Lighting and Lighting Allocations (Power & power allocations)
Marketing and Promotional Opportunities
Power and Power Allocations, Testing and Tagging
Safety While Onsite
Scaffolding and Platforms
Traffic Management Plan
Welding/ Grinding/ Noise/ Fumes/ Flashing Lights
Xpo Exhibition Show Contacts
Access Hours and Requirements
Exhibitors who are using stand designers/ contractors/ builders must forward this information to them AND CONTACT Nick Batty the operations manager firstname.lastname@example.org
Build-Up Friday 19 th June Saturday 20 th June
8.00am – 6.00pm 8.00am – 6.00pm
Exhibitor Build-Up Exhibitor Build-Up
NB: TO ALLOW COMPLETION OF STAND CONSTRUCTION PLEASE DO NOT ARRIVE FOR BUILD UP BEFORE THE STIPULATED TIMES. Design and Build companies only may be able to start setting up on Thursday 18 th June but MUST GAIN PRIOR APPROVAL by Nick Batty – email@example.com / 021 976 830. It is essential that exhibitors wear their exhibitor badges at all times during build up, breakdown and during the show in order to gain access to show. For security reasons, those without badges will be refused entry. PLEASE NOTE: for safety reasons, children under 16 years of age and animals are not permitted in the halls at all for the duration of the show. Build up and breakdown periods are considered construction sites and are therefore an Occupational Safety and Health issue.
Show Days Sunday 21 st June Monday 22 nd June Tuesday 23 rd June
9am-6pm 9am-6pm 9am-4pm
Access with exhibitor badges is permitted 1 hour prior to show opening – 8am . Exhibitors will be required to vacate the halls 5 minutes after the close of each show day.
Breakdown (will commence when all visitors have left the Halls) Tuesday 23 rd June 4.15pm-8pm Wednesday 24 th June 8am-1.00pm
The pulling down or removal of equipment from stands is not permitted before this time.
SHOW BREAKDOWN POSES THE HIGHEST SECURITY RISK AND FOR THIS REASON WE ASK THAT YOU REMOVE ANY PORTABLE OR VALUABLE ITEMS ON TUESDAY 23 rd JUNE. EVERYTHING ELSE MUST BE REMOVED BY 1.00pm WEDNESDAY 24 th JUNE. We urge all exhibitors to have personnel on your stand for the duration of breakdown to ensure stand security is maintained.
We are a safety conscious organiser. To be permitted onsite during show build up and breakdown, ALL exhibitors and contractors MUST have their badge on, and a high-visibility vest. You will not be permitted onsite without one. Also- during contractor build up there will be a lot of movement overhead with rigging and power. Therefore it is imperative that on Contractor Build helmets are worn also in conjunction with high visibility vests and badges. Although this is illustrated elsewhere in the manual, a reminder that NO CHILDREN under the age of 16 or ANIMALS will be permitted onsite during build up, breakdown or showdays.
Please note: Accommodation is subject to availability and the promoted room rate cannot always be guaranteed within 30 days from the event. Offered rates are for the dates of the event plus 2 days prior and post event.
Rendezvous Hotel Auckland
IMPORTANT: When making a booking at any of the 3 Hotels below please give the reference: XPO2015
Cnr Mayoral Drive & Vincent St, City Centre Ph: 0800 887 808 Fx: +64 9 366 5439 firstname.lastname@example.org
New Zealand's largest & most luxurious hotel, the Rendezvous Hotel Auckland welcomes visitors attending the buildnz | designex Exhibition. Situated in the heart of Auckland, this stunning hotel is ideally positioned within walking distance of some of New Zealand's finest dining, shopping, culture & entertainment, including the Queen & High St shopping precinct & Auckland's famous Viaduct Harbour. All rooms are comfortably appointed and guests enjoy outstanding facilities such as business centre, health club with indoor heated swimming pool, male & female saunas, Japanese rooftop garden, and a variety of award-winning restaurants and bars. Deluxe Room $165 per night Add a full breakfast for an extra $25
The Quest Apartments Newmarket
31 - 39 Davis Cres, Newmarket Ph +64 9 520 3000 Fx +64 9 520 3005
Quest Newmarket is located in a quiet street just off Broadway, in the heart of this area, offering guests to Auckland city a high quality serviced apartment accommodation alternative to the traditional hotel or motel. The 4 star plus property offers spacious, modern accommodation. All apartments are tastefully furnished with well equipped kitchen and laundry facilities. Undercover car parking is also available on site.
