Sponsors & Exhibitors Manual

Sponsor & Exhibitor Manual

Thank you for participating in this year’s conference. The information below will assist with your preparation.

If you have any questions or require assistance please contact us.

Exhibitor Build, Bump-In & Bump-Out

Custom Stand Build Commence: Tuesday 16 June 2026, 0700 – 1500

Exhibition Access for Set-up: Tuesday 16 June 2026, 1500 – 1700

All Set-up Completed By: Tuesday 16 June 2026, 1700

All packing materials must be removed from the exhibition area by this time.

Bump-Out Commence: Friday 19 June 2026, 1500

Bump-Out Completed by: Friday 19 June 2026, 2000

On Arrival: please go straight to your stand and begin setting up. The conference staff will deliver your name badges and an exhibitor pack to your stand. We recommend bringing a high vis vest as the venue requires one to be worn during bump-in if stand builds are still happening.

Onsite Storage

Exhibitors cannot leave boxes and packing materials in the exhibition display area during the conference. There is no onsite storage for packing material, so please make alternative arrangements for any excess items and materials.

App Game & Prizes

An app based game will be run to encourage delegates to visit and interact with exhibitors. All sponsors and exhibitors will be issued QR codes as part of the app game. Exhibitors can choose to clearly display the QR code to avoid unnecessary interruptions or you can ‘hide’ the code so delegates must interact with your representatives. Participants will need to have scanned all sponsor and exhibitor names to enter the draw, which will be drawn in the closing session

Exhibitors can donate prizes for this game. To donate a prize please email the conference team (see above) the prize details. You can bring the prize to the conference or you can send it to the winner after the conference. Your prize and organisation name will be acknowledge in the app.

Exhibition Open to Delegates

The exhibition will be open to delegates at the following times:

Included Registrations

We recommend registering your representatives 90-60 days before the conference. Accommodation bookings can be made when registering. A registration is required to access the exhibition area.

• Sponsors – Included registrations are listed in each package
• Exhibitors – Two per booth
• Register via the portal in your confirmation

Additional Registrations

Additional exhibitor registrations and social function tickets can be purchased separately.

Car Parking

Te Pae Christchurch is surrounded by multiple off-street parking options, including nearby EV charging stations and cycle stands, all within easy walk of the centre.

Deliveries

Late and missing deliveries are the main problem for sponsors and exhibitors when arriving onsite for a conference.

• Use the delivery label provided by the venue.
• Confirm directly with your courier that the delivery has been made BEFORE you arrive
• Have the name of your courier, the consignment numbers and confirmed delivery date when you arrive

Deliveries will only be accepted by the venue from:

• 1 business day prior to bump in – Monday 15 June 2026
• Between 9am and 5pm weekdays

Forklift Services

Forklift services for bump in and bump out are available through the venue. Please indicate that your goods require a forklift when completing the venue exhibition form (see the links above).

Collections from the Venue

Your staff need to ensure all steps are completed before leaving the exhibition. Organising staff and venue staff are not able to assist with your deliveries.

• Use the collection label provided
• Pack and label all materials
• Add your couriers consignment note and/or number as required
• Leave the items on your stand for collection by venue staff
• Arrange for your courier to collect the items from the loading dock
• All goods must be collected by the next day

Freight Companies

Exhibitors and sponsors are responsible for all freight to and from the conference venue, including satchel inserts. There is no appointed freight logistics company for the conference.

• Australia Post 13 POST (13 7678)
  auspost.com.au
• Toll Group 1300 865 547
  www.tollgroup.com
• TNT (FedEx) 13 11 50
  www.tnt.com
• StarTrack 13 2345
  startrack.com.au
• Fastway Couriers
  www.fastway.com.au

Freight Forwarder

If you have any large or items that need to arrive ahead of delivery schedule, they need to be sent to the below freight forwarder.

The freight forwarder for this event is:

• Method Logistic
• Contact
• www.methodglobal.com/
• info@methodglobal.co.nz
•  0800 46 38 46

Standard Exhibition Package Inclusions

Standard Exhibition Package

The standard exhibition package includes for each booth booked:

• A white panel shell scheme booth – 3m wide x 3m deep x 2.4m high walls
• Fascia sign with your company name.
• 1 x trestle table – 1830mm wide x 760mm deep x 740mm high
• 1 x black table cloth for the trestle table
• 2 x chairs
• Registration for 2 company representatives.
• A 50-word profile in the conference app
• 1 x PDF for download in the conference app
• Lead management software for use during the conference
• An opt-in delegate list including first name, last name, organisation, state, and email address.

Exhibition Booth

Advertising Specifications

Sponsor Logos

Logo are used on the website, in the printed program, in the conference app and on PowerPoint slides.

• An EPS version for print material
• A PNG, JPG or TIFF version for web and app. High resolution, at least 250 KB.
• Due Date: On Booking
• Upload via the portal (see above)

Organisation Profile

Your profile will be included in the conference app and on the conference website.

• Sponsors – See your package inclusions for the number of words
• Exhibitors – 250 words in conference app
• Upload via the booking portal
• Due Date: On Booking
• Upload via the portal (see above)

We recommend you include a contact email address, web address and phone number.

Satchel Insert

We are not distributing satchels, bags or pads to delegates upon registration. We are encouraging attendees to visit the displays for these items to increase engagement between our delegates and exhibitors.

eSatchel Insert PDF

A PDF for the eSatchel section of the app.

• Sponsors – See your package inclusions
• Exhibitors – One PDF
• High resolution, colour PDF
• A4 portrait orientation, 210mm x 297mm
• Maximum size of 500KB
• No bleed and no crop marks
• PDFs will be uploaded as ‘as received’
• Due Date – 30 days prior to the conference
• Upload via the portal (see above)

Terms and Conditions

You can find the full sponsors and exhibitors Terms and Conditions on the sponsors and exhibitors opportunities page.