Access to the Static Display

Access to the static display is limited to the hours listed below. Exhibitors requiring after-hours access must make prior arrangements with ABACE Management and will be required to hire the appropriate security.

Monday, April 13 08:00 – 19:00
Tuesday, April 14 08:00 – 19:00
Wednesday, April 15 08:00 – 19:00
Thursday, April 16 08:00 – 14:00

Delivery Truck Access

Static display deliveries of exhibit and other materials must be coordinated directly with BALTrans. Deliveries will only be accepted on Friday, April 11 and Saturday, April 12, 2015.

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.

Aircraft Arrivals

Aircraft arrival operations will be conducted between 06:00 and 22:00 on Sunday, April 12, 2015.

Shanghai Hongqiao International Airport has restrictions for aircraft with a maximum takeoff weight (MTOW) of less than seven 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 11 at 23:00 to Sunday, April 12 at 06:00.

Aircraft arrival times will be assigned via a zone system, with the times designated for each zone used to estimate aircraft arrival times. Specific aircraft arrival times will be determined by the location of each aircraft in the static display. In some circumstances, assigned times may not correspond precisely with the zone system.

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

Aircraft Arrival Deadline

Zone arrival deadlines on Sunday, April 12, 2015, are as follows:

Zone 1 08:00 – 10:00
Zone 2 10:00 – 12:00
Zone 3 12:00 – 14:00
Zone 4 14:00 – 16:00
Zone 5 16:00 – 18:00
Zone 6 18:00 – 19:00

Shanghai Hongqiao International Airport Arrival Procedures

Normal Operating Hours: 06:00 – 22:00
Peak Operation Hours: 10:00 – 12:00
17:30 – 19:30

Arrivals and departures at Shanghai Hongqiao International Airport during peak hours may be difficult. It is suggested that aircraft plan to arrive and depart during non-peak hours. Please coordinate with your appointed FBO or ground-handling agent.

Shanghai Hongqiao International Airport will use a prior permission required (PPR) slot program for all arriving and departing aircraft. Exhibitors will receive PPR assignments directly from Shanghai Hongqiao International Airport.

To further assist in planning, exhibitors must complete and return the Aircraft Arrival Information Form to NBAA’s Joe Hart at [email protected] or Tracy Tippett at [email protected] no later than Monday, April 6, 2015. While some information, such as specific tail numbers or type of aircraft, may not be known by this date, it is important that ABACE management knows the scope of your display. If the specifics are not known, please provide general type of aircraft (light, mid, large jet, turboprop, etc.) and any known information.

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 2015.

Allocation of Static Display Space

Although it is ABACE management’s intent to place static display exhibitors in their space of choice, this may not always be possible.

Static display space will be allocated based on the following priority:

  1. Applications received by Dec. 4, 2014, with both chalet exhibits and static display aircraft
  2. Applications received by Dec. 4, 2014, with only static display aircraft
  3. Applications received after Dec. 4, 2014.

Note: All placements are subjects to space availability and are determined by the size of the aircraft being displayed.

The cost per static display space is payable to ABACE management, with no billing coming from the airport. Normal and customary aircraft landing and handling fees are the responsibility of the exhibitor or aircraft operator. These fees will be paid directly to the company providing the service. ABACE2015 management has a policy of no refunds for 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 will be 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. More information will be provided in the Exhibitor Service Kit. 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 the static display are not permitted to leave before show closing on Thursday, April 16, 2015, at 16:00. ABACE will begin towing aircraft for departure at 18:00.

IMPORTANT: If static display space is not occupied by 18:00 on April 12, 2015, it will be considered canceled by the exhibitor. At that time, ABACE management shall use space as deemed appropriate. This rule must be strictly enforced. Due to the size of the ABACE2015 static display, any late of setup or movement aircraft would cause difficulties with other exhibitors and would jeopardize the opening of the exhibits.

Auxiliary Power Units (APUs)

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

Badges

Exhibitor badges are required for exhibitor access to the exhibit halls, chalets and static display of aircraft. ABACE2015 badges are non-transferrable. Attendees and exhibitors will be assessed a penalty for badge swapping. Random identification checks will take place during ABACE2015.

Exhibitors will receive an allotment of complimentary badges based as follows:

  • 10 badges are provided without charge for each 3m-by-3m indoor exhibit space reserved, up to a maximum of 50 badges.
  • 1 badge is provided without charge for each 9sqm 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 860 RMB (approximately U.S. $140).

