time, ABACE Management will consider it canceled by the exhibitor and assumes the right to use such space as deemed appropriate. Exhibitors requiring additional hours for indoor set up should contact NBAA’s Linda Peters at [email protected] or + 1 (202) 783-9368.

Move-Out

All exhibits must remain staffed and in place until the show closes at 16:00 on Thursday, April 17, 2014, and exhibitors may not begin dismantling their exhibits before 16:00. Exhibitors found in violation of this rule will be ineligible for the indoor priority lotteries for ABACE2015 and will be subject to an early tear-down penalty of U.S. $6,400.

Move out for the hangar and pavilion exhibit halls will begin at 08:00 on Friday, April 18, 2014, and all materials must be removed by 17:00 on Friday, April 18, 2014.

BALtrans International, the official freight forwarder for ABACE, reserves the right to ship (freight collect) packages, cartons, crates, etc., left in the exhibit hall beyond the days and times of dismantling. BALtrans will begin returning empty containers as soon as the aisle carpeting is removed from the exhibit floor. For general freight and material handling questions, please contact BALtrans directly at +8621-6228-1933 or via email at [email protected].

Noise Levels

Noise levels within the exhibitor’s stand space should not exceed 80 decibels and must not interfere with the conduct of business of neighboring exhibits. ABACE Management reserves the right to enforce compliance of this rule.

Performance Bond

Exhibitors are responsible for the damage to the hangar, exhibitor pavilion and ramp space facilities caused by exhibitors, their agents, contractors or employees. Exhibitors who choose to rent stands or any components for their exhibit display shall be responsible for any damage to rented items caused by exhibitors, their agents, contractors or employees. Exhibitors and stand builders who occupy “raw” space are required to pay a stand construction performance fee of 20,000 RMB prior to move-in. The fee will be returned at the completion of move out provided there is no claim indemnity caused by the exhibitor/stand builder’s behavior or negligence. For more information, review the Exhibitor Service Kit.

Platform Flooring in Stands

Exhibitors requiring platform flooring for their stand must ensure the height of the flooring is a minimum of 15 cm (5.48 in) in height. Electrical wiring underneath raised floors must be installed using approved conduit or sheathing.

Premium Shell-Scheme Exhibit Space

All inline booth spaces will be sold at the premium shell-scheme exhibit space price. No inline booth spaces will be sold as raw exhibit space. The maximum permitted height of exhibit materials, components and identification signs is 2.5 m (8 ft).

For more information, visit Exhibit Options & Pricing: Premium Shell-Scheme Exhibit Space.

Raw Exhibit Space

A minimum of 36 square meters of exhibit space is required in order to reserve raw space in either the hangar or exhibitor pavilion. No in-line space will be sold as raw space. Nearly all raw space will be sold as peninsula stand configurations and exhibitors must keep these design considerations in mind when selecting their space. There are a limited number of island configuration spaces available and we will do our best to accommodate the requests on a first-come, first-serve basis.

For more information, visit Exhibit Options & Pricing: Raw Exhibit Space.

Security

While ABACE2014 exhibits are open, a limited amount of perimeter security staff will be provided. Notwithstanding the foregoing, ABACE, Shanghai Hawker Pacific Business Aviation Service Centre and Hongqiao International Airport will not be liable for loss or damage to exhibitor’s property, as further provided under the section entitled “Liability.” Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft and damage to property. Order forms for additional security are available in the Exhibitor Service Kit.

Shipping/Storage

Detailed shipping information is included in the Exhibitor Service Kit.

Official Freight Forwarder – U.S. Exhibitors

TWI Group, Inc.
4480 S. Pecos Road
Las Vegas, NV 89121
Tel: +1 (702) 691-9000
Fax: +1 (702) 691-9045

Contact: Steve Barry
Tel: +1 (702) 691-9031
Email: [email protected]

Customs

BALtrans International Special Freight, Ltd.
1st Floor, Wangjiao Plaza
175 East Yan An Road
Shanghai, 2000002, PR China
Tel: +86-21-6228-1933
Fax: +86-21-6229-3933

Contact: Sabrina Feng
Email: [email protected]

Contact: Shirley Giao
Email: [email protected]

Contact: Exho Chen
Email: [email protected]

Stand Builders/Exhibitor-Appointed Contractors (EACs)

