Exhibitor Rules

To make ABACE a successful event for all participants, ABACE exhibitors must review and abide by all ABACE2016 rules. Additionally, exhibitors must abide by the Exhibitor Contract Terms & Conditions.

Access to the Static Display

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

Monday, April 11 08:00 – 19:00
Tuesday, April 12 08:00 – 19:00
Wednesday, April 13 08:00 – 19:00
Thursday, April 14 08:00 – 14:00

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 Friday, April 8 and Saturday, April 9, 2016.

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.

Aircraft Arrivals

Aircraft arrival operations will be conducted between 06:00 and 20:00 on Sunday, April 10, 2016.

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 are required to arrive during non-airline hours from Saturday, April 9 at 23:00 to Sunday, April 10 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.

Aircraft Arrival Deadline

Zone arrival deadlines on Sunday, April 10, 2016, are as follows:

Zone 1 06:00 – 10:00
Zone 2 10:00 – 12:00
Zone 3 12:00 – 14:00
Zone 4 14:00 – 16:00
Zone 5 16:00 – 18:00
Zone 6 18:00 – 20:00

Shanghai Hongqiao International Airport Arrival Procedures:

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

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

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 14, 2016, at 15:00. ABACE will begin towing aircraft for departure at 18:00.

To further assist in planning, exhibitors must complete and return the Aircraft Arrival Information Form to NBAA’s Joe Hart at [email protected] or Tracy Tippett at [email protected]rg no later than Monday, April 4, 2016. While some information, such as specific tail numbers or type of aircraft, may not be known by this date, it is important that ABACE management knows the scope of your display. If the specifics are not known, please provide general type of aircraft (light, mid, large jet, turboprop, etc.) and any known information.

Aircraft Invitation Letters

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 2016.

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 November 6, 2015, with both chalet exhibits and static display aircraft
  2. Applications received by November 6, 2015, with only static display aircraft
  3. Applications received after November 6, 2015.

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.

ABACE2016 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 14, 2016, at 15:00. ABACE will begin towing aircraft for departure at 18:00.

IMPORTANT: If static display space is not occupied by 18:00 on April 10, 2016, 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 ABACE2016 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. ABACE2016 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.

New for ABACE2016 Exhibitors: Due to required security procedures, every exhibitor that wishes to access the show floor must provide their picture to ABACE show management. Pictures will not be printed on individual badges, but will be electronically monitored by security personnel before entering the exhibit hall.

To save time on site, we recommend that exhibitors upload their JPEG pictures in advance. Photos should be less than 1.5 mg in size and can be uploaded during registration by clicking on the link below. Exhibitors who have done bulk registration in the past may still do so, though photos will then need to be added manually. If exhibitors do not have a JPEG photo available they may have their picture taken on site at ABACE registration.

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

Number of Badges Allocated
Premium Placement Exhibitors 11 per 3m-by-3m space reserved
Indoor Hangar/Exhibitor Pavilion Exhibitors 10 per 3m-by-3m space reserved
Static Display Exhibitors 1 per 9sqm space reserved
Chalet Exhibitors 100 badges per chalet reserved
  • The maximum combined total of badges provided at no charge to exhibitors is 100.
  • Additional badges may be ordered online or purchased on site for 860 RMB (approximately U.S. $140).

Exhibitors may access exhibitor badge registration through the ABACE2016 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 ABACE2016.

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

In the hangar and exhibitor pavilion, ABACE management carpets aisles only. The ABACE aisle carpet color is red.

Raw and Inline Raw Space Exhibitors: Exhibitors occupying raw space or inline raw space are responsible for providing the carpeting or finished flooring for their entire stand space. Carpet may be ordered through the Exhibitor Service Kit.

Shell Scheme Space Exhibitors: Carpet is included with all shell scheme spaces.

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

Immediately after show closing on Thursday, April 14, 2016, 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

The Sheraton Shanghai Hongqiao Hotel is the exclusive food and beverage service provider at ABACE2016. Menus and other catering information will be provided in the Exhibitor Service Kit.

