Static Display 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.

• Access to the Static Display
• Access for Delivery Trucks
• Aircraft Arrivals & Placement
• Aircraft Ground Power Units (GPUs) & Air Conditioning Units (ACUs)
• Aircraft Invitation Letters
• Allocation of Static Display Space
• Auxiliary Power Units (APUs)
• Badges
• Carpeting
• Catering
• Children
• Cleaning
• Co-exhibitors/Companies Sharing Exhibit Space
• Damaging Property
• Direct Selling
• Electrical Service
• Exhibit Hours
• Exhibitor Service Desk
• Exhibitor Service Kit
• Exhibitor-Appointed Contractors (EACs)/Stand Builders/Third-Party Contractors for Static Display
• Extended Hours
• Fapiao
• FBOs/Ground Handling Agents
• First Aid
• Mailing List Updates
• Marshalling Yard
• Membership
• Move-in
• Move-out
• Noise Levels
• Official Service Contractor
• Parking
• Payment Methods
• Security
• Shipping/Storage
• Smoking
• Staffing
• Support Vehicles
• Tents, Hospitality Structures, Banners & Graphics
• Terms & Conditions
• Trademark Usage
• Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons
• Value Added Tax (VAT)
• Visa Invitation Letters
• Waste Removal

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.

Access for Delivery Trucks

Deliveries of exhibit and other materials must be coordinated directly with official freight forwarder. Details will be provided in the Exhibitor Service Kit. Deliveries will only be accepted on Monday, April 15, 2019.

Aircraft Arrivals & Placement

Aircraft arrival operations will be conducted between 06:00 and 20:00 on Sunday, April 14, 2019.

Shanghai Hongqiao International Airport has restrictions for aircraft with a maximum takeoff weight (MTOW) of less than seven tonnes. ABACE has been granted special arrival procedures for aircraft in this size category. Aircraft less than seven tonnes are required to arrive during non-airline hours from Saturday, April 13 at 23:00 to Sunday, April 14 at 07:00.

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.

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; it is the exhibitor’s responsibility, however, to ensure the PPR is within the assigned arrival window.

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.

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 18, 2019, at 15:00. ABACE will begin towing aircraft for departure at 17:00.

Only aircraft officially participating at the ABACE2019 static display may file flight plans to Shanghai Hongqiao International Airport (SHA) from April 4 to April 22. During this time, SHA will be closed to all transient aircraft operations from aircraft that are not part of the official ABACE static display. Other aircraft must fly in and out of Pudong International Airport (PVG) during this time.

The following information for each arriving aircraft must be reported to ABACE by email to [email protected].

• Aircraft registration number
   
• Designated ground handling company
  Aircraft operators must notify ABACE by email to [email protected] of their designated ground handling company no later than 15:00 Shanghai time on Wednesday, April 10. Any aircraft who have not notified ABACE by the deadline will be assigned a ground handling agent by ABACE management. Review the list of ABACE2019 authorized ground handling companies.

ABACE2019 static display exhibitors should file their flight plans through their normal channels and flight planning organizations. Flights should be scheduled for the arrival times assigned by ABACE Management. Aircraft traffic control may adjust the arrival times to the closest available slot time. ABACE will accept the decisions of air traffic control as the official arrival time.

If you have any questions about ABACE2019 aircraft arrival procedures, please contact Tracy Tippett at [email protected] or Joe Hart [email protected].

Aircraft 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.

For further information or to obtain pricing, contact:

AEM International
Ulrich Koch
Email: [email protected]
Phone: +1-514-695-1331

Aircraft Invitation Letters

All 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 2019.

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 January 7, 2019, with both chalet exhibits and static display aircraft.
2. Applications received by January 7, 2019, with only static display aircraft.
3. Applications received after January 7, 2019.

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.

ABACE2019 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 18, 2019, at 15:00. ABACE will begin towing aircraft for departure at 17:00.

IMPORTANT: If static display space is not occupied by 18:00 on April 14, 2019, 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 ABACE2019 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.
• Exhibitors are encouraged to pick up their badges no later than Monday, April 15 to avoid long lines on Tuesday, April 16 – 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.

Carpeting

On the static display, 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 18, 2019, at 15:00, 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

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

ABACE management will arrange to clean aisles and general/common areas after show hours and prior to opening each show day.

Order forms for additional cleaning services will be available in the Exhibitor Service Kit.

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:

• 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.
• Co-exhibitors must have an existing corporate relationship between themselves and the contracted primary exhibitor.
• Exhibitors must register all co-exhibitors online by Feb. 9, 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 ABACE 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.
• NEW FOR 2019: All co-exhibitors must submit the ABACE Co-exhibitor Registration Form and payment of $400 if submitted by Jan. 8, 2019 or $500 if submitted after Jan. 8, 2019.
• 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 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 permitted 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 US $4,625.

Electrical Service

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:

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
• 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.

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

An EAC is any vendor other than one of the official suppliers that an exhibitor wants to use before, during or after the show. Exhibitors with custom stands may use either the official show contractor (Freeman) or an exhibitor-appointed contractor of their choice. ABACE exhibitors must notify ABACE show management of their intent to use an Exhibitor-Appointed Contractor (EAC) to install or dismantle their stands or to provide any services for their stands.

