Exhibitor Manual
(amended 27 April 4pm)
The Organising Committee would like to thank you for your support and participation and look forward to welcoming you to the Conference in August 2012.
The following three steps should be followed to make sure you've accessed all the information you will need from this exhibition manual.
It is essential that all forms are completed to ensure we have correct details relating to both your stand and personnel.
Key Deadlines:
From late April Exhibitor registration opens www.conference.co.nz/nzda12/industry_exhibition/index
Full supplementary information available online, Industry Exhibition page
20 May Payment of exhibition stand/site fees and return signed ‘Terms & Conditions’ agreement
14 June Text copy for handbook to Anna
5 July Sponsors book in satchel inserts (applicable only for those with that benefit)
13 August Earliest date for freight to arrive
If you don’t find the information you are looking for, under the three sections below, please do not hesitate to contact:
Megan O’Brien
Exhibition Manager
Conference Innovators
Ph: +64 3 379 0390
Email:
1. Exhibitor Info & Timetable
Stand Inclusions for Prefabricated Stands
· 3m x 2m or 3m x 3m Octonorm (white non-velcro-receptive material with aluminium framing ( a sample photo can be viewed on the website)
· 2.5m high stand with side and back walls (refer below details of the stand build company to remove the side wall if applicable)
· Power - 10amp, 4 way switch able multi-box (extension cords are not supplied)
· 2 x spotlights – fixed to the top of the header board facing into the stand
· Header board (Fascia sign) with company name. White background with black writing, up to a maximum of 20 characters, excluding company logos (refer below for sign option section 3b)
· One delegate conference satchel per stand including list of conference delegates (excluding those who have not given permission for name publication) onsite at Conference
· Complimentary registration for two company representatives, excluding social functions (refer below for more registration information section 2)
· Listing in the Conference and Exhibition Handbook, including a 50 word company profile (refer section 3a).
Stand Inclusions for Space only (Custom Built stands)
· 3m x 3m or 3m x 2m space (any build over 2.5m high and all overhead rigging must be approved by Displayworks)
· Power - 10amp power supply to each stand
· One conference satchel per site including list of conference delegates (excluding those who have not given permission for name publication) onsite at Conference
· Complimentary registration for two company representatives, excluding social functions (refer below for more registration information section 2)
· Listing in the Conference and Exhibition Handbook, including a 50 word company profile (refer section 3a).
Exhibitor Floor plan
Current floor plan is shown on the conference website along with a list of exhibitors.
Pack in and Pack out Timetable and Key Programme for Exhibitors
(subject to minor alterations with final programme)
Tuesday 14 August
Stand build for Displayworks and custom build companies – all enquiries to Displayworks (refer below section 3b)
Wednesday 15 August
Stand build continues morning
Exhibitor pack in 2.00pm – 7.00pm
(Note that pre-conference workshops are scheduled during the day)
Opening Ceremony and President’s Reception evening (additional social ticket cost for exhibitors)
Thursday 16 August
Exhibition open 8.00am – 5.00pm
Conference 8.30am – 5.00pm
Pre-session tea, morning tea, lunch and afternoon tea served amongst the Industry Exhibition (refer to the website for up to date programme)
Wine tasting and Class reunion dinners evening (social tickets not available for exhibitors)
Friday 17 August
Exhibition open 8.00am – 2.00pm for conference delegates only
2.00pm – 6.00pm ‘Open afternoon’ (details will be provided in due course for exhibitors to invite others to attend the open afternoon)
Conference 8.30am – 12.30pm (followed by lunch)
Pre-session tea, morning tea and lunch tea served amongst the Industry Exhibition (no afternoon tea)
Conference Dinner evening (additional social ticket cost for exhibitors)
Saturday 18 August
Exhibition open 8.00am – 3.30pm
Conference 8.30am - 5.15pm
Pre-session tea, morning tea, lunch and afternoon tea served amongst the Industry Exhibition
Exhibitor pack out from 4.15pm (following afternoon tea) to 6.00pm
Dismantling of stands from 6.00pm until midnight
Sunday 19 August
Note that the New Zealand Rooms are reserved for additional pack down on Sunday – all dismantling of design and build stands must be coordinated with Displayworks
Monday 20 August
All freight collection to be booked for departure from the venue
Venue
The exhibition will be held in the New Zealand Rooms, Marlborough Rooms and Promenade on Level 5 of the SkyCity Convention Centre, located at 88 Federal Street, Auckland. Freight deliveries should use the loading dock entry.
Note that venues for all main conference sessions are on Level 4 and all delegates return to Level 5 for catering breaks via two sets of stairs, escalators or lifts.
Additional Setup Information
All designs for custom build higher than 2.5m or with overhead rigging must be approved by Displayworks.
Venue Exhibitor Manual
SkyCity Convention Centre has an extensive ‘Exhibition Guide’ (available to download from the website) – it is important that your logistics coordinator reads this thoroughly. Information is provided for extra services such as stand catering, utilities, internet line. Any questions should be directed to the venue in the first instance:
Chantelle Thomson l Catering & Events Coordinator l SKYCITY Auckland
Tel +64 9 363 6199 l Mob +64 21 224 0759
Catering
Pre-session tea and coffee (30 minutes), morning tea (45 minutes), lunches (90 minutes) and afternoon teas (45 minutes) will be served in the exhibition areas to encourage delegates to spend time viewing the exhibits.
Environment
At this Conference we are committed to acting responsibly by reducing our carbon footprint and the effects on the environment. We would appreciate sponsors taking an environmental approach about the items they produce for our Conference.
