Exhibition Guide 2025

Welcome to the Water New Zealand Conference & Expo 2025 and IWA-ASPIRE 2025 Exhibitor Guide.

Please bookmark this page and pass it on to your staff or contractors working on your stand at this event or any contractors you are working with who will find this key information useful.

If you have any questions regarding this upcoming expo, please email Aimee Fraser at aimee@avenues.co.nz  

CHECKLIST

Please note the following important dates:

TE PAE EXHIBITOR CHECKLIST

• Delivery labels are filled out and attached to packages
• The Health & Safety Induction online has been completed by each person working in my booth.
• Any relevant Application forms and permits have been submitted to Te Pae for approval by Exhibition services[JE1]  (TV screens, cleaning, etc.) have been ordeed
• Electrical cables have an up-to-date test & tag
• I have read the Health, Safety & Security Guidelines
• I have a hi-vis vest ready for pack-in & out
• Catering for my stand has been ordered
• I have ordered a furniture package from Exhibition Hire Services
• Outgoing Dispatch labels are printed and ready for pack-out
• I have contacted eventservices@tepae.co.nz about any packages requiring special care
• I have contacted eventservices@tepae.co.nz about any external services I’ve booked in, including furniture hire companies or custom stand builders
• I have booked my freight, deliveries and storage with Method Logistics using the Online Booking Form

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EXHIBITION DATES AND TIMES

PACK-IN

Monday, 29 September – 10:00am – 5:00pm

PACK-OUT

Thursday, 2 October – Dismantle Expo from 2:00pm

HIGH VIS

You must be wearing a High-Vis at all times during pack in and pack out.  These can be purchased from The Warehouse, Bunnings, Mitre10 to name a few.

You are not allowed to nail, screw, staple, put pins or holes into any wall, door, window or other parts of the building. Gaffer tape, double sided tape, velcro dots or other adhesives are not to be used on any walls. A penalty charge will apply to the event’s account for any damage caused.

Stands must be fully packed in by 5:00pm, Monday, 29 September in order for the President’s Shout for Exhibitors to take place in the Exhibition area from 4:30pm – 5:30pm.

Please note that during the pack-in time, no catering will be provided for exhibitors. External food can be brought on-site but please do not leave rubbish.

GENERAL VENUE INFORMATION

Te Pae, Christchurch Events Centre, 188 Oxford Terrace, Christchurch.

PACK IN

LOADING DOCK ADDRESS

Te Pae Christchurch has a one-way loading dock area with entry located at 102 Armagh Street and exits on to Colombo Street.

LOADING DOCK ACCESS

Venue security team supervises entry to the loading dock and access is only allowed to vehicles arriving at their scheduled time as per the event loading/traffic management plan.

Exhibitors may access the Loading Dock during their scheduled event pack in and out times only.

If you require access outside these times, please contact your event organiser or EventServices@tepae.co.nz .

Access to the Loading Dock for contractors and exhibitors is carefully scheduled to ensure that congestion on entry to the loading dock is minimised. If the Loading Dock is busy on your arrival, please do not block any public roads.

The venue requests strict adherence to this schedule to ensure an effective loading plan can be delivered. Please be aware that it may not be possible to accept any unscheduled arrivals and that they may be turned away at the control gate.

LOADING DOCK TRAFFIC AND PARKING

The Loading Dock is strictly a NO PARKING zone. Access to the Loading Dock is from Armagh Street only. Movement of vehicles on the loading dock is strictly one way.

Vehicles may remain on the loading-dock for a limited time (i.e., no longer than 20 minutes), to facilitate the off-loading or uploading of goods. Once exhibitors have offloaded, vehicles must vacate the area.

Should there be a need to extend the time allowed in the loading dock, prior arrangements must be discussed with your Event Coordinator for approval by the Security, Health & Safety Manager.

Abandoned vehicles or those exceeding the allotted unload time may be towed from site if they are hindering access to the loading area. Associated removal costs may apply.

FORKLIFT

There will be a forklift on site to assist taking large items to stands. 

TROLLEYS

There will be a number of trolleys and pallet jacks available. Please ensure you return them after use so they are available for the next exhibitor when needed.

