ABS23 Exhibitor manual v27JAN23

VENUE

Venue Address

Auckland Showgrounds 217 Green Lane West, Epsom Auckland 1051

Auckland Showgrounds is about a 10-minute drive from the city centre. Take the Greenlane exit from the Auckland Southern motorway. For public transport information visit https://at.govt.nz

Deliveries

Accepted from 8:00am, Thursday 9 th March. Please do not send items before this date as they may be turned away.

Parking

Parking at Auckland Showgrounds is free for exhibitors during build up and breakdown of the show days (including 4pm onwards on the final show day).

For show days, please see below: ▪

During show days parking at Auckland Showgrounds for exhibitors and visitors is $6 for the first hour then $2 each hour after to a maximum of $18. Car parking is controlled by Auckland Showgrounds and unfortunately is out of our control as organisers. ▪ There is parking available and charged by Alexandra Park at $10 per day - enter via Campbell Crescent behind the Caltex petrol station/Burger King. ▪ Puriri Drive and the back venue gate will be open at 8am each show day for those early enough to secure a free on street park.

EVENT SCHEDULE Build Up

Friday 10 th March

10am – 8pm

To allow completion of stand construction please do not arrive for build up before the stipulated time. Design and build companies only may be able to start setting up early but must gain prior approval by XPO Operations Manager Leanne Olsen – leanne@xpo.co.nz

Show Days & Opening Times

Saturday 11 th March

9am – 5pm

Exhibitor networking function *with valid exhibitor badges only*

5pm – 7pm

Sunday 12 th March 9am – 4pm Access with valid exhibitor badges is permitted from 8am each day. Exhibitors will be required to vacate halls 15 minutes after the close of each show day.

Break Down

Sunday 12 th March

4:15pm – 8:00pm

Security Whilst every security precaution is made throughout the event, items may go missing during show build up and break down and for this reason we strongly recommend you remove any portable or valuable items on Sunday 12 th March. Everything else must be removed by 12pm Monday 13 th March . We urge all exhibitors to have personnel on your stand for the duration of break down to ensure stand security is maintained.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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IMPORTANT BUILD UP & BREAK DOWN INFORMATION To ensure the safety of yourself, your team and those around you, all exhibitors and contractors are required to follow the below rules: ▪ To be permitted onsite during show build up and break down, all exhibitors and contractors must wear a high-visibility vest and close-toed shoes. For safety reasons those without these items will be refused entry. ▪ Children under 14 years of age and animals are not permitted in the halls at all for the duration of the show. ▪ Alcohol is not permitted on stands during build up and break down. ▪ DO NOT pack down before the show closes. AISLES It is imperative that exhibitors keep within their contracted square meter area and do not encroach on the aisle space in order for us to maintain aisle requirements. Exits and emergency equipment (including power boxes on the walls above stands) must not be obstructed. During build up and break down please ensure these aisles are left clear of all debris to enable forklifts, emergency vehicles and other contractor vehicles a clear passage.

YOUR EXHIBITION STAND Display stands must be of a freestanding nature. You are not permitted to drill into the floor or walls for any reason. Any damage of this kind will be charged to the exhibitor. PANELS Panels are built in increments of 1.2m widths, and 2.3m high. They are covered with charcoal coloured velcro-receptive material. Velcro is the best way to attach items to the panels – you will only need the hook or the rough side of velcro strips or dots. Velcro hook and loop will be available for purchase from the show information desk: $3 for half a metre $5 for 1 metre

Thumbtacks are also acceptable to attach to panels but must be removed at the end of the show. Nails, screws, painting, or permanent marking of these panels is not permitted. Any damage caused may be on charged to the exhibitor. Panels are not to be altered or moved without consulting Exhibition Hire Services. Please also be mindful not to put too much weight against panel walls as it could cause the panels to lean over and cause potential harm. INTERNAL STAND MEASUREMENTS Due to the thickness of the panels (50mm approx), and the nature of how the stands are built, dimensions are not always exactly what they are in your contract. If you are planning to do a banner wrap inside your stand and require the exact internal dimensions of your stand, please email operations@babyshow.co.nz. CARPET 1m square grey carpet tiles will be provided unless requested otherwise. If you are laying a special floor, we recommend that it be laid on top of the carpet tiles. When fixing carpet or floor coverings to the floor, please use clear double-sided tape as it is very easy to remove. • Exhibition Hire Services can also provide alternative floor coverings such as roll carpet in a variety of colours. For more information, please use the contact details in the Official Supplier Details below. • IMPORTANT – if you would like to remove the carpet from your stand, you will incur a labour fee of $2.50+GST per sqm of your stand space (regardless of how many tiles are removed) for uplifting and re-laying the carpet tiles. Note that any tiles that creep into aisle ways or neighbouring stands WILL NOT be removed. If you would like the carpet removed from your stand, please contact Exhibition Hire Services.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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OPERATIONAL FORM

Compulsory Operational Form The operational form will be sent closer to the event.

