PROSPECTUS - THE Expospecific visitor traffic • Have your own exhibitor website listing • Social...

1 TRANSPORT & HEAVY EQUIPMENT EXPO PROSPECTUS

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PROSPECTUS2017

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2–4 MARCH 2017 MYSTERY CREEKEVENTS CENTRE, HAMILTONtheexpo.co.nz

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FAST FACTS from 2013

172

2005

THEY SAID:

“WORLD-CLASS VENUE”“A GREAT SUCCESS”“WE WILL RETURN”

181

2009

186

2013

COMPARING EXHIBITOR NUMBERS SINCE 2005

WE ASKED OUR EXHIBITORS WHAT THEY THOUGHT ABOUT OUR VENUE, FACILITIES AND SERVICE

100%OF EXHIBITORS RATED US

GOOD-EXCELLENT ON OUR STAFF BEING

FRIENDLY, HELPFUL AND COURTEOUS

WE ASKED OUR VALUED EXHIBITORS WHAT THEIR

MAIN OBJECTIVES WERE FOR EXHIBITING AT THE EXPO

BRAND AND COMPANY AWARENESS

PRODUCT AWARENESS

LIASING WITH CLIENTS

SOURCING POTENTIAL CLIENTS

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66%

VISIT FOR 1 DAY

33%

VISIT FOR 2 OR

MORE DAYS

WE ASKED OUR VISITORS HOW LONG THEY VISIT FOR

WE ASKED OUR VISITORS WHAT

MOTIVATES THEM TO ATTEND THE EXPO

WHERE IN NEW ZEALAND DO OUR VISITORS COME FROM?

26% Auckland/North

70% South of the Bombays (rest of the North Island)

4% South Island

WHAT INDUSTRIES DO OUR VISITORS WORK IN?

59% FREIGHT & TRANSPORTATION

10% LOGISTICS9% FORESTRY

22% OTHER INDUSTRIES

13,464

VISITORS INCLUDING OVER 6,750

INDUSTRY REGISTRATIONS

THEY LIKE TO STAY CONNECTED AND INFORMED

THEY COME TO NETWORK AND FOR THE SOCIAL INTERACTION

MEET WITH SUPPLIERS AND TALK DEALS

TO VIEW AND RESEARCH NEW TECHNOLOGY IN THEIR INDUSTRIES

SUPPORT THE SHOW ‘N’ SHINE COMPETITION


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CONTENTS01 INTRODUCTION WELCOME PAGE 05 WHO SHOULD EXHIBIT AT THE EXPO®? PAGE 06 WHY EXHIBIT AT THE EXPO®? PAGE 07 MAXIMISE YOUR EXPOSURE PAGE 08 APPLYING FOR A SITE PAGE 09 APPLICATION AND SITE FEES PAGE 09 FEE PAYMENT METHODS PAGE 09 TWO WAYS TO BE AN EXHIBITOR PAGE 10

02 EXHIBITOR SITES MYSTERY CREEK PAVILION SITE MAP PAGE 12PAVILION SITE SIZES & FEES PAGE 13ANNEXE SITE MAP, SIZES & FEES PAGE 14OUTDOOR SITE MAP PAGE 16OUTDOOR SITE SIZES & FEES PAGE 18FOOD VENDOR SITES PAGE 20

03 LOGISTICS INDOOR SITE LOGISTICS PAGE 21 OUTDOOR SITE LOGISTICS PAGE 22 POWER USAGE PAGE 23 RECOMMENDED SUPPLIERS PAGE 24 IMPORTANT INFORMATION PAGE 25 EXHIBITING CONDITIONS PAGE 28

PROUDLY ENDORSED BY

New Zealand Equipment Suppliers Association


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WELCOME to THE Expo® 2-4 March 2017

VENUE AND EVENT TEAMCentrally located at Mystery Creek Events Centre, Hamilton, New Zealand, the venue is ideally positioned to attract visitors New Zealand-wide. With unparalleled indoor and outdoor exhibition space and facilities, dedicated demonstration, test drive and competition space, easy venue access plus extensive free on-site parking, the venue is the ideal location for this important event.

The team of event professionals at Mystery Creek Events Centre have extensive experience delivering world-class

events across a wide range of industries including the Southern hemisphere’s largest agribusiness event, NZ National Agricultural Fieldays®.

THE Expo is owned and operated by NZ National Fieldays Society Inc.™ The Fieldays Society was established in 1968 by a group of likeminded farmers with a vision to advance agriculture in New Zealand.

Contact UsEmail: [email protected]: theexpo.co.nz facebook.com/THE-Expo @THEExpoNZ @THEExpoNZ MysteryCreek

Physical address:Mystery Creek Events Centre125 Mystery Creek RoadHamilton

Postal addressMystery Creek Events CentrePrivate Bag 3206Hamilton 3240

We’re proud to present the much-anticipated, four-yearly Transport and Heavy Equipment (THE) Expo.

THE Expo is the ultimate showcase for all products and services relating to transportation, logistics and heavy equipment industries, featuring powerhouse representatives across a broad spectrum of trades.

Including dedicated demonstration zones, networking and customer engagement services, world-class facilities and accessible, on-site sales resource activities, THE Expo delivers a premier event to directly target exhibitors’ key demographics.

In 2013 THE Expo welcomed over 13,000 visitors to the event, its footprint spanning nearly 50,000m2.

THE Expo is uniquely positioned as the only all-encompassing transport and heavy equipment industry event in New Zealand, collectively endorsed by the Motor Industry Association, NZ Truck-Trailer Manufacturer’s Federation and NZ Equipment Suppliers Association. The experience and expertise of these endorsees establishes THE Expo as the business event with both national and global growth focus.

This prospectus is your key resource to guide you through your site requirements and application process. We welcome both returning and

new exhibitors to contact us at any stage should we be able to assist you in any way to exceed your event expectations.


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WHO SHOULD EXHIBIT AT THE EXPO®?If your business operates in one or more of these industries, you should be here.

TRANSPORTATION

CONSTRUCTION

AGRICULTURE

HEALTH & SAFETY

ROADING

LOGISTICS

FORESTRY

CONTRACTING

QUARRY & MINING

TRAINING & RECRUITMENT

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WHY EXHIBIT AT THE EXPO®?Only at THE Expo will your organisation and sales team have direct access to such a large, industry-specific demographic.

Event visitors are primed to engage with your team, keen to experience new technologies and innovations, motivated to purchase the latest products and eager to enjoy demonstrations and trials.

Seize the opportunity to market directly to this strongly targeted audience in the variety of ways

this unique event offers:• Customised event to showcase industry products and services• Targeted industry visitors• Key industry media• Marketing value for dollars • Measurable ROIs – generate sales leads, attract new customers, conduct market research, increase sales• Online business promotion • Website attracts industry specific visitor traffic • Have your own exhibitor website listing

• Social media opportunities• Customer engagement opportunities • Face to face, B2B • Your staff on-hand to answer questions, promote deals, build databases, make sales• Focus on new technology and innovation• Outstanding networking and hosting opportunities• Association and endorsement from leading industry bodies

TRANSPORT & HEAVY EQUIPMENT EXPO PROSPECTUS 7

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MAXIMISE YOUR EXPOSURESponsorship THE Expo offers a range of sponsorship packages to aid in the promotion of your company’s presence at, and involvement in, the event. With a guaranteed targeted audience pre, during and post THE Expo, a sponsorship package is the perfect platform for your brand, products and services. Packages are across digital and print formats, with the added value of increased media coverage. For more information regarding sponsorship opportunities, contact Ammie Hardie, Event Manager, on 07 843 4497 or email [email protected]


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APPLICATION AND SITE FEES

APPLYING FOR A SITEApplications are welcome from organisations relevant to the transport, trailer, forestry, contracting, heavy equipment, agriculture, construction or hire industries. Applications from other organisations must demonstrate their product/service relevance to those industries.

The emphasis of THE Expo is on new products, equipment, transportations and technology. Used vehicles and equipment is not permitted to be exhibited at THE Expo.

Follow the simple process outlined below to apply for exhibiting space at THE Expo 2017.

Application fees Application fees are separate from site fees. To be considered for General Allocation, all applications must be received by 10 April, 2016 and accompanied by a $1,000 + GST per site application fee payment. Paid application fees will be credited against site fees if a site is allocated. If no site is allocated, paid application fees will be refunded.

Site feesIf allocated exhibiting site(s), the exhibitor will be invoiced for site fees. Sites are not considered booked until FULL payment has been received.

To secure the site(s), full site fee payment is required by one of the following methods:Option 1:• Site fees can be paid in percentage portions, due by scheduled instalment dates, as bellow:

• All payment deadlines must be met to retain your allocated site Option 2:• Site fees can be paid in full within 14 days of invoice following site allocation.