DELIVERIES

PRE-EVENT DELIVERIES

Due to a busy event schedule and limited storage at the venue, we recommend you use the venue’s freight forwarder, Method Logistics for all freight delivery, collection and storage requirements. Please book this service through the Online booking form

Deliveries will only be accepted on pack in day. Loading Dock hours are from 07:00 – 16:00 Monday to Friday.

For any deliveries to the centre, please ensure your items are clearly identifiable (including event name, stand name and stand number) so that they can be accepted. We recommend you use the Te Pae Christchurch delivery label for incoming goods as this captures all information we need. The centre will not take responsibility for any incorrectly labelled goods. The centre will accept and sign for deliveries, however, upon receipt, Te Pae Christchurch will not be responsible for checking the status or condition of goods delivered and will not be responsible for any payment to delivery companies.

Please alert us of any large items you anticipate will be delivered or if you have any special deliveries requiring planning.

Should you not require use of the Loading Dock, we kindly ask that you access the venue via the main entrance on Oxford Terrace during your scheduled pack in and out times.

STORAGE

STORAGE OF ITEMS DURING EVENTS

Te Pae Christchurch does not provide storage on site. Exhibitors are advised to arrange storage via the centre’s third-party storage provider, Method Logistics. Please book this service through our Online booking form or contact EventServices@tepae.co.nz for further details.

Storage is not permitted in the centre’s Loading Dock. Packing crates and wrapping are to be removed from the centre once loading of equipment has been completed.

METHOD LOGISTICS

For any storage and pre-event deliveries we recommend contacting our preferred logistics service provider who will assist you with storage, delivery, and collection of your goods. Method Logistics offer a door-to-stand service and are available to service your needs on weekends and outside normal business hours.

Specialising in exhibition and event freight forwarding – both domestic and international – Method Logistics can ensure that your product, display, and merchandise are in the right place, at the right time.

Providing a complete transport, materials handling and storage service, Method Logistics monitors freight from origin through to exhibition booth, ensuring goods are handled in a professional manner and all formalities/deadlines are met.

Method Logistics offers the following services:

• All local, interstate, and international transport services including delivery onto each exhibitor’s stand at the venue
• Storage of early consignments, packing materials during the exhibition and storage after the exhibition
• For international exhibitors, a comprehensive international freight forwarding service tailored to each particular exhibitor’s requirements
• A team of experts to arrange a full door-to-booth service, inclusive of freight, customs, and all handling.
• Method Logistics is a trusted provider and has been engaged by Te Pae Christchurch to assist you. Prior to your event, they will make contact to discuss and determine your individual freight and logistics requirements. In the meantime, for general inquiries please contact:

E: info@methodqlobal.co.nz

T: 0800 463 846
methodqlobal.co.nz

HEALTH & SAFETY

Click here for the Te Pae Health & Safety Document

We ask that throughout pack in, the event and pack out you are practicing responsible health and safety procedures.

Please alert any member of the Avenues staff should you see or experience any risks or accidents while at the venue. Avenues take health & safety matters seriously.

ELECTRICAL EQUIPMENT

All electrical gear must be PAT tested and tagged, and all electrical cords must be taped down. If tag and testing is required onsite, that service can be ordered with a local supplier price will be determined as per request. If equipment is not tagged the venue will require the item to be tagged before it is plugged into their power.

PACK-OUT

Thursday, 2 October – Dismantle Expo from 2:00pm 

• All packages to be collected must be correctly labelled.
• Exhibitors are responsible for organising for their packages to be collected within one working day from the loading dock, or they may be charged.
• Exhibitors are responsible for providing the correct documentation for any packages which need to be shipped internationally.

Post-Event Collections

Exhibitors are expected to have all their items cleared from the event space within the pack out time allocated and collected no later than one day after the pack out. Any items left behind without instruction or un-labelled will be deemed abandoned and disposed of accordingly. Items with incorrect labels or packing will be disposed of accordingly and any costs may be on-charged. It is the exhibitor’s responsibility to arrange for collection of their own goods.