Exhibitors will receive a password to access ABACE2015 exhibitor badge registration and are encouraged to 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 pickup. No badges will be mailed in advance of ABACE2015.

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.

Carpeting

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

For static display exhibitors, aircraft entry carpet and walkway carpets are 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 16, 2015, 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.

Catering

The Sheraton Shanghai Hongqiao Hotel is the exclusive food and beverage service provider at ABACE2015. Menus and other catering information will be provided in the Exhibitor Service Kit.

Chalets

New for ABACE2015: Exhibitors may select an “unbundled” option for their double-unit or triple-unit chalets, allowing for enhanced customization and services tailored to their company’s needs.

Single-Unit Chalet

The turnkey single-unit chalet pricing includes:

  • 10m-by-10m (100 m2) chalet structure
  • Fascia header for branding on all four sides of chalet, to include graphics
  • Glass front and door panels
  • Wooden rear door
  • Reception counter
  • Heavyweight flooring system
  • High-grade carpeting
  • Lighting and power sockets
  • Electrical power supply for chalet (power needed for catering is not included)
  • Conference room walls, storage room walls, doors and bar counter, all in laminate finish
  • Buffet service area, buffet counter and interior walls in laminate finish
  • One 42-inch plasma screen monitor
  • Two flag poles
  • 3m-by-10m (30 m2) front patio with privacy fence and outdoor carpeting
  • Finished ceiling
  • Air conditioning
  • Furnishings: one large refrigerator; two white bar tables; four white bar stools; one conference table with eight chairs; two couches; five white, round dining tables and 20 dining chairs; four lounge chairs; four patio tables; four umbrellas and 16 chairs
  • Cleaning
  • Two executive cars with drivers and parking at the Shanghai Hawker Pacific Business Aviation Service Centre (on exhibit days and during exhibit hours only)
  • Wireless Internet service on the three show days
  • Fifty complimentary exhibitor guest badges
  • Four complimentary company profiles

Other services available at additional cost include: graphics, audio/visual, floral arrangements and furnishings. Catering is available exclusively through the Sheraton Shanghai Hongqiao Hotel.

Double-Unit Chalet Options

Full-Service, Turnkey Double-Unit Chalet Package

The full-service, turnkey, double-unit chalet package includes items noted in the single-unit chalet price and the following adjusted items:

  • 10m-by-20m (200 m2) chalet structure
  • 3m-by-20m (60 m2) front patio with privacy fence and outdoor carpeting
  • Three executive cars with drivers and parking at the Shanghai Hawker Pacific Business Aviation Service Centre (on exhibit days and during exhibit hours only)

Other services available at additional cost include: graphics, audio/visual, floral arrangements and furnishings. Catering is available exclusively through the Sheraton Shanghai Hongqiao Hotel.

Unbundled Double-Unit Chalet Package

The unbundled, double-unit chalet option includes the following:

  • 10m-by-20m (200 m2) chalet structure with four-sided fascia header for company branding on front, back and sides of chalet, to include graphics
  • Glass front panels
  • Glass front doors
  • Wooden rear door
  • Heavy flooring system
  • Air-conditioning and heating
  • Lighting and power sockets
  • Electrical power supply for chalet: power for lighting/sockets and refrigerator (additional power to be quoted as required)
  • Ceiling for chalet
  • Interior perimeter surrounding walls with laminate finish
  • 3m-by-20m (60 m2) front wooden patio with aluminum skirting, 1m-high perimeter fence and outdoor carpeting
  • Wireless Internet service on the three show days

Other services available at additional cost include: graphics, audio/visual, floral arrangements and furnishings. Catering is available exclusively through the Sheraton Shanghai Hongqiao Hotel.

Triple-Unit Chalet Options

Full-Service, Turnkey Triple-Unit Chalet Package

The full-service, turnkey, triple-unit chalet package includes items noted in the double-unit chalet price and the following adjusted items:

  • 10m-by-30m (300 m2) chalet structure
  • 3m-by-30m (90 m2) front patio with privacy fence and outdoor carpeting
  • Four executive cars with drivers and parking at the Shanghai Hawker Pacific Business Aviation Service Centre (on exhibit days and during exhibit hours only)

Other services available at additional cost include: graphics, audio/visual, floral arrangements and furnishings. Catering is available exclusively through the Sheraton Shanghai Hongqiao Hotel.