Missed payment: If payment is not received by the nominated date, a non-refundable late payment fee of $350 + GST per site may be charged and the site may be relinquished and reallocated to another applicant if the instalment of fees remains unpaid after a further 14 days.

Methods of payment• Direct credit: Account # 01-0321-0034332-00. Please use your company name as a reference• Cheque: Please make cheques out to NZ National Fieldays Society Inc • Post cheques to; Mystery Creek Events Centre, Private Bag 3206, Hamilton 3240• EFTPOS: Visit us at Mystery Creek Events Centre HQ, 125 Mystery Creek Road, Hamilton• Credit Card: Visa and MasterCard accepted. 3% fee applies

Visit theexpo.co.nz

First instalment 40% of site fees due

20 July 2016

Complete the online Site Application form

Final instalment Balance of site fees due

20 November 2016

Forward your application fee(s) $1,000 + GST

per site

Application deadline 10 April, 2016

Allocation of sites begins on Monday, 11 April, 2016. All applications received by 10 April, 2016 will be processed in the first allocation. Applications received after the deadline will be waitlisted and offered sites if available after the first allocation is completed.

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TWO WAYS TO BE AN EXHIBITOR

1. General Allocation

Applications for General Allocation open with the release of the event Prospectus. Once you have established which area is most appropriate for you to exhibit in, we invite you to submit your Site Application form online at theexpo.co.nz.

Sites are allocated based on indoor/outdoor preference, your size requirements and availability. We do not guarantee that you will be allocated the same site that you have had in previous years.

Application fee $1,000 + GST per siteOnly applications received by 10 April, 2016 and accompanied by the application fee ($1,000 + GST per site) will be considered for allocation. Application fees will be refunded in full if no site is allocated or credited against site fees if a site is allocated. Applications received after the deadline or received without correct application fee payment will be waitlisted and allocated available sites following the completion of the initial allocation.

2. Sublet (Sharing a site)

Subletting is when an exhibiting company shares part of their site with another company. If you would like to invite another company to exhibit at THE Expo using part of your site, you must first ensure that its products/services meet the criteria for exhibiting at the event. The subletting company must then complete an online Sublet Application form.

Sublet fee: $500 + GST per exhibiting companyEach exhibiting sublet receives the many benefits of exhibiting at THE Expo including:• THE Expo website and Programme listing;• Allocation of exhibitor tickets; and• Resources and communications, including Exhibitor Handbook, e-newsletters and Exhibitor Function invite.

Exhibitors may invite more than one company to sublet on their site. Each sublet company must complete the online application form, be approved as a sublet and pay the relevant sublet fee. Companies that are subletting may only sublet on one exhibitor’s site.

There are two ways to be an exhibitor at THE Expo:

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SITE SIZE & PRICING TABLES

Site Size(w x d)

Area(m2)

Corner Site fee

MC1 - 8 6 x 6 36 $3,249

MC9 Irregular 54 $4,873

MC10, 11 4 x 4 16 $1,588

MC12 - 17 4 x 4 16 $1,444

MC18, 19 4 x 4 16 $1,588

MC20, 21 4 x 4 16 $1,444

MC22, 23 4 x 4 16 $1,588

MC24, 25, 4 x 4 16 $1,444

MC26, 27 4 x 4 16 $1,588

MC28 - 30 4 x 4 16 $1,444

MC31, 32, 35, 36

6 x 6 36 $3,249

MC33, 34 6 x 6 36 $3,573

MC37 - 39 4 x 4 16 $1,444

MC40, 41, 44, 45, 49

4 x 4 16 $1,588

MC42, 43, 46, 47, 48

4 x 4 16 $1,444

MC50 4 x 4 16 $1,588

MC51, 52, 54, 55, 56

4 x 4 16 $1,444

MC53 6 x 4 24 $2,166

MC57 5 x 4 20 $1,985

MC58 22 x 13 286 $28,385

MC59 10 x 13 130 $11,730

MC60 10 x 13 130 $12,902

MC61 10 x 12 120 $11,910

MC62 10 x 12 120 $10,827

MC63, 64 22 x 12 264 $26,201

MC65 10 x 12 120 $10,827

MC66 10 x 12 120 $11,910

MC67 10 x 13 130 $12,902

MC68 10 x 13 130 $11,730

MC69 22 x 13 286 $28,385

MC70, 72, 73, 75

15 x 10 150 $14,887

MC71, 74 12 x 10 120 $10,827

Site Size (w x d)

Area (m2)

Corner Site fee

MC76 - 83 11 x 10 110 $10,918

MC84 - 87 9 x 6 54 $5,360

MC88 - 91 9 x 7 63 $6,253

MC92 - 95 9 x 5 45 $4,467

Mystery Creek Pavilion

Prices excl. GST

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MARQUEE SITES

Site Size(w x d)

Corner Site fee

1 6m x 6m $3,573

2 6m x 6m $3,249

3 6m x 6m $3,249

4 6m x 6m $3,249

5 6m x 6m $3,249

6 63m2 $5,685

7 3m x 3m $1,000

8 3m x 3m $1,000

9 3m x 3m $1,100

10 6m x 6m $3,573

11 6m x 6m $3,249

12 6m x 6m $3,249

13 6m x 6m $3,249

14 6m x 6m $3,249

15 63m2 $5,685

16 3m x 3m $1,000

17 3m x 3m $1,000

18 3m x 3m $1,100

19 14m x 11m $15,284

20 9m x 7m $5,685

21 7m x 4m $2,779

22 5m x 4m $1,985

23 4m x 4m $1,444

24 4m x 4m $1,444

MARQUEE SITES

Prices excl. GST

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K Ro

ad

E StreetE Street

F StreetF Street F Street

G StreetG Street G Street

E Street

C Street C Street

D Street D Street

daoR

K

daoR

M

daoR M

daoR M

daoR knaB

G Street

E Street

VIP & DISABILITY PARKING

PUBLIC PARKING

GATE 2 – EXHIBITOR ENTRY This map is indicative and subject to change.

FOOD VILLAGE

PAVILION ANNEXE

MAP KEY RESTROOMS FOOD VILLAGE/REFRESHMENT STATION

OUTDOOR SITES

SOLD OUTDOOR SITES

CABLE LANES (BELOW GROUND) SHOW ‘N’ SHINE (SATURDAY) PARKING EXHIBITOR PARKING DEMONSTRATION AREA SEMINARS (ANZ BUILDING) MAN CAVE BAR & FOOD VILLAGE GREEN SLOAPED LAND (NOT SUITABLE FOR SITESCABLE LANE (ABOVE GROUND)

MYSTERY CREEK PAVILION

GATE 1PUBLIC ENTRANCE

SHOW ‘N’ SHINEPARKING

PARKINGPARKING

PARKING

PARKING

(SATURDAY)SHOW ‘N’ SHINE

(SATURDAY)

SHOW ‘N’ SHINE(SATURDAY)


MAN CAVE

VILLAGE GREEN

SEMINARS

EXHIBITOR PARKING

EXHIBITOR PARKING

PARKING

F1

I1 I2

I4

I6

I8

I10

I12

I14

I16

I18

I20

I22

I24

I26

I28 I30

I3

I5

I7

I9

I11

I13

I15

I17

F3

F2 F4 F6

J1

J3

J5J7

J9

J11

J13

E3E1

E2 E4 E6 E8

J15

J17

J19

J21

J23

J25

J27

J29

FOOD COURT

FOOD COURT

FOOD COURT

F5 F7 F9 F11 F13

J2

J4J6J8

J10

J12

J14

J16

J18

J20

J22

J24D1 D3 D5 D7 D9 D11 D13

K19

K21

K23

K25

K27C13C11C9C7C5C3C1J32

C2 C4C6 C8 C10 C12 C14 C16 C18 C20 C22

C24 C26 C28

C30 C32 C34 C36 C38 C40 C42 C44 C46 C48 C50

C27C25C23C21C19C17C15K26

K24

K22

K20D16

D15 D17 D19 D21 D23 D25 D27 D29 D31 D33M12 M11 M10

M7 M8 M9

M6 M5 M4

M1 M2 M3

D18 D20 D22 D24 D26 D28

J30

J28

J26D2 D4 D6 D8 D10 D12 D14

K17

K15

K13

K11

E22E20E18E16E14E12E10

E5 E7 E9 E11 E13

E15 E17K9

K7

K5

K3

F22F20

F18F16F14F12F10F8 K1

F15 F17 F19 F21 F23 F25 F27 F29 F31 F33 F35 F37 F39 F41 F43 F45 F47 F49 F51 F53 F55

F40F38F36F34F32F30F28F26F24

E35E33E31E29E27E25E23E21E19

K2

K4

K6

K8

OUTDOOR EVENT MAP

EVENT ENTRY

MAIN EVENT ENTRANCE

daoR K

2-4 March 2017

MARQUEE

16

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K Ro

ad

E StreetE Street

F StreetF Street F Street

G StreetG Street G Street

E Street

C Street C Street

D Street D Street

daoR

K

daoR

M

daoR M

daoR M

daoR knaB

G Street

E Street

VIP & DISABILITY PARKING

PUBLIC PARKING

GATE 2 – EXHIBITOR ENTRY This map is indicative and subject to change.

