Exhibition

THE EEA2020 EXHIBITION PACKAGE

The package includes:

• The supply and erection of booth walls (unless otherwise stated in the exhibition layout details, the modular walls are 2.3m high and finished in black velcro fabric)
• On-site power to each stand (4-way power point)
• Two spotlights for mounting on the fascia – Fascia system and company name
• A Conference satchel including a copy of the Conference Handbook
• Depending on the size and cost of each stand, there are a set number of complimentary trade exhibitor registrations available per stand covering the Exhibition Social Hour, Morning and Afternoon Teas and Lunches.

EXHIBITOR REGISTRATIONS

Registered exhibitors are welcome to attend the formal opening of the Conference, and one Conference session only. Those exhibitors wishing to attend more than one Conference session must register as a Conference Delegate by completing a Conference Delegate Registration Form. The number of complimentary trade exhibitor registrations available per stand is shown on the Stand List, click here to view.

If you wish to have additional Exhibitors registered on your stand, over and above the complimentary entitlement, you will need to complete a Trade Exhibition Registration. The person from your company who booked your Trade Exhibition Stand/s will be sent an email with a link to online Trade Exhibitor Registrations from the Conference Organisers (Conferences & Events) in March 2020. This link allows you to register your allocated Complimentary stand registration/s and additional Trade Exhibitor registrations. The cost for additional exhibitor registrations is $475.00 + GST before 1 May 2020 and $525.00 + GST thereafter.

EXHIBITION TIMETABLE

November 2019	Stand bookings open, a deposit payment is required upon booking
17 Feb 2020	Exhibitors notified of stand allocation (stand allocations will be completed when sufficient registrations are received and notification will be no later than this date)
28 Feb 2020	Technical Manual Available
5 March 2020	Exhibitors will be sent instruction on booking stand personnel, accommodation and social functions
10 April 2020	Deadline for Company Profile for handbook
29 May 2020	Deadline for exhibitor registrations
7 July 2020	Exhibitor Pack In: 8.00am - 5.00pm
7 July 2020	Exhibition Opening: 5.30pm - 7.00pm
7-9 July 2020	EEA2020 Conference
9 July 2020	Exhibition Breakdown: 2pm

EXHIBITION FORMAT

The Conference will start at 1pm Tuesday 7 July and conclude in the afternoon of Thursday 9 July.  Exhibitors who are onsite are welcome to join the delegates for the official conference opening and keynote sessions in Shed 6 on Tuesday from 1pm onwards.

The Conference keynotes, paper presentations and panel sessions will begin Tuesday afternoon, and continue on Wednesday and Thursday, with the event concluding Thursday mid-afternoon. The delegate/exhibitor Conference social event will be held on the Tuesday evening and the Conference Dinner on the Wednesday evening.

BREAKFAST SESSION

For the 2020 conference we are offering sponsors and exhibitors the opportunity to sponsor a breakfast session which will provide you with an additional platform to showcase your products and services to delegates. Please refer to the breakfast session information on the sponsorship page for further information.

STAND DESIGN

There will be a ‘Best Stand Award’ and we encourage you to use your imagination with your stand design.

PACK IN HEIGHT/WEIGHT RESTRICTIONS

Your freight will be delivered to your stand in the Exhibition area in the TSB Bank Arena (as long as it has the correct delivery label attached and the stand number recorded). Access is via the loading dockway at the South end of the building or via main front entrance at the North end of the building, Jervois Quay. The South end dockway height is 1300mm. Temporary parking for drop off/pick up is available in the dockway (maximum of 10 minutes). There will be a limited number of courtesy trolleys available for use. If time is limited, it is recommended that you have your own trolley to avoid delay.

The large doors located at the back of the TSB Arena's loading bay will only be open for Exhibitors on Tuesday 7 July. You MUST complete your stand build by 5pm on Tuesday 7 July in order to open to the public at 5.30pm. The venue has a 2.5 Tonne Forklift but this cannot be used inside the venue. All forklift operators are required to produce their driver’s licence displaying class F, together with a Forklift Operator Certificate (OSH). This is a requirement of the Labour Department to operate a forklift on a road and at any workplace. Forklift drivers can be booked through the venue.

As the exhibition floor is a sports floor, it is really important you notify us of any heavy equipment that will be on display. The venue will impose a large fine to the owner of any equipment that damages the floor. The floor loading limit is 500kg per m2.

