EXHIBITOR MANUAL
Operations Executive
Lily Groenhart 021 269 4304
Lily@xpo.co.nz
Event Lead
Lizzie Cunliffe 021 274 2242
Lizzie@xpo.co.nz
Sales Executive
Grace Couperus 020 4169 2306
Grace@xpo.co.nz
Key Contacts
Operations Manager
Chloé Monnier 021 202 1605
Chloe@xpo.co.nz
Head of Sales - Consumer
Amanda Pryde 027 575 0711
Amanda@xpo.co.nz
Event Lead
Zayna Patel 027 971 5537
Zayna@xpo.co.nz
Head of Marketing
Samantha Linn 021 158 8995
Sam@xpo.co.nz
Feel free to contact any of our teams – We’re happy to assist with any enquires, or questions you may have. Operations – Operations@foodshow.co.nz
Sales – Sales@foodshow.co.nz
Marketing – Marketing@foodshow co nz
1. SHOW INFORMATION
KEY DATES
PACK IN
SHOW DAYS
PACK OUT
Deadlines & Due Dates
EXHIBITOR FUNCTION
DELIVERIES // FREIGHT FORMS
2. VENUE MAP
PARKING TRAFFIC MANAGEMENT SECURITY
3. KEY SUPPLIERS AND ORDER FORMS
4. YOUR EXHIBITION STAND STAND TYPE AND SERVICES FLOORPLAN
INTERNAL MEASUREMENT PANELS
FLOORING
POWER AND LIGHTING AISLES
5. STAND DESIGN DESIGN AND BUILD SIGNAGE
HEIGHT & STAND STRUCTURE
REGULATIONS
HANGING BANNERS
MATERIALS, FABRIC & CEILING CANOPIES AND DRAPES
PLUMBING & GAS
6. SHOW READY STORAGE
EXHIBITOR BADGES
FORKLIFTS & TROLLEYS
WASH STATIONS
INTERNET
EFTPOS
CLEANING & WASTE MANAGEMENT
SAMPLING
ACCOMODATION
7. HEALTH AND SAFETY
H&S INDUCTION
TEST & TAG
FIRE & EVACUATION PROCESS
FIRE REGULATIONS
GAS USE
VEHICLES
FIRST AID
PUBLIC LIABILITY INSURANCE
DRONES
8. MARKETING
SCAM WARNING
LUP LEAD SCANNER
MARKETING OPPORTUNITIES
FREE MARKETING RESOURCES
9. ACCOMMODATION
1.SHOW INFORMATION
KEY SHOW DATES
OPERATIONAL DUE DATES
SUBMIT OPERATIONAL FORM Friday 27 February TH UPDATE WEBSITE PROFILE Friday 6 March th
SUBMIT EXHIBITOR BADGES Friday 13 March th
Networking Function
On Friday evening from 5 – 7:30pm, we will be holding an informal function for all exhibitors and the Food Show team. Head down to the Morningcider Street Food Alley and come along for a well-deserved drink on us!
Delivery Information
Please ensure all stock deliveries are received on Wednesday 25th March – this allows us to sort it safely for you into the chillers and freezers before you arrive onsite for pack in on Thursday 3rd.
1.SHOW INFORMATION Pack in
Pack In Information
During pack in, everyone will be required to complete a health and safety induction onsite to be permitted entry to the venue and follow the below rules.
You must wear a high-visibility vest and close-toed shoes. For safety reasons those without these items will be refused entry.
Children under 14 are not permitted in the venue during pack in and breakdown
Animals are not permitted inside the venue at any time.
Alcohol is not permitted on stands during pack in and breakdown.
To ensure timely completion of stand construction, please refrain from arriving for pack in before the designated time.
If you have a Design and Build stand and require earlier access, please contact the Operations Manager to confirm your design and access time.
Deliveries
Accepted on:
Wednesday 25th March: 8am – 5pm
Thursday 26th March: 8am – 5pm
Please try to ensure all stock deliveries are received on Wednesday 25th March– this allows us to sort it safely for you into the chillers and freezers before you arrive onsite for pack in on Thursday 26th.
Please make sure your goods do not arrive any earlier as they may be turned away. If you are using a courier/freight company to drop off your product, please ensure that all boxes are properly labelled with the delivery label below.
1.SHOW INFORMATION
Show Days
Access with valid exhibitor badges is permitted from 8am each day. Please note that exhibitor badges are for your staff working on your stand If you wish to invite friends, family, or clients, please provide them with your allocation of complimentary tickets.
Exhibitors will be required to vacate halls 15 minutes after the close of each show day.
Pack Out
Pack Out Information
Please remove all items (product, signage, furniture, hire equipment, etc.) from your stand on Sunday evening by 8pm.
Please complete a Freight Pick-Up form for any products being picked up and a Supplier Collection form for any hired equipment being collected by the supplier.
Christchurch City Mission will be accepting food donations at the end of the show. If you have any leftover stock or products and would like to help a family in need, please kindly leave this by the show information desk on Sunday evening once the show closes or put it on the City Mission-labelled pallets which will be located near the loading docks.
Freight Pick-up
Must be collected by: 12pm Mon 30th March.
It is important to plan ahead for freight pick up post event to avoid missing or delayed parcels and pallets. Please use the Freight Pick Up form below to facilitate driver pick up
Supplier Pick-up
Must be collected by: 12pm Mon 30th March.
Please use the Supplier Pick Up form below to facilitate driver pick up – these will be printed and handed to you on Sunday Afternoon to attach to your hired items.
2. Venue
Venue
Wolfbrook Arena
55 Jack Hinton Drive, Addington, Christchurch, 8024
Parking
There is ample free parking available at Wolfbrook Arena for both exhibitors and visitors
Please leave the parking at the front of the venue available for mobility access visitors
Traffic Management
Access to the loading bay is at the back of the Arena via Jack Hinton Drive
The front doors and south side entries are only permitted for small deliveries and handheld trolleys.
For any onsite questions regarding traffic management, please contact the Operations Manager
Security
Whilst the organiser 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 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
3. Key Suppliers & Order Forms
Audio Visual
Spectrum Lighting
Phil Mardon - 03 377 0070 - Phil.mardon@spectrum.co.nz // Spectrumlighting.co.nz
Power & Lighting
Show Light & Power
Shaun Dalgetty - 021 556 184 - Info@showlight.co.nz // Showlight.co.nz
Exhibitors running multiple fridges, freezers, or display cabinets MUST contact the show lighting team to confirm power needs and avoid interruptions.
Carpet. Furniture, Panels
Exhibition Hire Services
Julia Sandiford - 021 547 600 - Julia@exhibitionhire.co.nz // Exhibitionhire.co.nz
Design & Build Stands
Displayworks
Info - 03 338 4197 - Enquiries@displayworks.co.nz // Displayworks.co.nz
Exhibit Group
Info - 0800 39 44 24 - Info@exhibit.co.nz // Exhibit.co.nz
Stand Out
Joe - Joe@standout co nz // Standoutdesign co nz
Hanging Banners, Internet, & Venue
Venues Otautahi
Trish Bowell - 027 270 3620 - Trish.bowell@venuesotautahi.co.nz
3. Key Suppliers & Order Forms
Eftpos
Smartpay
Ashley Kohlhase - 09 442 7768 - Ashley.kohlhase@smartpay.co.nz // Smartpay.co.nz
Lup - Lead Scanner
Lup
Info - help@lup.events // Lup.events
Plant Hire
Jjungle Plants
Chris Hartnell - 021 345 575 - Plants@jjungle co nz // Jjungle co nz
Plumbing
Kevin Baker Plumbing
Chris - 021 242 6689 - Office@kevinbakerplumbing.nz // Kevinbakerplumbing.nz
Portable Cooktops
The Hire Store
Info - 03 974 3463 - Hello@thehirestore.co.nz // Thehirestore.co.nz
Fire Extinguisher
Wormald
Info - 03 341 1580 - Wormald.co.nz
Signage
The Big Picture
Info - 04 384 2126 - Wellington@thebigpic.co.nz // Thebigpic.co.nz
Water Coolers
Big Blue
Louise Ridley - 09 282 3186 - Louise@bigblue.co.nz // Bigblue.co.nz
3. Key Suppliers & Order Forms
Refridgeration & Catering Equipment
Corporate Rentals
Info - 0508 447 337 - Sale@corp-rentals.co.nz // Corp-Rentals.co.nz
Happy Hire