Studio $195 per night max occupancy 2 a double or 2 singles 1 bedroom $225 per night max occupancy 2 extra bed $42.50 2 bedroom $330 per night max occupancy 4 or 3 singles 3 bedroom $430 per night max occupancy 5 or 6 singles
Novotel & Hotel Ibis are conveniently situated 5 minutes from the ASB Showgrounds. The hotels offer modern rooms with a range of bedding options available. Each room features broadband Internet and Sky TV. Hotel facilities include a guest laundry, fully equipped gymnasium & free on-site parking. Delight your taste buds at Acacia Restaurant with a delicious buffet that changes daily or a la- carte menu. Try Acacia Bar which offers great bar snacks and drinks in a relaxed indoor and outdoor setting, leading to a sunny garden area.
PLEASE RETURN THIS FORM TO YOUR DESIRED ACCOMODATION PROVIDER AS LISTED ABOVE
It is imperative that exhibitors keep within their contracted square meter area and do not encroach on the aisle space in order for us to maintain aisle requirements. Exits and emergency equipment (including power boxes on the walls above stands) must not be obstructed. During build up and breakdown please ensure these aisles are left clear of all debris to enable forklifts, emergency vehicles and other contractor vehicles a clear passage.
Audio Visual Systems
XPO Exhibitions has a number of contracted suppliers. For more information, please visit their websites. Please also see the Forms Library section for booking forms. Corporate AV Andrew and Rebecca Alexander
09 370 0206 09 378 9288
Andrew 021 515 419 Rebecca 021 425 504 email@example.com
Badges Badges MUST be worn at all times during build up, break down and show days. Badges will be required to gain access to the carpark for exhibitors on show days. To organise the name badges for the staff working on your stand, you will need to enter their names online at www.buildnz.com/badges prior to the deadline which is Friday 8 th May. Badges will NOT be sent out prior to the show. All badges will need to be collected from show information upon your arrival on build up days (Friday 19 th and Saturday 20 th June), and any amendments can be made there. XPO Exhibitions has a number of contracted suppliers. For more information, please visit their websites. Please also see the Forms Library section for booking forms. BANNER HANGING/SCISSOR LIFT Jim’s Contracting Jim Thomson 0274 397 716 firstname.lastname@example.org Banners or signage must be a minimum of 1m within your stand boundaries to avoid having to request permission (please refer to drawing below). It is not permitted to hang banners or signage that backs onto another exhibitor’s stand without the permission of that exhibitor prior to the show. If you are on a perimeter wall and want to hang signage please contact Nick Batty (email@example.com) for prior approval. Please note that the ceilings in Halls 3 & 4 are much higher than 1 & 2 and additional trussing may be required. Due to the height of these halls and the extra truss requirements the rates to hang banners may be higher than in the other Halls. All rope, chain, nylon etc used in hanging signs from walls and trusses must be removed at breakdown. Banners/ Hanging Signage
IMPORTANT: Banners or signage must be a minimum of 1m within your stand boundaries. Please contact Nick Batty on 021 976 830 or email firstname.lastname@example.org for prior approval.
Beverages & Alcohol (Also see ‘Catering and Food’)
Alcohol is not permitted on stands during build up and breakdown. You are not permitted to bring any alcohol onsite and all alcohol must be purchased from one of the ASB Showground catering facilities. If you are planning on any hospitality at your stand it MUST be arranged through the caterers. You must also gain written approval for any sampling, sale or giveaways of food and drink on your stand. Please ensure this permission is granted prior to the show to avoid disappointment. Please see also the ASB Showgrounds Catering Terms and Conditions. Contact Chantelle Walker to discuss your plans on 09 976 8362 or email email@example.com prior to contacting the Showgrounds.