Due date to be confirmed

FORMS LIBRARY For any additional information, please contact operations@babyshow.co.nz.

Contractor

Form

Deadline Date

Courier label

Courier label

-

Flooring form

Exhibition Hire Service

Furniture form

Friday 17 th February

Wall Panels form

Show Light & Power

Light & Power form

Sunday 5 th March

SKOPIK (Internet)

Internet order form

-

Edwards Sound

Email babyshow@edwardsnz.co.nz

Friday 3 rd March

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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OFFICIAL CONTRACTORS

Audio Visual

Banners/Hanging Signage

Ed Smith 09 571 0551 021 720 646 babyshow@edwards.co.nz www.edwardsnz.co.nz

Shaun Dalgetty 09 822 5100 021 556 184 s.dalgetty@showlight.co.nz www.showlight.co.nz

Carpet, Furniture, Extra Panels

Catering

Julia Sandiforth 09 579 9884 021 547 600

Liz Lefai liz@fernzcatering.co.nz

julia@exhibitionhire.co.nz www.exhibitionhire.co.nz

Design & Build Stands

Eftpos

Displayworks: www.displayworks.co.nz Display Plus: www.displayplus.co.nz V3 : www.v3.co.nz DE Group: www.degroup.co.nz Displayways: www.displayways.co.nz

Ashley Kohlhase 09 442 7768 Ashley.kohlhase@smartpay.co.nz www.smartpay.co.nz

Internet

Power & Lighting

Jan Hansen 09 394 8000 027 223 7645

Shaun Dalgetty 09 822 5100 021 556 184 s.dalgetty@showlight.co.nz www.showlight.co.nz

Jan.Hansen@skopik.nz https://www.skopik.nz/

Plant Hire

Refrigeration/Catering Equipment

0800 800 175 info@hireplants.co.nz www.hireplants.com

Tony French 09 270 2408 tony@corp-rentals.co.nz www.corp-rentals.co.nz

Signage & Signwriting

Water Coolers

Blake Douglas 021 876 987

Stan Likovs 09 415 0953

blake@benefitz.co.nz www.benefitz.co.nz

stan@sparklingspring.co.nz www.sparklingspring.co.nz

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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ACCOMMODATION For the best available hotel rates near to Auckland Showgrounds, we recommend using the event Hotelmap:

BANNERS/HANGING SIGNAGE If you require any signage to be hung above your stand, please contact: Shaun Dalgetty - s.dalgetty@showlight.co.nz to arrange this.

Note that there are different heights and rigging requirements across the different halls at the Showgrounds, so pricing may vary depending on your stand location

IMPORTANT: Banners or signage must be a minimum of 1m within your stand boundaries. Please contact Leanne Olsen on 027 543 5556 or email leanne@xpo.co.nz for prior approval.

CATERING, FOOD & BEVERAGE Auckland Showgrounds have exclusive rights to the service of food and beverage at this venue, therefore if you are planning on any hospitality, sampling, sales or giveaways of food and drink at your stand it needs to be arranged through the Auckland Showgrounds caterers.

Please ensure this permission is granted prior to the show to avoid disappointment. Please contact Andrew Blake to discuss – Ph 021 621 240 or email andrew@fernzcatering.co.nz.

NOTE : we recommend you contact the Operations Team of XPO Exhibitions to discuss your plans on 09 976 8300 or email operations@babyshow.co.nz prior to contacting the Showgrounds.

CEILINGS & CANOPIES If you have a stand design with a ceiling or canopy, the material used must be flame proof (documented proof of such must be provided) and you must have a current/valid fire extinguisher and smoke alarm. Please contact Operations Manager, Leanne Olsen (leanne@xpo.co.nz) for approval of your stand design. CLEANING XPO Exhibitions has contracted cleaners who will vacuum your stand every night during show days as well as after build up (floors will be vacuumed on the last night of build up ready for show open). If you do not require this service, please contact Leanne Olsen (leanne@xpo.co.nz).

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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DELIVERIES Deliveries will be accepted from 8am Thursday 9 th March. Please make sure your goods do not arrive any earlier than this time as they may be turned away.

If you are using a courier/freight company to drop off or collect your product, please ensure that all boxes are properly labelled with the information listed below.

Couriers will be directed to your stand and unfortunately XPO staff are unable to sign for any packages that are dropped off.

A courier delivery label can be found by clicking here or in the forms library towards the front of this manual.