Tracy Mitchell-Wilson - 021 198 7908 - Sales@happyhire co nz // Happyhire co nz
X-Site
Info - Sales@x-site.co.nz // X-site.co.nz
CoSell
Peter Boyce - 021 906 102 - Wgtn@cosell.co.nz // Cosell.co.nz
Honar Refrigerations
Info - 09 828 4180 - Sales@honar.co.nz // Honar.co.nz
Mr Rentals - Freezers (No Display Fridges/Cabinets)
Info - 0800 111 313 - MrRental.co.nz
4. Your Exhibition Stand
Discover what is included with your exhibition stand in your contract.
Stand Type & 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:
Unserviced space – for large Design and Build stands – This Includes:
Carpeted floor tiles only
Unserviced space – for food trucks / food stall space – This Includes:
Stand space only
Serviced stand space – This Includes:
Panels
Carpeted floor tiles
Allocation of lights
Allocation of power
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
Internal Measurements
Due to the thickness of the panels (50mm approx) and the nature of how the stands are built, dimensions are not always exactly what they are in your contract. If you are planning to do a banner wrap inside your stand and require the exact internal dimensions, please email the Operations Team.
Aisles
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 To ensure clear passages, it is imperative that exhibitors keep within their contracted stand space (This includes your staff, signage, products, furniture etc.). Exits and emergency equipment (including power boxes on the walls above stands) must not be obstructed.
4. Your Exhibition Stand
Panels
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. The Panels are covered with velcro-receptive material and are 2.3m high.
Acceptable Attachments
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.
Thumbtacks, however, these must be removed at the end of the event.
Not Acceptable Attachments
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.
Carpet
1m x 1m Grey carpet tiles will be provided by the venue unless requested otherwise. Please note that any damage to the carpet tiles will incur a replacement cost of $99 + GST per square meter.
If you would like to remove the carpet from your stand, please contact the Operations Manager to discuss – Please note this will incur a labour fee of $2.50+GST per sqm of your stand space.
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 doublesided tape as it is very easy to remove.
EHS 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 page.
Power & Lighting
Your stand 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. Unserviced stands do not come with any power or lighting. You will need to order this directly through Showlight and Power, or your own suppliers.
5. Stand Design
To make the most of your experience and trade at the show, we suggest creating a visually appealing and welcoming stand for visitors.
We welcome everything from bespoke displays from design and build companies, to DIY lighting & displays - for more tips, please see below
Design & Build
A design and build stand is one that is designed and built by another company, that needs to be specially built and installed for the exhibition Please find the list of our preferred contractors here.
Displayworks
Info - 03 338 4197 - Enquiries@displayworks.co.nz // Displayworks.co.nz
Exhibit Group
Info - 0800 39 44 24 - Info@exhibit.co.nz // Exhibit.co.nz
Stand Out
Joe - Joe@standout.co.nz // Standoutdesign.co.nz
If you plan to have a design and build stand, please submit your plans to the Operations Manager before beginning construction, and no later than Friday 6th March.
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.
Display Works - Preferred Supplier
Info - 03 338 4197 - Enquiries@displayworks.co.nz // Displayworks.co.nz
5. Stand Design
Height & Stand Structure
The stand panel height is 2.3m. For structures exceeding this, please discuss your plans with the Operations Manager as permission from neighbouring stands is required. If permission is not obtained before the event, XPO Exhibitions may require adjustments to comply with the 2 3m height limit
Hanging Banner
For hanging signage, please fill in the form here and contact the venue directly. Banners or signage must be at least 1m within your stand boundaries. Prior approval from the Operations Manager is required.
