Chalet Exhibitor Rules

To make ABACE a successful event for all participants, ABACE exhibitors must review and abide by all ABACE2019 rules. Additionally, exhibitors must abide by the Exhibitor Contract Terms & Conditions.

• Badges
• Catering
• Children
• Cleaning
• Co-exhibitors/Companies Sharing Exhibit Space
• Damaging Property
• Direct Selling
• Drawing Approval
• Electrical Service
• Exhibit Hours
• Exhibitor Service Desk
• Exhibitor Service Kit
• Exhibitor-Appointed Contractors (EACs)/Stand Builders/Third-Party Contractors
• Fapiao
• Fire Safety
• First Aid
• Furniture Procedures
• Interior Design Procedures
• Mailing List Updates
• Marshaling Yard
• Meeting Rooms
• Membership
• Mock-ups
• Move-in
• Move-In Overtime Work Hours
• Move-out
• Noise Levels
• Official Service Contractor
• Parking
• Payment Methods
• Performance Bond
• Safety Regulations for Chalet Construction
• Security
• Shipping/Storage
• Staffing
• Terms & Conditions
• Trademark Usage
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
• Value Added Tax (VAT)
• Visa Invitation Letters
• Waste Removal

Badges

• Exhibitor badges are required for exhibitor access to the exhibit halls, chalets and static display of aircraft.
• Exhibitors are encouraged to pick up their badges no later than Monday 15 April to avoid long lines on Tuesday, 16 April – Opening Day.
• 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.

Complimentary exhibitor badge allotment:

• 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.

Catering

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

• Hongqiao Jin Jiang Hotel
• Potel and Chabot

The above catering companies have been selected as the official and exclusive catering partners and are the only caterers permitted to work on site.

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

Cleaning

Single-Unit Chalets

ABACE management will arrange for daily cleaning and removal of trash after show hours and prior to opening each show day. A one-time dusting and wipe down of the interior is also provided prior to the start of the event. Additional cleaning requirements to maintain chalet are the exhibitor’s responsibility.

Double-Unit and Triple-Unit Chalets

ABACE management does not provide cleaning and/or removal of trash for double- and triple-unit chalets. It is the exhibitor’s or stand builder’s responsibility to clean and remove all trash. If services are required, trash pick-up and removal forms can be found in the Exhibitor Kit under Freeman.

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.
• A co-exhibitor is defined as the following:
  • Any company whose name is included on the exhibit space
  • Any company that has staff working on the exhibit space during official show hours
  • Any company whose marketing materials are distributed from the exhibit space
  • Any company whose products/services are marketed from the exhibit space
  • Any company other than the primary exhibitor with a different company name and a different business function that is sharing the exhibit space.

• NEW FOR 2019: Failure to advise ABACE management of co-exhibitors sharing exhibit space in advance – including displaying the advertising of another company’s products or services – will result in co-exhibitors being assessed a $1,000 on-site co-exhibitor registration fee.
• Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.
• Exhibitors must register all co-exhibitors online by February 15, 2019.
• 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 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
• Once registered, co-exhibitors will have separate company profiles in the online exhibitor directory and the mobile app.
• Co-exhibitors, like exhibitors, will need to log in to the Exhibitor 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.

Damaging Property

No holes may be drilled, cored or punched in the tent structure or ramp space. The use of adhesive-backed decals or similar items is also prohibited. All chalet units will be inspected prior to performance bond being returned. Any damage to the tent structure or ramp arising from failure to observe these rules will be deducted from the performance bond. More information will be provided in the Exhibitor Service Kit.

Direct Selling

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

Direct selling outside of the chalet or on 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 chalet space assigned to the exhibitor presenting such material. Canvassing by exhibitors outside their assigned chalet is prohibited. Distribution of publications and marketing materials outside of assigned chalet, 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 US $4,695.