EXHIBITION SCHEDULE

Tuesday 7 July	Exhibitor set-up	8.00am – 5.00pm
	Exhibition Social Hour	5.30pm – 7.00pm
Wednesday 8 July	Exhibition Viewing	8.30am – 5.00pm
	Exhibition Social Hour	5.30pm – 6.30pm
Thursday 9 July	Exhibition Viewing	8.30am – 2.00pm
	Exhibition pack-out	2.00pm – 5.00pm

TRADE EXHIBITION BOOKING TERMS & CONDITIONS

STAND ALLOCATION

We will do our best to accommodate your requirements, but there is always competition for sites, as some are perceived to be better than others. You can help us to allocate your preferred site(s) by giving three options, which should be positioned in different areas of the exhibition site. Also to assist us in maximising your marketing opportunities, please advise us of competitor companies on your booking application. We cannot guarantee that we will be able to avoid placement close to competitors but we will try to take this into consideration when allocating stands.

Stand sites will be provisionally allocated on a “first booking with payment received” basis but the final allocations will take into account additional criteria including sponsorship of the 2020 Conference and Corporate Members. Note the organiser reserves the right to vary the stand allocation.

The Trade Exhibition Site Plan with allocated stands will be viewable on the EEA website by the end of March.

PAYMENT

A 50% deposit payment must be paid within 7 days of the booking application to secure a trade exhibition stand. The deposit can be paid using the online credit card payment facility or by direct credit or cheque using the details on the invoice.

All exhibition and exhibitor registration fees paid by direct credit must be paid to the conference bank account on the invoice.

All fees must be paid by 17 April 2020. Exhibitors who have not made payment in full by this time will not be permitted to set up their stand.

CANCELLATIONS
Non-payment does not constitute a cancellation. Deposits must be paid unless cancelled within 7 days of receiving stand allocation notice.

Cancellations must be made in writing via email to eea2020@confer.co.nz. Full refunds will be given for cancellations received within 7 days of your stand allocation being advised. Cancellations received later than 7 days after your stand allocation has been advised and up to Friday 17 April 2020 will incur a loss of deposit. No refunds will be made for cancellations received after Friday 17 April 2020.

INSURANCE & LIABILITY

Exhibitors and their agents are responsible for all of their exhibits and contents and are required to carry their own insurance for the loss, theft, damage or otherwise of their belongings and public liability over the period of the Conference. This insurance should remain in force until their exhibits are removed from the venue. Neither the EEA, Conferences & Events nor TSB Arena/Shed  is liable for any damage or loss of any exhibitor’s material brought into the venue, prior, during or after the event. Exhibitors and their agents must assume all responsibility for any damage caused by themselves or their equipment to the venue, other exhibitors or attendees at the event however so caused.

EXHIBITION MANUAL

The Exhibition Manual will be emailed to the person who booked the Trade Exhibition Stand by Conferences & Events. The Exhibition Manual will include pack-in and storage details, equipment hire and catering information, delegate registration & Accommodation information. This will be available by 28 February 2020.

CALL FOR PAPERS

For those of you interested in offering papers to the 2020 Conference, please refer to the call for papers page to view a list of suggested paper topic ideas (this will be launched November 2019).  The closing date for paper abstract submissions is Friday 28 February 2020.

SPONSORSHIP

If you are interested in being sent details of the Conference Sponsorship packages please contact Tracy Hobbs at the EEA Office by email: tracy@eea.co.nz or phone +64 4 473 8655.

EXHIBITOR LEAD MANAGEMENT

Lead Management is a useful tool for exhibitors to manage leads they get at the conference and provides easy access for those back in the office to see what leads are coming through. A QR Code or Barcode is printed on the delegates nametag. When a delegate is visiting a booth, you would ask the delegate if you can capture their details by using the attendee app on your smartphone/device to scan their nametag. This then brings up the delegate's details, you can then pass your device to the delegate to answer some specific questions set up in advance. Once the questions are answered, an email can be sent to the delegate thanking them for visiting the stand and can include attachments with any company information/show deals. Colleagues back in the office can log in to the system and see the live data from people that have been visiting the stand and getting scanned. There will be a small fee of $115 to add this functionality to your exhibition experience. If you would like to take up this opportunity, choose this option at the time you register.