EXHIBITORS RULES & REGULATIONS
ABACE COLORS
The ABACE2009 colors are red, gold and black.
ACCOMMODATIONS FOR ATENDEES WITH DISABILITIES
ABACE Management will provide reasonable accommodations to individuals with disabilities who make their situation known to ABACE Management. 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 are urged to contact Chris Washington (cwashington@nbaa.org) in advance for approval. It is the policy of ABACE Management 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 in AsiaWorld-Expo or on the Static Display at the Hong Kong Business Aviation Centre. Only trained service animals with proper supervision are permitted at ABACE2009.BANK WIRE TRANSFER INSTRUCTIONS
Company checks and bank wire transfers are the preferred methods of payment. Credit card payments are accepted; however, payments received in excess of $20,000 will be subject to a 3% processing fee.Bank of America
730 15th Street, NW
Washington, DC 20005
Tel: +1 (202) 442-3972
Fax: +1 (202) 442-3988
Account Name: ABACE
Routing # : 026009593
Account # : 1923621905
Swift Code : BOFAUS3N
Please contact Linda Peters (lpeters@nbaa.org) for Indoor Exhibits or Joe Hart (jhart@nbaa.org) for Static Display Exhibits to obtain 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, Sponsorship, Advertising, Registration, etc.).
CANCELLATION POLICY
ABACE Management has a firm policy of no refunds for cancellations at any time. Any Booth or Static Display Space reductions are considered cancellations. Note: If Exhibit Space is not occupied by 1500 on Tuesday, February 10, 2009, ABACE Management will consider it canceled by the Exhibitor. If Static Display Space is not occupied by 1200 on February 10, 2009, ABACE Management will consider it canceled by the Exhibitor. If Exhibit Display remains unoccupied at the 1700 walk through of AsiaWorld-Expo and the Static Display of Aircraft at Hong Kong Business Aviation Centre on Tuesday, February 10, 2009, ABACE Management will use such space as it deems appropriate. This rule must be strictly enforced, as lateness in setting up causes difficulties with overnight cleaning crews and jeopardizes the opening of the Exhibits.If additional time is required for set up, please contact:
INDOOR EXHIBITS:
Linda A. Peters,
Vice President, Exhibits
Tel:+ 1 (202) 783-9368
E-mail: lpeters@nbaa.org
STATIC DISPLAY EXHIBITS:
Joe Hart,
Sr. Manager, Static Displays
Tel: +1 (202) 783-9456
E-mail: jhart@nbaa.org
CO-EXHIBITORS
Please advise ABACE Management in advance of any Co-Exhibitors planning to share Booth Spaces to ensure that Booth signage and Exhibitor listings are accurate. All Exhibitors and Co-Exhibitors must be Members of NBAA. No Exhibitor may assign, sublet or share the whole or any part of purchased Exhibit Space without the prior knowledge and consent of ABACE Management. Failure to advise ABACE Mangement of shared Exhibit Space in advance (including displaying the advertising of another Company’s products or services) may result in a minimum additional Booth Space charge of $2,980 per Company, per Booth and/ or a minimum of $2,025 per Company, per Static Display Space.DIRECT SELLING
Direct selling on the Exhibit Floor and/or at the Static Display of Aircraft is prohibited. Canvassing and/or distribution of publications/marketing materials/show dailies by Exhibitors or their representatives outside of the Exhibitor’s assigned Space, including all Booth-to-Booth distribution, are prohibited. Canvassing and solicitation, except by Exhibiting firms, are prohibited within 50 miles of ABACE at AsiaWorld-Expo and the Static Display of Aircraft at the Hong Kong Business Aviation Centre.DRESS
Due to the professional nature of the business aviation industry, dress for ABACE2009 is business attire. Please note that this applies to all Attendees and Exhibitors, as well as personnel working on behalf of Exhibitors in their Booths.ELECTRIC
Electric current may be utilized for the operation of apparatus that does not produce noises of an annoying nature.EXHIBITS CONTAINED WITHIN PURCHASED SPACE