Build Up/ Break Down Times
Build-Up Times When can I set up my stand? Friday 19 th – Saturday 20 th June
8.00am – 6.00pm
What if I need a forklift? We will have 3 forklifts (2.5 & 3 tonnes) and operators available during build-up. There is no charge for this service provided that the lift is no longer than 15 minutes. If you think you are going to require a forklift for continual periods you may want to consider hiring your own. If you require a forklift with a greater capacity than 3 tonnes you will need to make your own arrangements. Breakdown Times When can I start breaking down? Break-down will commence at 4.15pm on Tuesday 23rd June once the show has been officially closed and all the visitors have been removed. What are the breakdown times? Everything must be removed by 1.00pm Wednesday 24 th June. Tuesday 23 rd June Wednesday 24 th June 4.15pm – 8.00pm 8.00am – 1.00pm Carpet The carpet supplied comes in 1 metre tiles. If you are laying a special floor we recommend that it be laid on top of the carpet tiles. Roll carpet can also be ordered from Exhibition Hire Services. If you do not require carpet please contact Nick Batty on 021 976 830. XPO Exhibitions has a number of contracted suppliers. For more information, please visit their websites. Please also see the Forms Library section for booking forms.
ASB Showgrounds have 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 ASB Showgrounds caterers. Please contact Jan Forbes to discuss – Ph 09 623 7693 or email firstname.lastname@example.org . Please forward or CC your granted approval to email@example.com . When food is cooked for demonstration purposes and provided for visitors to taste, exhibitors must have a bucket of clean water, soap and a clean hand towel available on your stand. You must also have a current/ valid fire extinguisher and a fire blanket clearly visible at your stand. Low risk shelf stable foods (shelf stable foods) normally pose no problem as long as stand holders follow basic good food safety practices (hand washing, good personal hygiene, not working at stall if they are unwell etc). Please take special care when cooking meat, chicken or handling high risk foods such as pate and dairy products. You do NOT need a Foodstall Certificate if you are only sampling products. If you plan on actually cooking on your stand and using heating appliances, could you please email firstname.lastname@example.org to advise what you are intending. Sampling and Giveaways You MUST also gain written approval for any sampling or giveaways of food and drink on your stand. Please ensure this permission is granted prior to the show to avoid disappointment. Please contact Chantelle Walker to discuss your requirements prior to contacting the Showgrounds. Please read the ASB Showgrounds Catering Terms and Conditions as below.
SOLE SUPPLIER OF FOOD AND BEVERAGE FOR ASB SHOWGROUNDS
TERMS AND CONDITIONS 1 Exclusivity
The Board has a Catering Department for the ASB Showgrounds (hereafter known as ASCD) which has the sole catering rights for the ASB Showgrounds and Logan Campbell Centre (hereaftercollectively known as the ASB Showgrounds). The ASCD are the exclusive supplier of all food and beverages on ASB Showgrounds premises. 2. Catering Services ASCD aims to achieve the highest standards of quality and service with all our catering services. The Catering Manager and/or Operations Manager provide the point of contact between clients and ASCD. This is to ensure accurate information and effective communication flow, thereby ensuring the successful staging and supervision of events. 2.1 Terms and Conditions ASCD has the sole catering rights for the ASB Showgrounds. ASCD is entitled to subcontract these catering rights at its sole discretion. A Hirer is not permitted to use its own caterers without prior written agreement from the Catering Manager and/or Operations Manager of ASCD. Final numbers for catering and charging purposes must be notified three (3) business days prior to the event. Where final numbers given for an event, the organiser will not be able to be decreased numbers, due to the ordering and preparation for fresh produce.When this occurs ASCD will require the full payment of the confirmed numbers. A 72 hour cut off period will be enforced. Numbers can increase after this period. The Hirer must at all times comply with the terms and obligations imposed upon the Shows Board under the Sale of Liquor Act (1989). The Hirer agrees to indemnify the Shows Board from the consequences of it causing or contributing to a breach of any such law. 2.2 Catering Capacity The ASCD team of professionals can provide the Hirer's total catering requirements. The ASCD's Catering Manager will be happy to discuss the Hirer's requirements and make menu suggestions. 