Unbundled Triple-Unit Chalet Option

The unbundled, triple-unit chalet option includes items noted in the double-unit chalet price and the following adjusted items:

  • 10m-by-30m (300 m2) chalet structure with 4-sided fascia header for company branding on front, back and sides of chalet
  • 3m-by-30m (90 m2) front wooden patio with aluminum skirting, 1m-high perimeter fence and outdoor carpeting

Other services available at additional cost include: graphics, audio/visual, floral arrangements and furnishings. Catering is available exclusively through the Sheraton Shanghai Hongqiao Hotel.

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 will be available in the Exhibitor Service Kit.

Co-exhibitors

Please note the following rules regarding co-exhibitors:

  • Exhibitors must notify ABACE management by Feb. 13, 2015, of all companies that will be sharing their exhibit space. This includes any exhibitor displaying the advertising or products/services of another company.
  • Chalet exhibitors are provided three complimentary additional company profiles.
  • Failure to advise ABACE management of shared exhibit space by Feb. 13, 2015, may result in a minimum additional stand space charge of U.S. $4,225 per company per stand and 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 purchase a company profile with the ABACE2015 Additional Company Profile Request Form (to be found in the Exhibitor Service Kit) and submit payment of U.S. $500 to appear in the online exhibitor directory, mobile app and printed ABACE2015 Show Guide. Co-exhibitors, like exhibitors, will receive login credentials to update their company profiles online.

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 from failure to observe these rules will be billed to the exhibitor.

More information will be provided in the Exhibitor Service Kit.

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

Drawing Approval

For all raw space booked, including inline raw exhibit space, exhibitors must submit scaled floor plans for approval to ABACE management no later than Feb. 27, 2015.

Scaled floor plans must include:

  • Event name and stand number
  • Maximum number of occupants allowed
  • Drawings with front and side elevations
  • Structural engineer’s stamp certifying that the platform can bear the maximum occupant load
  • Copy of the fireproof materials license indicating the building materials used (carpet, wood and paint) are fire retardant. A copy of this license must also be available on site during move-in.

Scaled floor plans must be submitted online through the Exhibitor Dashboard to ABACE management no later than Feb. 27, 2015.

Static display exhibitors are highly encouraged to develop scaled plans of their displays and submit the plans to ABACE2015 for final approval. Exhibitors who do not submit plans will have their displays set up at the direction of ABACE management. The scaled plans should illustrate aircraft positioning with respect to neighboring exhibitors and aisles. All tents, fences, restrooms, support offices, etc. must be factored into exhibitor’s individual layout.

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.

Electrical Service

Freeman is the exclusive provider of electrical service for ABACE.

In exhibitor pavilion and hangar exhibits, electric current may be utilized for the operation of apparatus as long as it does not produce noises of an annoying nature.

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 lay and install lines and electrical equipment, provided that 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. Any company found in violation of the rules will not receive power to their stand.

On the static display and in chalets, 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, any charges from ABACE for exhibit space. For more information, review the Exhibitor Service Kit.

Exhibit Hours

Tuesday, April 14, 2015 10:00 – 18:00
Wednesday, April 15, 2015 10:00 – 18:00
Thursday, April 16, 2015 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 10 08:00 – 17:00
Saturday, April 11 0:800 – 17:00
Sunday, April 12 08:00 – 17:00
Monday, April 13 08:00 – 19:00
Tuesday, April 14 08:00 – 17:00
Wednesday, April 15 08:00 – 18:00
Thursday, April 16 08:00 – 19:00
Friday, April 17 08:00 – 17:00

Exhibitor Service Kit

The ABACE Exhibitor Service Kit, available in the Exhibitor Dashboard, 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.

Exhibitor-Appointed Contractors (EACs)/Stand Builders/Third-Party Contractors

If an exhibitor utilizes the services of an exhibitor-appointed contractor (EAC), stand builder or third-party contractor to set up or dismantle their stands, or to provide a service prior to the official show hours, the following items must be addressed:

  • EAC/stand builder insurance documentation: All third-party stand contractors and EACs must submit insurance documentation to ABACE management. Proper documentation must be provided to ABACE management in order to receive the link for the online photo ID badging process, including EAC form and insurance documentation.
  • Photo ID badges: All stand contractors and EACs must wear photo ID badges during set-up and dismantling of exhibits at ABACE. The cost per badge is 160 RMB (approximately U.S. $26) and is payable only in cash on site.