Chalet Cleaning

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, however additional requirements in order to maintain chalet are the exhibitors responsibility

Chalet EACs

Double and triple-unit semi-custom chalet exhibitors are permitted to use third-party companies/exhibitor-appointed contractors (EACs) to assist with the design of their chalets, however, Freeman is the exclusive provider of all chalet fabrication and installation services. Chalet exhibitors using third-party companies to assist must adhere to the following rules & regulations:

A maximum of two third-party supervisors are permitted on site during the move-in and move-out period, provided they abide by the following rules & regulations:

  • Third-party supervisors must be qualified independent stand builders.
  • Third-party supervisors are permitted on site to provide supervisory help only and cannot perform work.
  • Third-party supervisors are considered exhibitor-appointed contractors and all insurance and performance bond rules apply
  • Third-party supervisors must follow the EAC badging process.
  • 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 March 11, 2016.
  • 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.

Exhibitors who reserved single-unit turnkey chalets are not permitted to use EACs for chalet design.

Chalet Electricity

Power is provided for the chalet to include power for lighting, 48 sockets and refrigerator. Additional power required can be provided at the exhibitor’s expense. Freeman and its partners are the exclusive providers of electricity power, connections and installation within the chalet.

Chalet Furniture Procedures

Exhibitors who reserved semi-custom double or triple 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 can only be delivered or picked-up from outside the chalet. Freeman is responsible for moving the furniture into and out of the chalets. Normal and customary labor fees will apply.
  • Furniture deliveries must take place between 08:00 and 12:00 on Saturday, April 9. Early deliveries will be refused by ABACE management and late deliveries will incur additional labor charges.
  • Furniture pick-up must occur between 08:00 and 10:00 on Friday, April 15. 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 Interior Design Procedures

Exhibitors who reserved semi-custom double or triple chalets are permitted to use third-party companies to assist with the design of the chalet interior, however Freeman is the exclusive provider of all chalet fabrication and installation services. Exhibitors using third-party companies to assist must adhere to the following rules & regulations:

  • 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 13, 2016.
  • Third-party design companies must understand that Freeman is the exclusive provider of all chalet fabrication and installation services.
  • Interior plans must be final no later than February 26, 2016.
  • Final interior design plans must be approved by ABACE management and Freeman.
  • Up to two representatives of the design company can supervise the installation of the interior.
  • All audio-visual (A/V) equipment must be sourced through Freeman. Third party companies are not permitted.
  • All electrical equipment and appliances (not including personal computers/devices) must be sourced through Freeman.

Cleaning

ABACE management will arrange to clean aisles after show hours and prior to opening each show day. Shell scheme spaces will be vacuumed and have trash removed each night. Exhibitors must keep their displays neatly organized.

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

Co-exhibitors

Please note the following rules regarding co-exhibitors:

  • Exhibitors must notify ABACE management by Feb. 29, 2016, of all companies that will be sharing their exhibit space. This includes any exhibitor displaying the advertising or products/services of another company.
  • Chalet exhibitors are provided three complimentary additional company profiles.
  • Failure to advise ABACE management of shared exhibit space by February 29, 2016, may result in a minimum additional stand space charge of U.S. $4,350 per company per stand and a minimum of U.S. $4,350 per company per static display space.
  • Co-exhibitors must have an established corporate relationship between themselves and the contracted primary exhibitor.
  • Co-exhibitors must be members in good standing of either AsBAA or NBAA.
  • Co-exhibitors do not qualify for the same benefits as the primary exhibitor.
  • Co-exhibitors are not allotted badges.
  • All co-exhibitors must purchase company profiles with the ABACE2016 Additional Company Profile Request Form and submit payment of U.S. $500 to appear in the online exhibitor directory and mobile app.
  • Co-exhibitors, like exhibitors, may update their company profiles through the ABACE2016 Exhibitor Dashboard.

Defacing Property

No part of an exhibit, or signs relating thereto, may be taped, nailed, tacked, stapled, pasted or otherwise fastened to ceilings, walls, floors, doors, windows, painted surfaces, columns, marble or fabric in any way. No holes may be drilled, cored or punched in the hangar and pavilion exhibit hall walls or floors. No application of paint on signs, displays or other objects is permitted in the hangar and pavilion exhibit halls. The use of adhesive-backed decals or similar items is also prohibited. Damages to the hangar and pavilion exhibit halls arising from failure to observe these rules will be billed to the exhibitor. More information will be provided in the Exhibitor Service Kit.

Direct Selling

No exhibitor is 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 $4,350.

Drawing Approval

For all raw space booked, including inline raw exhibit space, exhibitors must submit scaled floor plans for approval to ABACE management no later than February 26, 2016.