2.3 Public Catering Visitors and delegates to the ASB Showgrounds have a number of eateries at their disposal, including, but not limited to: ASB Showgrounds Foodcourt (located in the Hub of Halls 1, 2 & 3 – serving hot and cold café style food Kiosk (Foyer Logan Campbell Centre) – serving sweets, novelty items, potato chips etc. Food trailers (3 mobile units) – serving deep fried food e.g. hot chips, hot dogs. VIP Function Room – available for hire for functions for up to 180 people (standing). Seminar Rooms 1 & 2 – available for hire for functions for up to 300 people (standing). ASCD will also work with the Hirer to provide temporary café areas within the Showground Halls and temporary structures as per the Hirer’s requirements. ASCD has installed catering infrastructure (power, water, drainage etc) around the ASB Showgrounds and ASCD reserves the right in consultation with the Hirer to use these sites for ASCD catering units. The Hirer will be liable for any costs incurred if requesting a catering unit on a site where no catering infrastructure is in place e.g. additional power cabling etc in temporary structures. Public catering requirements for all shows/events should be discussed a minimum of seven (7) days prior to the show with the Catering Manager and/or Head of Operations. 2.3.1 Build / Break-Down Days If the Hirer wishes to guarantee minimum revenue levels for catering outlets ASCD is pleased to provide this service for build / breakdown days of shows/events. The Hirer must discuss its catering requirements for these Build / Break-down days at least seven days in advance with the ASCD's Catering Manager and/or Operations Manager. 2.4 Stand Catering ASCD can offer a variety of menu choices along with alcoholic and non alcoholic beverages for stand holders at shows. Orders are delivered at pre-arranged times in single use trays, all cutlery, cups, plates etc are included. The Exhibitor remains responsible for maintaining the cleanliness of stands at all times. A minimum of seven (7) days notice is required before the start of the show / event. Orders should be forwarded to email@example.com 2.5 Exhibition Food and Beverage Policy ASCD has exclusive rights for the sale and distribution of any article of food, drink or tobacco. No person shall bring into the ASB Showgrounds, distribute, or give away any item of food, drink or tobacco to visitors to the ASB Showgrounds without the prior written approval of the Catering Manager and/or Operations Manager. The Board will not object to the distribution by exhibitors of
foodstuffs used as means of demonstrating any plant or product manufactured or supplied by the exhibitor. However, sale of such products will not be permitted. Guidelines for distribution of sample servings of food and beverages not purchased through the catering outlets on the Showgrounds premises are as follows:
Samples must be given away free of cost to the patron Portions must be of a tasting style and size only (50ml.)
2.5.1 Exclusive Supplier and Sponsorship Agreements The Board has exclusive supply agreements with the following: Nomad Espresso Limited – Coffee, Tea, Hot Chocolate beverages Coca Cola Ltd – carbonated and non carbonated soft drinks, water, juice Streets Ice Creams Donut Dudes Should the Hirer or Exhibitors wish to sample or exhibit products other than from these exclusive suppliers in the above categories, this must be discussed with the Catering Manager and/or Operations Manager at least fourteen (14) days prior to the event. Should the Hirer or Exhibitors wish to avail themselves of any of these exclusive supplier products please contact the ASB Showgrounds Catering Manager who will facilitate this arrangement. 2.6 Food Related Shows During any food related show or event, the responsibility lies with the stall holder to comply with all health and hygiene regulations under various related Acts of Parliament and Auckland City Council Local Authority Bylaws. 2.7 Sale of Liquor All Halls and the area known as ‘Village Green’ are fully Licensed from 6:00am to 3:00am, seven days a week. Should a Hirer require a Licensed outlet outside the Board's permanent structures, it is the Hirer's responsibility to apply for the necessary temporary license with the prior written approval of the Catering Manager and/or Operations Manager. This License should be applied for through the district licensing authority at the Auckland City Council. Requests for a letter of consent must be forwarded to firstname.lastname@example.org at least 28 days in advance of event. 2.8 Spirit of Co-Operation The Shows Board acknowledges the importance of working with the Hirer to ensure that exhibitors and visitors alike are provided with a professional and accommodating service. Lines of communication are always open and due to the nature of event work, the Board recognises the need to be flexible to ensure a well run harmonious partnership with the Hirer. If the Hirer is in any doubt as to potential conflict of interests or breech of the ASB Showgrounds exclusivity of catering services, it is to contact the ASCD's Catering Manager or Operations Manager who will be happy to discuss any such situations. The Hirer acknowledges its responsibility to make sure that its exhibitors and visitors comply with the terms and conditions of this Schedule.