Exhibitors have the option of using Freeman (the official service contractor for ABACE), a qualified independent stand builder, an exhibitor-appointed contractor (EAC) or full-time personnel from their own company to install and dismantle displays. Any exhibitor using a non-official, exhibitor-appointed stand builder for installation and dismantling must provide ABACE Management with the following by March 17, 2014, 30 days prior to the first scheduled move-in date:

  • Notification on the exhibitor’s letterhead of its intent to use an exhibitor-appointed stand builder or EAC.
  • Proof of the exhibitor-appointed stand builder’s workers’ compensation insurance with the limit to be at least 1,000,000RMB; employer’s liability and general liability limit to be at least 1,000,000RMB.

Exhibitors who fail to provide notification of workers’ compensation insurance information for the exhibitor-appointed stand builder or EAC by the March 17, 2014, deadline will be required to hire the services of the official service contractor for ABACE, Freeman, for installation and dismantling of their stand.

Exhibitors utilizing the services of an installation and dismantling company/EAC during official show hours must provide exhibitor badges for those individuals. Installation and dismantling individuals working other than official show hours are required to wear setup and tear-down EAC photo-ID badges. Information on EAC photo-ID badges is available in the Exhibitor Service Kit.

Waste Removal

Exhibitors and stand builders are responsible for removal of their waste during move in and move out at ABACE. In order to limit costs for waste removal, it is recommended that exhibitors and stand builders use recyclable materials for stand construction whenever practical. More information is available in the Exhibitor Service Kit.


Rules for Static Display and Chalets

All ABACE static display exhibitors must review and abide by these rules, as well as the general rules for exhibitors.

Allocation of Space

Although it is ABACE Management’s intent to place exhibitors in their spaces of choice, this may not always be possible.

Exhibitors wishing to have aircraft on static display should return the ABACE reservation request form to the ABACE USA Office. Only those exhibitors who have returned the request form by the deadline of November 29, 2013, are eligible for the static display lottery. Applications received after this date will be reviewed on a space-available basis.

Static display space is allocated on a space-available basis in the following order of precedence:

  • Exhibitors occupying a chalet will have their aircraft parked as close as practical to their assigned chalet location
  • Exhibitors occupying an indoor exhibit will have their aircraft placed as close as practical to the indoor exhibit entrance
  • Exhibitors with only static display exhibits will have their aircraft placed on a space-available basis.

The cost per space is payable to ABACE Management, with no billing coming from the airport. ABACE Management has a policy of no refunds or transfer of funds for cancellations or downsizing at any time. Ancillary charges to support the static display exhibits will be billed directly by the vendors providing those services. Detailed information is available in the Exhibitor Service Kit.

For the safe and efficient placement of equipment into the static display, a targeted layout will be used for this event. All aircraft must arrive before the assigned targeted deadline. In the interest of safety, ABACE 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, April 17, 2014, at 16:00.

Access to the Static Display

Access between the static display and indoor exhibits will be via the exhibitor pavilion, and is limited to the hours listed below. Exhibitors needing after-hours access must make prior arrangements with ABACE Management and will be required to hire the appropriate security.

Aircraft Arrival Deadline

Aircraft arrival operations will be conducted between 06:00 and 22:00 on Sunday, April 13, 2014.

Shanghai Hongqiao International Airport has restrictions for aircraft with an MTOW of less than 7 tonnes. ABACE is developing special arrival procedures for aircraft in this size category. Aircraft will likely be required to arrive during non-airline hours from Saturday, April 12 at 23:00 to Sunday, April 13 at 06:00.

Aircraft arrival deadlines will be assigned via a zone system.  Zone arrival deadline times will be determined by the location of each aircraft in the static display.

Arrival zones will be assigned to each aircraft by early March 2014.

Arrival times assigned by ABACE will be considered the deadline for aircraft arrivals. Aircraft that miss the assigned arrival deadline may be denied placement on the ABACE2014 static display.

Aircraft Invitation Letters

Foreign registered aircraft are required to obtain a letter of invitation prior to filing their flight plan. Details for applying for and receiving the letter of invitation will be sent to each static display exhibitor in mid February 2014.

APUs

Aircraft auxiliary power units (APUs) are not permitted to run during official show hours.