If exhibitors have items to be collected post-event by couriers etc., it is very important to ensure:

• Completed courier labels are attached to all packed items – the venue will not organise couriers on behalf of exhibitors or clients.
• An Outgoing Dispatch Label is attached to each item that is being collected with all fields completed.
• Items are at the correct collection point in the Loading Dock before exhibitors leave the venue.
• It is the responsibility of the exhibitor to ensure the courier is scheduled to arrive after all items are taken to the Loading Dock.

RUBBISH

All boxes, to be disposed of, must be broken down by the exhibitor.

• Any plastic rubbish must be placed in the general waste bins provided in the room on pack in and pack out day.
• Te Pae Christchurch Convention Centre is committed to best practices in resource recovery and recycling. The centre will provide facilities to enable segregation of waste materials generated during event pack in, operational and pack out (such as mixed recyclables, cardboard and paper, food organics, glass, plastic wrap and untreated timber). Please assist the centre by using the waste facilities provided.
• Please do not leave any rubbish behind. Packaging materials need to be correctly disposed of through recycling bins. If your packaging is not recyclable, you will need to take it away with you. If this is not possible, extra charges will apply.

IMPORTANT! All exhibits must remain intact until the specified date and time for dismantling and may not be dismantled or removed before that hour. If any exhibitor dismantles before this, a $2,000 fine will be imposed on their company.

CAR PARKING

There is no carpark located at Te Pae Christchurch. There are however secure car parks located near the centre.

EXPO VISITOR HOURS

It is FREE to visit the exhibition; visitors will need to pre-register or sign in on arrival. The expo opening hours will be released closer to the event, along with a digital flyer we encourage you pass on to your clients and colleagues.

EXHIBITION RULES AND REGULATIONS

Coffee products – NO coffee cups or coffee-related products to be handed out on exhibition stands

Bottles – Reusable bottles are preferred over giving away single-use bottles.

Floor walkers – Promotional floorwalkers are not permitted

Alcohol Prizes – Exhibitors are prohibited from using alcohol as prizes in any game of chance, including raffles, silent auctions, or business card draws.

Food and Beverage – See below

SAMPLING OF EXTERNALLY SUPPLIED FOOD & BEVERAGE

Exhibitors may request to provide samples for a type of food that promotes their business and increase their networking capacity (small items such as wrapped chocolates or lollies are exempt). In these cases, the venue would permit food sampling based on the size and quantity of the item(s).

Please contact Aimee Fraser or James Austin from Avenues Event Management if you have any questions on sampling at your stand.

STAND CATERING

The centre provides a wide variety of food and beverage services including on-stand catering. Please see the Exhibitor Menu which contains details of items available and terms and conditions. To order, please complete an Exhibitor Services Order Form.

The centre is the sole provider of all food and beverage within the venue and all catering must be organised through the centre. External providers are not permitted in the centre unless prior written approval is obtained from Te Pae Christchurch Convention Centre management.

NAMETAGS

Nametags on lanyards must be worn at all times to gain admittance to the exhibition area during this event.

Security will deny entry to these areas to anyone not wearing a nametag. All visitors to the Conference need to collect a visitor nametag from the registration desk on arrival.

Exhibitor nametags are not required during pack in and pack out.

EXPO LEAD SCANNING APP
Lead scanning will be available through the Conference App, which all exhibitors and stand personnel can download and use free of charge. Instructions on how to download the app, use the lead scanning feature, and export your data will be provided in the weeks leading up to the Expo.

RIGGING

All rigging, including banner hanging is to be done by the Exhibition Hire Services team. To arrange Banner Hanging or if you have special rigging requirements, please contact Stephanie Grant at steph@exhibitionhire.co.nz who assist and quote you.

It is not permitted to hang banners or signage that backs onto another exhibitor’s stand without the express written permission of that exhibitor prior to the event.

In some areas of the centre, rigging bars are not available above every stand. Please check with Avenues Event Management before confirming your rigging requirements.