Drawing Approval

Chalets: Custom Double- & Triple-Unit

For all custom double- and triple-unit chalets, exhibitors must submit scaled technical floor plans for approval to ABACE management no later than February 25, 2019.

Scaled floor plans must include:

• Event name and chalet exhibitor name
• 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 to ABACE management at [email protected] no later than February 25, 2019, with copies forwarded to:

Mega Expo Shanghai
Attn: Cathy Wang
Email: [email protected]

and

Freeman
Attn: John Reed
Email: [email protected]

Custom double and triple chalet designs are subject to approval by the local Shanghai Fire Safety Authority. Exhibitor and the EAC is responsible for any additional fees associated with the stand design approval.

EACs/Exhibitor-Appointed Contractors (EACs)/Stand Builders/Third-Party Contractors for Single-Unit Turnkey and Custom Double- and Triple-Unit Chalets

Chalet exhibitors using third-party companies to assist must adhere to the following rules & regulations:

EAC Fees

Single-Unit Turnkey Chalets – EAC Supervisor Only

Single-unit turnkey chalet exhibitors are permitted to use third-party companies to assist during move-in/move-out provided they abide by the following rules & regulations:

• A maximum of two supervisors are permitted.
• Exhibitors must notify ABACE management and Freeman of their intent to use a third-party company for the interior design in writing no later than February 15, 2019.
• EAC supervisors must be qualified independent stand builders.
• EACs not based in China must be in country for a minimum of 24 hours prior to registering on site at ABACE.
• EAC supervisors are permitted on site to provide supervisory help only, cannot perform work and are permitted beginning Friday, April 12 at 08:00.
• EAC supervisors must comply with all insurance and performance bond rules.
• EAC supervisors must follow the EAC badging process.
• Photo ID badges: All EACs must wear photo ID badges during set-up and dismantling of exhibits at ABACE. The cost per badge is 250 RMB (approximately U.S. $39) and is payable only in cash on site.
• Exhibitor must submit on behalf of the EAC, notification on the exhibitor’s letterhead of its intent to use an exhibitor-appointed stand builder or EAC on or before February 15, 2019.
• 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. 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.
• EAC supervisors must provide proof of the exhibitor-appointed contractor’s workers’ compensation insurance with the limit to be at least 1,000,000 RMB; employer’s liability and general liability limit to be at least 1,000,000 RMB.
• EAC badge orders will not be accepted until all required EAC information, including insurance certificates, have been submitted to ABACE management.
• Exhibitors who reserved single-unit turnkey chalets are not permitted to use EACs for chalet design, but are permitted to have a maximum of two supervisors.
• All stand contractors and EACs must pay performance bond deposits and non-refundable management fees prior to move-in.

Double- and Triple-Unit Custom Chalets

Exhibitors who reserved double- or triple-unit custom chalets are permitted to use an exhibitor-appointed contractor (EAC)/stand builder to design and build their chalet interiors, however Freeman is the exclusive provider of all chalet structures. Exhibitors using third-party companies must adhere to the following rules & regulations:

• Exhibitor-appointed contractor (EAC)/stand builder supervisors must be qualified independent stand builders.
• Exhibitors must notify ABACE management and Freeman of their intent to use a third-party company for the interior design in writing no later than February 15, 2019.
• Exhibitor-appointed contractors must comply with all insurance and performance bond rules.
• EACs not based in China must be in country for a minimum of 24 hours prior to registering on site at ABACE.
• Photo ID badges: All EACs must wear photo ID badges during set-up and dismantling of exhibits at ABACE. The cost per badge is 250 RMB (approximately U.S. $39) and is payable only in cash on site.
• Exhibitor must submit on behalf of the EAC, notification on the exhibitor’s letterhead of its intent to use an exhibitor-appointed stand builder or EAC on or before February 15, 2019.
• 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. 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.
• EAC badge orders will not be accepted until all required EAC information, including insurance certificates, have been submitted to ABACE management.
• Third-party supervisors must provide proof of the exhibitor-appointed contractor’s workers’ compensation insurance with the limit to be at least 1,000,000 RMB; employer’s liability and general liability limit to be at least 1,000,000 RMB.
• All stand contractors and EACs must pay a performance bond deposit and a non-refundable management fee prior to move-in.

