Attendee Lists Scam – we have noticed a lot more scammers approaching exhibitors over the past year offering to sell attendee/visitor lists to our events. Please note that this is a SCAM and we do not recommend engaging in any way. XPO Exhibitions do not on-sell our attendee data to any other party – therefore the Attendees List being offered is NOT legit. We offer a phone or tablet Leads App at each of our Shows (to exhibitors only). These allow an exhibitor to capture contact data from attendees that consent to scan their badge on your stand only. If you have any concerns or queries, please don’t hesitate to contact us to clarify.
1.SHOW INFORMATION
PACK IN
SHOW HOURS
PACK OUT
DELIVERY / FREIGHT PICK UP
2. VENUE
MAP
PARKING
TRAFFIC MANAGEMENT
SECURITY
CATERING & EXHIBITOR LOUNGE
3. KEY SUPPLIERS AND ORDER FORMS
4. YOUR EXHIBITION STAND
STAND TYPE AND SERVICES FLOORPLAN
INTERNAL MEASUREMENT PANELS
CARPET
POWER AND LIGHTING
AISLES
5. STAND DESIGN
DESIGN AND BUILD COMPANIES
HEIGHT & STAND STRUCTURE
REGULATIONS
MATERIALS, FABRIC, CEILING
CANOPIES AND DRAPES
HANGING BANNERS
SIGNAGE
PLANT HIRE
6. SHOW READY
EXHIBITOR BADGES
OPERATIONAL FORM
STORAGE
FORKLIFTS
TROLLEYS
INTERNET
CLEANING
RUBBISH
PLUMBING
SAMPLING
7. MARKETING
EXHIBITOR LISTING
ADVERTISEMENTS
MEDIA EDITORIAL OPPORTUNITIES
OFFICIAL MEDIA PARTNER
MARKETING RESOURCES
8. XPO LEADS APP
9. HEALTH AND SAFETY
FIRE & EVACUATION PROCESS
FIRE REGULATIONS
VEHICLES
H&S INDUCTION
FIRST AID
TEST & TAG
PUBLIC LIABILITY INSURANCE
SCAFFOLDING & PLATFORMS
COMPRESSED AIR
DRONES AND OTHER DEVICES
ALCOHOL
10. ACCOMMODATION
1.1 Show Dates & Times
SHOW INFORMATION 1.SHOW INFORMATION
1.2 Operational Deadlines
2. VENUE
Auckland Showgrounds
217 Green Lane West, Epsom, Auckland 1051
Carpark
2. VENUE
2. VENUE
2.1 Parking
Parking at Auckland Showgrounds is free for exhibitors during pack in (Monday & Tuesday) and pack out (Friday) For event days, please see below:
0 - 3 hours = $10.
$2 per hour thereafter up to a maximum of $18.
Car parking is controlled by Auckland Showgrounds and unfortunately is out of our control as organisers. Street parking is available on Puriri Drive and surrounding streets. However, access to the venue is only open via Greenlane west.
2.2 Traffic Management
Access to the loading bays at the back of the exhibition halls is via the Ring Road (one-way traffic). Entry to the Ring Road is exclusively through Gate 1. Security personnel will guide you upon arrival If entering through the front doors of the exhibition halls, please park in the arena carpark. For any questions, contact the Operations Lead.
2.3 Security
Whilst we have security and safety precautions in place, no responsibility can be assumed for any loss or damage to goods.
Security guards will be onsite from the first day of pack in. During opening hours, we have security guards patrolling the site, but we stress the importance of having your stand always staffed.
The organiser shall be under no liability for any loss or damage to any property of the exhibitor or any other person, whether caused in whole or in part by any act or omission of the organiser, its servants, agents or contractors.