EXPO FLOOR PLAN

YOUR STAND

Ground Floor
Height Unrestricted Stands 2.4m x 2.4m
Height Restricted Stands 2.4m x 2.4m
Height Unrestricted Stands 3 x 3m
Height Restricted Stands 3 x 3m
Height Unrestricted Stands 3 x 2.4m
Height Restricted Stands 3 x 2.4m

Level 1
Blue – Height Restricted Stands 3 x 2.4m
Blue – Height Restricted Stands 2.4m x 2.4m
Green (Tuesday and Wednesday ONLY) – Height Restricted Stands 3 x 2.4m

DISPLAY HEIGHTS AND FLOOR SPACE

Unrestricted Height Stands: No part of any display may be in excess of 3.6 metres in height without written approval from Avenues Event Management. All wall heights are 2.3m.

All stands must adhere to the size you have purchased.  This means no pull-up banners, signage, or machinery placed in front of your stand.

EACH STAND INCLUDES

• Carpeted floor space (venue flooring)
• Walls carpeted, Velcro-receptive fabric on all sides (walls 2.3m high)
• 2 x 150-watt spotlights (per stand)
• 1 x 10amp power 4-way multi-box (per stand)
• 1 x stand name sign
• 2 x complimentary stand personnel registrations (per stand booked) including lunch, morning and afternoon tea, and the President’s Shout on Monday, 29th September. (Any additional stand personnel registrations can be purchased at $368.00 including GST)
• 2 x complimentary tickets (per stand) to the Welcome Reception (to be held in the Expo area) on Tuesday, 30 September.
• A complimentary 75-word company profile and company logo in the Conference App.

Please note: Stand personnel registrations do not include tickets to the Conference Dinners. However, these can be added through the stand personnel registration portal here or if you are a part of the IWA Aspire Expo please e-mail waternz@avenues.co.nz

OUTDOOR DISPLAYS

There will be no Outdoor Displays this year as there is no available space outdoors at Te Pae.

SECURITY

Te Pae Christchurch Convention Centre takes every precaution to create a safe and secure environment for its clients, guests, personnel, and equipment.

The centre endeavours to maintain the venue as a safe and secure facility; however, clients, delegates, exhibitors and public attendees are also responsible for safeguarding their belongings, materials and equipment at all times. The centre is not responsible for safeguarding and/or the prevention of damage to these items. The centre is not liable for any damage to or theft of event fittings while in the centre, except to the extent that such damage or theft was caused by the centre’s negligence.

WIFI

There will be WIFI available on site and details will be provided in your final communications and will be detailed on your lanyard.

Hardwire internet is also available on site and is quoted upon specification.

If you require hardwired internet for your stand, please contact Te Pae directly, Jo Eade eventservices@tepae.co.nz

LOW CARBON EXHIBITOR INFORMATION

The water sector is at the forefront of experiencing climate change impacts, and exhibitors are key to providing solutions to adapt. At the same time, production, transport, and installation of materials and products creates greenhouse gas emissions (referred to as embodied carbon).

The Water New Zealand Climate Change Special Interest Group is working to support the supply chain to identify, embed and celebrate low carbon practices. Earlier this year, the group published a guidance document  Understanding Embodied Carbon in the Water Sector. 

For the 2025 Water New Zealand Conference and Expo, Water New Zealand invites exhibitors to support this work by promoting carbon footprint data for their product, projects or services.  

This may include:

• Third party verified Environmental Product Declarations (EPD)
• Life Cycle Analysis (LCA) or project carbon reporting
• Related organisational carbon footprints. 
• Any case studies or examples of good practice from their business activities.

These can be linked to new guidance documents. Case studies may relate to carbon baselines or assessment conducted in projects, process improvements, design work or manufacturing etc. 

If you have a case study you would like to share with the wider industry though other channels, in addition to the conference- do provide case studies of recent projects to further develop the resource please contact technical@waternz.org.nz. 

The Water New Zealand Conference and Expo is a great opportunity to have new conversations across the value chain; we welcome your support, helping encourage them and progress us towards a climate ready future.

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KEY CONTACT INFORMATION

EXPO CONTACT
Aimee Fraser – Avenues Event Management
Phone +64 27 323 5179
Email aimee@avenues.co.nz

EXHIBITION HIRE CONTACT
Stephanie Grant
Phone  +61 21 827766steph@exhibitionhire.co.nz

TE PAE CHRISTCHURCH VENUE CONTACT
Jo Eade
Phone +64 27 461 7940
eventservices@tepae.co.nz

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