Electrical Service – Chalets

IMPORTANT: For electrical power to be turned on in a timely manner to exhibitors’ stands, all electrical installation work performed on site must be inspected and approved by HAH (local Shanghai Fire & Safety Authority) and ABACE management. No exceptions. Failure to have proper stand inspections for work performed during move-in will result in no electrical power being supplied to the stand. Please carefully review all following procedures.

• NEW FOR 2019:
  • All wires on the site (especially plug wires) must be regular triplex wires (It is not allowed to modify by duplex wires) and must be connected to electrical switchboard and reliably grounded.
  • All wires on the site must be installed inside of metal conduits when they are passing through the floor, wall or other wearable locations. The conduits must be adopted when wires are exposed.
  • Temporary electrical equipment used for on-site construction shall comply with relevant national and industry standards. It is strictly forbidden to use electrical equipment with potential safety risk.
  • In some special booths and exhibition halls, if there is high power demand, the detailed power consumption plan must be reported to the organizer at the initial stage of the exhibition preparation.
• Freeman is the exclusive provider of electrical service for ABACE. Electricity, if required, must be ordered from Freeman.
• Exhibitors located in the hangar or pavilion, may have electrical service for the operation of equipment, provided it does not produce noises of an annoying nature.
• Standard electrical service can be provided for equipment requiring 220VAC or 380VAC.
• Electricity, if required, must be ordered in advance.
• Electricians with valid work certificates are permitted to lay and install lines and electrical equipment within their stand space, provided proper EAC information and insurance documentation is provided to show management by Feb. 22, 2019.
• For all wire laying, metal conduit must be used when they are passing through the floor, wall or other wearable locations. Conduit installations will be inspected prior to electrical service being turned on.
• All wires on the site (especially plug wires) must be regular triplex wires (It is not allowed to modify by duplex wires) and must be connected to electrical switchboard and reliably grounded.
• All electrical inspections will be conducted by HAH/ABACE Show Management.
• No colored wire can be used, except for bulb connections.
• Any company found to be in violation of the installation rules will not receive power to their stand and will forfeit their performance bond.
• 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.
• Temporary electrical equipment used for on-site construction shall comply with relevant national and industry standards. It is strictly forbidden to use electrical equipment with potential safety risk.
• Exhibitor Appointed Contractors (EAC’s) are responsible for adhering to the ABACE Electrical Rules & Regulations.
• Failure to comply with the rules & regulations will result in no electrical power supplied to the exhibitor stand.
• EAC’s who are providing/performing electrical installation on stands must pay a non-refundable electrical inspection fee prior to moving in and must have all electrical installation work successfully inspected by HAH and ABACE Management prior to having electrical service being turned on.
• Work inspection failures result in additional fees required to be paid by the EAC.
• ELECTRICAL SERVICE WILL NOT BE TURNED ON UNTIL AN OFFICIAL HAH/ABACE STAFF PERSON HAS SIGNED OFF ON WORK PERFORMED FOR ALL THREE INSPECTIONS.
• An on-site detailed stand electrical inspection checklist will be available on-site.
• In some special booths and exhibition halls, if there is high power demand, the detailed power consumption plan must be reported to the organizer at the initial stage of the exhibition preparation.

