WGF23 Exhibitor Manual v15MAR23

VENUE

Venue Address Airforce Museum of New Zealand (Wigram) 45 Harvard Ave, Wigram, Christchurch

The Airforce Museum of New Zealand is about a 10 – 15-minute drive from Christchurch International Airport.

For public transport information visit https://www.metroinfo.co.nz/

Deliveries to the venue will only be accepted from 8:00am on Friday 9 th June 2022 . Please do not send items before this date as they may be turned away.

Deliveries

EVENT SCHEDULE Build Up

Saturday 10 th June 2023 ALL STANDS 8am – 6pm 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 earlier but must gain prior approval by XPO Operations Manager, Ben Ng (Ben@xpo.co.nz – 021 277 4299). Build up and breakdown at the Air Force Museum of NZ can only be via Isitt Lane off Harvard Ave. The Operations Team will send more details about pack in, week of the 5 th of June. It is highly recommended that you consider bringing your own flat deck or hand trolley to use.

Show Days & Opening Times

Sunday 11 th June 2023

9am – 5pm

Exhibitor networking function *with valid exhibitors badges only*

5pm – 7pm

Monday 12 th June 2023 9am – 5pm 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.

Breakdown

Monday 12th June 2023

5:15pm – 8:00pm

Tuesday 13th June 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 Monday 12 th June 2023. Everything else must be removed by 12:00pm, Tuesday 13 th June 2023 . We urge all exhibitors to have personnel on your stand for the duration of breakdown to ensure stand security is maintained.

Parking Parking for exhibitors is free during pack in, show days and breakdown. Enter via Isit Lane where pack in and loading can only be made. More details will be sent in the Pack In communication closer to the fair.

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

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

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 The Air Force Museum of NZ has polished concrete flooring with underfloor heating. If you require carpet on your stand, you will need to arrange this directly with Exhibition Hire Service. 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,

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

OFFICIAL CONTRACTORS

Audio Visual

Banners/Hanging Signage

Spectrum Lighting & Sound 03 377 0070 hire@spectrumlighting.co.nz https://spectrumlighting.co.nz/ Order deadline 9 th June 2023

Venues Otautahi Britney Cradock 027 215 5905 Britney.Cradock@venuesotautahi.co.nz www.vbase.co.nz

Carpet, Furniture, Extra Panels

Catering

Exhibition Hire Services Christchurch 03 338 4193 chc.sales@exhibitionhire.co.nz www.exhibitionhire.co.nz Order deadline 31 st May June 2023.

Venues Otautahi Britney Cradock 027 215 5905 Britney.Cradock@venuesotautahi.co.nz www.vbase.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

Freight Forwarder

Internet

Mondiale 09 255 3317 mondialegiftfair@mondiale.co.nz

Venues Otautahi Britney Cradock 027 215 5905 Britney.Cradock@venuesotautahi.co.nz www.vbase.co.nz

Power & Lighting

Plant Hire

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

Showlight & Power Shaun Dalgetty

09 822 5100 / 021 556 184 s.dalgetty@showlight.co.nz www.showlight.co.nz Order deadline 20 th May 2023

Signage & Signwriting

Test & Tag

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

Jim’s Test and Tag Stephen Withers 0274 355 101 stephen.withers@jimstestandtag.co.nz

Water Coolers

Big Blue 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,

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

IMPORTANT DEADLINES

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

Monday 24 th 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.

Friday 26 th May 2023

FORMS LIBRARY

Contractor

Form

Deadline Date

Spectrum Lighting & Sound

**Contact direct**

Friday 9 th June

Show Light & Power

Light & Power form

Saturday 20 th May

Flooring form

Furniture form

Exhibition Hire Service

Wednesday 31 st May

Wall Panels form

ACCOMMODATION XPO Exhibitions recommend using our HotelMap platform to book your accommodation near to the Air Force Museum of NZ:

BANNERS/ HANGING SIGNAGE If you require any signage to be hung above your stand, please contact Britney Cradock – 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.