Once ABACE management receives the completed photo ID request form, and EAC information has been verified, a direct link to the online photo badge registration system will be forwarded via email. Contractors will be required to upload photographs for each badge requested. All photo ID badges will be held for on-site pickup at the “Contractors Badge and Performance Bond” service desk area located at the Shanghai Hawker Pacific Business Aviation Service Centre hangar. Exhibitors must submit a completed EAC form along with proof of the EAC’s insurance in order to register for their photo identification badges.

NOTE: EAC badge orders will not be accepted until all required EAC information, including insurance certificates, have been submitted to ABACE management.

  • Targeted move-in floor plan: All stand contractors and EACs are required to follow the targeted move-in floor plan in order to facilitate a smooth move-in for ABACE.
  • Performance bond deposit and management fee: All stand contractors and EACs must pay a performance bond deposit and a non-refundable management fee prior to move-in. These fees are as follows:
    Performance bond deposit – raw booth space: 18,000 RMB
    Non-refundable management fee: 2,000 RMB

    The performance bond deposit will be returned at the close of move-out, provided there is no claim indemnity caused by the payer’s behavior or negligence. The performance bond and management fees must be paid in cash and on site at the “Contractor Badge and Performance Bond” service desk area located at the Shanghai Hawker Pacific Business Aviation Service Center Hangar. The performance bond will be returned on Friday, April 17 after the tenancy if, by then, there is no claim indemnity caused by the payer’s behavior or negligence. Further information regarding these fees will be available in the Exhibitor Service Kit.

    Construction companies shall dismantle their stand assemblies in the timeframe specified and confirmed by show management. The dismantling shall be quick and well organized, and must not obstruct or block exits or cargo doors. All booth structures shall be removed from the indoor exhibit area and the freight yard. Further move-in and move-out details will be included in the Exhibitor Service Kit.

  • 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.

Fapiao

ABACE Management must submit a tax application to the Chinese tax bureau subsequent to ABACE for approval to issue a fapiao. The approval and issuing processing has taken about four months based prior experience. Thank you for your patience. If you have additional questions, please feel free to contact Evelyn Wu at [email protected] or call +86 21 2234 1801.

FBOs/Ground Handling Agents

The official ABACE2015 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 ABACE2015.

ABACE preferred FBO/ground handling agent:
Shanghai Hawker Pacific Business Aviation Centre
No. 99, Yingbin Seven Road
Shanghai Hongiao International Airport
Shanghai, 200335, China
+86 21 2234 1702

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.

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 on show days.

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 a management 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.

Hanging Signs, Materials and Components

Hanging signs, lighting trusses, materials or components are not permitted in the exhibitor pavilion or hangar at ABACE2015.

Inline Exhibit Space

Inline exhibit space can be purchased as either premium shell-scheme exhibit space or inline raw space. The maximum permitted height of exhibit materials, components and identification signs is 2.5 m (8 ft). Exposed parts of displays, including backs, must be completely finished so that they are not objectionable to other exhibitors, attendees or ABACE management.

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: Courtney Easton
1200 G Street NW, Suite 1100
Washington, DC, 20005
USA

By Email

[email protected] 

Marshaling Yard

In order to facilitate a smooth freight move-in for ABACE, a marshaling yard has been designated approximately 6 km away from the Shanghai Hawker Pacific Business Aviation Service Centre facility. A detailed map and truck move-in procedure will be included in the Exhibitor Service Kit. A nominal fee will be assessed to contractors using the marshaling yard.

Methods of Payment

Company checks and bank wire transfers are the preferred methods of payment. Credit card payments are accepted, however, credit card payments received in excess of U.S. $20,000 will be subject to a 3% processing fee.

VAT of 6.7% will be added to all exhibit applications. 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.

All payments for ABACE should be made in U.S. dollars (subject to the applicable PRC law, if such law requires otherwise). Payments made by wire transfer must include a U.S. $30 wire processing fee.

All exhibitors and co-exhibitors must be current on all accounts with AsBAA and NBAA and paid in full for their exhibit space in order for space to be assigned.

Bank Wire Transfer Instructions

Bank of America
730 15th Street NW
Washington, DC, 20005
USA

Routing #: 026009593
Account Name: National Business Aviation Association, Inc.
Account #: 2404389
Swift Code: BOFAUS3N

Please contact the ABACE exhibits team’s Coryn Alvarez at [email protected] to secure an invoice number prior to making a bank wire transfer. Also, please indicate on the wire transfer the company name, invoice number and reference for payment (i.e., exhibit space, static display space). All wire transfers should be made in U.S. dollars and should be net of all bank fees.