All electrical worked performed on-site MUST be inspected by HAH/ABACE Management throughout the on-site installation process as outlined below:

• 1st Inspection – Once all the electrical wires have been installed and properly insulated.
  Work must be inspected prior to floor construction.
• 2nd inspection – Once all additional hidden work for wall sockets has been completed.
• 3rd and final Inspection – Structural stand integrity inspection

IMPORTANT NOTICE: Failure to have proper stand inspections performed during the move-in process will result in no electrical power supplied to the exhibitor stand.
Exhibitors/EAC’s are required to pay – in cash – the required electrical inspection fees below:

Single-Unit Turnkey Chalets

Single-unit turnkey chalets will receive power for:

• One 42-inch plasma
• One large refrigerator
• Four wall-mounted air conditioners
• 24 halogen lights
• Four 15-amp single phase 220V outlets

Any additional power needs will be the responsibility of the exhibitor.

Double- and Triple-Unit Custom Chalets

Exhibitors in double- and triple-unit custom chalets should contact Rick Halvorson with Freeman at [email protected] to discuss your electrical requirements and to obtain a quote.

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

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
• Chalet information and additional offerings
• Cleaning Services
• Customs
• Electricity
• Floral
• Freight forwarding
• Furniture
• Hostesses
• Insurance
• Internet access
• Shipping
• Turn-key exhibitor packages
• Visa invitation letters

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

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.

Fire Safety

All exits and exit aisles in the chalets 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

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.

Furniture Procedures – Chalets

Exhibitors who reserved double- or triple-unit custom chalets are permitted to source their own furniture and must adhere to the following rules:

• Third-party furniture suppliers are considered exhibitor-appointed contractors and all insurance and performance bond rules apply.
• Third-party furniture is considered freight and normal and customary material handling charges will apply.
• Furniture pick-up must occur between 08:00 and 10:00 on Friday, April 19. Late pick-ups will result in the loss of the EAC performance bond and additional charges for labor and storage.

Exhibitors who reserved single-unit turnkey chalets are not permitted to source their own furniture.

Chalet exhibitors should remove all valuables (including AV equipment, models, furniture, etc.) on Thursday, April 18 beginning at 15:00. A high-value item removal form will be available for exhibitors/EACs to use when exiting show site with these items upon show closing.

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]

Marshalling Yard

To help facilitate a smooth and secure move-in for ABACE, we have designated a marshalling yard area located approximately 6km away from the Shanghai Hawker Pacific facility. All Exhibitor EACs and their exhibit delivery agents and drivers MUST report to the Marshalling Yard area prior to delivering freight and exhibit items to the ABACE event.  Once trucks have been checked into the Marshalling Yard, they will be issued an “ABACE Truck Pass” which will allow them access to the security check point at the SHPBASC facility. 

IMPORTANT NOTE: NO TRUCK WILL BE ACCEPTED AT THE ABACE SHOW SITE WITHOUT FIRST GOING TO MARSHALLING YARD FOR A TRUCK PASS.

Truck Driver Only Process

1. Drivers making deliveries to ABACE must check in at the marshalling yard first.
2. At the marshalling yard, an APT representative will greet drivers and issue an ABACE truck pass, along with a security wristband for drivers who will not leave the truck during unloading.
3. An APT representative will dispatch the truck and driver from the marshalling yard to Yingbing 3 Road.
4. Upon arrival at Yingbing 3 Road ABACE Freight entrance, the truck will be inspected for the truck pass and the driver’s security wristband. Driver is cleared as long as the wristband remains on the wrist and the driver does not exit the truck while the unloading is taking place.
5. Once the truck and driver have been inspected, the truck can enter the ABACE show site under the control and direction of APT.
6. As soon as the truck has been unloaded and is empty, the truck driver and truck must depart the ABACE venue.

Unloading/Loading

All exhibitor EACs and their exhibit delivery agents and drivers must comply with all directions of show management and security officers regarding marshaling areas and unloading procedures. Trucks and their crews first report to the marshalling yard to purchase a truck pass and must remain in marshaling area until dispatched to unloading area. Once in the unloading area, trucks will be given a designated area to unload. Drivers must stay with their vehicles. Delivery crews will have a maximum of three hours to unload their vehicles and vacate the facility. Any violation of these instructions will result in the forfeiture of entire performance bond. No deposits of any kind are permitted outside the exhibitor’s purchased stand area.

