Exhibition Guide 2023

Welcome to the Water New Zealand Conference & Expo 2023 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 e-mail James Austin at james@avenues.co.nz 

CHECKLIST

Please note the following important dates:

REQUIRED HOW  DUE
75-word Company Profile & Logo

(Preferred file formats for logos are: JPEG, TIF and all files to be provided as a high resolution, company profile to be uploaded via the online portal, can be no longer than 75-words.

Via the expo online booking portal Friday, 25 August
Company name

(this should be the same name as the Name Signage on your stand and how you wish your company to be referred to across all material)

Via the expo online booking portal Friday, 25 August
Two Inclusive Stand Personnel Registrations.
Please supply names. (Any additional stand personnel registrations can be purchased at $368.00 (including GST)
Via the Stand Personnel booking form  Friday, 29 September
Orders to Exhibition Hire for any furniture or additional stand equipment Stephanie Grant
steph@exhibitionhire.co.nz
Furniture orders: Friday, 22 September

Graphics orders: Friday, 22 September

EXHIBITION DATES AND TIMES

PACK-IN

Monday, 16 October – 11:00am – 5:00pm

Before coming on site:

  • All access to Tākina Dockway must be during the designated pack-in time. (Listed above)
  • All large and heavy equipment and deliveries must be brought through Tākina Dockway.
  • Exhibitors are responsible for moving their own packages/boxes which are over 25kg, improperly packaged or not labelled. There is a limited number of trolleys available in the Dockway for exhibitors to move items up to the room. Trolleys are on a first in, first served basis.
  • Tākina Events can only receive packages 48 hours prior to the event pack in. (Friday 13 October)
  • Tākina Events packing labels must be attached to every item with the correct information (Delivery Label can be found in this guide).
  • Tākina Events may sign for a package; however Tākina Events takes no responsibility for any lost, stolen or damaged items.
  • Any package that is properly packed, labelled and is under 25kg, will be delivered to your hired venue space in time for your scheduled pack in start.
  • Any package that is properly packed, labelled and on a pallet, may be delivered to a single spot in your hired venue space if there has been prior agreement with Tākina Events.

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.

DOCKWAY ACCESS
Tākina Dockway can only be accessed for scheduled pack in/ pack out by clients, exhibitors, external suppliers or inducted contractors. All times must be pre-arranged with your Function Coordinator or Audio-Visual Coordinator ahead of your event. If anyone from your event arrives to the Tākina Dockway outside of the pre-arranged hours, they may not be able to gain access.

Please note, Tākina Dockway has very restricted access between 10pm and 7am nightly. Any pack in or out which may be affected by these hours, needs to be discussed with your Function Coordinator or Audio-Visual Coordinator ahead of time, to look at potential options.

The Tākina Dockway is one-way access only, from Wakefield Street. You are not able to gain access from the Cable Street side (please refer to the below map, specifically markers 16 and 17).

Insert map image 

The Tākina Dockway Entrance is at 217 Wakefield Street – (Google map).

A few important things to note:

  • The Tākina Dockway is not a general access way.
  • It is only open between 8am – 4pm; Monday – Friday.
  • Requires appropriate footwear to be worn when accessing (i.e., no open toed footwear).

When dropping items off at the Dockway:

  • You must not leave any vehicles unattended.
  • You must unload your vehicle and then immediately move your vehicle out of the Dockway area.
  • There is no carparking available in the Dockway area.

Stands must be fully packed in by 5:00pm, Monday, 16 October 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. There are also loads of food options in the area and a cafe on the ground floor of Tākina.

HEAVY ITEMS AND FORKLIFTS 
If you require a forklift, you must let us know so we can book this in with the Tākina operations staff. Forklifts are to be used in the loading bay to unload, forklifts are not allowed on the expo floor, but pallet jacks are available.

TROLLEYS
Tākina has different sizes of trolleys and pallet jacks available. Anyone packing in from the loading Dockway is welcome to use these if available. Trolleys and pallet jacks with loaded equipment must be removed and returned as soon as possible to the Dockway as these are heavily in demand across the building.

DELIVERIES 

Click here to Download the Tākina Courier Form and Outgoing Courier Form 

Deliveries can be accepted no earlier than Friday, 13 October 2023 – prior to the commencement of the expo. (unless prior written arrangements have been made)

All large and heavy equipment and deliveries must be brought through Tākina Dockway and not via the public entrances. All deliveries must include the following details using the Tākina Events

  • Tākina Dockway
  • Name & Date of the Event
  • Sender Details incl. Exhibitor Company name and stand number
  • Box number and number of items (i.e., box 1 of 3)

Deliveries will be accepted during the Dockway opening hours of 8am to 4pm, Monday to Friday.

All small and can easily be carried safely items can enter Tākina via the public entrances during your contracted event times or the Dockway during a pack-in or pack-out day (refer to section 13 for Pack In and Pack Out access).

Tākina Events does not offer courier services. It is the responsibility of the sender to arrange courier delivery/ pick up and ensure all required documents are attached to the items (including documentation for international sending). All items to be picked up must be clearly labelled and left at the Tākina Dockway with a completed Trade Exhibitors Courier Form (See Appendix 2).

