EXHIBITOR MANUAL 8 - 10 NOVEMBER 2020 - AUSAE NZ ASSISTING TO RE-ENGAGE YOUR BUSINESS WITH THE ASSOCIATION MARKET
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Exhibitor
Manual
AuSAE NZ assisting
to re-engage your
business with the
Association market
8 - 10 November 2020
Shed 6
Venues Wellington
Wellington
Exhibitor Manual P2
Contents
PAGE TWO PAGE SIX
Contents Food and Beverage
Exhibitor Registration
PAGE THREE Stand Entertainment
Contact Details Exhibitor Booth Prizes
Checklist and Important Dates Cleaning
Venue Catering and Breaks
Exhibition Build Contractor Details
Health and Safety PAGE SEVEN
Exhibition Floor Plan
PAGE FOUR
Exhibitor access PAGE EIGHT
Security Exhibition Floor Plan (2)
Fire and Safety regulations
Emergency Procedures PAGE NINE
Insurance and Liability Conference Program
Pack IN Procedures
PAGE TEN
PAGE FIVE Conference Program
Pack OUT Procedures
Delivery, Freight and Storage PAGE ELEVEN
Stand Sizes Delivery Label
Internet
Hanging Posters
One complete
nationwide event
service provider.
PARTITION / FLOORING / DESIGN & BUILD / LIGHTING /
EXTERIOR & INTERIOR SIGNAGE / AV SOLUTION /
MARQUEE & OUTDOOR EVENTS / DISPLAY PRODUCTS /
FURNITURE HIRE / LED SCREEN / DIGITAL BILLBOARD
Exhibitor Manual 2020 AuSAE LINC 8 - 10 November Wellington NZEVENT ORGANISER Exhibitor Manual P3
Australasian Society of Association Executives
Brett Jeffery - General Manager NZ
159 Otonga Road, Rotorua 3015 EXHIBITION BUILD CONTRACTOR
D: 04 889 2292 M: 027 249 8677 Exhibition Hire Services
Julia Sandiforth / Event Co-ordinator
E: brett@ausae.org.au
p. +64 9 579 9884 f. +64 9 579 9885
W: www.ausae.org.au/linc
m. +64 21 547 600
e. julia@exhibitionhire.co.nz
CHECKLIST AND w. http://www.exhibitionhire.co.nz
IMPORTANT DEADLINES
Exhibition Hire Services has been appointed the
Task Deadl i ne official exhibition contractor for the 2020 AUSAE
Company logo sent to AuSAE Received
LINC. They can supply you with
• Carpet
Company info update on the Due • Signage and
AuSAE Website • Flooring design and Build concepts
Booked Accommodation for Anytime A selection of equipment and services can be
AuSAE LINC
offered to you, to make your stand unique.
Register for the conference as an Done
Exhibitor
HEALTH AND SAFETY
Any external Contractors 20 October AUSAE & Wellington Venues are committed, in
being used are advised - H&S accordance with current work health and safety
requirements
legislation, to providing and maintaining a safe
Organised approval for any food 20 October environment for our valued guests, employees and
or beverage served off your
stand
contractors.
Internet organised and ordered 20 October
It is the policy to engage only competent
Organised stand layout and Prior to contractors who meet health and safety standards
additional material 20 October
and checks. All Exhibitors are to advise the
Completed your stand 20 October Event Organiser by 20 October 2020, any and
requirements all contractors that you have contracted during
Exhibition Pack - IN Sunday 8 November the event, as all contractors are to complete
Shed 6 2:00pm - 5:00pm a compliance agreement induction prior to
Exhibitior Breifing 8 Nov
commencing any work on Shed 6, Wellington
Shed 6 4:00pm Venues.
Exhibition Pack - OUT 10 November
Shed 6 1:30pm - 3:00pm HEALTH AND SAFETY ISSUES
Please take time to familiarise yourself with the
The content in this document is subject to change location of the nearest fire escape and the
leading up to AuSAE LINC. Please ensure you read instructions highlighted under ‘In the event of fire’.
all documents and emails sent from the events team
leading up to AuSAE LINC. Exhibitors are requested to identify any hazards
on or near their stand and report these promptly
to the events team based at the 2020 AuSAE LINC
AUSAE LINC CONFERENCE registration desk.