FOOD VILLAGE

PAVILION ANNEXE

MAP KEY RESTROOMS FOOD VILLAGE/REFRESHMENT STATION

OUTDOOR SITES

SOLD OUTDOOR SITES

CABLE LANES (BELOW GROUND) SHOW ‘N’ SHINE (SATURDAY) PARKING EXHIBITOR PARKING DEMONSTRATION AREA SEMINARS (ANZ BUILDING) MAN CAVE BAR & FOOD VILLAGE GREEN SLOAPED LAND (NOT SUITABLE FOR SITESCABLE LANE (ABOVE GROUND)

MYSTERY CREEK PAVILION

GATE 1PUBLIC ENTRANCE

SHOW ‘N’ SHINEPARKING

PARKINGPARKING

PARKING

PARKING

(SATURDAY)SHOW ‘N’ SHINE

(SATURDAY)



MAN CAVE

VILLAGE GREEN

SEMINARS

EXHIBITOR PARKING

EXHIBITOR PARKING

PARKING

F1

I1 I2

I4

I6

I8

I10

I12

I14

I16

I18

I20

I22

I24

I26

I28 I30

I3

I5

I7

I9

I11

I13

I15

I17

F3

F2 F4 F6

J1

J3

J5J7

J9

J11

J13

E3E1

E2 E4 E6 E8

J15

J17

J19

J21

J23

J25

J27

J29

FOOD COURT

FOOD COURT

FOOD COURT

F5 F7 F9 F11 F13

J2

J4J6J8

J10

J12

J14

J16

J18

J20

J22

J24D1 D3 D5 D7 D9 D11 D13

K19

K21

K23

K25

K27C13C11C9C7C5C3C1J32

C2 C4C6 C8 C10 C12 C14 C16 C18 C20 C22

C24 C26 C28

C30 C32 C34 C36 C38 C40 C42 C44 C46 C48 C50

C27C25C23C21C19C17C15K26

K24

K22

K20D16

D15 D17 D19 D21 D23 D25 D27 D29 D31 D33M12 M11 M10

M7 M8 M9

M6 M5 M4

M1 M2 M3

D18 D20 D22 D24 D26 D28

J30

J28

J26D2 D4 D6 D8 D10 D12 D14

K17

K15

K13

K11

E22E20E18E16E14E12E10

E5 E7 E9 E11 E13

E15 E17K9

K7

K5

K3

F22F20

F18F16F14F12F10F8 K1

F15 F17 F19 F21 F23 F25 F27 F29 F31 F33 F35 F37 F39 F41 F43 F45 F47 F49 F51 F53 F55

F40F38F36F34F32F30F28F26F24

E35E33E31E29E27E25E23E21E19

K2

K4

K6

K8

OUTDOOR EVENT MAP

EVENT ENTRY

MAIN EVENT ENTRANCE

daoR K

2-4 March 2017

MARQUEE

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SITE SIZE & PRICING TABLESSite Size

(w x d)Area(m2)

Corner Site fee

C Street

C1 11 x 18 198 $3,858

C2, 4 12 x 20 240 $4,676

C3, 5, 7 11 x 20 220 $4,286

C6, 8, 10, 12, 14, 16, 18

11 x 9 99 $1,929

C9, 11, 13, 15, 17, 19, 21

11 x 18 198 $3,858

C20, 22 11 x 8 88 $1,715

C23 - 28 11 x 18 198 $3,858

C29, 31 9 x 18 162 $3,156

C30, 32, 34, 36, 38

11 x 36 396 $7,715

C33, 35, 37, 39

11 x 18 198 $3,858

C40, 42, 44, 46, 48, 50, 52

11 x 36 396 $7,715

D Street

D1, 3, 5, 7, 9, 11, 13

11 x 20 220 $4,286

D2 11 x 23 253 $4,929

D4, 6, 8, 10, 12, 14

11 x 18 198 $3,858

D15, 19, 21, 23, 25, 27

11 x 9 99 $2,122

D17 11 x 9 99 $1,929

D16, 18, 20, 22, 24, 26, 28

11 x 18 198 $3,858

D29 9 x 11 99 $2,122

D30, 32, 34, 36, 38

11 x 18 198 $3,858

D31 9 x 11 99 $1,929

D33 6 x 9 54 $1,052

E Street

E1 11 x 33 363 $7,072

E2 18 x 11 198 $4,243

E3 12 x 33 396 $7,715

E4, 6 11 x 11 121 $2,358

Site Size (w x d)

Area (m2)

Corner Site Fee

E5, 7 12 x 30 360 $7,013

E8 14 x 11 154 $3,300

E9, 11, 13 12 x 30 360 $7,013

E10, 12, 14, 16, 18, 20, 22

11 x 37 407 $7,908

E15 9 x 17 153 $2,981

E17 10 x 17 170 $3,312

E19, 21, 23, 25, 27, 29, 31, 33, 35

11 x 18 198 $3,858

F Street

F1, 3, 5, 7, 9 11 x 18 198 $3,858

F2, 4, 6, 8, 10

11 x 36 396 $7,715

F11 10 x 18 180 $3,507

F12, 14, 16, 18

11 x 36 396 $7,715

F13 15 x 17 255 $4,968

F15, 17, 19 11 x 17 187 $3,643

F20 10 x 10 100 $1,948

F22 10 x 10 100 $2,143

F21, 23, 25 11 x 17 187 $3,643

F24, 26, 28 11 x 18 198 $3,858

F27 10 x 17 170 $3,312

F29 11 x 20 220 $4,286

F30, 32, 34, 36, 38, 40

11 x 18 198 $3,858

F31, 33, 35, 37, 39, 41, 43, 45, 47, 49, 51, 53, 55

11 x 20 220 $4,286

I Road

I1 9 x 14 126 $2,700

I2 13 x 18 234 $5,015

I3, 5, 7, 9 9 x 14 126 $2,455

I4 12 x 18 216 $4,208

I6, 8, 10 11 x 18 198 $3,858

12 11 x 18 198 $4,243

I11, 13, 15 9 x 14 126 $2,455

Outdoor Sites Prices excl. GST


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Outdoor Sites Prices excl. GST

Site Size (w x d)

Area (m2)

Corner Site Fee

I14 15 x 18 270 $5,260

I16, 18 11 x 18 198 $3,858

I17 20 x 11 220 $4,286

I20, 22, 24, 26

11 x 18 198 $3,858

I28 9 x 9 81 $1,736

I30 9 x 9 81 $1,578

J Road

J1 9 x 15 135 $2,893

J2 9 x 11 99 $2,122

J3 9 x 14 126 $2,455

J4 9 x 12 108 $2,104

J5, 6 9 x 13 117 $2,280

J7 9 x 12 108 $2,104

J8 9 x 14 126 $2,455

J9 11 x 20 220 $4,286

J10 10 x 8 80 $1,559

J11 11 x 19 209 $4,072

J12 10 x 9 90 $1,754

J13 11 x 18 198 $4,243

J14 10 x 10 100 $2,143

J15, 17, 19 11 x 36 396 $7,715

J16 15 x 9 135 $2,893

J18, 20 11 x 9 99 $1,929

J21, 23, 25, 27, 29

11 x 36 396 $7,715

J22 10 x 9 90 $1,754

J24 10 x 9 90 $1,929

J26 11 x 9 99 $2,122

J28, 30 11 x 9 99 $1,929

J32 11 x 9 99 $2,122

K Road

K1 11 x 18 198 $3,858

K2, 8 9 x 16 144 $3,086

K4, 6 9 x 16 144 $2,806

K3 12 x 16 192 $3,741

Site Size (w x d)

Area (m2)

Corner Site Fee

K5, 7 10 x 9 90 $1,929

K9 10 x 9 90 $1,929

K11 15 x 9 135 $2,893

K13, 15 11 x 9 99 $1,929

K17 10 x 10 100 $1,948

K19 10 x 10 100 $2,143

K20, 21 9 x 11 99 $2,122

K23 - 25 9 x 11 99 $1,929

K26, 27 9 x 11 99 $2,122

M Road

M1 - M6 10 x 15 150 $2,922

M7, 8 11 x 15 165 $3,215

M9 12 x 15 180 $3,507

M10 12 x 17 204 $3,974

M11, 12 11 x 17 187 $3,643

M13 - 16 9 x 11 99 $1,929

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FOOD VENDOR SITESThere are three key food courts, indicated in yellow on the site map (page 16), located around the event so visitors and exhibitors can easily access a diverse range of quality food and beverage options.

