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EXHIBITOR MANUAL

Sunday 14th - Monday 15th June 2026

Air Force Museum of New Zealand

WELCOME TO WINTER GIFT FAIR 2026

“Welcome to the Winter Gift & Homeware Fair, the annual celebration of the gift and homeware retail industries. This is a fantastic opportunity to connect with industry professionals and highlight your finest products and services Please take a moment to read through this exhibitor manual to get ready for the show. We’re excited to have you here!”

- Rebecca Stewart, General Manager

Key Contacts

Operations Lead

Rhylan Flavell 021 035 2285

rhylan@xpo.co.nz

Sales Manager

Heather Lowrie 021 599 929

heather@xpo.co.nz

Head of Marketing - Trade

Nathan Moss-Penman 027 269 9228

nathan@xpo.co.nz

Sales Manager

Bronwen Twidgen 021 024 62700

bronwen@xpo.co.nz

The Winter Gift Fair is a B2B exhibition, and the primary purpose is for taking and encouraging trade sales orders. It is not a retail environment for individual sales. Your time and investment is best spent focused on taking and incentivising trade orders

This policy helps maintain the integrity of the trade show environment, ensuring it serves its intended purpose of facilitating business connections rather than retail sales.

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 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

EXHIBITOR FUNCTION

DELIVERY / FREIGHT PICK UP

OPERATIONAL DEADLINES

2. VENUE MAP

ACCESS

PARKING

TRAFFIC MANAGEMENT

SECURITY

CATERING & EXHIBITOR LOUNGE

SAMPLING

3. PREFERRED SUPPLIER AND ORDER FORMS

4. YOUR EXHIBITION STAND

STAND SIZE/INTERNAL MEASUREMENT

FLOORPLAN

PANEL

POWER AND LIGHTING

AISLE

5. STAND DESIGN

DESIGN AND BUILD COMPANIES

HEIGHT & STAND STRUCTURE

REGULATIONS

MATERIALS, FABRIC & CEILING

CANOPIES

HANGING BANNERS

SIGNAGE

PLANT HIRE

6. SHOW READY

EXHIBITOR BADGES

STORAGE

FORKLIFT

TROLLEYS

INTERNET

CLEANING

RUBBISH

7. MARKETING

EXHIBITOR LISTING

WEBSITE PROFILE

SHOW INFORMATION 1.SHOW INFORMATION

1.1 Show Dates & Times

Saturday 13th June 8am - 6pm

Deliveries - Accepted from 8am Friday 12 June th

Show Days

Access with valid exhibitor badges in permitted from 8am each day. Exhibitors will be required to vacate the halls 15 minutes after the close of each show day.

Sunday 14th June 9am - 5pm

Networking Function 5pm - 7pm

Monday 15th June 9am - 4pm

Pack Out

Please remove any valuable & portable items on Monday 15th June. Everything else must be removed by 12pm Tuesday 16th June.

Monday 15th June 4.15pm - 8pm

Tuesday 16th June 8am - 12pm

It is important to plan ahead for freight pick up post event to avoid missing or delayed parcels and pallets.

Exhibitor Networking Function - Sunday 14 5pm - 7pm th

XPO Exhibitions invites you to the Networking function hosted in the Cafe at the end of day one, to celebrate the show, foster business deals, and encourage industry networking. Please bring your exhibitor badge for access

SHOW INFORMATION 1.SHOW INFORMATION

1.2 Operational Deadlines

2. VENUE 2. VENUE

2.1 Access

Access to the loading bays and exhibitor parking is behind the exhibition halls via Issit Lane. Please note: Isitt Lane and the entrance gate is located beside 53 Harvard Avenue and may be easy to overlook A gate code will be required during show days This will be provided alongside your badges in your exhibitor pack

2.2 Parking

Exhibitor parking is free for the duration of the show, please enter via Isitt Lane, using the code found in your exhibitor pack with your badges.

2.3 Traffic Management

The loading area is controlled by the Air Force Museum and we ask that you please respect any instructions given by their personnel. No loading is permitted through the main museum entrance.

2.4 Security

Whilst the organisers have security and safety precautions in place, no responsibility can be assumed for any loss or damage to goods. Whilst the organisers have security and safety precautions in place, no responsibility can be assumed for any loss or damage to goods. Security guards will be onsite patrolling during show day, but we stress the importance of having your stand always staffed. Venue and XPO staff will be patrolling the venue during pack in 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.

2.5 Catering & Exhibitor Lounge

The Air Force Museum Café will offer food and beverage throughout pack in, show days and pack out, at the entrance of the museum. A complimentary tea and coffee service will also be available at the exhibitor station during show days. Location TBC.

2.6 Sampling

The Air Force Museum of NZ has exclusive rights to the service of food and beverage at this venue, therefore if you are planning on any hospitality at your stand, it must be arranged through the Air Force Museum of NZ caterers.

Please contact Britney Cradock to discuss – Ph 027 215 5905 or Britney.Cradock@venuesotautahi.co.nz.