Materials, Fabrics, and Ceiling Canopies
Flammable materials are not permitted on site unless they’re fireproofed. Fabrics needing fireproofing include: Cottons, Straw, Hay, Polystyrene, Crepe paper
Approved fabrics are wool cloth, sail cloth, dacron, mylar with dacron backing, nylon taffeta, polycarbonates, and thick panel plastic.
Ceilings or canopies must be flame-proof (provide documentation) and have a valid fire extinguisher and smoke alarm. Approval from the Operations Manager is required.
Plumbing & Gas
If you require plumbing to your stand or planning on cooking with gas, please contact the Operations Manager to discuss your requirements. We recommend any plumbing be arranged through Kevin Baker Plumbing. Please see our key suppliers page for their details
If you require a substantial amount of water removal/drainage from your stand at the close of the show, please also organise this with your plumber.
6. Show Ready
Deep Fryers
If you are planning to use a deep fryer on your stand, the venue requires an air extractor on the stand for health and safety reasons. The venue has a limited supply of extractors available for hire free of charge Please indicate the use of a deep fryer on your stand on the operations form available through your Exhibitor Dashboard.
Exhibitor Badges
You must wear exhibitor badges to gain access to your stand on show days.
Please collect these from Show Information upon your arrival on pack-in days. You do not need exhibitor badges for pack-in or pack-down.
To order exhibitor badges, please complete the form on the Exhibitor Dashboard by 13th March If you have any changes by the time of the show, amendments can be made onsite.
Please note, if you require exhibitor badges beyond your allocation, there will be an extra fee of $20 per badge.
Storage
Storage is charged on a per-pallet basis. Due to our very limited storage space, we ask that you request this via the Operational Form as soon as possible. If you do not preorder storage space, please do not expect it.
Dry storage: $40 + GST per pallet.
Frozen and chilled storage: $100 + GST per pallet
Storage space is located in the loading bay at the rear of the venue. All storage is at your own risk; the organizers accept no responsibility for any damaged or lost stock. Book your storage using the online Operational Form – please complete the form on the Exhibitor Dashboard by 27th February
Please ensure all stock deliveries are received on Wednesday 25th March – this allows us to sort it safely for you into the chillers and freezers before you arrive onsite for pack in on Thursday 26th.
6. Show Ready
Trolleys
We have a limited quantity of flat-deck and hand trolleys available for exhibitors to use during pack in and pack out. We recommend bringing your own.
Trolleys will be kept in the main foyer when they are not in use by other exhibitors. Please return food show trolleys to Show Information for others to use.
Wash Stations
There will be wash stations with hot and cold running water located around the venue for exhibitors to clean their dishes.
It is important that no fats or solids are to be put down the drains. Any exhibitors seen dumping fats and solids down the drains will be charged a repair fee for any damages incurred.
Exhibitor waste bins will be conveniently located in the wash areas, and please remember to sort your waste streams into the correct bins For used oil, please use the oil disposal bin in the loading bay.
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 Manager.
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.
Cleaning
XPO Exhibitions has contracted cleaners who 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 Manager.
6. Show Ready
Sampling
If you would like to provide samples of your product at your stand, please ensure portions are limited to bite-sized pieces or up to 50ml for non-alcoholic beverages.
Please note, you must provide your own sample cups or glasses.
Please note: It is the exhibitor’s responsibility to ensure all relevant allergy labelling is present XPO assumes no responsibility for any incidences
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.
If you need a Wi-Fi connection to run your EFTPOS machines, a dedicated paid internet connection is recommended. This can be ordered for your standby contacting venue.