Scaled floor plans must include:

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

Scaled floor plans must be submitted to ABACE management at [email protected] no later than February 26, 2016, with copies forwarded to:

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

Exhibitor stand designs consisting of a double deck or containing an element greater than 3.7 meters (12 feet) are subject to approval by the local Shanghai Fire Safety Authority. Exhibitor and/or the EAC is responsible for any additional fees associated with the stand design approval.

Dress

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

Electrical Service

Freeman is the exclusive provider of electrical service for ABACE.

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

Standard electrical service can be provided for equipment requiring 220VAC. Electrical installation is available at each stand location. Electricity, if required, must be ordered in advance. Information will be provided in the Exhibitor Service Kit.

Only ABACE-authorized electricians may install electricity to stands. Electricians with valid work certificates are permitted to lay and install lines and electrical equipment, provided that proper EAC information and insurance documentation is provided to show management by the deadline date. For wire laying, insulation sheaths (conduit) must be used. No color wire can be used except for bulb connections. Any company found to be in violation of the rules will not receive power to their stand.

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

Exhibit Hours

Tuesday, April 12, 2016 10:00 – 18:00
Wednesday, April 13, 2016 10:00 – 18:00
Thursday, April 14, 2016 10:00 – 15:00

Exhibitor Service Desk

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

Exhibitor Service Desk Schedule

Friday, April 8 08:00 – 17:00
Saturday, April 9 08:00 – 17:00
Sunday, April 10 08:00 – 17:00
Monday, April 11 08:00 – 19:00
Tuesday, April 12 08:00 – 18:00
Wednesday, April 13 08:00 – 18:00
Thursday, April 14 08:00 – 19:00
Friday, April 15 08:00 – 17:00

Exhibitor Service Kit

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

  • Audio-visual equipment
  • Carpeting
  • Catering
  • Cleaning Services
  • Customs
  • Electricity
  • Floral
  • Freight forwarding
  • Furniture
  • Hostesses
  • Insurance
  • Internet access
  • Shipping
  • Turn-key exhibitor packages
  • 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

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

EAC/stand builder insurance documentation: All third-party stand contractors and EACs must submit insurance documentation to ABACE management. Proper documentation must be provided to ABACE management in order to receive the link for the online photo ID badging process, including EAC form and insurance documentation.

Photo ID badges: All stand contractors and EACs must wear photo ID badges during set-up and dismantling of exhibits at ABACE. The cost per badge is 160 RMB (approximately U.S. $26) and is payable only in cash on site.

Once ABACE management receives the completed 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:

Performance bond deposit – raw booth space: 18,000 RMB
Non-refundable management fee: 2,000 RMB

The performance bond deposit will be returned at the close of move-out, provided there is no claim indemnity caused by the payer’s behavior or negligence. The performance bond and management fees must be paid in cash and on site at the “Contractor Badge and Performance Bond” service desk area located at the Shanghai Hawker Pacific

Business Aviation Service Center Hangar. The performance bond will be returned on Friday, April 15, 2016 after the tenancy if, by then, there is no claim indemnity caused by the payer’s behavior or negligence. Further information regarding these fees will be available in the Exhibitor Service Kit.

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 booth 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.

EAC Badges:

If an exhibitor utilizes the services of an EAC during official show hours, the exhibiting company must provide exhibitor badges for those personnel. These badges can be ordered online as part of the exhibitor’s total allotment of badges. During hours other than official show hours, EACs are required to wear set-up and teardown EAC photo ID badges.

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

The official ABACE2016 FBO and ground handling agent is Shanghai Hawker Pacific Business Aviation Service Centre. Many companies provide ground handling services at Shanghai Hongqiao International Airport. Exhibitors may use any of the approved ground handling agents upon their arrival for ABACE2016.

Shanghai Hawker Pacific Business Aviation Centre
No. 99, Yingbin Seven Road
Shanghai Hongiao International Airport
Shanghai, 200335, China
+86 21 2234 1702

Fire Safety

All exits and exit aisles in the hangar and pavilion exhibits must be kept clear and unobstructed. No furniture, signs, easels, chairs or displays may protrude into aisles. Fire hose cabinets, fire extinguishers, sprinklers or any other fire-safety device must not be hidden, obstructed or otherwise disturbed. All materials used in exhibit construction, decoration or as temporary cover must be certified as flame retardant. Flammable fluids, substances or materials of any nature may not be used. All materials and installations must comply with the Shanghai Hawker Pacific Business Aviation Service Centre fire preventions regulations.

First Aid

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.