The information below was supplied by Auckland Council and relates to exhibitors who are wanting to sell, sample and giveaway food at the Exhibition. Please remember that all sampling and giveaways must first be approved by the ASB Showgrounds. For further information contact Chantelle Walker on 09 976 8362 or email email@example.com
Food safety advice for food stalls at temporary events .
Basic facilities The following basic facilities are required: If outside an awning, side-less tent, or umbrella to keep food out of direct sunlight adequate number of washable tables for displaying, storing, preparing your food storage, preparation and cooking of food must be off the ground
hand wash facilities are compulsory at all stalls where open food is present or cooking is occurring. Require portable hand washbasin or water container with tap, liquid soap, paper hand towels and a bucket to collect wastewater. This is to be set up and in use before your stall opens. Hands should be washed before any food is handled. A bucket containing water is not acceptable. clean disposable cloths, water, detergent, cleaning chemicals, sanitiser and drying cloths. Store cleaning items separately from food. disposable containers and utensils, preferably recyclable for selling your food rubbish bin first aid kit Food handlers suitable clothing, clean apron, head covering or hat long hair should be tied back and minimal jewellery worn smoking is not allowed at the stall at anytime unwell persons should not be present at the stall or have handled any food before the event hands should be washed and gloves changed on a regular basis; e.g. after handling raw foods, using the toilet, handling refuse, touching face/hair, coughing or sneezing Plastic gloves are not a substitute for regular hand washing. Food preparation Keep it simple, choose foods that can be cooked and served safely buy your ingredients close to the event; do not buy foods past their expiry date protect your food during transport to the event. Foods should be covered/wrapped or stored in clean sealed containers. Do not expose foods to contamination from the environment e.g. dust, dirt and people. At the stall use, sneeze guards, clear plastic covers etc to display and protect your food. Officers will remove and dispose of any unprotected food. store raw foods such as unwashed fruit and vegetables, raw meat and fish in separate containers from cooked and ready to eat foods. U se separate cutting boards, tongs and knives when handling and cooking raw and ready to eat foods. Wash hands in between handling raw and cooked foods. This is to prevent bacteria from raw foods/juices cross contaminating cooked and ready to eat foods. high risk foods such as tofu, dairy items, cooked rice, cooked meat and fish etc must be kept either cold (below 4 °C) or piping hot (above 70 °C).This applies prior to the event, during transport to the event, during storage at the event and when displaying foods at your stall. cold storage : use freezers, fridges, chilly bins – have enough ice or ice packs to last you throughout the event. Do not overload your chilly bins/fridges, ensure the lid can be tightly closed, have layers of ice in between and on top of the food. Take small portions from your chilly bin leaving the majority of your food cold inside the chilly bin. hot foods: cook to order, this will ensure that your food is fresh and this will prevent food being stored at your stall for long periods. If you cook your food in advance, ensure it is piping hot at all times, this includes prior to and transport to the event. Do not cook large quantities of food prior to the event. Bain maries/hot cabinets must be preheated to the correct temperature before use. This equipment does not cook or reheat food; it only maintains the temperature of the food. You must cook/reheat your food before you place it in the bain marie/hot cabinet. Regularly stir the food to ensure it is kept hot throughout. Do not top up existing batches of food with new batches, always finish the original food batch first. Candle warming trays may not be sufficient to maintain your food at the correct temperature especially in cold/windy conditions. Thermometers can be used to check your foods are being maintained at the correct temperature. Sanitise your thermometer before use and in between checking the temperature of different foods. Officers will remove and dispose of any food from your stall that is not being kept at the correct temperature. u se tongs, spoons and forks when serving food; do not handle food with your hands do not allow customers to touch or handle your food. Stall staff members are responsible for serving food to customers. have a separate staff member to handle money only
Contact details: Telephone : For advice or an appointment – (09) 301 0101 Fax : (09) 353 9091 Visit us at : Auckland Council, 35 Graham Street, Auckland Central Write to : Auckland Council, Private Bag 92516, Wellesley Street, Auckland
Temporary food stall checklist
Please keep this page for your reference, do not return to Council
o keep high-risk foods hot or cold whilst travelling to event
o awning or canopy to keep food protected from sun and rain
o ground covering such as polythene sheet, drip trays under BBQ’s
o washable tables for food preparation and storage
o all foods covered use display cabinets, sneeze guards, containers. Have enough lidded containers to ensure food is not stored directly on ground.