All Display material and demonstrations must be confined within the limits of the Exhibitor’s purchased Space at both AsiaWorld-Expo and the Static Display of Aircraft at the Hong Kong Business Aviation Centre. Therefore, please reserve appropriate Booth and Static Display Space size. If many people are expected to congregate at one time, in one place, demonstration areas should not be placed on the aisle side of the Exhibit. Normal aisle traffic cannot be interfered with at any time. Exhibits must not project beyond allotted Space.EXHIBITOR FORMS
Exhibitor forms (including: Publications Bin Reservations, Meeting Room Requests, Press Conference Reservations, Sponsorship Information and Exhibitor Housing Information) for ABACE2009 may be downloaded at www.abace.aero.EXHIBITOR SERVICE KIT
An Exhibitor Service Kit for both indoor Exhibits and the Static Display of Aircraft will be available to all Exhibitors who are paid in full by mid-November 2008. Order forms for the following services will be included in the Kit: Freight Handling and Storage, Insurance, Telecommunications, Audio-Visual Equipment, Internet Access, Electricity, Water Supply, Compressed Air, Rigging, Stand Cleaning, Parking Permits, Floral, Furniture, Carpeting and Catering.FIRE SAFETY REGULATIONS AT ASIAWORLD-EXPO AND HONG KONG BUSINESS AVIATION CENTRE
All exits and exit aisles 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 devices 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 inspection requirements of AsiaWorld-Expo and Hong Kong Business Aviation Centre. The use of propane or bottled gas, flammable gases and compressed gas cylinders, including LPG, flammable thinners, solvents, paints and aerosol cans are strictly prohibited within AsiaWorld-Expo and Hong Kong Business Aviation Centre.EDUCATION SESSIONS
Education Sessions at ABACE2009 will be held in the Meeting Rooms located at AsiaWorld-Expo.INSURANCE
All Exhibitors are required to provide ABACE Management with a Certificate of Insurance evidencing Commercial General Liability, Worker’s Compensation and Employers’ Liability Coverage prior to participating at ABACE2009. Exhibiting Companies using Stand Builders during ABACE2009 must also submit notification of these Stand Builders to ABACE Management along with their proof of insurance.LIABILITY
The Exhibitor is solely responsible for the safeguarding of materials, equipment and Displays at all times. ABACE Management employs general security when AsiaWorld-Expo Exhibit Hall and Static Display of Aircraft on Hong Kong Business Aviation Centre are closed. However, ABACE Management, AsiaWorld-Expo, Hong Kong Business Aviation Centre and Freeman are not responsible for any loss, theft, damage, injury, or destruction of Exhibitor’s property or the property of its agents or employees, by or from any cause whatsoever. The Exhibitor expressly releases ABACE Management, Freeman, AsiaWorld-Expo and Hong Kong Business Aviation Centre and their respective officers, employees, Members and agents, from any and all claims for such loss, theft, damage, injury or destruction, or for loss of goodwill (whether or not in relation to any property). It is suggested that Exhibitors obtain insurance covering losses such as theft and damage to property. The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold ABACE Management, AsiaWorld-Expo, Hong Kong Business Aviation Centre and Freeman and their respective officers, employees, Members and agents harmless from and against any and all claims, losses, injuries and damages of persons or property, governmental charges or fines and attorney’s fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the Exhibition premises, or any part thereof, or arising out of or caused by Exhibitor’s participation in Exhibition activities. Exhibitors must comply at all times with the Rules & Regulations of ABACE Management, AsiaWorld-Expo, Hong Kong Business Aviation Centre and Freeman.These Rules & Regulations are subject to change prior to the the Exhibition is held. Failure to follow ABACE Management, Freeman, AsiaWorld-Expo and/or Hong Kong Business Aviation Centre Rules & Regulations will constitute a breach of contract. In addition, by signing the ABACE2009 Exhibit and/or Static Display of Aircraft Application/Contract, Exhibitors agree to comply with ABACE Management’s interpretation of its Rules Regulations. Complete Rules & Regulations for AsiaWorld-Expo and Hong Kong Business Aviation Centre will be included in Exhibitor Service Kit.