EFTPOS
Our visitors will expect all of our exhibitors to have the capability of taking card payments on the stand. If you require a short-term hire of an Eftpos machine, it’s important to first obtain a Worldline Merchant number from your bank
Waste Management
XPO Exhibitions is committed to waste minimisation through sorting waste and reducing landfill. Please ensure you separate your waste during pack-in accordingly using the bins provided 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 could let an XPO staff member know if the bins are full, and we will empty them.
Used Oil: There will be an oil disposal bin in the loading bay.
Empty Pallets: You are required to organise the removal of your empty pallets at the conclusion of the show Pallets left behind may incur an additional charge for removal.
7. Health & Safety
Health & Safety Induction
During pack in, everyone will be required to complete a health and safety induction onsite to be permitted entry to the venue.
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.
All badges will need to be collected from Show Information upon your arrival on pack in days, and any amendments can be made there.
Test & Tag
It is the responsibility of the exhibitor to ensure that ALL power leads and cords are tested and tagged by a registered electrician. Megatest will be onsite to assist with any test and tag requirements for $7.50 per item. 12pm – 5pm on Thursday 26th March; 7:30am – 9am on Friday 27th March
Please see us at the Show Information desk if you require this service.
Public Liability Insurance (PLI)
To exhibit at the Christchurch Food Show, it is mandatory that all exhibitors have a Public Liability Insurance (PLI) covering at least $2,000,000 for their stand. This requirement ensures that any incidents, accidents, or damages are covered, protecting both exhibitors and the event from potential legal claims and financial losses. Without PLI, exhibitors cannot participate, as it is crucial for maintaining a safe and secure environment for all attendees.
If you do not have PLI, XPO can offer this through QBE via ICIB Insurance Brokers at a cost per event of $135.00 + GST.
To order PLI please email the Operations Team.
Any late payments made onsite will incur a late fee of $10 + GST Event staff will be checking that all exhibitors have up-to-date PLI.
7. Health & Safety
Fire Regulation
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.
Fire & Evacuation
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
Gas Use
If you intend on using gas or gas cylinders at the event you must discuss your plans with our Operations Manager as soon as possible.
All gas-fueled appliances must be installed and tested for leaks by a licensed gas fitter before they are used.
Gas cylinders, exposed gas pipes and all connections to the cylinder must be always protected from damage.
All personnel on the stand must be informed of the requirements for the use and storage of gas bottles
Exhibitors must only have one gas bottle within their stand area with any additional bottles to be stored outside in the venue’s gas bottle cage (near the loading bay)
7. Health & Safety
Vehicles
An exhibitor who is planning to include a vehicle on their stand must notify the organisers of their intentions no later than 21 days prior to commencement of the exhibition. 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.
First Aid
A medical team will be onsite during event hours only. If any first aid is required during pack in and pack out, please come to Show Information or contact a member of XPO Exhibitions staff. Please be aware that due to health and safety regulations, XPO Exhibitions are not able to hand out medication of any kind.
Drones & 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 Manager to discuss how you plan to use the device, and the safety measures you will take.
8. Marketing
SCAM Warning
Attendee Lists Scam – we have noticed a lot more scammers approaching exhibitors over recent years offering to sell attendee/visitor lists to our events. 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.
Marketing Opportunities
Explore additional marketing options to increase your visibility at the Christchurch Food Show – Using your personalised content extended across our national audiences reaching:
100,000+ Newsletter subscribers
35,500+ Facebook followers
13,000+ Instagram followers
130,000+ Unique website users annually
Marketing Resources
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 Manager to discuss how you plan to use the device, and the safety measures you will take.
8. Marketing
Lead Scanner
XPO introduced LUP technology for online ticket purchases, giving exhibitors the opportunity to use scanning technology to build a database, capture leads and qualify key buyers.
Easy to use
Scan an entry ticket to receive the visitor contact details
Ability to attach follow up notes
Download and follow-up
Collate sales and measure ROI
It’s paperless, easy and instant!
The order form will be available closer to the show.
9. Accommodation
9. Accommodation
For the best available hotel rates near the Food Show Christchurch, we recommend using the Hotelmap site.
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 allows your brand to connect and grow.