adequate water supply
o portable wash hand basin or large water container with tap, liquid soap, paper hand towels, container for wastewater. This is a compulsory requirement for stalls with open foods or cooking on site.
o container for washing utensils, washing up brush, detergent and paper towels
o detergents, disinfectants, sanitisers and clean disposable cloths (do not store with food)
o disposable gloves: change every hour, if they tear, when changing tasks
o equipment to keep food cold: fridges, chilli bins with lids, sufficient ice packs
o equipment to keep food hot: microwaves, bain maries, gas cookers
o thermometer to check food is kept at correct temperature
o separate containers, tongs/spoons, chopping boards for raw and cooked foods
o disposable plates, cutlery, cups – preferably recyclable
o do not allow double dipping of spoons into food samples
o sauces and condiments in squeeze dispenser or sealed packs
o protective clothing such as aprons and hats, long hair tied back
first aid kit, keep cuts and sores covered
no smoking at stall
o storage containers for waste oil and wastewater
Anyone who is ill or has an infection must not handle, prepare or work with food
Contact details: Telephone : For advice or an appointment – (09) 301 0101 Fax : (09) 353 9091 Visit us at : Auckland Council, 35 Graham Street, Auckland Central Write to : Auckland Council, Private Bag 92516, Wellesley Street, Auckland
Ceilings/ Canopies The material used must be flame proof (documented proof of such must be provided) and you must have a current/valid fire extinguisher and smoke alarm. If you plan on fully enclosing your stand please contact Nick Batty on 021 976 830 as there are additional measures that must be taken.
Please use the following list as a guide to your planning process. All information can be found within this manual or otherwise contact the appropriate XPO Exhibitions staff member.
Advertising in Trade Publications
Arrange key client visits
Audio Visual equipment
Compressed Air – Deadline 30 th May 2015
Designer (stand design)
Direct Mail pieces distributed to database
Editorial (forward to XPO Exhibitions marketing)
Eftpos – Deadline 11 th June 2015
Entertainment (for your stand)
Extra electrical requirements –
Events, competitions and special features (notify XPO for further promotion within show advertising) Flooring Forklift hire (for additional lifting) Gas Useage Advised – Deadline 22 nd May 2015 Hire equipment ( tables, chairs, etc ) – Deadline 10 th June 2015 Hot Work Permit (for welding) Insurance ( public liability and stock) Internet connection arranged – Deadline 7 th June 2015 Photographer Plant hire/ flowers/ water cooler Plumbing Print brochures for stand distribution Security passes (badges) completed – Deadline 8 th May 2015 Show Guide (Listing & Advertising) – Deadline 8 th May 2015 Show objectives set Signage arranged ( including hanging) Stand personnel confirmed and informed of show procedure (view exhibitor manual) Transportation / Freight company arranged Uniforms ordered (for stand staff) Vehicle hire Visitor Data Scanner ordered - DEADLINE 22 nd May 2015 Weblink ordered
Children and Animals Persons under the age of 16 will not be allowed into the show during build up, breakdown and show days. Babies are allowed on show days only, in back or front packs if a child waiver is signed by the parent or guardian indemnifying Xpo Exhibitions, their contractors and venue. NO STROLLERS will be permitted into the venue. Unauthorised Animals are not permitted within the grounds. NOTE: This is an Occupational Safety and Health issue and will be enforced by XPO Exhibitions staff and security. Compressed Air If you require compressed air for the show it must be organised by Engineering & Compressor Services. Please be aware that there will be a charge for this to be confirmed by Engineering & Compressor Services. Please complete the order form and return directly to Engineering Compressor Services, or contact them on 09 820 7189 or firstname.lastname@example.org to discuss your requirements. Containers Any shipping container from overseas that is transported directly from the wharf to ASB Showgrounds, must be accompanied by the correct documentation. The correct documents are either a Customs Delivery Order or a Biosecurity Authority/Clearance Certificate (BACC). The container can only be opened by a MAF Approved Accredited Person which must be organised by the exhibitor. Please complete the Overseas Container Application form and contact Nick Batty for approval. If you are in New Zealand and want to bring a container, please contact Nick Batty on 021 976 830 for prior approval. Please also print a container label. Contract Enquiries Please refer to the reverse side of your contract for terms and conditions. If you have any queries regarding your contract, please contact Rob Lavender 021 991 893 email email@example.com , or Leroy 09 976 8388 email firstname.lastname@example.org Couriers Staff at the information desk will direct couriers to your stand. Please ensure that all packages have the correct stand number and a contact phone number on them for your company. Please note: Show information will not sign for packages. Please ensure you have staff onsite to receive deliveries or that you do not select the option which requires a signature on delivery. See also the courier label. Data Scanner/ Lead Capture App Trade shows used to be about collecting business cards in fish bowls. We’ve shifted the medium; you're now collecting real time data and quality sales results, straight to your mobile phone, with our new Lead Capture App. Simply scan a visitors badge, and you’ll have their contact details and the ability to take orders, or qualify them with your own sales process right on the stand. Email email@example.com to take advantage of this technology make sure you never lose another business card.