Only authorised personnel from the exhibition
contracting companies (Exhibition Hire Services) or
SHED 6 Venues Wellington the venue are permitted to alter the structure of the
4 Queens Wharf, Te Aro exhibition stands or associated electrical service
Wellington 6140 equipment.
Exhibitor Manual 2020 AuSAE LINC 8 - 10 November Wellington NZEXHIBITOR ACCESS
Your freight will be delivered to your stand in the Exhibitor Manual P4
Exhibition area at the Venue (as long as it has the
correct delivery label attached with the stand
number recorded and can be easily moved by
hotel staff). EMERGENCY PROCEDURES /
IN THE EVENT OF FIRE
All access points are fully wheelchair accessible. In the event of fire:
• On the discovery of fire, immediately
SECURITY & INSURANCE activate an alarm and notify a Shed 6 staff
member.
Exhibitors are responsible for the security of their
• Upon hearing alarms, evacuate immediately.
own stand and valuables during the exhibition.
Further instructions may be given from Shed 6
Exhibitors are responsible for taking out all necessary staff member, – please follow all directions.
insurance cover to ensure that goods on display are • Proceed immediately to your nearest exit.
adequately insured for theft and damage prior to, • Use the stairs, not the lift.
during and whilst in transit to and from the exhibition. • Await further instructions or clearance for an
Your insurers should be advised to extend your cover orderly re-entry into Shed 6
to include public liability insurance for the event. • Fire hoses and fire alarm switches must
Neither the organisers, nor Venues Wellington, remain visible and accessible to the public at
nor any of their staff, employees, agents or other all times
representatives, shall be held accountable for, or
be liable for, any damage, loss, harm or injury to the Smoking is not prohibited within Shed 6
person or any property of the exhibition. Individual
exhibitors will be liable for any damage or loss
that they may cause to the venue, stand structure PACK-IN PROCEDURES
and/or goods or property of Venues Wellington Venues Wellington has a limited number of courtesy
trolleys available for use. It is recommended that you
or any other exhibitor, individual or company. It is
have your own trolleys to avoid delay.
advisable to remove valuable items when you are
not staffing your exhibit. The venue will be locked Sunday 8th November
down overnight, but overnight venue security is not 2.00PM – 5.00PM EXHIBITORS ONLY
provided unless otherwise arranged. • Exhibition Hire Services installs the exhibition
stands.
Ensure you report immediately any theft from your • Delivery of exhibitor material accepted
stand to the events team. at the Shed 6 from Thursday 5th November
9.00am.
FIRE AND SAFETY REGULATIONS • Stand delegate name tags can be collected
A fully compliant, registered and approved from registration situated in the Exhibition floor.
evacuation plan is maintained on-site at the venue. • The exhibitor briefing will be held in the foyer
Venues Wellington staff will manage any emergency at 4.00pm. We recommend that one stand
evacuation. Please ensure that doorways are kept delegate from each exhibiting company
clear of any objects which may hinder egress. All attends the briefing.
display materials or equipment used on your stand
must comply with fire and safety legislation. All
display build floor plans must be approved prior to
going on sale (if not drawn by a Venues Wellington
representative). d.
Exhibitor Manual 2020 AuSAE LINC 8 - 10 November Wellington NZPACK-OUT PROCEDURES Exhibitor Manual P5
The exhibition closes at 1:30pm on
Tuesday 10 November.
• No stands may be dismantled prior to
1.30pm. STANDARD STANDS
• All stands must be cleared of display material
by 3.30pm.
• Exhibition Hire Services will commence
breakdown of the exhibition stands at 3.30pm. POWER: 1X 4amp Four Plug Power Outlet
• Delegate and Exhibitor drinks will be served
from 4.00pm to 4.30pm in the Foyer. SIGNAGE: A freestanding signage which is
1 m (H) X .7m (W)
The venue takes no responsibility for goods left on
the premises after the event period. All exhibition FURNITURE: the stand they are either
items must be removed or collected from the venue. hi-top tables and chairs or
Any items remaining after this time will be deemed couches/lounge chairs and
abandoned and disposed of. Please ensure all items coffee tables.
are clearly labeled to avoid this occurring.