Mock-ups

Aircraft mock-ups are permitted in the exhibit hangar and exhibitor pavilion, but are not permitted on the static display.

Move-in

Move-in for the hangar, pavilion and chalet exhibitors begins at 08:00 on Friday, April 10, 2015, and will be on a targeted basis.

Note: All hangar and pavilion exhibits must be set and in place by 15:00 on Monday, April 13, 2015, 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. Pavilion and hangar exhibitors requiring additional hours for indoor set up should contact NBAA’s Linda Peters at [email protected] or + 1 (202) 783-9368.

Aircraft arrival for the static display is Sunday, April 12, 2015, from 08:00 to 19:00. A targeted arrival schedule will be issued by ABACE management. As Shanghai Hongqaio International Airport is in continuous operation with airline and business aircraft, early move-in is not permitted.

Move-out

All exhibits must remain staffed and in place until the show closes at 16:00 on Thursday, April 16, 2015, and exhibitors may not begin dismantling their exhibits before 16:00. 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 16, 2015. Exhibitors found in violation of this rule will be ineligible for the indoor priority draw for ABACE2016 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 17, 2015, and all materials must be removed by 17:00 on Friday, April 17, 2015.

BALtrans International, the official freight forwarder for ABACE, reserves the right to ship (freight collect) packages, cartons, crates, etc. left in the exhibit hangar or pavilion 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].

In order to facilitate a smooth move-out from the static display, exhibit personnel will observe the following schedule on Thursday, April 16, 2015:

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

Aircraft will be moved out of the static display in the approximate reverse order they were moved into the static display. All aircraft must either depart or be returned transient parking by 23:00 on Thursday, April 16, 2015.

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.

Official Service Contractor

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.

Freeman Contacts

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

Nelson Aveleno
Vice President, National Sales Group
Email: [email protected]
Tel: +1 (702) 682-3956

Chalet Exhibitor Contacts

John Reed
National Account Director
Email: [email protected]
Tel: +1 (214) 445-1261

Valerie Martinez
National Account Executive
Email: [email protected]
Tel: +1 (214) 451-3794

Hangar and Exhibitor Pavilion Exhibitor Contact

Mariana Jorgensen
Account Executive
Email: [email protected]
Tel: +1 (214) 451-3792

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 four to five 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 14; Wednesday, April 15; and Thursday, April 16. 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.

Performance Bond

Exhibitors are responsible for any 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 performance bond of 20,000 RMB, which includes a 2,000 RMB management fee, prior to move-in. The performance bond, less the 2,000 RMB management 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.

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.

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

Premium Shell-Scheme Exhibit Space

Inline booth spaces can be reserved as premium shell-scheme exhibit spaces.

Each 3m-by-3m premium shell-scheme stand includes the following:

  • 5m (8 ft high) partition walls – white panel on three sides of stand with silver aluminum uprights and crossbars
  • Furniture – one front counter, one round table, three black meeting chairs and one wastebasket
  • Fascia sign with your company’s name
  • Lighting – three 100W spotlights
  • Carpet – uniform carpet for the entire exhibit space
  • Daily cleaning service

Maximum permitted height of exhibit materials, components and identification signs is 2.5m (8 ft).

Raw Exhibit Space

A minimum of 36 square meters of exhibit space is required in order to reserve raw island exhibit space in either the hangar or exhibitor pavilion. Nearly all raw space will be sold as peninsula stand configurations, and exhibitors must keep the following 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-served basis.

Non-Perimeter Peninsula Stands

  • Hangar exhibits – maximum height: 5.6 m (18 ft 4 in); exhibitor pavilion exhibits – maximum height: 4.6 m (15 ft)
  • Any back wall that adjoins another exhibitor must be finished
  • No identification of any kind is allowed on a back wall that adjoins another exhibitor. This includes company logos.

Perimeter Peninsula Stands

  • Hangar exhibits – maximum height: 5.6 m (18 ft 4 in); exhibitor pavilion exhibits – maximum height: 4.6 m (15 ft)
  • Permitted to contain perimeter wall structures with approval by ABACE management
  • Perimeter wall structures may be unfinished on sides not visible to attendees
  • Permitted to have more than one display level with approval by ABACE management.
  • Hanging signs, lighting trusses, materials or components are not permitted in exhibitor pavilion or hangar exhibits.
  • Certain stands may require fire watches, smoke detection devices, fire extinguishers and multiple exits as required by fire prevention officials.