Don’t have a smart phone?
Our classic data scanners are still available, with data delivered within 3 business days of show close .
See here for more information.
Design & Build Stands and Companies
Remember, if you’re having a design and build stand you must let the operations manager Nick know firstname.lastname@example.org
If you are looking for a company to design and build your stand, please consider the following companies:
Displayworks Display Plus Ltd
Digital Artwork Specifications
We would prefer to receive all advertising material as complete art in a digital format.
Acceptable Software - Photoshop CS, Illustrator CS, Adobe Acrobat, Indesign CS, Microsoft (TEXT FILES ONLY). Please provide fonts and links with all documents. If using Illustrator, please convert all fonts to paths. Files can be supplied on CD or by e-mail. Please include a colour proof. If supplying by email there is a maximum file size of 5MB, send to email@example.com clearly marked for inclusion in the buildnz designex 2015 Show Guide.
Unacceptable software – Pagemaker, Corel Draw, Publisher, Powerpoint, Microsoft Excel, Microsoft Word (other than plain text).
Resolution - Minimum of 300 dpi.
Placement - Please note, whilst we aim to position your advertisement as close as practical to your listing, we cannot guarantee the placement location of your advertisement.
New Product Showcase – max 100 words, image minimum of 300dpi at 60x60mm (please note our designer may crop images to suit, layout is at the discretion of XPO Exhibitions Ltd)
Fonts - Please provide fonts and links with indesign & photoshop files, if using Illustrator; please convert all fonts to paths. Files can be supplied on CD or by e-mail.
Colour - All colour documents must be set up in CMYK (cyan, magenta, yellow and black). Any documents using spot colour or RGB colour must be converted to CMYK. PDF proofs and Xerox laser proofs are not 100% colour accurate and whilst XPO and its production house take all care in terms of colour accuracy and colour reproduction, actual printed results may vary.
Proofing - Please be aware the advertiser is responsible for checking the accuracy of the information contained in their advertisement and approving material for production.
Spelling - A spell-check must be done on the advert before it is e-mailed or sent to the publisher.
Logos for Show Guide – Please supply print quality logos, 300dpi and either a jpg, tiff, eps, psd or ai. File, we can convert this for your web logo, so no need to supply twice
Logos for Web – These can be 72dpi and jpg, tiff, png, ai, eps or psd.
Dimensions (width x height) – the buildnz designex show guide is an A4 booklet Double page spread
Full page • Bleed size: 216mm x 303mm • Trim size: 210mm x 297mm • Type area: 190mm x 287mm
• Bleed size: 426mm x 303mm • Trim size: 420mmx 297mm • Type area: 400mm x 287mm
½ page (if you have purchased a ½ page advert you can supply either horizontal or vertical) • horizontal Trim size: 177mm x 130mm • vertical Trim size: 85mm x 265mm
¼ page (vertical only) • Trim size: 85mm x 130mm
Gatefold - Specs provided on application
New Product Showcase – 100 words per insertion, 1 picture per insertion (only 1 product per insertion)
Insert - Specs provided on application
EFTPOS ADSEL Specialty Systems (ASB Showgrounds Provider) Chris Ireland 022 011 0211 firstname.lastname@example.org www.adsel.co.nz
XPO Exhibitions has a number of contracted suppliers. For more information, please visit their websites. Please also see the supplier section of the website for more information.