Apply for the right sizeIt’s vital that the site size you apply for is large enough to fully fit your entire setup. This must include the full size of your selling station (vehicle/marquee), plus all your equipment, chillers and storage.

Food court site price examples (prices excl. GST)Site size(width x depth) Price3 x 3 $1,0004 x 4 $1,2453 x 6 $1,3155 x 5 $1,5606 x 6 $2,2056 x 9 $2,745

Applications open 1 August, 2016Applications for Food Vendor sites open 1 August, 2016. Please make sure we’ve received your completed online application form, with your application fee payment ($1000 + GST per site), by 31 August, 2016. Allocation of sites begins from 1 September, 2016 and will be allocated to provide visitors with a diverse selection of quality food options in each location.

Application and site feesOnly applications accompanied by the application fee ($1000 + GST per site) will be considered for allocation. If a food vendor site(s) is allocated, an invoice for site fees will be forwarded for payment by the due date. Paid application fees will be credited against site fees. If no site is allocated, the application fee will be refunded in full.

Apply onlineApplications must be completed online at theexpo.co.nz and include: • Your proposed THE Expo menu with intended prices (GST inclusive)• A recent photo of your setup• Your Health & Safety compliance certificates• Your electrical compliance certificate (if powered)

SustainabilityMystery Creek Events Centre works closely with Instep to ensure we adhere to best practices for ISO 20121 Sustainable Event Management. As such, priority will be given to food vendors who will use sustainable products at THE Expo 2017 and provide further detail of this in their application.

Site logisticsFor more information regarding outdoor site specifications, which include Food Vendor sites, refer to page 22.

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FULL MAPHIBITOR 21 TRANSPORT & HEAVY EQUIPMENT EXPO PROSPECTUS

INDOOR SITE LOGISTICSPARTITIONS Indoor sites are formed using black Velcro-receptive partitions. Each partition is 1m wide and 2.3m high. When wide wall spans exist, a 30mm protruding return is used for stability.

FLOORINGIndoor sites in the Mystery Creek Pavilion and the Pavilion Annexe have concrete floors with the exemption of the following sites: MC1 to MC13 and MC54 to MC63 which are carpeted. To arrange carpet or alternate flooring, contact our preferred supplier, Exhibition Hire Services: Phone Gwen on 021 547 608 or email [email protected]. LIGHTINGMystery Creek Pavilion and sites have general overhead lighting. To arrange additional or customised lighting, contact our event electrical supplier, SBI Productions Ltd: Phone 07 843 3718 or email [email protected].

POWERA 10-amp power point, supplied on one circuit, with a 4-way multi-board is provided on every indoor site, and is included in the site fee. Additional power (up to 32 amps on the same circuit and/or additional power on a second circuit) can be purchased subject to supply and availability. Please refer to Power Usage on page 23. All appliances and electrical equipment must have a current test tag.

TELECOMMUNICATIONS Phone lines for voice calls, internet or EFTPOS can be installed on your site by a telecommunications provider. Refer to our preferred and recommended suppliers, listed on page 24 and online at theexpo.co.nz.

SITE DISPLAYS: FURNITURE/EQUIPMENT/PLANTSFurniture, plants, signage or equipment of any kind will need to be booked promptly. Refer to our preferred and recommended suppliers, listed on page 24 and online at theexpo.co.nz.

SIGNAGEYour indoor site signage needs to be: • Inside your site boundaries: not hanging into or across the aisle or blocking adjacent sites• Authorised by the event organisers prior to being hung from any ceiling structure i.e. Pavilion catwalk• Signage using airspace should be directly above your site, not positioned on the boundary between you and a neighbouring site. Remember to clearly display your site number and company name to help visitors locate you.

WATERWater for demonstration or hygiene requirements can be ordered using the online exhibitor forms. Any special water needs requiring work by a plumber shall be charged to the exhibitor.

STORAGEAny stock stored at your site must be unloaded and contained within your site boundaries. Stock vehicles must be parked outside the Exhibition Area. VEHICLES & PARKINGAll parking is outside the Exhibition Area in the free car parks. Only vehicles which are products for sale, or integrated into your display according to Exhibiting Conditions clause 13.0, are eligible to remain onsite.

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OUTDOOR SITE LOGISTICSGROUND SURFACEAll outdoor sites are grassed unless specified otherwise on the site map. We work hard all year round to maintain our grassed sites, however due to weather conditions and a large number of events held throughout the year, we cannot guarantee a specific quality of grass. If you wish to discuss the ground cover on your site, please contact us – on 07 843 4497. Any sloping sites are indicated on the map.

DANGER: Cable lanes are marked with parallel red lines. Do not dig, park vehicles or store equipment/stock on cable lanes.

POWERA power point on one circuit is provided to the edge of every outdoor site, included in the site fee (max 16 amps – three plug type options to choose from). Additional power (i.e. up to 32 amps on the same circuit and/or additional power on a second circuit) can be purchased subject to supply and availability. Please refer to POWER USAGE on page 23. All appliances and electrical equipment must have a current test tag.

TELECOMMUNICATIONS Phone lines for voice calls, internet or EFTPOS can be installed on your site by a telecommunications provider. Refer to our preferred and recommended suppliers, listed on page 24 and online at theexpo.co.nz.

SITE DISPLAYS: FURNITURE/EQUIPMENT/PLANTSFurniture, plants, signage or equipment of any kind will need to be booked promptly. Our recommended suppliers are listed on page 24 and online at theexpo.co.nz.

SIGNAGEYour outdoor site signage needs to be: • Inside your site boundaries: not hanging into or across roadways or blocking adjacent sites• Safe: prior to digging, sign-off is required for any holes to avoid damage to/danger from underground services i.e. power cables Remember to clearly display your site number and company name to help visitors locate you.

WATERWater for demonstration or hygiene requirements can be ordered using the online exhibitor forms. Any special water needs requiring work by a plumber shall be charged to the exhibitor.

STORAGEAny stock stored at your site must be unloaded and contained within your site boundaries. Stock and staff transportation vehicles must be parked outside the Exhibition Area.

VEHICLES & PARKINGAll parking is outside the Exhibition Area in the free car parks. Only vehicles which are products for sale, or integrated into your display according to Exhibiting Conditions clause, are eligible to remain on site.


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POWER USAGEIndoor sitesA 10-amp power point, supplied on one circuit, with a 4-way multi-board is provided on every indoor site, included in the site fee. Additional power (up to 32 amps on the same circuit and/or additional power on a second circuit) can be provided subject to supply and availability.

Outdoor sitesA power point, supplied on one circuit, is provided to the edge of every outdoor site, included in the site fee (max 16 amps – three plug type options to choose from). Additional power (i.e. up to 32 amps on the same circuit and/or additional power on a second circuit) can be provided subject to supply and availability.

DANGER: Cable lanes are marked with parallel red lines. Do not dig, park vehicles or store equipment/stock on cable lanes.

Qualified electriciansIf you need any electrical work carried out on your site, please notify us first and ensure you use qualified electrical trades people who then must furnish us with a compliance certificate prior to commencing work. We recommend all electrical work be contracted to our site electricians.

Avoid overloading your supplyOverloading your site power supply may cause the supply to you and neighbouring sites to fail (a power outage). Avoid this by using our Power Usage Calculation Guide online in the THE Expo Exhibitor Centre to work out if you need more than the standard power supply. Identify all the electrical appliances you intend to use on your site and use the easy formula to calculate the level of amps you will need.

Mystery Creek Events Centre has invested heavily in power reticulation but cannot guarantee supply without possible interruption.

Check your equipmentIt is the exhibitor’s responsibility to ensure all electrical equipment used onsite complies with Australian/New Zealand standard 3002:2008. All appliances and electrical equipment must have a current test tag.

Additional powerThe options and charges for upgraded or additional power are available online in the Exhibitor Centre at theexpo.co.nz.

Additional power options range from plug-type upgrades (from $70 + GST) to high-level power, 32amps, 3-phase (from $760 + GST) plus tailored packages including switchboards and silenced generators if required (price on application).

Exhibitors requiring more than 48 amps (irrespective of the number of sites) should contact THE Expo team as soon as possible to reserve a silenced generator (price on application). THE Expo will credit the exhibitor with $160 + GST if a silenced generator is used rather than mains electricity supply.

To enable us to provide sufficient site-wide power supply, THE Expo reserves the right to assign an exhibitor’s site with a high power requirement. Any associated costs for this will be charged to the exhibitor. We will consult with specific exhibitors on this matter provided they have indicated all power requirements prior to 2 December, 2016.

Order onlineOrder the additional power you require by completing the Electrical Connections form online in the THE Expo Exhibitor Centre before the power requirements deadline – 2 December, 2016.