NEW FOR 2015: Inline Raw Space

  • Inline raw exhibit spaces do not require shell-scheme hard walls.
  • Inline raw exhibit spaces may not have hanging signs, lighting trusses, materials or components above stand spaces.
  • All ground-supported exhibit materials, components and identification signs will be permitted to a maximum height of 2.5m (8 ft 2 in.)
  • A back wall that adjoins another exhibitor must be finished, in most situations.
  • No identification of any kind is allowed on a back wall that adjoins another exhibitor (this includes company logos).

Raw Island Exhibit Space

A minimum of 36 square meters of exhibit space is required in order to reserve raw island exhibit space in either the hangar or exhibitor pavilion. 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-served basis.

Safety Regulations for Stand Construction

  • Materials, carpets and display items used for construction and publicity shall be of low flammability and with the fireproof reports issued by the fire department.
  • Open flame and flammable, explosive, radioactive, poisonous or corrosive items are not permitted at ABACE.
  • The use or display of electric arc, welding flame, high voltage electrical appliances, neon lights or similar items require advance approval from ABACE management.
  • When constructing a booth, please be sure to refer to the booth configurations and drawing approval sections of the Exhibitor Service Kit to ensure that booth structure conforms to height and dimension requirements based on the stand type and location. For stand types that require drawing approvals, please ensure drawings are submitted online no later than Feb. 27, 2015. Please note that hanging signs are NOT permitted in the exhibitor pavilion or hangar.
  • Entrances, exits, fire emergency alarms and fire hoses must not be blocked, obstructed or hampered by any decoration, display items or equipment.

Security

While ABACE2015 exhibits are open, a limited amount of perimeter security staff will be provided. ABACE security officers will be on duty for the static display area from 18:00 on Saturday, April 11, 2015, to 16:00 on Thursday, April 16, 2015.

Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft, fire and damage to property. Order forms for additional security will be available in the Exhibitor Service Kit.

Shipping/Storage

Detailed shipping information will be 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]

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 16, 2015.

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 16, 2015, will be ineligible for the indoor priority lottery for ABACE2016 and will be subject to an early tear-down penalty of U.S. $6,400.

Support Vehicles

No support vehicles of any kind are permitted on the static display.

Tents, Hospitality Structures, Banners & Graphics

Tents and other structures are not permitted on the ABACE static display ramp, with the exception of ABACE chalets. Exhibitors are permitted to use market-style umbrellas/parasols in their static display. Small aircraft entrance units (canopies) and aircraft signage are also permitted, with the approval of ABACE management. Decisions made by ABACE management are final.

All items on the static 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. Absolutely no nailing, drilling, hammering, tacking or affixing anything in any manner to the ramp is permitted.

Banners, banner poles, flags and graphics on fabric must be weighted sufficiently to withstand the wind and elements, All exhibitors utilizing vertical banners, banner poles, horizontal banners or signage must take down these items whenever the display is unattended, when winds exceed 12 mph or when requested by show management. Exhibitors that fail to take down these items when notified or when exhibit is not attended will be billed for the takedown or removal services.

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 in the hangar and pavilion exhibit hall areas. UAS may be displayed at exhibits provided they are stationary, fit within purchased exhibit space and comply with all relevant safety requirements.

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 rate is 6.7% 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.

Visas

Attendees from countries requiring Chinese visas to attend ABACE must have an invitation letter from authorities in China in order to obtain their visa. Attendees may request such a letter by using the ABACE invitation letter request form. The National Business Aviation Association (NBAA) will forward requests to the appropriate Chinese Authorities, who will then issue the ABACE invitation letter. Please be advised that it will take approximately 10 to 14 business days to process requests. The invitation letter will then be sent to you via fax or email.

Please note: Passports must be valid for at least six months after the date of your arrival in China.

Only registered attendees for ABACE2015 are eligible to request ABACE invitation letters.

The information provided is meant to facilitate the visa application procedure. NBAA will not be in a position to intervene in any decision made by the Chinese authorities. In addition, please be advised that all ABACE attendees must comply with Chinese laws and regulations during their stay in China and may not engage in activities which might damage China’s national security or public interests. Attendees from foreign countries must be responsible for all their own costs while in China, and must be willing to bear the corresponding legal and economic responsibilities should any problems arise.

The processing fee to obtain an invitation letter from the Chinese authorities is U.S. $30.00 plus 6.7% VAT per person. A credit card number should be provided when requesting the visa invitation letter and, upon receipt of the invitation letter, your credit card will be charged for this fee.

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 will be available in the Exhibitor Service Kit.