There will be an exhibitor lounge at the show located upstairs from the main foyer in the veranda lounge. There will be complimentary tea and coffee available in the lounge from Friday 21 st June to Tuesday 25 th June.
Suggestions to keep in mind during build up, show days and breakdown.
Build Up Plan your stand build up time during the quieter times. These tend to be on the first build up day and early in the morning. It works to your benefit i.e Reduces stress as your stand is built and ready to go. Forklifts and staff are more readily available. Please be aware from the time that you are onsite at the show that all exhibitors, contractors and show staff are busy just like you and most people will have been stuck in traffic and their day hasn’t gone to plan. We are all in the same boat. At times the access both inside and outside of the venue can become blocked so please consider your fellow exhibitors, contractors and on site staff when you are at the venue. Keep in mind the following suggestions: Don’t park in the no parking zones (there is a reason that they are no parking zones) Don’t block loading doors or fire doors. Try to avoid blocking aisles for long periods of time. Slowly placing one thing on your stand at a time can be very irritating for other exhibitors that are trying to get to their stand. When booking the forklift, expect delays, our supervisors work as hard as they can to move stock as quickly as possible. Take care whilst talking on a cellphone during build-up and break-down in the halls. There have been near misses where people have walked out in front of a forklift while talking on the phone. Show Days All exhibitors are there to gain maximum exposure to the show visitors. As your stand space is valuable to you, and so is your next door neighbour’s, observing the following points may assist in developing a good workable relationship during the show. If you need to take a mobile call and don’t want to do this on your stand, please go outside and continue your conversation. Stay inside your stand space when talking to visitors or invite them onto your stand. Please do not conduct your business in the aisles or give out pamphlets. Blocked aisles are not only disadvantaging the stands around you they are also a safety risk.
If you use a microphone as part of your selling tool, please keep the volume down. The people 4 stands away don’t need to hear about your product until they get to your stand.
Breakdown Our biggest complaint is from those visitors that visit the show towards to the end of the last day thinking that it will be a quieter time and find there are exhibitors that have packed up already and gone home. While it may seem to you that the end of the show is the time that you are not likely to sell as much, please consider that there are still a lot of people looking to purchase and wanting to find out about products. It is unfair for a visitor to come along to see a whole show and only experience a portion of it. So please, don’t breakdown until 15 minutes after the show close announcement has been made. Let’s all work together to make the show as enjoyable an experience as we can. Please feel free to contact one of the team if you experience any issues . 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 XPO Exhibitions personnel, Security Staff and Hall supervisors. Fireplaces A registered installer must install fireplaces and a building consent must be obtained from Auckland City Council. Please phone +64 9 301 0101. Please also advise Nick Batty (email@example.com) of your intentions prior to contacting the council . First Aid A medical team will be onsite during show hours only. If any first aid is required during build up and breakdown 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 painkillers of any kind. Fixing of Stands Display stands must be of a freestanding nature. You are not permitted to drill into the floor or walls for any reason. Any damage of this kind will be charged to the exhibitor. When using double-sided tape to fix carpet or floor coverings to the floor, please use clear double sided tape (Sellotape brand) as it is very easy to remove. DO NOT use Danco tape – it is impossible to remove. Fire and Evacuation Process
Maximum point distribution or strip distributed weight – 2000lb/sqf Average Weight – 500lb/sqf Maximum Vehicle Weight – 8T
Floorplan Please note the floorplan is subject to change. Please contact Nick@xpo.co.nz if you have any questions regarding the floorplan.
Please return form via fax +64 9 579 9885 or email Sharon@exhibitionhire.co.nz by due date 10 th June
IMPORTANT INFORMATION - TERMS OF PAYMENT & HIRE CONDITIONS
Confirmation is subject to stock availability and full payment
Sub Total 15% GST
Terms of payment: Full payment must be received prior to delivery A Late Fee of 25% of the total hire rate will apply for late orders For a full copy of our Terms and Conditions please visit our website www.exhibitionhire.co.nz
Event: BuildNZ / Designex
Venue: ASB Showgrounds, Auckland
Show Dates: 21 – 23 rd June Stand No: _________________________________
Company Name: ______________________________________
Postal Address:_________________________________________________________________________________ ______ _