Information to include on the courier package is: Autumn Baby Show 2023 Auckland Showgrounds 217 Green Lane West, Epsom, Auckland 1051 COMPANY NAME

STAND NUMBER CONTACT NAME PHONE NUMBER

CONTAINERS If you are planning to bring a container to the show, please contact Leanne Olsen – leanne@xpo.co.nz for prior approval. Please also print a container label by clicking here. If your container is coming from overseas, you must ensure all relevant customs forms are completed. DESIGN & BUILD STANDS A design and build stand is one that is designed and built by another company, that needs to be specially built and installed for the exhibition. If you’re having a design and build stand you should contact the Operations Manager Leanne Olsen (leanne@xpo.co.nz) with your plans for approval. DISCOUNTED EXHIBITOR TICKETS As an exhibitor at the Autumn Baby Show you receive an allocation of complimentary tickets. Please refer to your contract for your allocation. If you would like to purchase additional tickets at a discounted rate, please request via the online operational form.

You will receive your complimentary tickets and any requested discounted ticket promo codes approximately 4 weeks prior to the show via email.

Please note that tickets are valid for a single entry on any day. Exhibitor discounted tickets are NOT to be used for re-sale.

EXHIBITOR BADGES Exhibitor Badges must be worn at all times during show days. They do not need to be worn during build up or break down. To pre-order name badges for the staff working on your stand, you will need to enter their names online prior to the deadline. All badges will need to be collected from show information upon your arrival on build up days, and any amendments can be made there.

You will be sent instructions on how to order your badges closer to the event.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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EXHIBITOR LOUNGE There will be an exhibitor lounge at the show located upstairs. There will be complimentary tea and coffee available in the lounge from throughout build up and show days.

FIRE & EVACUATION PROCESS At the sound of the fire alarm, please leave immediately by the nearest exit and proceed to an area well clear of buildings . Remain outside the building until the ‘All Clear’ sign is given. Pleas e follow the instructions of XPO Exhibitions personnel, security staff and hall supervisors. FIRST AID A medical team will be onsite during show hours only. If any first aid is required during build up and break down, please come to Show Information or contact a member of XPO Exhibitions staff. Please be aware that due to Health and Safety regulations, XPO Exhibitions are not able to hand out medication of any kind. FLOORPLAN The floor plan may change between the time of your booking and the staging of the event. The latest floor plan can be obtained by contacting selena@babyshow.co.nz. Please make sure you give the most updated plans to your contractor. FOOD & BEVERAGE SAMPLING & GIVEAWAYS Written approval from Auckland Showgrounds is required for any sampling or giveaways of food and drink on your stand including bottled water. Please ensure this permission is granted prior to the show to avoid disappointment. Please contact the Operations team (operations@babyshow.co.nz – 09 976 8300) to discuss your requirements. Exhibitors may give out samples of their product. Samples must be items, which the exhibitor sells in the normal conduct of their business, or items that are produced by the equipment that they sell. Food portions are to be of a normal tasting size only. This is a small cup 100mls for non-alcoholic beverages and bite size (50g) for food. FORKLIFTS We will have forklifts and operators available during build up and break down. There is no charge for this service, provided each exhibitor lift requirements are no longer than 15 minutes. Please go to the show information desk to advise us when your truck arrives or when you are ready for a lift. If you think you are going to require a forklift for continual periods or require a lift at a strict designated time for your carrier, you may wish to consider hiring your own. For further information please contact XPO Operations Manager, Leanne Olsen (leanne@xpo.co.nz). HEALTH & SAFETY All people on-site during build up will be required to complete a health and safety induction to be permitted entry to carry out setup or break-down work. XPO Exhibitions is committed to ensuring that our exhibitions are a safe environment for our staff, exhibitors, contractors, and visitors. XPO Exhibitions considers that accidents, injuries, and incidents can be prevented through appropriate management and planning and accordingly we have developed policies and procedures that aim to protect the health and safety of all.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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Click here to view full description of XPO’s Health & Safety policy. We enc ourage all exhibitors to review and understand their obligations under the XPO Health & Safety Policy.

HEIGHT & STAND STRUCTURE REGULATIONS The standard height of the stand panels is 2.3m. If you are planning on building a display or structure in your stand space that is higher than this, you will first need to discuss your plans with XPO Operations Manager Leanne Olsen - leanne@xpo.co.nz, as permission may need to be granted from neighbouring stands

Please note: If permission is not gained prior to show open, XPO Exhibitions reserves the right to request that you take your stand back to the 2.3m height limit or to remove obstructing signs and/or banners.

INSURANCE It is a requirement that all exhibitors have an appropriate level of Public Liability Insurance cover for their stand.

Alternatively, XPO can offer this through QBE via ICIB Insurance Brokers at a cost per event of $130.00 + GST. Please email operations@babyshow.co.nz to arrange this.