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RECOMMENDED SUPPLIERS

Carlton Events

carltonevents.co.nz

Contact: Andrew Armstrong

Phone 027 521 1565

Email: [email protected]

Carlton Party Hire

carltonpartyhire.co.nz

Contact: Gwen Johnston

Phone: 021 547 608


Exhibition Hire Services

exhibitionhire.co.nz

Contact: Gwen Johnston

Phone: 021 547 608


Showscape Hire Ltd

showscape.co.nz

Contact: Kevin Wanless

Phone: 0800 746 972


SBI Productions

sbi-productions.co.nz

Contact: Russell Fricker

Phone: 07 843 3718


RECOMMENDED SUPPLIERS

Nomad Espresso

Contact: Toni Allpress

Phone: 027 574 6897


EFTPOS New Zealand

eftpos.co.nz

Phone: 0800 EFTPOS


Vodafone

vodafone.co.nz/mysterycreek

Phone: 0800 777 065

MYSTERY CREEK EVENTS CENTRE PREFERRED SUPPLIERS


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IMPORTANT INFORMATIONHOSPITALITY

Function hosting on your site is a valuable way to engage with your existing and prospective clients or relax with and reward your staff. Please apply to THE Expo with details of your on-site functions by completing the Function on Site form online at theexpo.co.nz.

Catering of your function must operate within the requirements and hygiene regulations of the Waipa District Health Control Officer. Serving of alcohol must comply with regulations and guidelines, these will be outlined in the Exhibitor handbook.

ALCOHOLBringing alcohol to Mystery Creek Events Centre is prohibited. If you would like to provide alcoholic beverages to staff/clients or associates we can arrange purchase and delivery to your site. Please apply to THE Expo by completing the Function on Site form online at theexpo.co.nz. Once your function is approved, an alcohol delivery order form will be provided to you. Please note: failure to gain prior approval of your function could result in confiscation of alcohol from your site.

Under the terms of our liquor licence, you are required to host your guests in a private and segregated area within your site, not visible to the public (if held during event hours) and provide suitable food and non-alcoholic beverage options while alcohol is being consumed.

* You may be required to provide security for your function.* Once approved, we will issue a Certificate of Registration for your function which you must display on your site.

FOOD AND BEVERAGES TRADE, SAFETY AND COMPLIANCE

We value our on-site food vendors that operate from allocated sites selling food and beverages to THE Expo visitors, so we are careful not to encourage activities from non-food exhibitors which may impact on food vendors’ commercial enterprise.• Non-food exhibitors are not permitted to sell food or beverages to visitors or clients and if they wish to give away food or beverages (other than complimentary samples of their own products) they must obtain written approval from THE Expo and operate within the requirements and hygiene regulations of the Waipa District Health Control Officer.• Issued compliance or licensing certificates (i.e. alcohol, food, hygiene) must be displayed on your site.

SUBLETS (SITE SHARING)Exhibitors who would like to invite another company to display or demonstrate on their site (sublet) needs to make sure the second company completes an online site application form, applying to sublet on your site. Check out the Sublet information on page 10.

EXHIBITOR HANDBOOKFollowing confirmation of your site, we’ll provide you with the ultimate exhibitor reference guide – THE Expo Exhibitor Handbook. This useful reference book is your on-hand resource to help you plan everything you need for the event including details on set up and breakdown dates, exhibitor tickets and visitor registration, power, phones, internet, EFTPOS, vehicle access and parking, security, freight deliveries, safety and site awards.

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EXHIBITOR SERVICES DIRECTORY The Exhibitor Services Directory section of the Exhibitor Handbook is your one-stop guide to event service providers which supply exhibitors with all manner of exhibition relevant products and services. Use this section of the book to find everything you need including marquees, furniture, landscaping, forklifts, AV gear, fridges, site design and signage.

EXHIBITOR NEWSLETTERSExhibitor newsletters will be distributed regularly via email. The exhibitor newsletter is a vital communication from the events team keeping you up to date with essential exhibiting information and general news.

THE EXPO LOGO AND TRADEMARKUse of the Transport and Heavy Equipment Expo® (THE Expo®) logo and registered trademark is encouraged in your marketing collateral to promote your presence at the event. To ensure correct and legal usage, exhibitors must contact us to obtain the logo and brand guidelines. Non-adherence of usage specifications and guidelines may result in legal action.

BEST SITE AWARDSCreating an appealing, well-designed, and interactive display will help to attract

visitors to your site at THE Expo and will provide you with the opportunity to win one of the Best Site Awards. Recognising the effort, investment and imagination exhibitors allot to their site design is an important feature of the awards, along with acknowledging compliance to exhibiting conditions, health and safety, and features such as company and site number signage which assists visitors to identify sites.

The Best Site Awards categories are:• Best Outdoor Site – Large• Best Outdoor Site – Medium• Best Outdoor Site – Small• Best Indoor Site – Large• Best Indoor Site – Small• Best Customer Engagement Site• Best Interactive Demonstration Site• Best Innovative Display Site

The awards will be judged on Thursday, 2 March 2017 and the winners announced on Friday morning, along with prize presentation. The winners will be featured in the exhibitor event newsletter, hand-delivered to all sites on Friday. EXHIBITOR TICKETSEach exhibitor will be provided with an allocation of exhibitor tickets accompanied by lanyards. Exclusively for exhibitor use, these are to be worn at all times to identify your company staff to THE Expo gate staff and to event visitors. These tickets must be presented at the gate for scanning. Exhibitor tickets

provide event access prior to the event opening, from 8am, on 2-4 March 2017.Exhibitors will be prompted to request their required exhibitor tickets by completing the online Exhibitor Tickets form following site allocation. The dispatch of exhibitor tickets will begin from mid-January 2017. Exhibitor tickets will only be issued if site fees are paid in full.

INDUSTRY REGISTRATIONSInvite your clients and suppliers to register online to attend THE Expo. Pre-event registration provides visitors whose employment or business is industry-related with general admission event tickets. More information about pre-event registration will be released mid-2016.

Please note: these general admission tickets are not suitable for exhibiting staff as access times are limited to event open hours.

TICKETS AT THE GATEUnregistered visitors and general public visitors (those who do not directly work in the industry, including children), will be able to purchase event tickets at the gate, as well as online via our ticket provider. • Adults $20, • Children (5-15 years) $5 • Under-5s free• Family ticket: 2 adults, up to 3 children

IMPORTANT INFORMATION


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IMPORTANT INFORMATIONKEY DATES Application deadline: 10 AprilSite application fees due: 10 AprilAllocation begins: 11 AprilSite fees first instalment due: 20 JulySite fees final balance due: 20 November

EVENT DATES & TIMES Thursday 2 March, 2017 9am – 5pmFriday 3 March, 2017 9am – 5pmSaturday 4 March, 2017 9am – 5pm

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The New Zealand National Fieldays Society Inc. will be hereinafter referred to as ‘the Society’.

1.0 Site Applications1.1 Applications are to be completed online at theexpo.co.nz and will be processed from 11 April, 2016. If there are more applications than sites available, Exhibitors will be placed on a waitlist and contacted as soon as sites become available through relinquishment and/or declinement. 1.2 Applications must be properly completed and accompanied by the application fee payable (per clause 2.1). Verbal, tentative and/or pencil bookings will not be accepted. 1.3 The Society reserves the right to accept or decline any application.2.0 General Allocation Application Fee2.1 All General Allocation applications must be accompanied by an application fee payment of $1,000 + GST per site to be considered eligible for allocation consideration. This fee may be credited against site fees if a site is allocated. If no site is allocated, this application fee will be refunded. A $50 processing fee may apply.3.0 Application Fee Payment Terms3.1 Consideration for allocation of a site(s) will be conditional upon the Exhibitor making payment of the application fee ($1,000 + GST per site) by one of the following methods;(a) Full application fee ($1,000 + GST per site) accompanying the application.(b) Account system purchase order number accompanying the application followed by full application fee payment by the invoice due date. This option requires application to be made prior to 4 April, 2016 to ensure invoicing and payment prior to the commencement of site allocation on 11 April, 2016.4.0 Site Fee Payment Terms4.1 Upon allocation of a site(s), the Exhibitor will be invoiced for site fees. To secure the site(s), full site fee payment is required by one of the following methods:(a) First instalment of fees paid by the first instalment due date 20 July, 2016, with remaining balance of sites fees paid in full by 20 November 2016 by any of the following payment methods: direct credit, EFTPOS,