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

Hanging Signs, Materials and Components

Hanging signs, lighting trusses, materials or components are not permitted in the exhibitor pavilion or hangar at ABACE2016.

Inline Raw Space

Inline raw exhibit spaces do not require shell-scheme hard walls.

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

Mailing List Updates

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

By Mail
ABACE U.S.A. Office
Attn: Courtney Easton
1200 G Street NW, Suite 1100
Washington, DC, 20005
USA
Or by email to: [email protected]

Marshaling Yard

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

Mock-ups

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

Move-in

Move-in for the hangar, pavilion and chalet exhibitors begins at 08:00 on Friday, April 8, 2016, and will be on a targeted basis.

Note: All hangar and pavilion exhibits must be set and in place by 15:00 on Monday, April 11, 2016, so that aisle carpeting can be installed.

If the exhibit space is not occupied by this time, ABACE management will consider it canceled by the exhibitor and assumes the right to use such space as deemed appropriate.

Pavilion and hangar exhibitors requiring additional hours for indoor set up should contact NBAA’s Maureen Cameron at [email protected] or + 1 (202) 783-9453.

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 14, 2016, and exhibitors may not begin dismantling their exhibits before 15:00.

There will be no aircraft movements until after 18:00 on Thursday, April 14, 2016.

All aircraft and exhibit materials must be removed from the static display of aircraft by 21:00 on Thursday, April 14, 2016.

Exhibitors found in violation of this rule will be ineligible for the indoor priority draw for ABACE2017 and will be subject to an early tear-down penalty of US $4,350.

Move-out for the hangar and pavilion exhibit halls will begin at 08:00 on Friday, April 15, 2016, and all materials must be removed by 17:00 on Friday, April 15, 2016.

ABACE management will direct the official fright 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 14, 2016:

Static Display Tear-down Schedule

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

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

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

All aircraft must either depart or be returned to transient parking by 23:00 on Thursday, April 14, 2016.

Noise Levels

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

Official Service Contractor

To ensure orderly and efficient installation, operation and removal of displays, and to eliminate confusion, ABACE management has designated Freeman and other firms listed in the Exhibitor Service Kit as official service contractors. ABACE management holds these firms responsible for quality service and fair prices, and will intercede on behalf of an exhibitor in the event of faulty work or unfair charges. ABACE management encourages all exhibitors to place orders with these firms, unless a permanent arrangement has been established with a display house or outside contractor to set up and dismantle exhibits.

Freeman Contacts

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

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

Tom Merrill
National Account Executive
Email: [email protected]
Tel: +1 (940) 205-8446

Hangar and Exhibitor Pavilion Exhibitor Contact
Mariana Jorgensen
Account Executive
Email: [email protected]
Tel: +1 (214) 451-3792

Parking

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

There will be a limited number of “drop-off only” passes available for purchase by exhibitors. These passes permit convenient drop-off for passengers right outside the FBO security gate and are valid only on show days – Tuesday, April 12; Wednesday, April 13; and Thursday, April 14. These passes do not provide access to the FBO or into ABACE.

Drop-off passes will be available for purchase in the Exhibitor Service Kit. Exhibitors may purchase “drop-off only” passes while supplies last.

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 6.7% will be added to all exhibit applications. In some cases, you may be able to deduct the VAT paid to NBAA from your VAT remittance to the Chinese Tax Authority. Please consult your tax advisor for further guidance.

All payments for ABACE should be made in U.S. dollars (subject to the applicable PRC law, if such law requires otherwise).

Payments made by wire transfer must include a U.S. $30 wire processing fee.

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

Bank Wire Transfer Instructions
Bank of America
730 15th Street NW
Washington, DC, 20005
USA
Routing #: 026009593
Account Name: National Business Aviation Association, Inc.
Account #: 2404389
Swift Code: BOFAUS3N

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

Performance Bond

Exhibitors are responsible for any damage to the hangar, exhibitor pavilion and ramp space facilities caused by exhibitors, their agents, contractors or employees. Exhibitors who choose to rent stands or any components for their exhibit display shall be responsible for any damage to rented items caused by exhibitors, their agents, contractors or employees. Exhibitors and stand builders who occupy “raw” space are required to pay a performance bond of 20,000 RMB, which includes a 2,000 RMB management fee, prior to move-in. The performance bond, less the 2,000 RMB management fee, will be returned at the completion of move-out, provided there is no claim indemnity caused by the exhibitor/stand builder’s behavior or negligence. For more information, review the Exhibitor Service Kit.