STORAGE
Pallets and crates can be stored in the loading bay during the event. Goods can only be accepted and stored for 48 hours before and after the event. Tākina Events reserves the right to dispose of any goods if not removed within the given timeframe.

For any scheduled large pack in or pack out that requires significant storage space please speak to your Function Coordinator at least 20 working days prior to the event to make arrangements for this. Tākina Events recommends that clients build storage options into their event design whenever possible.

Tākina Events is not responsible for any lost, stolen or damaged items.

HEALTH & SAFETY

Click here to Download the Tākina Events HS Induction for Exhibitors

Click Here for the Water New Zealand Safety Document

Everyone at Tākina is responsible for their own health and safety, and for contributing towards the maintenance of a working environment. We are committed to ensuring the health, safety, security and wellbeing of all our teams, visitors to our business and the items and collections that have been placed in our care.

All attendees are expected to comply in all respect to the requirements of the Health & Safety Acts including but not limited to:

  • Always following safety instructions from Tākina staff.
  • Fire egress routes must be kept clear at all times. It is illegal to block emergency exits and the access route to an emergency exit.
  • You must not obscure or cover emergency exit signs or store equipment in the fire staircase.
  • All fire call points must be kept clear.

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 Wellington 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.

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, Mitre 10 to name a few.

WEIGHT RESTRICTIONS 

All heavy equipment must be approved by Tākina before it is loaded into the centre.

You must be wearing a High-Vis at all times during pack in and pack out.  These can be purchased from The Warehouse, Bunnings, Mitre 10 to name a few. 

PACK-OUT

Thursday, 19 October Dismantle Expo from 12:00pm 

  • All access to Tākina Dockway must be during the designated pack-out time (listed above).
  • All large and heavy equipment and deliveries must be removed through the Tākina Dockway.
  • All packages to be collected must be correctly labelled, including banners, using the Tākina Event Courier Confirmation Form (Tākina Event Courier Confirmation Form can be found in this guide).
  • Any package that is properly packed, labelled and is under 25kg, will be delivered back to the Dockway by Tākina Events, at the end of the night, for collection the next working day.
  • Exhibitors are responsible for moving their own packages/boxes which are over 25kg, improperly packaged or not labelled. There is a limited number of trolleys available in and trolleys are on a first in, first served basis.
  • Exhibitors are responsible for organising for their packages to be collected within one working day from the Dockway, or they may be charged.
  • Exhibitors are responsible for providing the correct documentation for any packages which need to be shipped internationally.

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.
  • Empty pallets, to be disposed of, must be moved back to the Dockway.

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 the appointed hour a $2,000 fine will be imposed on their company.


EXPO VISITOR HOURS

It is free to visit the exhibition, visitors will need to pre-register or sign in on arrival. These expo opening hours will be released closer to the event, along with a digital flyer you can pass on to your clients.

EXHIBITION RULES AND REGULATIONS

Download the Rules and Regulations Document

IMPORTANT INFORMATION

  • NO coffee cups or coffee-related products to be handed out on exhibition stands
  • Reusable bottles are preferred over giving away single-use bottles
  • Promotional floorwalkers are not permitted
  • Please note that you cannot provide separate catering or food giveaways without prior permission from Avenues Event Management.

NAMETAGS

Nametags 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.

RIGGING
If you require rigging please contact james@avenues.co.nz and he will out you in touch with the Tākina supplier.

EXPO FLOOR PLAN

Click here to view the expo floorplan

YOUR STAND

Height Unrestricted Stands 2.4m 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 including lunch, morning and afternoon tea, and President’s Shout on Monday, 16 October
  • 2 x complimentary tickets (per stand) to the Welcome Reception (to be held in the Expo area) on Tuesday, 17 October
  • A complimentary 75-word company profile and company logo in the Conference App\
  • Two Complimentary Stand Personnel Registrations per stand you have booked(Any additional stand personnel registrations can be purchased at $368.00 including GST)

Please note: Stand personnel registrations do not include tickets to the Conference Dinner. However, these can be added to the stand personnel registration portal though.

Book your staff here

GENERAL VENUE INFORMATION

Tākina Wellington Convention & Exhibition Centre, 217 Wakefield Street, Te Aro, Wellington 6011

OUTDOOR DISPLAYS
There will be no opportunities for outdoor displays in 2023.

CAR PARKING

Te Papa has covered and uncovered parking spaces and has a height restriction of 2.2m for the covered spaces. You can pay with cash, EFTPOS or credit card.
Barnett Street Wellington City Council car park has uncovered parking spaces only. You can pay with the PayMyPark app, debit/credit card or cash (exact amounts only).
Century City has covered parking only and has a height restriction of 2m. You can pay with cash, card or paywave.
Reading on Wakefield car park has uncovered parking spaces only. You can pay with cash (exact amounts only), card or paywave.

The parking rates for all areas can be found at:

Tākina Events does not reserve any parking spaces at any of the above car parks, all are first come, first served.

WIFI
There will be WIFI available on site and details will be provided closer to the time.

If you require hardwired internet fir you stand, please contact: igor.deborst@tepapa.govt.nz 

KEY CONTACT INFORMATION

EXPO CONTACT
James Austin – Avenues Event Management
Phone +64 4 473 8044
Email james@avenues.co.nz

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

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