Programme in Detail
Refer to the website for up-to-date programme information: www.conference.co.nz/nzda12/programme/index
2. Registration & Accommodation
Exhibitor Registration Fees
Each paid exhibition stand is entitled to two complimentary exhibition registrations (excluding social functions).
Additional exhibitors’ registrations can be purchased for $325 incl GST per registration.
Each complimentary and additional registration is required to complete an online registration form. Go to the Conference website to register and book social tickets and accommodation. www.conference.co.nz/nzda12/industry_exhibition/index
Exhibitor Registration Fee Entitlements
Includes daily catering of lunches, morning and afternoon teas and name badge. Does not include access to Conference sessions. One delegate conference satchel and contents will be supplied per stand/site.
Social Functions
Additional tickets to the Opening Ceremony and Welcome Reception (Wednesday night) and Conference Dinner (Friday night) will be available for purchase via the registration process. Breakfast sessions (Thursday, Friday or Saturday early mornings) may be booked onsite only, subject to available space. Sorry but there is no space for exhibitors to attend the golf (Wednesday), Wine tasting (Thursday evening). Ticket prices can be viewed on the website or online registration form.
Accommodation Bookings
Exhibitors will be able to book accommodation at the Conference hotels where competitive room rates have been negotiated, via the registration process. View the options on the conference website.
Conference Check-in
Name badges and registration packs can be collected from the Industry Exhibition Registration desk, open Wednesday 15 August onsite at the venue on Level 5 (or via the Conference Registration desk open from Thursday 19 August on Level 4). All exhibitors must wear their name badges once inside the venue.
3. Next Step
a. Compulsory Requirements
Conference Handbook
As part of your exhibitor benefits you have the opportunity to have your details listed in the Conference Handbook, please email with your company’s details, exactly how you wish them to appear in the Conference Handbook by 14 June. * Optional to include fax and a person’s contact details.
Name of Organisation
Address
T:
F*:
W:
Contact*:
E*:
Include a brief description of your products and services (maximum 50 words will be strictly enforced – if you supply more text it will be edited by the Event Manager without your approval).
See the example below:
Happy Feet
78 Made Up Road
Pleasantville
Christchurch
New Zealand
T: 01 348 2211
F: 01 348 2212
W: www.happyfeet.com
Contact: Joan Happy
E:
Happy Feet has been operating since 1645, in both Australia and New Zealand. We have a comprehensive range of happy, sad and mad feet, to suit your requirements. Please do not hesitate to contact Joan to discuss you feet!
This must be sent by e-mail (in the format above) by 14 June. Logo is NOT required for exhibition listing.
b. Additional Requirements
Exhibition Company – Fascia Signage, Furniture and Custom Builds
The company contracted to install the shell scheme is also able to assist with stand design, fascia signage and has accessories for hire. Note that bookings for pre-fab stands include a trestle table and 2 chairs with white cloth; bookings for design/build site does not include and furniture.
Fascia sign will be supplied in the name of the company as per your invoice – if you wish to have different wording (up to 25 characters including spaces) for your company name you must notify Displayworks. Standard fascia is black writing on white background. Colour logo may be added by Displayworks at a cost of $95 + GST (apply to them directly). Refer to the Conference website for Displayworks full exhibition information pack and their product manual: www.conference.co.nz/nzda12/industry_exhibition/index
For further information contact:
Displayworks Christchurch Ltd
18B Vulcan Place
Christchurch
New Zealand
Contact: Nicola Ransome
T: +64 3 338 4193
F: +64 3 338 4196
E:
W: www.displayworks.co.nz
Internet and Phone Line Access
The exhibition area will not have wireless internet access available to exhibitors. Companies who require internet will need to arrange this with the venue (refer to the SkyCity Exhibition Guide for more information, download from the webpage).
Venue and Courier Details
Please ensure all display material sent to the venue is clearly marked with your company details and exhibition stand number. Use the freight consignment notes provided on the Conference website for this purpose www.conference.co.nz/nzda12/industry_exhibition/index – one for stand freight and one for satchel insert freight (the latter is only applicable to Conference sponsors).
Courier goods will only be accepted by the venue from Monday 13th August onwards (except for satchel inserts which will be accepted Friday 10 August)
Storage on-site
There will be limited capacity for storage of stand freight and consumables during the Conference. If this runs out then companies may need to pay to store bulk items.
Courier Pick up Post Conference
All items left behind for collection by couriers must be clearly labelled and arrangements made with the SkyCity Convention Centre event coordinator on pack-out day, who will log this in the Courier Log. All collections should be booked for Monday 20th August.
The SkyCity Convention Centre takes no responsibility for goods left on the premises after the Conference. All packaging or other items left on the premises will be deemed abandoned and disposed of accordingly at the exhibitor’s expense.
Satchel Insert – ONLY applicable for Conference Sponsors with that benefit
Promotional material may be provided for the delegate satchels. This must be no larger than A4 size but may be product samples or ‘goodies’. The quantity required will be approx 600-800 units and they are packed Monday night 13 August.
All satchel inserts must be pre-booked with the Event Manager. Please use the form provided on the Conference website for this purpose www.conference.co.nz/nzda12/industry_exhibition/index. Notification should be made by 5 July and the quantity will be confirmed at that time. Note we have provided a special delivery label to help reduce the risk of ‘lost’ freight items onsite (download from the web page).
Questions?
If you don’t find the information you are looking for, under the three sections above or on the web page, please do not hesitate to contact:
Megan O’Brien
Event Manager
Conference Innovators
PO Box 7191, Christchurch 8240
P: +64 3 379 0390
M: +64 21 918 517
F: +64 3 379 0460
Email: