SouthMACH 2023 Exhibitor Manual v18JAN23

24 th – 25 th May 2023

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022 Page 1 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

VENUE

Venue Address

Christchurch Arena 55 Jack Hinton Drive Addington, Christchurch

Christchurch Arena is about a 10-minute drive from the city centre and 20 minutes from Christchurch International Airport. For public transport information visit https://www.metroinfo.co.nz/

Deliveries

Accepted from 8:00am, Monday 22 nd May 2023. Please do not send items before this date as they may be turned away.

EVENT SCHEDULE Build Up

Tuesday 23 rd May 2023

8:00am – 6:00pm

To allow completion of stand construction please do not arrive for build up before the stipulated times. Design and build companies only may be able to start setting up early but must gain prior approval by XPO Operations Manager, Ben Ng (Ben@xpo.co.nz – 021 277 4299).

Show Days & Opening Times

Wednesday 24 th May 2023

9:00am – 6:00pm

Exhibitor networking function *with valid exhibitors badges only*

6:00pm – 7:00pm

Thursday 25 th May 2023

9:00am – 4:00pm

Breakdown

Thursday 25 th May 2023

4:15pm – 8:00pm

Friday 26 th May 2023

8:00am – 12:00pm

Security Whilst every security precaution is made throughout the event, items may go missing during show build up and breakdown and for this reason we strongly recommend you remove any portable or valuable items on Thursday 25 th May.

Everything else must be removed by 12:00pm Friday 26 th May 2023 . We urge all exhibitors to have personnel on your stand for the duration of breakdown 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,

v. OCT2022 Page 2 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

IMPORTANT BUILD UP & BREAKDOWN 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 breakdown, 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 breakdown. 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 breakdown 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@xpo.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,

v. OCT2022 Page 3 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

OFFICIAL CONTRACTORS

Audio Visual

Carpet, Furniture, Extra Panels

03 377 0070 hire@spectrumlighting.co.nz https://spectrumlighting.co.nz/

Julia Sandiforth 09 579 9884 021 547 600

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

Catering

Compressed Air

Britney Cradock 027 215 5905 Britney.Cradock@venuesotautahi.co.nz

Neil Beeslaar 021 289 2429 Neil.beeslaar@shape.co.nz www.shape.co.nz

Design & Build Stands

Internet

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

Britney Cradock 027 215 5905 Britney.Cradock@venuesotautahi.co.nz

Machinery Transportation Richard Johnston 021 972 253 richard.rickstrucking@gmail.com

Plumbing

Britney Cradock 027 215 5905 Britney.Cradock@venuesotautahi.co.nz

Power & Lighting

Signage & Signwriting

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

Phone (03)366-5524 sales@actionsigns.co.nz

Test & Tag

Water Coolers

Stephen Withers 0274 355 101 stephen.withers@jimstestandtag.co.nz

Louise Ridley 021 198 7908 louise@bigblue.co.nz

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022 Page 4 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

GENERAL INFORMATION

IMPORTANT DEADLINES

Booked Advertising Material Email your booked advertising material to Ben@xpo.co.nz.

5pm, Wednesday 3 rd May 2023

FREE Show guide Listing Click here to login and complete this now. See “ Exhibitor Listings ” for more information Exhibitor Badge Names Click here to login and complete this now. See “ Exhibitor Badges ” for more information.

5pm, Friday 5 th May 2023

FORMS LIBRARY

Contractor

Form

Deadline Date

Courier delivery label

Courier label

-

-

Container label

Container label

**Contact direct** hire@spectrumlighting.co.nz

Spectrum Lighting & Sound

-

Flooring form

Exhibition Hire Service

Furniture form

Friday 5 th May 2023

Wall Panels form

Show Light & Power

Light & Power form

Sunday 7 th May 2023

ACCOMMODATION XPO Exhibitions recommend using our HotelMap platform to book your accommodation near to Christchurch Arena:

BANNERS/HANGING SIGNAGE If you require any signage to be hung above your stand, please contact: Britney.Cradock@venuesotautahi.co.nz to arrange this.

IMPORTANT: Banners or signage must be a minimum of 1m within your stand boundaries. Please contact Ben Ng on 021 277 4299 or email Ben@xpo.co.nz for prior approval.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022 Page 5 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

CATERING, FOOD & BEVERAGE (ALCOHOL) Venues Otautahi 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 Venues Otautahi.

Please ensure this permission is granted prior to the show to avoid disappointment. Please contact Britney.Cradock@venuesotautahi.co.nz.

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

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 Ben Ng (Ben@xpo.co.nz – 021 277 4299) for approval of your stand design. CHILDREN & ANIMALS We discourage children from attending the event, due to the fragile nature of many of our exhibition stands. Babies are allowed on show days only, in front packs or strollers, and a child waiver must be signed by the parent or guardian indemnifying XPO Exhibitions, their contractors and venue from any damage caused. Unauthorised animals are not permitted within the grounds. NOTE: This is an Occupational Safety and Health issue and will be enforced by XPO Exhibitions staff security and venue. 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 Ben Ng (Ben@xpo.co.nz – 021 277 4299). DELIVERIES Deliveries will be accepted from 10am Monday 22 nd May. Please make sure your goods do not arrive any earlier than this time as the will 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.

Please ensure that you arrange your courier drop off and pick up times within the designated times of build up and break down.

A delivery label can be found by clicking here .

Information to include on the courier package is: SouthMACH 2022 Christchurch Arena, 55 Jack Hinton Drive, Addington, Christchurch 8024 COMPANY NAME

STAND NUMBER CONTACT NAME PHONE NUMBER

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022 Page 6 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

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 exhib ition. Remember, if you’re having a design and build stand you should contact Ben Ng (Ben@xpo.co.nz – 021 277 4299) with your plans for approval. DRONES & HUMAN TRANSPORTATION DEVICES Dr ones, skateboards, scooters, Segway’s, electrical skateboards, bicycles, remote controlled toys and other such devices are strictly prohibited for use at the venue. If you require these on your stand for demonstration purposes, please contact Ben Ng (Ben@xpo.co.nz – 021 277 4299) to discuss how you plan to use the device, and safety measures you will take. EXHIBITOR LISTINGS FOR THE SHOWGUIDE As part of your show package, every stand receives one FREE alphabetical listing in the Official Show Guide and made available online to all visitors that attend. Please ensure to complete this at the earliest to avoid disappointment on missing out on featuring in the show guide. New Exhibitors Click here to enter your contact details and products and services information. By doing so your company will be listed in the alphabetical listings, stand and company lists as well as the product categories indexes. To ensure you are included in the Official Show guide, you must enter your details by the published deadline as stated in the Important Deadlines section towards the front of this manual. ▪ You will first need to complete your FREE listing which will then prompt you to enter your staff exhibitor badges. ▪ You can continue to edit your listing for the show guide up until the deadline . To do this, you will receive an email confirmation with special links to your listing and exhibitor badges. These links remain active until their deadlines. ▪ Please note, your listing is different from your website profile. If you would like to submit information or edit the details for your website profile, please get in touch with the Sales Manager (contact details).

If you cannot find the email confirmation with the special links to your FREE Show guide Listing and Badges, please email operations@xpo.co.nz to have this resent.

EXHIBITOR BADGES Exhibitor Badges must be worn at all times during show days. They do not need to be worn during build up or breakdown. To organise the name badges for the staff working on your stand, you will need to enter their names online prior to the deadline – please see the Important Deadlines section towards the front of this manual for details. All badges will need to be collected from show information upon your arrival on build up days, and any amendments can be made there.

To enter your staff name badges:

You must first complete your FREE show guide listing by Friday 13 th May 2022 . ▪ Once you have completed your listing, it will then prompt you to enter and submit badge names for staff working on your stand. ▪ If you have already completed your listing, you should have received an emailed confirmation with special links to both your listing and badges. Please check your spam/junk folder as it may have landed there.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022 Page 7 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

If you cannot find the email confirmation with the special links to your FREE Show guide Listing and Badges, please click here to enter your email address to have the link sent to you again.

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. Please 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 painkillers of any kind. FLOORPLAN Your XPO sales manager will have provided you with a floor plan of the event. Please note the floor plan is updated often. Please contact your sales manager for the latest version of the floor plan if you have any questions regarding the floor plan. Please make sure you give the most updated plans to your contractor. If you are unsure, please contact your sales manager or email the Operations Team (operations@xpo.co.nz) for an updated one. FORKLIFTS We will have 1 x 2.5T and 1 x 3T forklifts and operators available during build up and break down. There is no charge for this service provided that 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 Ben Ng (Ben@xpo.co.nz – 021 277 4299). GAS USE & GAS CYLINDERS Please contact operations@xpo.co.nz if you intend to have gas cylinders stored or used on your stand. All gas fuelled appliances must be installed and tested for leaks by a licensed gas fitter before they are used. Gas cylinders, exposed gas pipes and all connections to the cylinder must be protected from damage at all times. All personnel on the stand must be informed of the requirements for the use and storage of gas bottles. HEALTH & SAFETY All people on-site during pack in 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,

v. OCT2022 Page 8 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

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

HEAVY MACHINERY EXHIBITORS If you require assistance with the transport of any heavy machinery for your stand, please contact Richard Johnston – 021 434 428 or richard.rickstrucking@gmail.com. 3-phase power and compressed air may be supplied for Machine Technology exhibitors. Please refer to your contract under the build notes. You will be contacted separately regarding your requirements and the location of these services on your stand. For any questions regarding this, please contact aad@xpo.co.nz. 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, Ben Ng (Ben@xpo.co.nz - 021 277 4299), as permission will 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@xpo.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. Please enquire at the Show Information desk for the username and password. Alternatively, a dedicated paid internet connection can be ordered for your standby contacting Venues Otautahi – 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. PHOTOGRAPHY & FILMING Taking photographs or videos of another exhibitor’s stand witho ut 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.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022 Page 9 of 11

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

24 th – 25 th May 2023

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@xpo.co.nz – 09 976 8300) to discuss your requirements. SECURITY Whilst the organisers have security and safety precautions in place, no responsibility can be assumed for any loss or damage to goods. ▪ 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. ▪ The exhibitor is advised to take out all necessary insurance cover. We therefore ask for your cooperation in adhering to the few rules we set down to make the exhibition a safe and enjoyable experience for all concerned. ▪ 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 to identify themselves to show visitors and to the security staff. ▪ Banners or Signage must be a minimum of 1m within your stand boundaries. Please contact XPO Operations Manager, Ben Ng (Ben@xpo.co.nz – 021 277 4299) for prior approval.

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 correct dimensions. Contact us at operations@xpo.co.nz.

STORAGE There is limited storage available at the venue for non-valuable packaging materials only. Please see a hall supervisor for further information. Note: if you do have a large volume of stock to store you might want to consider incorporating a lockable storage area into your stand design or consider hiring a container. If you do intend on bringing a container, please obtain approval prior to ordering from XPO Operations Manager, Ben Ng (Ben@xpo.co.nz – 021 277 4299). 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. VISITOR REGISTRATION Entry is free to attend for any industry and trade professionals and it is recommended that your visitors pre register before the show. Visitors can pre- register online before the show at the show’s website http://www.southmach.co.nz/ . The website is a valuable tool for visitors to see the latest information on the show including seminar timetables, event features and exhibitor listings.

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

Page 10 of 11

24 th – 25 th May 2023

WELDING/ GRINDING/ NOISE/ FUMES/ FLASHING LIGHTS If you are planning any activity on your stand that involves welding, grinding or any other open flame producing activity, you will need a Hot Work Permit. To obtain a permit please contact XPO Operations Manager Ben Ng (Ben@xpo.co.nz – 021 277 4299). Please let Ben know if anything on your stand will produce excessive noise, fumes or has flashing lights.

XPO LEADS APP – FOR COLLECTING SALES LEADS Trade shows used to be about collecting business cards in fishbowls. We’ve shifted the medium, enabling you to collect real time data and quality sales results, straight to your mobile phone or tablet (synched to a secure Excel spreadsheet online), with our new XPO Lead capture app. Every visitor that attends the show is issued with a barcoded visitor badge. Simply scan a visi tor’s badge, and you’ll have their contact details with the ability to append notes, take orders, or qualify them with your own sales questions.

Speak with your Sales Manager or email apps@xpo.co.nz to take advantage of this technology.

Click here for more information on the XPO Leads App.

SouthMACH 2023 Organisers For more information, please contact our team:

Aad van der Poel Sales & Event Manager

aad@xpo.co.nz

021 314 199

Tony Waite

National Events & Sales Director

tony@xpo.co.nz

021 329 678

Ben Ng

Operations Manager

Ben@xpo.co.nz

021 277 4299

Krisof Ujdur

XPO Leads App

apps@xpo.co.nz

09 976 8313

Questions If you have any questions about any of the information contained in this section of the Exhibitor Manual,

v. OCT2022

please contact the Operations Team on (09) 976 8300 or email: operations@xpo.co.nz.

Page 11 of 11