Please be aware that the venue will not provide DELEGATE
any outbound courier services. It is the exhibitor’s REGISTRATION:
responsibility to arrange for collection of equipment 1x Stand Delegate Registrations
and complete courier forms correctly. including full conference registration
(and Conference Dinner Sunday and
Monday).
DELIVERY, FREIGHT & STORAGE OF
DISPLAY MATERIAL
Last page has the delivery label. Deliveries will
be accepted at Shed 6, 2 working days prior to INTERNET CONNECTION
the event. Deliveries can be made on weekdays Complimentary WiFi is available within the venue:
between 8.30am and 4.30pm “VenuesWellington_Free” accessed by a
Venues Wellington staff will not accept deliveries for ‘click to agree’ pop-up window in your browser.
any event more than 2 days prior to the pack in day Wired Internet is available for purchase. Please
unless sufficient storage is available. request this through your Event Organiser.
A completed Courier Collection Form must HANGING OF POSTERS ETC
accompany all items left behind that are to be No adhesive tapes, pins or drawing pins,
collected by a courier. Collections must be within 24 thumbtacks, nails, screws or staples are to be
hours of the event concluding unless prior arranged attached to the venue floors, walls, columns,
with the Event Planner. Storage fees may apply to windows, ceilings or any other permanent fixtures
the hirer outside of this time frame. unless negotiated by the venue. Should cables
need to run across floor areas, floor mats or cable
covers must be used.
No responsibility will be taken by the venue for any
freight left at the venue after the timeline specified
above.
Exhibitor Manual 2020 AuSAE LINC 8 - 10 November Wellington NZFOOD & BEVERAGE ON YOUR STAND
No exhibitor and/or person shall distribute or give
Exhibitor Manual P6
away any item of food, drink or tobacco not these guidelines should contact the event organiser
supplied by Venues Wellington, to members of on 027 249 8677 before 20 October.
the public or trade exhibition visitors without the
express written consent of the Event Organiser. EXHIBITOR BOOTH PRIZES
Notice of intent for trade must be lodged prior to the Exhibitors must advise the event organiser should
beginning of the event by 20 October. The Organiser they be holding any prize draws and alike.
reserves the right to remove any food and beverage Exhibitors seeking to do have stand prizes should
not authorised in SHED 6. Any exhibitor wishing to contact the event organiser before 20 October.
serve food and/or beverages from their stands or
any specific catering requirements should contact
the Event Organiser at brett@ausae.org.au or call
04 889 2292, to discuss arrangements prior to 20
CLEANING
We are committed to reducing our impact on the
October.
environment and have procedures in place to
recycle as much waste as possible. The exhibition
EXHIBITOR REGISTRATION
All stand delegates working on a stands at 2020 area floor will be cleaned prior to the initial exhibition
AuSAE LINC must have preregistered to do so. opening and venue staff will remove packaging /
There are one registrations per standard sized stand rubbish. Please help us by sorting your waste into the
included in the stand exhibition fee. correct bin: Cardboard & Paper, Plastics & Cans,
Glass, Food Waste, and General Waste.
STAND ENTERTAINMENT
Any hospitality or entertainment provided by CATERING & REFRESHMENT BREAKS
exhibitors should be confined to within their stand Catering and refreshments will be served in the
area only. Sound levels must be restricted to a exhibition hall for exhibitors 15 MINUTES before the
minimum to avoid distraction to visitors and exhibitors conference meal breaks.
in nearby stands. The organisers reserve the right
to suspend any entertainment in the event of any
complaints. Exhibitors seeking to entertain outside
One complete
nationwide event
service provider.