cheque, cash or credit card (Visa/ MasterCard accepted. Please note: 3% bank fee applies). (b) Full site fee payment within 14 working days of receipt of invoice by direct credit, EFTPOS, cheque, cash or credit card (Visa/MasterCard accepted. Please note: 3% bank fee applies).4.2 After the site fees instalment due date, unpaid invoices may incur a non-refundable late payment fee of $350 + GST per site and may result in allocated sites being forfeited if fees remain unpaid after a further 14 days.4.3 International payments must include sufficient funds (typically $NZ25- $NZ50) to cover full site fees plus any bank transaction charges after conversion into New Zealand currency.5.0 Additional Services Payment Terms5.1 Payment of additional services including, but not limited to: power, water, cleaning and or damage to a neighbouring site, is payable within 10 working days of the invoice date. Overdue invoices will incur an additional non-refundable 15% fee. Invoices still unpaid following the event may be referred for debt collection at the exhibitor’s expense. 6.0 Payment Transaction Options6.1 Payment transaction options for all exhibiting related expenses including but not limited to site fees, sublet fees and additional services are: direct credit, cheque, EFTPOS, cash or credit card (Visa or MasterCard – 3% fee applies). 7.0 Cancellation of Contract7.1 If an Exhibitor should cancel their site booking, abandon the site or otherwise terminate this Exhibitor Conditions agreement:(a) On receipt of written cancellation from the exhibitor before 31 October, 2016 the Society will refund 80% of site fees received.(b) On receipt of written cancellation from the exhibitor on or after 31 October, 2016 the Society will refund 20% of site fees received. (c) No refunds will be issued for cancellations received after 5pm, Friday 13 January, 2017.(d) No refund will be issued unless written confirmation of cancellation has been received by the Society.(e) In all instances of cancellation by an exhibitor, the Society reserves the right to re-sell the cancelled site.7.2 The Society has the right to cancel this contract and to retain any monies paid in relation to this contract if the

Exhibitor:(a) Infringes any of the Exhibiting Conditions; and/or(b) Does not fully occupy the site during the full period of the THE Expo® event to which this contract applies; and/or(c) Does not fully occupy the site by 5pm on the day preceding the opening day of THE Expo® or indicates prior to 5pm on the day preceding the opening of THE Expo® that they do not intend to fully occupy the site; and/or(d) Has outstanding payments owed to the Society for any other Society owned event; and/or(e) Has outstanding payments owed to the Society for additional services from a previous Society owned event; and/or(f) Acts in any way prior to or during the event that is deemed by the Society to be detrimental to the Society or the THE Expo® event.8.0 Cancellation/Postponement of THE Expo®8.1 If the Society finds it necessary or expedient to cancel or postpone THE Expo®, it may do so upon notice to that effect, signed by the Chief Executive Officer or an authorised representative of the Society, being served on the Exhibitor in any of the following ways:(a) Writing to the Exhibitor’s email address as identified in the Exhibitor’s site application or such other last known email address held by the Society. Such email notice will be deemed to have been immediately received if sent during usual working hours or at the start of the next cycle of working hours if sent outside of working hours and in each instance where no indication of failed or incomplete transmission is received by the Society; or(b) By couriered mail to his/her address as it appears in the contract; or(c) By advertisement in the Public Notices section of the New Zealand Herald newspaper.8.2 The Society will not be liable to the Exhibitor for any compensation whatsoever as a result of the cancellation or postponement of THE Expo®.8.3 No refund of any monies paid will be made to Exhibitors in the event of THE Expo® being cancelled or postponed.8.4 No refund of any monies paid will be made to Exhibitors cancelling the contract in writing on or after 5pm Friday 13 January, 2017.

Exhibiting Conditions – THE Expo® 2017 Transport & Heavy Equipment Expo® and THE Expo® are registered trademarks of the New Zealand National Fieldays Society Inc.™ and will hereinafter be referred to as ‘THE Expo’.


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9.0 ExhibitsQualifying Exhibits9.1 The Society may accept or decline any application for exhibiting rights.9.2 The Society reserves the right to allocate Exhibitors those sites which they deem most appropriate.9.3 The Chief Executive Officer or any other person authorised by the Society, has the power to enter an Exhibitor’s site at any time and remove any article, sign, picture or printed matter or electronic version of all or any of the foregoing (including music and other audio content) which in his/ her own opinion may cause offence to the public, or is not in keeping with the requirements of the Society.9.4 All exhibits must be in as new condition. The offering for sale or promotion of second-hand equipment is not permitted without written consent from the Society.9.5 Control of products and services:(a) The intent of THE Expo® is to exhibit products and services that will assist members of the transportation, logistics, contracting, forestry, agriculture, construction, roading, mining, quarrying, training and recruitment, and health and safety industries.(b) Products and services exhibited at THE Expo® must be relevant to the business of an industry directly related to the event.(c) The Society reserves the right to require an Exhibitor to immediately remove any particular product or service (whether in whole or in part) from THE Expo® where the Society is satisfied in its absolute discretion that:i) such product or service is not related to the intent of the event; and/orii) an authorised New Zealand importer and/or an authorised New Zealand distributor has made a substantiated claim to the Society that the Exhibitor does not have the authority to deal with the particular product or service in trade; and/or iii) such product or service is or could be unsafe, inappropriate to the theme of the event or detrimental to the Society’s reputation.9.6 Exhibitors must staff the site covered by this contract and are responsible for the condition of their site during the currency of THE Expo®. An early breakdown infringement penalty of $1,000 + GST may apply (refer clause 15.1).

9.7 Vehicles that are not an Exhibitor’s product i.e. sign written/branded company vehicle or vehicle used to showcase the application of the Exhibitor’s product/service, must remain stationary and be fully integrated into the exhibit display throughout the event. This excludes vehicles utilised for Exhibitor staff transportation, storage or re-stocking which must be parked off site in the designated car parks. Non-complying vehicles will be liable for removal and/ or penalty as described in clause 13.1.9.8 Displays, including merchandise, equipment, machinery, structures, marketing material, activity/ entertainment and/or client hosting areas etc, must utilise a minimum of 90% of the Exhibitor’s allocated site space. Vehicles on Exhibitor sites must comply with clause 9.7.Promotion and Activities9.9 The Society encourages promotions and activities on Exhibitors’ sites. All promotions/activities including promotional staff must remain within the Exhibitor’s allocated site boundaries, and are not to encroach or impose on neighbouring sites, roadways or pedestrian areas. Promotional staff/contractors are not permitted to walk around the event engaging in marketing activities i.e. giving away items/distributing marketing collateral. On-site promotions using products should preferably be industry-related in keeping with the intent of the event. However promotional products that are not industry-related may be used as a promotional tool, provided they are:(a) Not sold or raffled, and do not promote or display the seller or manufacturer of the non-industry product.(b) Not the major portion of the display or exhibit.(c) Part of some bona fide marketing/ promotional link to the Exhibitor’s own products or services on display at the site (e.g. bold industry-related product name on the product).(d) In the Society’s opinion otherwise reasonably integrated into and consistent with the substantial look and feel of the Exhibitor’s site.9.10 Exhibitors may promote and take orders from their sites. The selling and uplifting of goods sold from sites is allowed provided that Exhibitors replenish stock so as not to deplete their site(s).9.11 Exhibitors must not conduct any

raffle, competition, game, petition or sell by auction, unless approved in writing by the Society. Fundraising for charities directly supported by the Exhibitor is permitted within the boundaries of the Exhibitor’s site upon approval in writing by the Society. 9.12 The distribution of any form of promotional material or other forms of marketing including promotional staff or by any electronic means outside of the Exhibitors site boundary is prohibited. Exhibitors are encouraged to utilise THE Expo® official marketing channels including but not limited to THE Expo® Programme advertising.9.13 The dropping of advertising leaflets or other similar material either onsite or from aircraft or an unmanned aerial vehicle over Mystery Creek Events Centre is prohibited (including car park areas).9.14 Activities including product/service demonstrations held on Exhibitors’ sites must be conducted in a safe manner and in accordance with current Health & Safety legislation (refer clauses 11.1-11.4). Hazards must be identified and registered on the Exhibitor’s Hazard Identification form, highlighting steps taken to eliminate, isolate or minimise hazards. Hazard Identification forms are to be submitted by all Exhibitors to the Society by the deadline date (per clause 11.7).9.15 All signs, hoardings, stickers or promotions outside the Exhibitor’s site must be approved by the Society (which may not be given) and will be liable for the charges set out by the Society.THE Expo® Brand and Map9.16 Brand guidelines and the THE Expo® logo are available for exhibitor use. Exhibitors must ensure the accurate use of the trademarked THE Expo® event name and logo in their marketing campaigns.9.17 Reproduction of the THE Expo® map image in part or entire without the written authorisation of the Society is prohibited. Such consent may or may not be granted at the Society’s sole discretion.Food and Beverage9.18 Exhibitors/Food Vendors serving any food/beverages (including light refreshments, complimentaries and samples) at any time during the event must apply to the Society for approval. If approved, the Society will issue an authorisation certificate