2.4 Catering & Exhibitor Lounge
Fernz Café will offer coffee and light refreshments during pack-in days, with meals available for purchase on show days. To set up a tab for your staff, please complete the form below prior to arriving onsite. A complimentary tea and coffee service will also be available in the exhibitor lounge by show information during pack-in and upstairs on event days. Due to catering rights of the venue, you may not order external catering to have on your stand to give to visitors
Fernz Catering Exhibitor Account Set Up Form
3. KEY SUPPLIERS
Carpet, Furniture, Wall Panels
Exhibition Hire Services (EHS)
Julia Sandiforth - 09 579 9884 - julia@exhibitionhire co nz / exhibitionhire co nz
Show Light & Power (SLP)
Power and Lighting / Hanging Banners SLP ORDER FORM
Simon Meades - 022 639 0985 - info@livewireav.co.nz / livewireav.co.nz
AV ORDER FORM
Catering
Fernz Catering
Andrew Blake - 09 218 8933 - andrew@fernzcatering.co.nz / fernzcatering.co.nz
CATERING FORM
Compressed Air
Engineering Compressor Services
If you require Air Drops from the venue roof you will need to get in touch with Marcello. Marcello Peacocke - Marcello.Peacocke@aircompressors.co.nz // ErinBeachamerin@aircompressors co nz
If you have been provided complimentary air drops in your contract please CC in Operations@xpo.co.nz
3. KEY SUPPLIERS
Design and Build Stands
Exhibition Hire Services (EHS) - (Preferred Supplier)
Julia Sandiforth - 09 579 9884 - julia@exhibitionhire.co.nz / exhibitionhire.co.nz
Stand Out Design
Joe - 09 302 8797 - joe@standoutdesign.co.nz / standoutdesign.co.nz
Matt Reilly - 022 2484 3178 - matt@theeventsagency.co.nz // theeventsagency.co.nz
The Events Agency can help elevate your show presence through strategic execution, creative booth design, and impactful marketing. Their goal is to ensure that your stand isn’t just seen it’s remembered
Blake Douglas - 021 876 987 - blake@benefitz.co.nz / benefitz.co.nz
Water Coolers
Sparkling Spring
Stan Likovs - 021 271 3712 - stan@sparklingspring.co.nz / sparklingspring.co.nz
3. KEY SUPPLIERS
3. KEY SUPPLIERS
3. KEY SUPPLIERS
4. YOUR EXHIBITION STAND
What will be on your stand
4.1 Stand type and services
Please check your contract for the specific details of your stand size, type, and the services included. There are three types of stand space you may have booked:
Serviced stand space
Includes:
Panels - Velcro receptive panels, 2.3m high
Carpeted floor tiles - Grey
Allocation of lights
Allocation of power
International Package
Includes:
Panels - Velcro receptive panels, 2.3m high
Carpeted floor tiles - Grey
Allocation of lights
Allocation of power
Furniture package as specified in your contract
Company name sign
4.2 Floor Plan
The floor plan may change between the time of your booking and the staging of the event. The latest floor plan can be obtained by contacting the Operations Team
Please make sure you give the most updated plans to your contractors.
4. YOUR EXHIBITION STAND
4.4 Panels
The Panels are covered with velcro-receptive material and are 2.3m high.
Velcro is the best way to attach items – you will only need the hook (rough) side Velcro hook and loop will be available for purchase from the Show Information desk ($5 per meter, $3.5 per ½ meter).
Thumbtacks are also acceptable but must be removed at the end of the event. Nails, screws, painting or permanent marking of the panels is not permitted. Any damage may be charged to the exhibitor. Panels are not to be altered or moved without consulting EHS Avoid exerting excessive pressure on the panels to prevent them from leaning and posing a safety risk.
If you need additional panels for storage or other purposes, please arrange this directly with EHS. Please note that this will come at an additional cost.
PANEL ORDER FORM
4. YOUR EXHIBITION STAND
4.5 Carpet
1mx1m square grey carpet tiles will be provided unless requested otherwise. If you are laying a special floor, we recommend that it be laid on top of the carpet tiles. When fixing carpet or floor coverings to the carpet, please use clear double-sided tape as it is very easy to remove.
Exhibition Hire Services can also provide alternative floor coverings such as roll carpet in a variety of colours. For more information, please use the contact details in the Key Supplier Details on page 7.
If you would like to remove the carpet from your stand, you will incur a labour fee of $2.50+GST per sqm of your stand space (regardless of how many tiles are removed) for uplifting the carpet tiles. Note that any tiles that extend into aisle ways or neighbouring stands WILL NOT be removed. If you would like the carpet removed from your stand, please contact Exhibition Hire Services.
4.6 Power and Lighting
Serviced Stands will include an allocation of power and lighting based on your stand size. Please check your contract to confirm the number of lights and power included Additional power and/or lighting is available to order through Show Light & Power.