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:

• Exhibitors must follow the following steps to notify ABACE management of all EACs who will be working on show site on their behalf:
  1. Exhibitor submits Notification of Intent to Use Exhibitor-Appointed Contractor (EAC)/Stand Builder form online no later than February 22, 2019.
  2. EAC completes Exhibitor-Appointed Contractor (EAC) Contract/Application and uploads a copy of their Certificate of Insurance (COI) online no later than February 22, 2019.
  3. Exhibitor/EAC submits stand drawings via online portal by February 22, 2019 deadline.
• Once these documents have been approved by ABACE management, EAC will be provided with a direct link to the online photo ID badging process.
• Contractors will be required to upload photographs for each contractor badge requested.
• All contractor 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.
• 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 250 RMB (approximately U.S. $39) and is payable only in cash on site.

• EACs who have not been registered by the exhibitor and/or EACs who have not completed the online contract/application and provided a copy of their insurance certificate may not be permitted to work on site at ABACE.
• Stand drawings will not be reviewed by show management until the Notification of Intent to Use Exhibitor-Appointed Contractor form and EAC Contract/Application have been completed online and the EAC’s certificate of insurance has been received.
• Stand drawings must be submitted for all raw space, including inline raw space, even if exhibitor will be using same stand as in previous years.
• It is the Exhibitor’s responsibility to ensure that all representatives of the Exhibitor-Appointed Contractor abide by ABACE2019 Rules & Regulations and to provide badges for those staff working on show days. The exhibiting company is responsible for the actions of their independent contractors and sub-contractors.
• 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 official contractor photo ID badges.
• All stand contractors and EACs are required to follow the targeted move-in floor plan to facilitate a smooth move-in for ABACE.
• All stand contractors and EACs for raw exhibit space must pay a performance bond deposit and a non-refundable management fee prior to move-in, as indicated below.
• 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.
• 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 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 stand structures, including all exhibit space debris (wood, nails, screws, etc.), must be removed from the indoor exhibit area and the freight yard.
• The performance bond, less the 2,000 RMB management fee for indoor exhibitors and single-unit chalet exhibitors, and 10,000 RMB for double- and triple-unit chalets, 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.
• Upon inspection during move out, should there be damage to the hangar floor, deductions from the performance bond will be assessed as follows:

• Upon inspection during move out, should the exhibit space not be clear of all debris, a re-inspection fee of 1,000 RMB will be assessed and deducted from the performance bond.

EAC FEES

For more information, review the Exhibitor Service Kit.

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. These fees are as follows:

EAC Fees – Static Display

All stand contractors and EACs must pay a performance bond deposit and a non-refundable management fee prior to move-in. These are as follows:

• 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 non-refundable management fee, prior to move-in.
• 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 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 stand structures, including all exhibit space debris (wood, nails, screws, etc.), must 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.
• The performance bond 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.

EAC Badges

Photo ID Badges: The cost per badge is 200 RMB (approximately U.S. $29) and is payable only in cash on site.

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.

Extended Hours

EAC’s/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.

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

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.

FBOs/Ground Handling Agents

All arriving aircraft must officially declare one of the four available ground handling companies as their designated agent.

Aircraft operators must notify ABACE by email to [email protected] of their designated ground handling agent no later than 15:00 Shanghai time on Wednesday, April 10. Any aircraft who have not notified ABACE by the deadline will be assigned a ground handling agent by ABACE management.

ABACE2019 Authorized Ground Handling Companies

Shanghai Hawker Pacific Business Aviation Service Centre (Event Host Facility)
Email：[email protected]; [email protected]
Please send email to both addresses.
Contact：Summer Zhang
Tel: +86 021 22341800
Mobile: +86 18001903286

FASCO
Ground Service Agency Shanghai FASCO
Tel:86-21-62680088
Fax: 86-21-68857001
Duty MP: 86-13788986365
Email：[email protected]
Eric Wu：13817586824

China Eastern Airlines Executive Air
Email：[email protected]
Tel: 62680102（24H）
Contact：Emma 135 2486 0036
Lee 13816630552

Shanghai Deer Jet Co.
Operation Department
4th Floor, No.80 Third Hongxiang Rd, Minhang District, Shanghai, 200335, China
Tel: +86 021 80232626
Fax: +86 021 80232634/22387061
Email: [email protected]；[email protected]

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]

Marshaling 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 checkpoint at the show site. 

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

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

See the aircraft arrival deadline for details regarding static display aircraft move-in procedures.

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 15:00 on Thursday, April 18, 2019, and exhibitors may not begin dismantling their exhibits before 15:00.

There will be no aircraft movements until approximately 17:00 on Thursday, April 18, 2019.

All aircraft and exhibit materials must be removed from the static display of aircraft by 21:00 on Thursday, April 18, 20198.

Exhibitors found in violation of this rule will be ineligible for the indoor priority draw for ABACE2019 and will be subject to an early tear-down penalty of US $4,625.

ABACE management will direct the official freight forwarder for ABACE to ship (freight collect) packages, cartons, crates, etc. left in the exhibit hangar or pavilion beyond the days and times of dismantling. ABACE management will begin returning empty containers as soon as the aisle carpeting is removed from the exhibit floor.

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

In order to facilitate a smooth move-out from the static display, exhibit personnel will observe the following schedule on Thursday, April 18, 2019:

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 to transient parking by 23:00 on Thursday, April 18, 2019.

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

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 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 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 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 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.

Security

Whenever 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.

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: 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

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 ABACE2020 and will be subject to an early tear-down penalty of US $4,625.

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. Absolutely no drilling will be permitted into the ramp. 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.

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.

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 on the static display.

Value Added Tax (VAT)

The Chinese Tax Authority levies 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

• 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. EACs found to be in violation of this rule will be assessed a trash removal fee, which will be deducted from their performance bond. 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.