Carpeting

Aircraft entry carpet and walkway carpets is permitted. Carpet cannot be affixed to the pavement with nails, screws or glue. Double-sided carpet tape is permissible.

Immediately after show closing on Thursday, April 17, 2014, at 16:00, Exhibitors or their designees must remove all carpet from the Static Display. Any remaining carpet will be identified by ABACE Management for removal by Freeman, with fees for removal services billed directly to the responsible exhibitor.

Electrical Service & Labor

Freeman is the exclusive provider of electrical service for ABACE. Standard electrical service can be provided for equipment needing 220 VAC and 400 VAC (50 or 60 Hz) service.  Electrical service is billed directly from Freeman to the exhibitor based on KVA required. This billing is in addition to, and completely separate from, the ABACE static display space charges. For more information, review the Exhibitor Service Kit

FBOs/Ground Handling Agents

The official ABACE2014 FBO and ground handling agent is Shanghai Hawker Pacific Business Aviation Service Centre. Many companies provide ground handling services at Shanghai Hongqiao International Airport. Exhibitors may use any of the approved ground handling agents upon their arrival for ABACE2014.

Ground Power Units (GPUs) & Air-Conditioning Units (ACUs)

AEM International is the exclusive provider of GPUs and ACUs at ABACE. 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 at any or all static displays subject to the following:

  • Exhibitor-owned GPUs and ACUs must be the wholly-owned property of the exhibiting company and not the real property of the exhibitor’s I&D contractor, display house, contracted third-party or agent, or provided to the exhibiting company under loan, lease or rent, wherein full ownership of the equipment does not reside with the exhibiting company at all times.
  • Exhibitor-owned GPUs and ACUs approved by AEM for use at the static displays 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.

Contact AEM International’s Ulrich Koch at [email protected] or +1 (514) 695-1331 for further information or to obtain pricing information.

Mock-ups

Aircraft mock-ups are not permitted on the Static Display.

Move-In

General move-in is Saturday, April 12, 2014, from 08:00 to 19:00. As Shanghai Hongqaio International Airport is in continuous operation with airline and business aircraft, early move-in is not permitted.

Tear-Down

Exhibit tear-down may not begin until after the show closing at 16:00 on Thursday, April 17, 2014. There will be no aircraft movements until after 18:00 that same day. All aircraft and exhibit materials must be removed from the Static Display of Aircraft by 21:00 on Thursday, April 17, 2014.

In order to facilitate a smooth tear-down, exhibit personnel will observe the following schedule on Thursday, April 17, 2014.

Static Display Tear-Down Schedule

16:00 Show closes to attendees
16:15 – 16:30 Security will escort attendees from static display
16:00 – 17:30 Exhibitors pack display materials
17:30 Security clears ramp of all personnel
17:45 Once ramp is cleared, airport begins removing security barricade
18:00 First aircraft movements begin

Due to the high levels of security at Shanghai Hongqiao International Airport, only one and a half hours are allotted for exhibit tear-down. Exhibitors must plan their exhibit tear-down accordingly and plan to have all exhibit materials – including signs, flags, banners, carpet, fencing and furniture – packed and the forklift ready within this one hour timeframe.

Aircraft will be moved out of the static display in the approximate order they were moved into the static display.

Tents

Tents (not including official Chalets) are not permitted on the ABACE static display. Exhibitors are permitted to use market style umbrellas/parasols in their static display. Small entrance units (canopies) and aircraft signage are also permitted. All items on the static display must be secured with weights. No drilling will be permitted into the tarmac.

Security & Liability

ABACE security officers will be on duty for the static display area from 18:00 on Saturday, April 12, 2014, to 16:00 on Thursday, April 17, 2014.

Exhibitors are solely responsible for the safeguarding of materials, equipment and displays at all times. It should be understood that ABACE and Shanghai Hongqiao International Airport will not be responsible for any loss, theft, damage, injury or destruction to exhibitor’s property or the property of its agents, guests, assigns or employees, by or from any cause whatsoever, and Exhibitor expressly releases ABACE and Shanghai Hongqiao International Airport and their respective officers, employees, members and agents, from any and all claims for such loss, theft, damage, injury or destruction, or for loss of good will (whether or not in relation to any property). It is strongly suggested that exhibitors obtain insurance covering such losses as theft, fire and damage to property.

Support Vehicles

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