CANDLES, GAS CANNISTERS, INCENSES & FLAMMABLE PRODUCTS FOR DISPLAY Candles, incenses, and any open/naked flame demonstrations of flammable products are STRICTLY PROHIBITED at the Air Force Museum of New Zealand as per the venue terms and conditions.

Naked flames include but are not limited to, cooking equipment, barbeques, heaters, candles, and oil burners.

CATERING, FOOD AND BEVERAGE (ALCOHOL) The Air Force Museum of NZ has exclusive rights to the service of food and beverage at this venue, therefore if you are planning on any hospitality at your stand, it must be arranged through the Air Force Museum of NZ

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

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

caterers. Please contact Britney Cradock to discuss – Ph +64 27 215 5905 or Britney.Cradock@venuesotautahi.co.nz. Please forward or CC your granted approval to operations@xpo.co.nz ▪ Alcohol is not permitted on stands during build up and breakdown. ▪ You are not permitted to bring any alcohol onsite and all alcohol onsite is required to be purchased from one of the Air Force Museum of NZ catering facilities. ▪ Please ensure this permission is granted prior to the show to avoid disappointment. Contact the XPO Operations Team to discuss your plans on 09 976 8300 or email operations@xpo.co.nz prior to contacting the Air Force Museum of NZ. 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, Ben Ng (Ben@xpo.co.nz – 021 277 4299) for approval of your stand design. CHILDREN AND 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.

DELIVERIES TO THE VENUE Please do not send your freight to be delivered before Friday 9 th June 2023 or it will be turned away. Consider using a Freight Forwarder to alleviate logistics pressures such as Mondiale (details are in the suppliers list towards the front of this manual). Any freight sent to or collected from the Air Force Museum is the responsibility of the sender. Venues Ōtautahi acc epts no liability for any items delivered or sent from our venues who reserve the right to turn away any freight.

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: Winter Gift Fair 2023 Air Force Museum of NZ 45 Harvard Ave, Wigram, Christchurch

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,

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

CONTAINERS If you are planning to bring a container to the show, please contact Ben Ng on 021 277 4299 for prior approval. Please also print a container label by clicking here or in the forms library towards the front of this manual. If your container is coming from overseas, you must ensure all relevant customs forms are completed. DESIGN AND 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. Remember, if you’re having a design and build stand you should contact the Operations Manager Ben Ng (Ben@xpo.co.nz) with your plans for approval. EXHIBITOR LISTINGS 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. Click here to login and enter your business 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. ▪ To complete your FREE listing, click here to login to your exhibitor dashboard. . ▪ On the left hand side menu, click “ Magazine listings ”. ▪ Click the next fair you are exhibiting at e.g. Winter 2022. ▪ Scroll through and fill in the details required. ▪ Scroll to the bottom of the page and click “ Save changes ”. ▪ You can continue to edit your listing for the show guide up until the deadline. If you exhibited at the most recent last fair or would like to use the same listing for the fairs you are booked at, and there is a record of that listing, you can ask your Sales Manager or email the Operations Team (operations@xpo.co.nz) to roll and re-use that same listing. If you cannot find or did not receive your login details to complete your FREE Show guide Listing and badges, please email your sales manager or operations@xpo.co.nz for your exhibitor dashboard login details. 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 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 exhibitor name badges:

▪ You must first complete your FREE show guide listing by the deadline date as specified to the front of this manual.

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

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

▪ Once you have completed your listing, scroll down on the same webpage to enter your badge names. ▪ Scroll to the bottom of the page and click “ Save changes ”. ▪ You can continue to amend staff exhibitor badge names up until the deadline . If you cannot find or did not receive your login details to complete your FREE Show guide Listing and badges, please email your sales manager or operations@xpo.co.nz for your exhibitor dashboard login details. FIRE AND 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. FORKLIFTS We will have 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 make a booking 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, Ben Ng (Ben@xpo.co.nz – 021 277 4299). HEALTH AND SAFETY You will be required to go through a health and safety induction upon arrival at the Air Force Museum of NZ, once you have read and signed the induction form you will get a wristband which will allow you to access the venue during build up. Please remember you must be wearing a high vis vest and also closed toes shoes. 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. If you are unsure, please contact your sales manager or email the Operations Team (operations@xpo.co.nz) for an updated one.

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.

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

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

HEIGHT AND 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 AND 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.

MARKETING AND PROMOTIONAL OPPORTUNITIES Digital artwork specs for booked advertising

XPO has a number of opportunities available for exhibitors to maximise their exposure at the Gift Fairs. You can download the marketing toolkit of exhibitor resources for ways you can leverage your event experience.

Please do contact your sales manager to discuss ways in which we can help market and promote your brand further. Just a few examples are outlined below which are also available in the digital copies of the official gift magazines available on the gift fairs website. Advertising in the Official Gift Magazine The Official Gift Magazine is offered to every visitor that attends the show and many visitors retain the Gift Magazine as a reference long after the show has closed. It not only contains full exhibitor lists, detailed floorplans, seminar schedules and general event information but it also contains in-depth editorial and information that contribute to the growth of the industry. It is a valuable marketing platform that will continue exposure for your brand months after the show has completed. Exhibitor Listing Exhibitors receive the opportunity to feature 1 free complimentary listing in the official Gift Magazine that provides information on the exhibitor’s location along with a brief sentence or two detailing the products and services on offer (see examples below).

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

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

New Product Showcase The New Product Showcase is a section within our Gift Magazine dedicated to highlighting new products in the industry. Easily the most popular section of the Gift Magazine only a limited number is available (see examples >).

MATERIALS AND 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. NO PHOTOGRAPHY signs are also available at the show information desk free of charge.

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.

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.

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

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

▪ 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 show visitors and to the security staff. 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. STORAGE There is limited storage available at the venue for non-valuable packaging materials only. 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 to bring a container, please obtain approval prior to ordering from XPO Operations Manager, Ben Ng (Ben@xpo.co.nz – 021 277 4299). TEST AND TAG It is the responsibility of the exhibitor to ensure that ALL power leads and cords are tested and tagged by a registered electrician. As a courtesy from the NZGTA, Jim’s Test & Tag will be onsite during pack -in to assist with any test & tag jobs free of charge. Please see us at the main show information desk if you require this service . TRAFFIC MANAGEMENT Access to the loading bays at the back of the exhibition halls is via Isit Lane. Loading and pack in is only permitted via Isit Lane and not through the front entrance. Please note that the ring road is a designated emergency access road, and as such is controlled by The Air Force Museum of NZ. Please respect the rules around this road for health and safety reasons. 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@xpo.co.nz.

TROLLEYS As the number of exhibitors far out-numbers our trolleys, we recommend bringing your own.

VISITOR REGISTRATIONS 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 www.giftfairs.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. NOTE: Suitable ID may be asked for at registration time (Business card is acceptable). Children under 14 are discouraged from attending (babies in back packs or front packs are acceptable).

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

v. Jan2023

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

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XPO LEADS APP 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 NZ Gift Fairs validated QR barcoded visitor badge. Simply scan the QR code on a visitor’s badge, and you’ll have their contact details with the a bility 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.

The XPO Leads team will be onsite during pack in and show days to assist with any problems you have.

Click here for more information on the XPO Leads App.

The Gift Fairs Team For more information, please contact our team:

Heather Lowrie

Sales Manager

heather@xpo.co.nz

021 599 929

Bronwen Twigden

Sales Manager

bronwen@xpo.co.nz 021 0246 2700

Sammy Milicich

Junior Sales Executive

sammy@xpo.co.nz

021 0812 9414

Tony Waite

National Events and Sales Director

tony@xpo.co.nz

021 329 678

Samantha Linn

Head of Marketing

samantha@xpo.co.nz 021 329 678

Ben Ng

Operations Manager

Ben@xpo.co.nz

021 277 4299

Kristof Ujdur

XPO Leads App

kristof@xpo.co.nz

09 976 8404

Kelly Tedcastle

NZ Gift Trade Association Executive Officer

kelly@nzgta.org.nz 021 599 266

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

v. Jan2023

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

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