Pets

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

Platform Flooring in Stands

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

Raw Exhibit Space

A minimum of 36 square meters of exhibit space is required in order to reserve raw exhibit space in either the hangar or exhibitor pavilion. Raw space will be sold as peninsula or island stand configurations, and exhibitors must keep the following design considerations in mind when selecting their space. There are a very limited number of island configuration spaces available and we will do our best to accommodate the requests on a first-come, first-served basis.

Non-Perimeter Peninsula Stands

Hangar exhibits – maximum height: 5.6 m (18 ft 4 in)

Exhibitor Pavilion exhibits – maximum height: 4.6 m (15 ft)

  • A back or side wall that connects with or adjoins another exhibitor must be finished and booth plans must be approved by ABACE management.
  • Permitted to have more than one display level with approval by both ABACE management and HAH (Shanghai Fire Safety Authority).
  • Hanging signs, lighting trusses, materials or components are not permitted in exhibitor pavilion or hangar exhibits.
  • Certain stands may require fire watches, smoke detection devices, fire extinguishers and multiple exits as required by fire prevention officials.
  • No identification of any kind, including company logos, is allowed on a back wall that adjoins another exhibitor.

Perimeter Peninsula Stands

Hangar exhibits – maximum height: 5.6 m (18 ft 4 in);

Exhibitor Pavilion exhibits – maximum height: 4.6 m (15 ft)

  • May contain perimeter wall structures with approval by ABACE management
  • Perimeter wall structures may be unfinished on sides that face the exterior wall of the facility and that are not visible to attendees.
  • Permitted to have more than one display level with approval by both ABACE management and HAH (Shanghai Fire Safety Authority).
  • Hanging signs, lighting trusses, materials or components are not permitted in exhibitor pavilion or hangar exhibits.
  • Certain stands may require fire watches, smoke detection devices, fire extinguishers and multiple exits as required by fire prevention officials.

Safety Regulations for Stand Construction

Materials, carpets and display items used for construction and publicity shall be of low flammability and with the fireproof reports issued by the fire department. Open flame and flammable, explosive, radioactive, poisonous or corrosive items are not permitted at ABACE.

The use or display of electric arc, welding flame, high voltage electrical appliances, neon lights or similar items require advance approval from ABACE management.

When constructing a booth, please be sure to refer to the booth configurations and drawing approval sections of the Exhibitor Service Kit to ensure that booth structure conforms to height and dimension requirements based on the stand type and location.

For stand types that require drawing approvals, please ensure drawings are submitted online no later than Feb. 26, 2016.

Note: Hanging signs are NOT permitted in either the exhibitor pavilion or hangar.

Entrances, exits, fire emergency alarms and fire hoses must not be blocked, obstructed or hampered by any decoration, display items or equipment.

Security

While ABACE2016 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 9, 2016, to 15:00 on Thursday, April 14, 2016.

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.

Shell-Scheme Exhibit Space

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

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

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

Exhibit materials, components and identification signs: maximum height of 2.5m (8 ft)

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]

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 14, 2016.

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 14, 2016, will be ineligible for the indoor priority lottery for ABACE2016 and will be subject to an early tear-down penalty of US $4,350.

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.

Unmanned Aircraft Systems (UAS), Remote-Controlled Aircraft and Helium Balloons

For the safety of attendees, flying objects, including unmanned aircraft systems (UAS), remote-controlled aircraft and helium balloons, are not permitted in the hangar and pavilion exhibit hall areas. UAS may be displayed at exhibits provided they are stationary, fit within purchased exhibit space and comply with all relevant safety requirements.

Value Added Tax (VAT)

Effective August 2013, the Chinese Tax Authority began to levy value added tax (VAT) on certain services previously subject to business tax on a nationwide basis. The VAT rate is 6.7% and is added to your invoice. In some cases, you may be able to deduct the VAT paid to NBAA from your VAT remittance to the Chinese Tax Authority. Please consult your tax advisor for further guidance.

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, which will be available in November 2015. The National Business Aviation Association (NBAA) will forward requests to the appropriate Chinese Authorities, who will then issue the ABACE invitation letter. Please be advised that it will take approximately 10 to 14 business days to process requests. The invitation letter will then be sent to you via fax or email.

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

Only registered attendees for ABACE2016 are eligible to request ABACE invitation letters.

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

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

Waste Removal

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