3. Key Suppliers

Carpet, Furniture, Wall Panels

Exhibition Hire Services/EHS

Julia Sandiforth - julia@exhibitionhire.co.nz / exhibitionhire.co.nz

Power & Lighting

Show Light & Power

Shaun Dalgetty - 09 822 5100 - s.dalgetty@showlight.co.nz / showlight.co.nz

Audio Visual

Spectrum Lighting & Sound

03 377 0070 - hire@spectrumlighting.co.nz / spectrumlighting.co.nz

Banner Hanging, Signage & Internet

Venues Otautahi

Britney Cradock - 027 215 5905 / Britney Cradock@venuesotautahi co nz

FORM

Design & Build Stands

Display Works - (Preferred Supplier)

Info - 03 338 4197 - Enquiries@displayworks.co.nz // Displayworks.co.nz

Stand Out

Joe Downing - Joe@standoutdesign.co.nz // Standoutdesign.co.nz

Exhibit Group

Info - 0800 39 44 24 - Info@exhibit.co.nz // Exhibit.co.nz

3. Key Suppliers

Shift4

Ashley Kohlhase - 09 442 7768 - ashley.kohlhase@shift4.com / shift4.com

Exhibition Support Services:

The Events Agency

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.

Freight

Mondiale Freight

Amber Reeson - amber.reeson@mondialefreight.com / mondialevgl.com

NZ Specialized Logistics

Selvan - selvan@nzsl.co.nz / nzsl.co.nz

Plant Hire

Jakes Jungle

Chris Hartnell - 021 345 575 - plants@jjungle.co.nz / jjungle.co.nz

Signage

Display Works - (Preferred Supplier)

Info - 03 338 4197 - Enquiries@displayworks.co.nz // Displayworks.co.nz

Benefitz

Blake Douglas - 021 876 987 - Blake@benefitz.co.nz // Benefitz.co.nz

Test & Tag

Kevin Johnson - 027 22 33 446 - info@megatest.co.nz / megatest.co.nz

Water Coolers

Louise Ridley - 021 198 7908 - louise@bigblue.co.nz / bigblue.co.nz

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.

All Stands

Includes: Panels

Concrete floors

Allocation of lights

Allocation of power

Company name board

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 Panel

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.

½ m - $3 1m - $5

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.

PANEL ORDER FORM

4.5 Power and 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.

4.6 Aisles

It is imperative that exhibitors keep within their contracted square meter area and do not

Power and Lighting Order Form

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

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 and Build supplier recommendations, please refer to page 8.

5.2 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 recommendations, please refer to page 9.

5.3 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.Stand Design

5.4 Materials, Fabric and Ceiling Canopies

Flammable materials are not permitted on site unless they’re fireproofed Fabrics needing fireproofing include cottons, straw, hay, polystyrene, and 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 Lead is required.

5.5 Hanging Banners & Rigging

For hanging signage, please contact Britney Cradock to arrange this. Banners or signage must be at least 1m within your stand boundaries. Prior approval from the Operations Lead is required.

5.6 Plant Hire

Including plants in your stand design can help improve your stand presence. Jakes Jungle offer a wide range of modern indoor plants. Please contact plants@jjungle.co.nz for further information

6.Show Ready

6.1 Exhibitor Badges

Exhibitor badges must be worn at all times during event days. They do not need to be worn during pack in or pack out. To pre-order name badges for the staff working on your stand, you will need to enter their names online prior to the deadline. It is important to pre-order these to avoid queues onsite

All badges will need to be collected from Show Information upon your arrival on pack in days, and any amendments can be made there. You can submit your badges on the Exhibitor Portal on the website, login here.

Deadline: Tuesday 2nd June

6.2 Storage

Dedicated storage areas will be available behind panels at the venue for exhibitors to store stock and packaging materials. Please ensure all items are stored neatly and in an organized manner within these designated spaces. If you anticipate needing a large amount of storage, we recommend either incorporating a lockable storage area into your stand or hiring a container to accommodate your needs

If you intend to bring a container, please obtain approval prior to ordering from the Operations Lead.

6.3 Forklift

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.

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.

6.4 Trolleys

It is highly recommended and encouraged that you bring your own flat deck or hand trolley to use, as the venue has a very limited number of trolleys available. Please ensure you clearly label this as your property.

6.Show Ready

6.5 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 the venue. For anybody using the XPO Leads app we reccommend a private connection to ensure no issues when collecting your leads. Please fill out the form and contact Britney Cradock to discuss.

6.6 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 Lead.

6.7 Waste Management

XPO Exhibitions is dedicated to waste minimisation through sorting waste & 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 hall. 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.

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. INTERNET FORM

7.Marketing

7.1 Exhibitor Listing in Gift Magazine

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 fair so visitors can get to know your company/brand prior to visiting.

7.3 Marketing Resources

We offer a variety of digital assets designed to enhance your visibility at the show and promote your presence within your company's network. To explore the full range of marketing and promotional resources available for Winter Gift, please follow the link below.

Please get in touch with marketing@xpo.co.nz if you have any questions.

7.4 Advertisments

The Gift Magazine 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 product showcase advertisements.

Please get in touch with your Sales Manager to find out more about advertising opportunities.

8. XPO Leads

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 Premium 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

Speak with your Sales Manager or email apps@xpo.co.nz to take advantage of this service.

9.1

9. Health and Safety

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.

Please note, nobody under the age of 16 will be able to enter the premises during pack in and breakdown, the venue will also ensure you are wearing closed toe shoes and a high vis.

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 Gas Use & Flammable Products

Candles, incenses, and any open/naked flame demonstrations of flammable products are strictly prohibited at the Air Force Museum of New Zealand as per the venue terms and conditions.

Naked flames include, but are not limited to, cooking equipment, barbecues, heaters, candles, and oil burners.

9. Health and Safety

9.5 First Aid

A medical team will be onsite during event hours only. If any first aid is required during packin 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.

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. MegaTest 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.

9.7 Public Liability Insurance

To exhibit at the Winter Gift Fair, 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. If you would like 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.

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 five risers high. One 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

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.