Truck Pass fee: 300 RMB per truck, payable in cash on site at the marshalling yard

Meeting Rooms

Due to space limitations, there is little to no private meeting room space available for exhibitors to use on site at ABACE. If meeting space is needed, exhibitors are encouraged to plan their stands accordingly to allow for meeting room space for your company.

Membership

All exhibitors must be members in good standing of either NBAA or AsBAA.

Mock-ups

Aircraft mock-ups are permitted in the indoor hangar and exhibitor pavilion and on the static display.

Move-in

Single-unit Turnkey Chalet – ,Move-in begins on Friday, April 12, 2019 and the following schedule of move-in/setup hours are permitted:

Double- and Triple-unit Custom Chalets – Move-in begins at 12:00 on Wednesday, April 10, 2019. The following schedule of move-in/setup hours are permitted:

Move-In Overtime Work Hours

EACs/stand builders/exhibitors who need to work beyond the posted move-in hours may send their requests to [email protected]. Requests for extended work hours will be reviewed by ABACE management and are subject to the fees listed below on the days working late.

Extended Hours Fees:

Application and payment in cash received before 14:00: 3,000 RMB
Application and payment in cash received after 14:00: 5,000 RMB

• Please note that 22:00 is the latest permitted time to work.
• Also, please note that these rates are daily overtime rates.

Please note that 22:00 is the latest permitted time to work.

Move-out

All chalets must remain staffed and in place until the show closes at 15:00 on Thursday, April 18, 2019, and exhibitors may not begin dismantling their exhibits before 15:00.

Move out for all chalet exhibitors will begin at 15:00 on Thursday, April 18, 2019.

Chalet exhibitors should remove all valuables (including AV equipment, models, furniture, etc.) on Thursday, April 18 beginning at 15:00. A high-value item removal form will be available for exhibitors/EACs to use when exiting show site with these items upon show closing.

Single Turnkey – Move-out begins on Thursday, April 18, 2019 at 15:00. The following schedule for move out must be followed:

ABACE management will direct the official freight forwarder for ABACE to ship (freight collect) packages, cartons, crates, etc. left in the Chalet beyond the days and times of dismantling. ABACE management will begin returning empty containers as soon aircraft are removed from the static display.

Detailed information on freight and material handling will be provided in the Exhibitor Service Kit.

Noise Levels

Noise levels within the exhibitor’s space should not exceed 80 decibels and must not interfere with the conduct of business of neighboring displays. 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, 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

Parking

With the exception of chalet exhibitors, there is no parking available on site at the Shanghai Hawker Pacific Business Aviation Business Centre. Chalet exhibitors will receive detailed information on parking approximately one month prior to move in. Pay parking lots are available at Terminal 2, which is approximately four to five blocks away.

There will be a limited number of “drop-off only” passes available for purchase by exhibitors at the cost of 800 RMB, including VAT. These passes permit convenient drop-off for passengers right outside the FBO security gate and are valid only on show days – Tuesday, April 16; Wednesday, April 17; and Thursday, April 18. 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].

Payment Methods

• Payments for ABACE exhibit space may be made by company check, bank wire transfer or credit card. Credit card payments in excess of U.S. $20,000 are subject to a 3% processing fee.
• VAT of 6.45% 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 transfers 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 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 [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.

Performance Bond

Exhibitors and stand builders who occupy chalets are required to pay performance bonds based on the size of their stand before move in. These fees are as follows:

• Exhibitors are responsible for any damage to the chalet and ramp space facilities caused by exhibitors, their agents, contractors or employees.
• Exhibitors who choose to rent any components for their chalet shall be responsible for any damage to rented items caused by exhibitors, their agents, contractors or employees.
• 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.
• EACs shall dismantle their chalets 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 chalet materials, including all debris (wood, nails, screws, etc.), must be removed from the ramp. Further move-in and move-out details will be included in the Exhibitor Service Kit.
• Chalets must be left in the condition in which they were received.
• A walkthrough will be conducted with the exhibitor prior to move-in and an inspection will take place after move out and prior to the return of the performance bond.
• The performance bond, less the non-refundable management fee, will be returned at the completion of move-out, on Friday, April 19, 2019 after the tenancy, provided there is no claim indemnity caused by the exhibitor/stand builder’s behavior or negligence.