MAILING LIST
Please help us to continue to provide you with important ABACE Event information. If we do not have the correct address on for you, if you are receiving multiple copies of our marketing materials or if you no longer wish to receive ABACE Event materials, please send the address panel with corrections noted via e-mail to mcameron@nbaa.org, via mail to: NBAA, Attn: Maureen Cameron, 1200 Eighteenth Street NW, Suite 400, Washington, DC, 20036, or via fax to +1 (202) 862-5552. This will help us keep our records up to date. We don’t want you miss out on valuable ABACE event information.MEETING ROOMS
ABACE Management provides Meeting Rooms at AsiaWorld-Expo at a small charge and on a first-come, first-served basis for Exhibitors requiring meeting space during Show days. Charges for audio/visual and/or catering are the responsibility of the Exhibitor. Please note that ABACE Management is not responsible for providing signage or promotion of these meetings. The Meeting Room Reservation Form may be downloaded from www.abace.aero. For more information on Meeting Rooms, contact NBAA’s Dina Green at +1 (202) 783-9357 or dgreen@nbaa.org.OFFICIAL SERVICE CONTRACTORS
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 to be distributed in mid-November 2008) 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.PETS
For insurance reasons and to maintain the professional appearance of ABACE2009, please be advised that no pets, with the exception of trained guide, signal or service animals with proper supervision, will be permitted in the Exhibit Hall or on the Static Display of Aircraft.PHOTO USE PERMISSION
Any person who attends ABACE grants permission to ABACE Management, its employees and agents (collectively “ABACE”) to record his or her visual/audio images, including, but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and, without notifying such person, to use his or her name and such images for any purpose of ABACE, including advertisements for ABACE and its programs.PUBLICATIONS BINS
As a service to Exhibitors and Publishers of trade magazines, ABACE offers an area of Bins to display publications at AsiaWorld-Expo. Publications Bins will be available for periodical publications only. Advertising material, including promotional brochures and pamphlets which are more appropriate for the Exhibitor Literature Showcase, is not permitted in the Publications Bins and will be discarded by ABACE Management with no refunds. ABACE provides an attendant to receive shipments, and to stock and maintain the Publications Bins. Exhibitors and Publishers may purchase Bins at a cost of $625 per Bin. All Companies must submit a sample of their publication to NBAA’s Maureen Cameron for review before Bins are reserved. The Publications Bins Order Form can be downloaded at www.abace.aero. Shipping information will be available in the Exhibitor Service Kit.REGISTRATION
ABACE Management is pleased to provide the convenience of online Badge Registration to all Exhibitors. All Exhibitors will receive log-in credentials to access the online Registration system via e-mail. Badges will be mailed in advance to Attendees in the continental United States and Canada. Attendees from other countries may pick up their badges on site. To receive badges in the mail, all Booth and Static Display personnel should be registered online by January 23, 2009. Five badges are provided without charge for each 3m by 3m Booth Space reserved; and one badge is provided without charge for each 3m by 3m space Static Display Space reserved – up to a combined total maximum of 50 badges. Badges beyond the five-per-Booth and one-per-Static Display Space quota (maximum combined total of 50 badges) may be ordered online in advance for $25 each.If an Exhibitor utilizes the services of a Stand Builder during official Show hours, the Exhibiting Company must provide Exhibitor badges for those personnel. These badges can be ordered online as well as part of your Company’s total allotment of badges. Individuals installing and dismantling during hours other than official Show hours are required to wear set-up and tear-down wristbands. Wristband information will be available in the Exhibitor Service Kit.