PARTITION / FLOORING / DESIGN & BUILD / LIGHTING /
EXTERIOR & INTERIOR SIGNAGE / AV SOLUTION /
MARQUEE & OUTDOOR EVENTS / DISPLAY PRODUCTS /
FURNITURE HIRE / LED SCREEN / DIGITAL BILLBOARD
Exhibitor Manual 2020 AuSAE LINC 8 - 10 November Wellington NZLounge Chairs & No. Company /Stand Name
High Top Table & Chairs
Coffee Table M5 Advanced Solutions International
D13 Auckland Convention Bureau
D12 Auckland Conventions Venues and Events
D14 Auckland Conventions Venues and Events
Catering M11 M10 M9 M8 M7 D16 Business Events Dunedin
D2 Business Events Rotorua
M6 M5 M4 Catering D6 Business Events Wellington
M10 BoardPro
D18 D8 Business Events Waikato
D18 ChristchurchNZ
South Marketing & Digital
D10 Claudelands
D16
Island Association Services D15 Cordis Auckland
D17 M7 Creative Marketing
M11 CSC Buying Group
C4 D7 Destination Marlborough
Exhibition Rego Dispute Resolution
Hire
M2 Enable HR
Services
D3 Energy Events Centre
D10
C1
C4 Event impressions
North
BE Millennium Rotorua C1 Exhibition Hire Services
Waikato Hotels & Energy Events M4 Higher Logic
Island
D8 Resorts Centre
Rotorua
M1 Intense Sound and Vision
D9 D3 D2
D4 C6 Meeting Newz
M3 D4 Millennium Hotels & Resorts
D1 D9 Napier Conferences & Events
D11 New Zealand International Convention Centre
Wellington M8 Perk Cards
M2 C2 Show Gizmo
BE
Wellington
Venues D1 Skyline Rotorua
Wellington
D17 Te Pae, Christchurch Convention Centre
Dispute Resolution
Catering D7 Registration M3 The PR Company
M1
D6 D5 C3 The Tenth Letter
Entry Entry C5 Tom Dick and Harry
C7 The Table Hub
Entrance: Shed 6 To Conference Rooms M9 Verve
Venues Wellington D5 Wellington Venues
M6 Zephyr Consulting LimitedLounge Chairs & No. Company /Stand Name
High Top Table & Chairs C1 Exhibition Hire Services
Coffee Table
C2 Show Gizmo
C3 The Tenth Letter
C4 Event impressions
Catering M11 M10 M9 M8 M7 C5 Tom Dick and Harry
C6 Meeting Newz
Catering
C7 The Table Hub
M6 M5 M4
D1 Skyline Rotorua
D2 BE Rotorua
D18
D3 Energy Events Centre
D4 Millennium Hotels & Resorts
South Marketing & Digital D5 Wellington Venues
D16
Island Association Services D6 Business Events Wellington
D17 D7 Destination Marlborough
C4 D8 Business Events Waikato
Exhibition
D9 Napier Conferences & Events
Hire D10 Claudelands
Services D11 New Zealand International Convention Centre
D12 Auckland Conventions Venues & Events
D10
C1 D13 Auckland Convention Bureau
BE Millennium Rotorua
North D14 Auckland Conventions Venues & Events
Waikato Hotels & Energy Events
Island
D8 Resorts Centre D15 Cordis Auckland
D9 D3
Rotorua D2 D16 Business Events Dunedin
D4 D17 Te Pae, Christchurch Convention Centre
M3
D1 D18 ChristchurchNZ
M1 Intense Sound and Vision
M2 Enable HR
Wellington
M3 The PR Company
M2
BE Venues
M4 Higher Logic
Wellington Wellington M5 ASI
Dispute Resolution M6 Zephyr Consulting Limited
Catering D7 Registration M1 M7 Creative Marketing
D6 D5 M8 Perk Cards
Entry Entry M9 Verve
To Conference Rooms
M10 BoardPro
Entrance: Shed 6
Venues Wellington M11 CSC Buying Group
Reg Dispute ResolutionSunday 8 November
2:00
Revenue Streams Workshop, Pre-Conference Workshop (limited numbers) concludes 4:30 pm
Terri Van Schooten, Director, Verve
4:30 WELCOME RECEPTION: Association Executives only, Supported by Millennium Hotels & Resorts
CONFERENCE WELCOME DINNER - Buses depart at 6:00 pm sharp - concludes 9:00 pm
6:15
The AuSAE Welcome Dinner is supported by the Rotorua Energy Events Centre
Monday 9 Nov
8:30 Conference First Timer / Solo Participant Meet Up Networking Morning Tea
9:00 Conference Opening & The Honour and Burden of Representation
Keynote Address Vanisa Dhiru, Commissioner for NZ National Commission for UNESC
10:00 What I have found as a New Association CEO
Keynote Address Elise Adams, CEO, NZSTA
10:45 NETWORKING & REFRESHMENTS
Learning Sessions (2)
11:15 Group Session: Working together to change Procurement Process: Technology Solutions that
perception in Health and Safety in our Sectors Supports Strategy
Splitting Industry Sectors. Chad Stewart, Founder, Sr. Software Adviser,
SmartThoughts
12:00 First Time & Emerging CEOs: Key Responsibilities Membership Retention
Elise Adams, CEO, NZ School Trustees Association Terri van Schooten, Director, Verve
Lyn McMorran, ED, Financial Services Federation
12:45 NETWORKING & LUNCH
Learning Sessions (2)
1:30 How can Social Media can enhance your association Member Perceptions
M-C Andrews, CEO, ShowGizmo Speaker to be confirmed
2:15 Getting Government to Hear Me and My Organisation Conference Management: What We Never Thought
Deborah Hart, Director, Deborah Hart Consulting About Post Covid-19?