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for the purpose of identification which must be displayed on the Exhibitor’s/ Food Vendor’s site at all times. Unless it is their core business, Exhibitors must not charge for any complimentary or sample food/ beverages (does not apply to Food Vendors).9.19 The Society will appoint a Quality Assurance (QA) Team who may visit Exhibitor/Food Vendor sites and anonymously order/sample food/beverages to check for quality and the service provided by Exhibitor/ Food Vendor staff. Should the food or service quality be inadequate (at the sole discretion of the QA Team), the QA Team will have the authority to request an immediate improvement and/or close the food/beverage service for the remainder of the event. All fees paid by the Exhibitor/Food Vendor will be forfeited and no compensation payable.9.20 District Council Compliance: All Exhibitors/Food Vendors preparing and/or serving food/beverages must comply with all Waipa District Council health requirements and hygiene regulations. Food Hygiene Certificates must be applied for and displayed if issued. Waipa District Council will visit and check for compliance on all sites where food preparation is taking place, i.e. food preparation safety, storage temperatures and hygiene facilities provided. Should Waipa District Council find any Exhibitor/Food Vendor to be operating in an unhygienic or unsafe manner, the Exhibitor/Food Vendor’s food service will be closed for the remainder of the event. All fees paid by the Exhibitor/Food Vendor will be forfeited and no compensation payable. 9.21 Espresso coffee and other coffee drinks are not to be sold except by authorised Food Vendors. Espresso and other coffee drinks may be given away by Exhibitors if prior written approval is sought and authorised by the Society. 9.22 Alcoholic beverages must not be sold anywhere – for cash or exchanged for vouchers – except in the Society’s own controlled areas. Exhibitors whose products include alcoholic beverages must apply and be authorised by the Society to sell alcohol in controlled areas. The Exhibitor must then

apply to the Waipa District Council for the appropriate Alcohol Licence and furnish the Society with the issued licence, prior to the commencement of the event. Failure to do so will result in the prohibition of alcohol sales with no recompense.9.23 Alcohol for consumption on site at client or staff functions must be purchased through the Society, by completing the online order form. Function on Site form, being approved to serve alcohol and completing the provided order form. Exhibitors are not permitted to bring alcohol to Mystery Creek Events Centre, unless authorised and licenced in accordance with clause 9.22.10.0 Site Preparation and Damage Prevention10.1 The delivery of equipment and construction of displays including merchandising of stock must be completed by 5pm on the day prior to the opening day of THE Expo®.10.2 Exhibitors must comply with local body bylaws and requirements and Acts of Parliament (including OSH Act) which govern the erection of structures, the display and/or sale of machinery, vehicles and/or other products or goods of the Exhibitor and Aviation Safety Regulations. 10.3 To prevent damaging the land/ grass, driving, parking and/or storing materials on another Exhibitor’s site during set up without their authorisation is not permitted. In the event an Exhibitor, their staff or contractor is found to have driven, parked or stored materials on another Exhibitor’s site, the offending exhibitor will be liable for all damages and reinstatement of the impacted site to its original condition including the cost of ground cover (i.e. bark chip), its placement and removal if required. The Society will arrange the required ground cover to the impacted Exhibitor’s satisfaction and invoice the offending Exhibitor directly. Payment terms as described in clause 5.1 apply.11.0 Health and Safety 11.1 Exhibitors must be cognisant with the Health and Safety legislation and any related or relevant legislation and must comply with its provisions. Exhibitors are responsible for their safety and the safety of others who may be impacted by their activities on site.

Display Safety11.2 Exhibitors with displays that allow members of the public to move or examine items, must ensure items cannot cause injury; and if moved can be put back in the same safe situation. 11.3 Any displays that may create a hazard must be isolated to prevent access or harm due to noise, dust, sparks or debris by a solid physical barrier. The barrier should be positioned at such distance from the activity to further reduce and/or eliminate risk to the public.11.4 Exhibitors must ensure that no part of their display, including but not limited to, equipment, signage and storage facilities, extends outside of their allocated site boundaries. Items external to site boundaries may be removed by the Society especially if they are deemed by the Society to be hazardous.Fire Precautions11.5 Each Exhibitor must have at least one suitable fire extinguisher readily available onsite. 11.6 On outdoor sites the walls of any structures, marquees and tents must meet the requirements of the Waipa District Council Building Control Guidelines or NZ Building Code. This includes a minimum of half a metre (.5m) from all site boundaries. The Site Approval fees will be paid by the Society from the Exhibitor’s site fee.Site Requirements11.7 Prior to commencing site set up, Exhibitors must submit a list of identified hazards posed by their site set up, operation and pack down along with remedies to eliminate, isolate or minimise these. Forms will be available to complete online at theexpo.co.nz and the completed form must be submitted to the Society by the relevant deadline. Permission to commence site set up is dependent on the lodgement and acceptance of the Exhibitor’s Hazard Identification form. Exhibitors with site displays or activities deemed to be high risk may be required to complete additional safety documentation as requested at the Society’s discretion. 11.8 Prior to commencing set up on-site all Exhibitors and any contractors engaged must complete a site induction to familiarise them of the hazards and site rules. 11.9 All tent and marquee pegs must be covered with protective features such as bags or shrubs, as must other dangerous spikes, protruding objects, etc.

Exhibiting Conditions – THE Expo® 2017


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Air Space and Aerial Vehicles11.10 The flying of balloons and blimps must conform with the Society’s published restrictions and within CAA guidelines.11.11 The flying of drones and unmanned aerial vehicles (UAVs) by exhibitors and/or contractors without the written authorisation of the Society is prohibited. Such consent may or may not be granted at the Society’s sole discretion.Power and Water11.12 Prior to any groundwork commencing (i.e. before digging any holes or driving any objects into the ground) Exhibitors and/or their contractors must ensure there are no underground power cables or water pipes that could be damaged or cause injury to the Exhibitor or their staff or the public. They must have their proposed groundwork authorised by the Society. All damage caused by Exhibitors, their staff or contractors will be repaired at the Exhibitors expense. DANGER – DO NOT DIG BETWEEN PARALLEL RED LINES (CABLE LANES).11.13 The event site is governed by the NZ electrical regulations for shows and carnivals – AS/NZS 3002:2002.11.14 Electrical Compliance Tags: All electrical equipment and leads must conform to New Zealand electrical regulations and carry current proof of testing. 11.15 If an Exhibitor’s/Food Vendor’s appliance(s) trips the circuit breaker (through fault or overloading) it will incur a penalty on-charged to the Exhibitor/Food Vendor and may thereafter not be permitted to be used on site. The Society will not be liable for any loss of revenue due to the removal of unsafe or over-loaded equipment. Exhibitors/ Food Vendors are required to assess their power usage and order additional power at their expense if required by the Society prior to the Power Requirements deadline of 2 December, 2016. Late orders for additional power and/or silenced generators will incur an additional fee and may not be able to be fulfilled due to demand. Use of independently sourced, silenced generators is permissible provided that fumes and noise level does not create a nuisance.11.16 Any required on-site electrical work is to be carried out by a qualified electrician who must provide the Society with a

compliance certificate. The Society recommends contracting our on-site electricians.11.17 The Society will not be liable for any costs arising from Waipa Networks Ltd/national grid system loss of supply or equipment failures.12.0 Animals 12.1 With the exception of guide dogs for the vision impaired, service dogs for medical or disability requirements and working dogs involved in official demonstrations, no dogs are permitted on site.13.0 Vehicles 13.1 No vehicles other than those nominated as eligible products or display vehicles are permitted anywhere in the exhibition area during the event hours (9am to 5pm). Vehicles on Exhibitor sites must comply with clause 9.7. Any vehicles parked on roadways, pedestrian areas and cable lanes, including behind sites, and/or any unauthorised vehicle driving inside the exhibition area between 9am and 5pm will be issued with an infringement penalty of $150 + GST, and/or may be removed at the owner’s risk and expense. Any issued vehicle permit may be cancelled disallowing entry on following event days at the Society’s sole discretion.13.2 Vehicle owners contact details must be completed on the issued vehicle permit and be visible through the vehicle windscreen at all times.13.3 Limited Access Vehicle (LAV) passes allow Exhibitors to enter THE Expo® for the purpose of restocking and refurbishing sites from 7am– 8.45am and 5pm–6pm. Any vehicle remaining on-site that is not within this timeframe will be liable for parking infringement penalty action as defined in clause 13.1 above.13.4 With the exemption of wheelchairs and mobility scooters for use by disabled persons, vehicles and conveyances, including but not limited to, golf carts, Segways and bicycles, are prohibited from being operated anywhere in the exhibition area without the written authorisation of the Society. 14.0 Noise 14.1 The use of amplifiers or loud- speakers by Exhibitors is at the sole discretion of the Society.14.2 Noisy machines and/or activities generating noise which disturbs neighbouring sites must only be demonstrated on sites one at a time, for brief periods only, and

