EXHIBITION TIMETABLE

November 2020	Stand bookings open, a deposit payment is required upon booking
19 Feb 2021	Exhibitors notified of stand allocation (stand allocations will be completed when sufficient registrations are received and notification will be no later than this date)
26 Feb 2021	Technical Manual Available
5 March 2021	Exhibitors will be sent instruction on booking stand personnel, accommodation and social functions
28 May 2021	Virtual Exhibition - All resource materials for the virtual platform (brochures, videos etc.) to be provided
28 May 2021	Deadline for Company Profile for Conference Website
28 May 2021	Deadline for exhibitor registrations
May/June 2021	EEA 2021 Virtual Exhibition - opening times TBC
2 August 2021	Exhibitor Pack In: 12.00pm - 5.00pm
2 - 4 August 2021	EEA2021 Conference
3 August 2021	Exhibition Breakdown: 7.00pm

DELEGATE EXHIBITION VIEWING TIMES

Monday 2 August	5.30pm - 7.30pm
Tuesday 3 August	8.30am - 7.00pm
Virtual Exhibition	2 - 4 August 2021

PUBLIC EXHIBITION VIEWING TIMES

Tuesday 3 August

9.00am – 12.00pm and 2.00pm – 5.00pm

EXHIBITION FORMAT - What's Changing?

Due to the postponement, the conference programme has been adjusted slightly.  The exhibition will open at 5.30pm on Monday 2 August and the exhibition will conclude at 7pm after the social function on Tuesday 3 August.  All registered exhibitors will be given a complimentary registration for the following day’s Conference technical paper sessions on Wednesday 4 August. This will enable exhibitors to continue networking with delegates and engage with them on your products and services.

The Conference keynotes, paper presentations and panel sessions will begin on Tuesday morning and continue on Wednesday, with the event concluding at 4pm on the 4 August. There will be 2 delegate/exhibitor Conference social events held on Monday and Tuesday evening.

As part of your face to face stand registration, you will also have the opportunity to join the event as a virtual exhibitor, the virtual exhibition will be open at a different time to the face to face event to encourage maximum participation.

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 Monday 2 August. You MUST complete your stand build by 5pm on Monday 2 August June in order to open on time for the Trade Exhibition Opening Social Function 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

Monday 2 August	Exhibitor set-up	12.00pm – 5.00pm
Monday 2 August	Exhibition Opening and Social Function	5.30pm - 7.30pm
Tuesday 3 August	Exhibition Viewing	8.30am – 7.00pm
	Social Function in Trade Exhibition	5.30pm - 7.00pm
	Exhibition pack out	From 7.00pm

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 2021. 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 30 April 2021 and $525.00 + GST thereafter.

 

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 2021 Conference, prepayments from the cancelled 2020 event 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.

Overseas exhibitors signing up as a Virtual Exhibitor must make full payment within 7 days of booking.

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 16 April 2021. 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 eea2021@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 16 April 2021 will incur a loss of deposit. No refunds will be made for cancellations received after Friday 16 April 2021.

COVID-19 AND PAYMENTS

New Zealand's management of COVID-19 has put us in the fortunate position of being able to host major conferences and events however we have seen that this can change very quickly and we expect there to still be a risk of disruption at the time of the conference. In the unlikely case that the conference needs to shift to a fully online platform, you will be refunded minus the cost of the Virtual Exhibition Stand. We will work closely with you to ensure you know how to get the most out of the virtual experience. In the case of cancellation, you will be fully refunded. If you wish to change your trade stand booking to a virtual booking only when the face to face event can still proceed as planned, this will be treated as a cancellation of your trade stand and the above cancellation terms will still apply. Overseas exhibitors who have booked a physical stand, who are no longer able to attend due to non quarantine-free travel, are able to cancel their booking without penalty or change to a virtual exhibition stand and refunded the difference.

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 6 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 26 February 2021.

If you are a virtual exhibitor you will receive instructions on what materials you need to prepare and how to use the virtual platform once your booking has been made.

CALL FOR PAPERS

For those of you interested in offering papers to the 2021 Conference, please refer to the call for papers page to view a list of suggested paper topic ideas (this will be launched November 2020).  The closing date for paper abstract submissions is Friday 12 February 2021.  If you are overseas and wish to submit a paper, you will have the opportunity to provide a recording of your presentation or give a live presentation remotely.

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.