INTERNET Limited wireless internet coverage is available free of charge to all exhibitors of the event. This will enable basic access to emails/internet browsing only from your laptop or smart phone device. Please enquire at the Show Information desk for a password for your stand. Alternatively, a dedicated paid internet connection can be ordered for your stand, by contacting SKOPIK – contact details are towards the front of this manual.

LIGHTING & POWER Your stand will include an allocation of power & lighting based on your stand size. Please check your contract to confirm the number of lights and power strips included.

MATERIALS & FABRICS Flammable materials are not permitted on stands without first being fireproofed. Fabrics that need to be fireproofed are cottons, straw, hay, polystyrene, or crepe paper. Approved fabrics are wool cloth, sail cloth – dacron or small areas of mylar with dacron backing, nylon taffeta, polycarbonates, thick panel plastic.

PHOTOGRAPHY & FILMING Taking photographs or videos of another exhibitor’s stand without permission from the exhibitor is strictly prohibited. Please ensure you ask permission should you wish to take photographs.

RUBBISH Bins are located throughout the halls and larger bins are located outside the back of the halls. DO NOT leave rubbish in aisles or next to full bins. Let one of our XPO staff know the bins are full and we will replace them with empty ones. Alternatively, there are bins out the back of the halls for you to use. Please flatten all unused boxes and place them in the dedicated bins out the back of the halls.

SECURITY Whilst the organisers have security and safety precautions in place, no responsibility can be assumed for any loss or damage to goods.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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▪ Safety and security of equipment and individuals on a stand is the responsibility of the exhibitor. ▪ The organiser shall be under no liability for any loss or damage to any property of the exhibitor or any other person, whether or not caused in whole or in part by any act or omission of the organiser, its servants, agents, or contractors. ▪ Security guards will be onsite from day one of build-up. During opening hours, we have security guards patrolling the site, but we stress the importance of having your stand staffed at all times. ▪ The staff on your stand must wear their exhibitor badges during show open days to identify themselves to security staff. SHOW GUIDE LISTING All exhibitors receive one free standard listing in the show guide, including their trading/brand name, company website and stand number. Please note that postal addresses, email and contact details will not be included in this listing.

There is a $250.00 + GST fee for additional listings – if you would require an additional listing please contact operations@babyshow.co.nz

Submit your show guide listing by completing the operational form.

SIGNAGE We encourage you to consider environmentally friendly solutions such as e-flute or eco board for your stand, as opposed to plastic corflute or PVC. Ask your signage provider for sustainable options.

If you are creating signage to wrap within your stand, please get in touch with us directly to confirm the exact dimensions. Contact us at operations@babyshow.co.nz.

STORAGE Storage is charged on a per pallet basis due to the sheer volume of storage required and the cost to supply it. If you do not pre-order storage space, please do not expect it. Dry storage is $35.00 + GST per pallet.

Please order and pay via the operational form, or email us at operations@babyshow.co.nz

TEST & TAG It is the responsibility of the exhibitor to ensure that ALL power leads and cords are tested and tagged by a registered electrician. Show Light and Power will be onsite during build up to test and tag, this service will be charged to exhibitors directly per tag. TRAFFIC MANAGEMENT Access to the loading bays at the back of the exhibition halls is via the ring road. You will be directed when you arrive onsite. Please note that the ring road is a designated emergency access road, and as such is controlled by Auckland Showgrounds. Please respect the rules around this road for health and safety reasons. If you’re enter ing through the front doors of the exhibition halls, please park in the arena carpark. Any onsite questions regarding traffic management, please contact leanne@xpo.co.nz. TROLLEYS We have some flat-deck and hand trolleys available for exhibitor use during build up and break down. As the number of exhibitors far out-numbers our trolleys, we recommend bringing your own . Trolleys will be kept in the main foyer when they are not in use by other exhibitors.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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LEAD GENERATION SCANNER The Baby Show’s registration and lead generation supplier is L üp, a technology company who offer exhibitors the option to easily and accurately collect visitor’s data. When visitors scan at your stand, you capture vital contact information including: name, email, contact number and postcode.

The link to order a lead generation scanner will be sent closer to the show.

THE BABY SHOW TEAM For more information, please contact our team:

Selena Edwards

Sales & Event Manager

selena@babyshow.co.nz 021 0847 8810

Amy Johnston

Junior Sales Executive

amy@xpo.co.nz

021 0223 4035

Rebecca Stewart

General Manager

rebecca@xpo.co.nz

09 976 8361

Helen Kay

Head of Sales

helen@xpo.co.nz

022 332 6814

Kayla Brunton

Senior Marketing Executive kayla@xpo.co.nz

09 976 8394

Leanne Olsen

Operations Manager

leanne@xpo.co.nz

027 543 5556

Ben Ng

Senior Operations Executive Ben@xpo.co.nz

021 277 4299

Anthony Trigg

Head of Finance

anthony@xpo.co.nz

09 976 8383

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual Please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz

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