Jan Tonkin, Director, The Conference Company
3:00 NETWORKING & REFRESHMENTS
3:15 Association Business Top 5 risks in the association Association Conference / Event Organiser
space Certification
Speaker to be confirmed Brett Jeffery - general manager, AuSAE
4:00 Closing + Keynote - Vulnerability Is Your Leadership Superpower
Greg Ward, Speaker
NETWORKING DRINKS - Rebuilding our sector with the exhibitors - Open to all association staff - including staff
5:00
that aren’t attending the conference.
6:30 CONFERENCE DINNER - THE WELLINGTON EXPERIENCE SOUTHERN CROSS
LINC Conference Partners
contact Brett Jeffery, general manager AuSAE New Zealand
e: brett@ausae.org.au p: 027 249 8677 w: ausae.org.au/lincTuesday 9 November
8:30 AuSAE Town-hall
Join our AuSAE Board & GM NZ Brett Jeffery as they review the accomplishments of 2020. What lies ahead in
2021. We’ll have an open, candid discussion, bring your questions
9:15 Social Impact Keynote Address
Accepting Responsibility On Who You Are
Peter loft, Co-Founder & Honorary Life Member of Achilles International NZ
10:00 NETWORKING & REFRESHMENTS
10:30 Membership Revolution: Cultivate a Vibrant Online Community
Heather McNair, Chief Community Officer, HIgher Logic
11:30 Adoption of a Code of Conduct
Terry Copeland, CEO Federated Farmers of NZ
12:15 NETWORKING & LUNCH
1:00 Lightening Talks: What have we done to make our organisation more diverse after COVID-19
Three association executives then Q&A
1:45 Risk Management - Risk models & how we do it
Barry Baker, Partner, Business Advisory Services, Grant Thornton
2:30 Keynote Address - Governance, Culture and Leadership
Sir Henry van der Heyden, Former Chairman of Frontera, Chairman of Auckland International Airport & Tainui
Group Holdings
3:15 Wrap-up and closing address
Detecting Deception - Trevor Slater FRI, Chief Operating Officer, Resolution Institute
4:00 FAREWELL FUNCTION
6:30 STAY OVER DINNER For those staying an extra night
Conference Registration Rates Visit the conference website here for more information
www.ausae.org.au/linc
Member Registration $390
Non Member Registration $660 Together we can help Build for the Future
Outside of Wellington $169 Challenge yourself to embrace change and
take your association to new heights at the
Future Leaders / Additional delegate $250 2020 LINC Conference. Bringing associa-
tion professionals new ideas, trends, and
Register today! best practices.
LINC Conference Partners
contact Brett Jeffery, general manager AuSAE New Zealand
e: brett@ausae.org.au p: 027 249 8677 w: ausae.org.au/lincDELIVER TO: Shed 6, c/-
Dockway TSB Bank Arena
Queens Wharf
Jervois Quay
WELLINGTON 6011
NEW ZEALAND
Delivery instructions: If reception is unattended please take deliveries to the loading dock and press the call button
EVENT NAME
EVENT DATE(S)
STAND/BOOTH #
COMPANY NAME
CONTACT NAME
MOBILE #
CONSIGNMENT NOTE #
ITEM # (e.g. 1 of 2)
DELIVERIES WILL NOT BE ACCEPTED MORE THAN 2 BUSINESS DAYS PRIOR TO EVENT
Information for Exhibitors – Shed 6 March 2020 Page 13 of 13You can also read