4.7 Aisles
It is imperative that exhibitors (includes staff, signage, furniture, etc) keep within their contracted area and do not encroach on the aisle space Exits and emergency equipment (including power boxes on the walls above stands) must not be obstructed. During pack in and pack out please ensure aisles are left clear of all debris to allow forklifts, emergency vehicles and other contractor vehicles a clear passage.
5. STAND DESIGN
To maximise the potential of your experience and trade at the show, we highly recommend making your stand visually appealing and inviting for visitors. Ensure you book early to avoid any late fees from suppliers
5.1 Design & Build
A design and build stand is one that is designed and built by another company, that needs to be specially constructed and installed for the exhibition. If you plan to have a design and build stand please contact the Operations Lead with your plans for approval before production.
For Design & Build supplier recommendation please refer to page 8.
5.2 Height & Stand Structure
The stand panel height is 2.3m. For structures exceeding this, please discuss your plans with the Operations Lead as permission from neighboring stands is required. If permission is not obtained before the event, XPO Exhibitions may require adjustments to comply with the 2.3m height limit.
5.3
Signage
Effective signage is crucial for ensuring your brand stands out in a crowded exhibition hall. It not only helps to capture the attention of our visitors, but guides them towards your stand.
For signage supplier recommendation please refer to page 8.
5.4 Hanging Banners
For hanging signage and additional specialised lighting, contact Show Light & Power. Note that heights and rigging requirements vary by hall, affecting pricing. Banners or signage must be at least 1m within your stand boundaries. Prior approval from the Operations Lead is required.
5.STAND DESIGN
5.6 Plant Hire
Including plants in your stand design can help improve your stand presence. Hire Plants offer a wide range of modern indoor plants. Please contact info@hireplants.co.nz for further information.
6.SHOW READY
6.2 Operational Form
Please complete your operational form as soon as possible via your exhibitor dashboard. This form allows you to arrange Public Liability Insurance, request compressed air, and provide details about container arrivals, stand design and build, as well as other important information related to your stand. Please login through the link above. Deadline: Monday 15 June th
6.SHOW READY
6.4 Forklifts
Forklifts and operators will be available during pack in and pack out at no charge. Please notify the Show Information desk when your truck arrives or when you need a lift. If you require ongoing forklift use or a lift at a specific time, consider hiring your own. For more information, contact the Operations Lead.
PLEASE NOTE: Our forklift drivers are qualified and experienced drivers who exercise the utmost care when operating forklifts. The organisers do not assume responsibility for any resulting damages or incidents that occur should you require this service.
6.5 Trolleys
We have a small supply of flat-deck and hand trolleys available for exhibitor use during pack in and pack out, therefore, we recommend bringing your own (ensure you label your personal trolley). Trolleys will be kept in the main foyer when they are not in use by other exhibitors.
6.6 Internet
Limited wireless internet coverage is available free of charge to all exhibitors at the event. This will enable basic access to emails/internet browsing from your laptop or smart phone device. Please enquire at the event Information desk for a password for your stand. Alternatively, for a more secure and faster connection, a dedicated paid internet connection can be ordered for your stand by contacting Skopik.
6.7 Cleaning
Contracted cleaners will vacuum your stand every night during event days as well as after pack in (floors will be vacuumed on the last night of pack in ready for event opening). If you do not require this service, please contact the Operations Lead.
6.8 Waste Management
XPO Exhibitions is committed to waste minimization through sorting waste and reducing landfill. Please ensure you separate your waste during pack in accordingly using the bins provided. Please flatten all unused boxes and place them in the dedicated bins outside the back of the halls. Do not leave rubbish in aisles or next to full bins. We’d appreciate it if you can let an XPO staff member know if the bins are full, and we will empty them.
Empty Pallets: Please note that you are required to organise the removal of your empty pallets at the conclusion of the show. Pallets left behind may incur additional charge for removal.
7.MARKETING
7.1 Exhibitor Listing in Show Guide
As an Exhibitor, you have the opportunity to feature one FREE complimentary listing in the official Show Guide that provides information on your location along with a brief sentence or two detailing your products and services on offer.
Please submit this by clicking “Edit your profile” on Exhibitor Dashboard and completing the magazine listing section. Once updated this will also go live on our website for visitors. You can submit your listing on the Exhibitor Portal on the website, login here.