For more information, review the Exhibitor Service Kit.

Safety Regulations for Double- and Triple-Unit Custom Chalets

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. Gas-powered generators must not be used inside of the chalets. 

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 designing double- and triple-unit custom chalet interiors, please be sure to refer to the stand configurations and drawing approval sections of the Exhibitor Service Kit to ensure that chalet designs conform to rules and regulations.

All double- and triple-unit custom chalets require technical drawings to be approved in advance. Drawings must be submitted online no later than February 25, 2019.

Security

While ABACE2019 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 13, 2019, to 15:00 on Thursday, April 18, 2019.

REMINDER:  Security Inspection – Monday, April 15 at 17:00

The local police will conduct a security inspection of all exhibitors’ stands. All exhibitors and stand builders must exit the show venue no later than 17:00. Once the venue is empty, the police will conduct their inspection which should be completed by 19:00. Once the inspection is complete, any exhibitors and stand builders who have made prior arrangements for overtime work hours may re-enter the venue.

Exhibitors are advised to obtain additional insurance coverage in advance to cover losses such as theft, fire and damage to property.

Chalet exhibitors should remove all valuables (including AV equipment, models, furniture, etc.) on Thursday, April 18 beginning at 15:00. A high-value item removal form will be available for exhibitors/EACs to use when exiting show site with these items upon show closing.

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: Tyler Hunt
Tel: +1-702-691-9091
Email: [email protected]

Customs
APT Showfreight Logistics
Tel: +86 21 6124 0090
Fax: +86 21 6124 0091

Contact: Janson Zhu
Tel: +86 21 6124 0090 Ext. 307
Email: [email protected]

Staffing

Chalet 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. Chalets 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 with advance notice.

Terms & Conditions

All ABACE exhibitors must agree to and comply with the Terms and Conditions posted on the ABACE website and included within the exhibit application.

Trademark Usage

The ABACE name and logos (the “ABACE marks”) are registered trademarks of NBAA. ABACE2019 exhibitors are encouraged to use the ABACE name and the logos available in the Exhibitor Dashboard to promote participation in the show. Exhibitors may not alter the logos in any way or use the ABACE marks to imply any endorsement or partnership with ABACE or NBAA without advance permission. Exhibitors may not use the ABACE marks or any variations in connection with the promotion or operation of other events.

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 chalets or on the ramp. UAS may be displayed in chalets provided they are stationary, fit within purchased exhibit space and comply with all relevant safety requirements.

Value Added Tax (VAT)

The Chinese Tax Authority requires that ABACE collect and remit Value Added Tax (VAT) on all ABACE prices. The VAT rate is 6.45% and will be added to exhibitors’ invoices for exhibit space. In some cases, exhibitors may be able to deduct the VAT paid to ABACE from their VAT remittance to the Chinese Tax Authority. Exhibitors are advised to consult their tax advisors for further guidance.

Visa Invitation Letters

• Individuals 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, which will be available in November 2018.
• 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 for ABACE2019 are eligible to request ABACE invitation letters.
• The processing fee to obtain an invitation letter from the Chinese authorities is U.S. $30.00 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.

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.

Waste Removal

Exhibitors and stand builders are responsible for removal of their waste during move-in and move-out at ABACE. To limit costs for waste removal, it is recommended that exhibitors and stand builders use recyclable materials for stand construction whenever practical. EACs found to be in violation of the rule requiring removal of all trash will forfeit all or a portion of their performance bond deposit. More information will be available in the Exhibitor Service Kit.