such demonstrations/activities must comply with safe noise limits in accordance with current legislation. In the event of a noise complaint from a neighbouring site, the noise level will be assessed from the site boundary. At its sole discretion, the Society may prohibit or limit times the machinery and/or activity may operate.15.0 Early Break Down Penalty15.1 If an Exhibitor does not exhibit for the full period of THE Expo® (i.e. ceases to trade, runs down stock, breaks down their display or abandons the site prior to the official closing of THE Expo® without approval) the Society has the right to decline or not accept (without prejudice to any other right) future applications from that Exhibitor. Exhibitors that fail to exhibit for the full period of THE Expo® may also be liable for an early breakdown infringement penalty of $1,000 + GST.15.2 An early breakdown infringement penalty of $1,000 + GST may be issued if:i) The Exhibitor’s site is unmanned before the official close of the event at 5pm, Saturday 4 March, 2017.ii) The Exhibitor’s products and/or displays are substantially removed from the site, or are packaged and unable to be viewed or purchased by exhibit attendees. iii) The Exhibitor has made a substantial effort to dismantle or remove products, displays or promotional material, determinable at Society’s discretion.iv) The Exhibitor has ceased trading before the official close of the event at 5pm, Saturday 4 March, 2017.16.0 Removal16.1 Exhibitors must ensure the removal, safety/security of all merchandise, exhibit materials, site construction and landscaping material after THE Expo® closure.16.2 Exhibitors must vacate and remove all components of their exhibits from the Mystery Creek Events Centre property by 5pm, Thursday 9 March, 2017.16.3 Exhibitors must take all steps to ensure their site is returned to its original condition within the timeframes listed in clause 16.2 following the closure of THE Expo®. This includes removal of all exhibit, construction and landscaping material on the site and underground. Failure to do so will result in the Exhibitor having to pay reinstatement costs and a bond being placed on the Exhibitor for subsequent events

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(please ensure sub-contractors are aware of this clause).16.4 Exhibitors whose items remain on the Mystery Creek Events Centre property at the end of the timeframes listed in clause 16.2 from the closing of THE Expo® will be liable for any legal costs resulting, plus a site rental of $100 + GST per day until the items are removed from the property.16.5 If Exhibitor property remaining onsite after the end of the timeframes listed in clause 16.2 disrupts or inconveniences the Society from operating its business as a venue hire facility, the Society will remove the Exhibitor’s property at the Exhibitor’s risk and on-charge any costs incurred to the Exhibitor.17.0 Insurance and Security17.1 The Society will not be liable for loss or damage to the Exhibitor’s property while it is on the Mystery Creek Events Centre site.17.2 Exhibitors are advised to arrange their own insurance cover for their property, including contents, plant, machinery, stock, monies, motor vehicles and mobile plant and equipment.17.3 All Exhibitors must arrange General (Public) Liability insurance cover with a sum insured limit of not less than $3,000,000 (three million). This limit does not in any way limit your liability. The Society may require proof that such insurance cover has been arranged. The Society will not be responsible for any claim made against the Exhibitor’s insurance policy. 18.0 Subletting/Site sharing18.1 The Exhibitor must not share, assign, on-sell, or part with the possession of the whole or any part of the site, other than in accordance with clause 18.2 or 18.3 below.18.2 Exhibitors that invite another firm to display or demonstrate goods and/or services on their site must ensure the firm concerned applies to sublet the site(s) by completing a separate Sublet Application Form and paying the sublet charge. If they fail to do so, the primary (original) Exhibitor will be liable to pay a sublet penalty fee of $600 + GST.18.3 No Exhibitor may display on their site the name or products of any firm which is not an Exhibitor and has not paid the sublet fee.

18.4 Equipment which is not represented by the manufacturer or a distributor may not be demonstrated or allowed onto another Exhibitor’s site.19.0 Use of Exhibitor Contact and Address Information19.1 By completing a Site Application or Sublet Application Form the Exhibitor agrees and the Society acknowledges that:(a) Exhibitor contact details can be forwarded to the Society’s Partners.(b) Exhibitor details will be made available to the media for use in compiling any official newspaper supplement, for event programme preparation and for the Society to otherwise use in promotional/ educational material about THE Expo®.(c) Exhibitor details will be made available to nominated companies that have exhibit resource materials.(d) Exhibitor details may be used to develop loyalty card initiatives or e-commerce opportunities.20.0 Programme Exhibitor Listings20.1 A complimentary exhibitor listing in THE Expo® Programme will be supplied to exhibitors provided that:(a) Full site fee payment has been received prior to the Programme Listing deadline.(b) The Exhibitor has supplied their details for publication by completing and submitting the Programme Listing form by the publication deadline.20.2 The Society may edit supplied listings to conform to brand guidelines, grammatical rules, publication tone and style.20.3 The Society will endeavour to provide full and accurate listings from provided details however no compensation will be made for omitted or incorrect listings.21.0 Air Space – Indoor Sites21.1 Exhibitors in the Mystery Creek Pavilion have the opportunity (subject to this clause) to use air space directly above their sites provided there is catwalk/ceiling structure available directly above their sites to support it. 21.2 Banners etc. may be hung off the Pavilion catwalk, but those seeking to use their ‘air space’ must obtain consent and prior approval from the Society. All requests for consent must be received by email or letter at least 21 days prior to THE Expo®. The Society will hang flags and banners.21.3 Any item weighing more than 15kg is to have an engineer’s certificate. The Exhibitor is responsible for providing all lifting equipment, rigging equipment and labour to hang these

items.21.4 There is no facility to hang banners, signage or other load-bearing items from ceiling structures of other on- site buildings and/or temporary structures. 21.5 The Society reserves the final right to accept or decline a request for the use of air space.21.6 The Exhibitor will be responsible for any damage caused through erection or dismantling signage, whatsoever.22.0 Tickets22.1 Exhibitors will be provided with an allocation of Exhibitor tickets, following the submission of the Exhibitor Tickets order form.22.2 Exhibitor tickets are issued expressly for use by Exhibitor staff only. The sale or distribution of an Exhibitor ticket to non-staff without the formal written authorisation from the Society may result in the ticket being cancelled without recompense and/or the ticket holder being refused admission or being ejected from the event. Persons found to be profiting from the resale of tickets will be prosecuted.22.3 Exhibitors and their staff, including promotional staff, are required to wear and display their exhibitor tickets in the branded THE Expo® lanyards provided at all times during the event. 22.4 Exhibitor tickets will be dispatched to the Exhibitor’s provided physical address. The Society reserves the right to change the delivery method to ‘collect from venue’ at its discretion.22.5 If an Exhibitor ticket is lost or damaged during the event, the Exhibitor may be required to purchase a general admission ticket to gain event access.22.6 The Society or its representative reserves the right to cancel issued tickets and/or vehicle passes without recompense if they are used in breach of any exhibiting conditions. 23.0 Transmitting Devices 23.1 Exhibitors must notify the Society of any transmitting device (excluding cellular phones) that the Exhibitor intends to use prior to, during and after the event. The Society reserves the right to limit or prohibit the use of any transmitting device used by an Exhibitor, irrespective of radio apparatus for exhibitor or frequency approval.24.0 Photographic Rights and Media Coverage24.1 Photography (still and video) taken by representatives of THE Expo® or accredited media during the event will remain the property of the

Exhibiting Conditions – THE Expo® 2017


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Society and may be used for promotional purposes. Any Exhibitor that wishes to be excluded from media exposure or being photographed or filmed must advise the Society in writing at least one week prior to the event. Any images purchased or commissioned by THE Expo® remain the property of the Society.25.0 Force Majeure25.1 Neither party will be liable for any failure or delay in complying with any obligation imposed on it under this Agreement if:(a) The failure or delay arises from an act of god, nature, war or government, any civil disturbance, or any labour disruption (a “force majeure event”);(b) That party, on becoming aware of the force majeure event, promptly notifies the other party advising of the nature and expected duration of, and the obligation affected by, the force majeure event; and(c) That party uses its best endeavours: • To mitigate the effects of the force majeure event on that party’s obligations under this Agreement; and • To perform that party’s obligations under this Agreement on time despite the force majeure event.25.2 An obligation to pay money is never excused by force majeure. 25.3 If a party fails substantially to meet an essential obligation under this Agreement continuously for three months as a result of a force majeure event despite meeting all its obligations under this clause, the other party may give one month’s notice terminating this Agreement.26.0 Amendments26.1 The Society reserves the right to amend any part or parts of these Exhibiting Conditions to the fullest extent permitted by law.27.0 Responsibility27.1 Notwithstanding particular matters of compliance set out in these Exhibiting Conditions it is the Exhibitor’s sole responsibility to ensure that the Exhibitor’s use of the site is in accordance with all relevant statutes, regulations, general law and relevant industry practices.


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362–4 MARCH 2017

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PROUDLY ENDORSED BY


PROSPECTUS - THE Expospecific visitor traffic • Have your own exhibitor website listing • Social...

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Transcript of PROSPECTUS - THE Expospecific visitor traffic • Have your own exhibitor website listing • Social...