Deadline: Monday 18 May th
7.2 Complete your website profile
Make sure you upload/update this as soon as you can to benefit from our extensive marketing campaign! Populate your website profile with your profile photo, hero image and what your company will be exhibiting at the show so visitors can get to know your company/brand prior to visiting.
7.3 Advertisements
Our show guide is offered to every visitor that attends the show and many visitors retain it as a reference long after the show has closed. It contains full exhibitor lists, detailed floor plans, seminar schedules and general event information, along with pre purchased exhibitor advertisements.
Please get in touch with the Sales Manager to find out more about advertising opportunities.
8. XPO Leads App
8.1 XPO LEADS APP
Collect real-time data and quality sales results straight to your mobile phone or tablet (synced to a secure Excel spreadsheet online), with our XPO Leads App.
Every visitor that attends the show is issued with a barcoded visitor badge. Simply scan a visitor’s badge, and you’ll have their contact details with the ability to append notes, take orders, or qualify them with your own sales questions. DO NOT download if you have not booked this service.
Speak with your Sales Manager or email apps@xpo.co.nz to take advantage of this service.
9. HEALTH & SAFETY
9.1 Health and Safety Induction
All people onsite during pack in will be required to complete a health and safety induction to be permitted entry to the venue Click here to complete
XPO Exhibitions is committed to ensuring that our exhibitions are a safe environment for our staff, exhibitors, contractors and visitors. XPO Exhibitions considers that accidents, injuries and incidents can be prevented through appropriate management and planning, and we have developed policies and procedures that aim to protect the health and safety of all. Click here to view XPO’s full Health & Safety policy. We encourage all exhibitors to review and understand their obligations under this policy
9.2 Fire & Evacuation Process
At the sound of the fire alarm, please leave immediately by the nearest exit and proceed to an area well clear of buildings. Remain outside the building until the ‘All Clear’ sign is given. Please follow the instructions of security staff and venue supervisors.
9.3 Fire Regulations
Any materials used for the construction of your stand or display must adhere to the following minimum standards:
Non-combustible and inherently non-flammable material
Durable, flame-proof fabric
Self-extinguishing plastic
Plywood, hardwood or fibreboard rendered flame-resistant by a process of impregnation acceptable to the authorities. Fire extinguishers and firefighting equipment must at all times be visible and accessible, and must not be removed from its correct location.
9.4 Vehicles
An exhibitor who is planning to include a vehicle on their stand must notify the organisers of their intentions no later than Monday 22 June. You will be given a specific arrival and departure time to move the vehicle on and off the stand. Details of the delivery together with details of the fuel and fuel capacity, dimensions and weight of the vehicle must be provided.
9. HEALTH & SAFETY
9.6 Test and Tag
It is the responsibility of the exhibitor to ensure that ALL power leads and cords are tested and tagged by a registered electrician. Jim’s Test & Tag will be onsite during pack in to assist with any test and tag requirements. Please see us at the Show Information desk if you require this service. Jim’s Test & Tag will charge exhibitors directly.
9. HEALTH & SAFETY
9.8 Scaffolding and Platforms
All scaffolding must conform to the Department of Labor heavy scaffolding standards. Handrails are required on all stairs that are over 5 risers high. 1 riser is approximately 180mm.
An extra 1-2 rails are required under the handrail on platforms, stepping in planking must be tapered to prevent tripping.
9.9 Drones and Other Devices
The use of drones, skateboards, scooters, segways, electrical skateboards, bicycles, remote controlled toys, and other such devices are strictly prohibited. If you require these on your stand for demonstration purposes, please contact the Operations Lead to discuss how you plan to use the device, and the safety measures you will take.
9.10 Consumption of Alcoholic Beverages
Consumption of alcoholic beverage is not permitted within an exhibition area during a pack in or pack out period.
10. ACCOMMODATION & XPO
10.1 ACCOMMODATION
For the best available hotel rates near Auckland Showgrounds, we recommend using the event Hotelmap
On behalf of the whole team here at XPO Exhibitions, we wish you a very successful show! If you have any further questions, please contact us at operations@xpo.co.nz.
XPO Shows
XPO owns and organises 18 of New Zealand’s largest and longest running exhibitions. We provide effective, dynamic event platforms that amplify your brand
