General Information

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 Shanghai Hawker Pacific Business Aviation Service Centre hangar and on the static display. Only trained service animals with proper supervision are permitted at ABACE.

Badges

Exhibitor badges are required for exhibitor access to the exhibit halls, chalets and static display of aircraft.

Due to required security procedures, all exhibitor stand personnel that wish to access the show floor must provide their picture on site at ABACE registration to obtain their badge. Pictures will not be printed on individual badges, but will be electronically monitored by security personnel before entering the exhibit hall.

Exhibitors from mainland China will be required to provide their name and company in Chinese, as well as their Chinese identification card number. This information will be printed on the back of the exhibitor badges, as required by the public police.

All exhibitor stand personnel and attendees from countries outside of mainland China must include their passport number on their registration and be prepared to present their passport at registration to obtain their badge.

ABACE2019 badges are for the use of one individual for the duration of the show and are non-transferrable. Attendees and exhibitors will be assessed penalties for badge swapping. Random identification checks will be instituted.

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

Exhibitors may purchase additional badges online or on site at the discounted rate of 900 RMB.

Exhibitors may access exhibitor badge registration through the ABACE2019 Exhibitor Dashboard 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 ABACE2019.

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.

If an exhibitor uses the services of an exhibitor-appointed contractor (EAC) 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 the official show hours, EACs are required to have EAC photo badges.

If you have questions regarding ABACE2019 registration or badges, please contact the ABACE registration team at [email protected].

Contractor Badges (Stand Builders/EACs)

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. During hours other than official show hours, EACs are required to wear set-up and teardown EAC photo ID badges.

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 200 RMB (approximately U.S. $29) and is payable only in cash on site.

Once ABACE management receives the completed EAC forms and supporting insurance documentation and 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.

Catering

Exhibitors will have the opportunity to select between two different official catering companies for exhibit and/or chalet display space:

• Hongqiao Jin Jiang Hotel
• Potel and Chabot

These catering companies have been selected as the official and exclusive catering partners and are the only caterers permitted to work on site. Detailed menus and ordering information will be included in the exhibitor service kit. Outside food is strictly prohibited.

Children

Children under 12 are not permitted during move-in, move-out or on show days. Children ages 12 to 17 may attend the event only:

• During official hours
• If registered and with an official show badge
• If accompanied by an adult at all time

Co-Exhibitors

Co-Exhibitors/Companies Sharing Exhibit Space

ABACE management must be advised in advance of any and all co-exhibitors/companies sharing exhibit space.

Please note the following rules regarding co-exhibitors:

• Chalet exhibitors are provided three complimentary co-exhibitor company profiles.
• Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.
• Exhibitors must register all co-exhibitors online by February 9, 2019. This includes any exhibitor displaying the advertising or products/services of another company.
• Failure to advise ABACE management 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 $4,625 per company, per stand and/or a minimum of $4,625 per company, per static display space.
• All co-exhibitors must be members in good standing of AsBAA or NBAA.
• All co-exhibitors must submit the ABACE2019 Co-Exhibitor Registration Form and payment of U.S. $500 to appear in the online exhibitor directory and the mobile app.
• Co-exhibitors, like exhibitors, will need to log in to the Exhibitor Dashboard to update their company information online for the mobile app and online exhibitor directory.
• Co-exhibitors are not allotted badges and should work through their primary exhibitors to secure badges.

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 80km (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 $4,625 USD.

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

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

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.

Fapiao

Exhibitors requiring fapiaos should advise ABACE exhibits team in advance so that billing information can be provided in RMBs.

ABACE Management must submit tax applications to the Chinese tax bureau subsequent to ABACE for approval to issue a fapiaos. The approval and issuing process 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.

First Aid

First aid supplies can be found in the ABACE registration area during move-in, move out and on show days. In the event of a first aid emergency, ABACE management will contact Shanghai municipal emergency services.

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 Oliveira
1200 G Street NW, Suite 1100
Washington, DC, 20005
USA

Or by email to: [email protected]

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, Client Solutions
Email: [email protected]
Tel: +1 (702) 491-7796

Chalet Exhibitor Contacts
John Reed
Business Development Director
Email: [email protected]
Tel: +1 (214) 445-1261

Hangar and Exhibitor Pavilion Exhibitor Contact
Amelia Rivera
Business Development Manager
Email: [email protected]
Tel: +1 (214) 455-1482

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 and are valid only on show days – Tuesday, April 17; Wednesday, April 18; and Thursday, April 19. These passes do not provide access to the FBO or into ABACE.

Exhibitors may purchase “drop-off only” passes through the online Exhibitor Badge Registration located in the Exhibitor Dashboard, while supplies last. For more information, contact NBAA’s Maureen Cameron at [email protected].

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.

Smoking

ABACE is a non-smoking event. Smoking in exhibit halls, chalets and at the static display of aircraft is strictly prohibited.

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 15:00 on Thursday, April 18, 2019.

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 15:00 on Thursday, April 18, 2019, will be ineligible for the indoor priority lottery for ABACE2019 and will be subject to an early tear-down penalty of US $4,625.

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 6.45% 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.

Visa Invitation Letters

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 4 weeks to process requests. The invitation letter will then be sent to you via email to download.

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

Only registered attendees and exhibitor for ABACE2019 are eligible to request ABACE invitation letters.

The Visa Invitation Letter deadline is March 18.

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. $32.90 plus 6.45% 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.

Visa Invitation Letter Request Form