Level 3, Viaduct Events Centre, 161 Halsey Street, Auckland 1010. PO Box 5749, Wellesley Street, Auckland 1141, New Zealand.
T +64 9 307 5498 F +64 9 307 5499 E W

A Division of Regional Facilities Auckland Ltd
An Auckland Council Organisation

EXHIBITOR TEMPLATES

The following templates have been designed for the exhibitors at your event to assist with pre event planning and the smooth running of the exhibition pack in, event and the exhibition pack out.

Overview of Forms

Exhibitor Information - To be completed by each exhibitor and emailed to Auckland Conventions.

Freight arrival notification – If exhibitors are sending freight to the venue, a freight arrival notification form must be completed and emailed to the venue. (Required one week prior to pack in date).

Freight forwarding guidelines

Delivery Address labels – Exhibitors are advised to use the Address labels provided to ensure the correct delivery of goods to the venue.

Sundry debtor’s authority form – To be completed by the exhibitor for the charging of any additional services being provided by Auckland Conventions.

Banner hanging requirements– For exhibitors who plan to hang banners outside of their allocated booth area. (Required three weeks prior to pack in date).

Catering requirements– For exhibitors who would like to have on stand hospitality. (Required 2 weeks prior to pack in date)

Beverage requirements- For exhibitors who would like to have on stand hospitality. (Required 2 weeks prior to pack in date)

Internet/Telephone order form- For exhibitors who require phone lines/internet access to their stand. (Required three weeks prior to pack in date, or for internet, require 25 days notice)

Item collection form – For the conclusion of the conference if the exhibitor has arranged a courier or pick up of goods from the exhibition after their departure from the venue

EXHIBITOR INFORMATION

Please complete the form below outlining all contact details for the main contact person to receive any correspondence in relation to the exhibition.

Once completed, please send to the Exhibition organiser, who will collaborate all information and send it through to the venue.

EVENT NAME
EVENT DATES
STAND PACK IN DATE
APPROX. ARRIVAL TIME
STAND NUMBER
CONTACT NAME
COMPANY
ADDRESS
TELEPHONE/MOBILE
EMAIL

FREIGHT ARRIVAL NOTIFICATION

EVENT NAME
EVENT DATE
STAND NUMBER
COMPANY

It is essential that exhibitors send the freight arrival notification to Auckland Conventions so that we can advise the appropriate people of its arrival and arrange to have it transported to your stand on the day of the Exhibitor pack in. This Notification is required no later than one week prior to the event.

Exhibitors should ensure airway bill numbers/consignment numbers are carried with them at all times. This enables goods and equipment to be readily traced at customs and freight forwarding companies if any delays occur.

Sender’s Company Name:

Sender’s Contact Name: Phone No:

Description of Goods:

Approx. Cubic Measurement: # of Items:

Date of delivery:

Freight Company:

Contact at Freight Company: Phone No:

Once completed, please send to the Exhibition organiser, who will collaborate all information and send it through to the venue.

Please note that the venues do not have a forklift.

FREIGHT FORWARDING GUIDELINES

Please refer to the freight forwarding guidelines below when shipping goods to and from Auckland Conventions.

  • Ensure you use the freight label provided in this document for all goods sent to Auckland Conventions
  • Ensure your label has the stand number and name of an on site contact representation from your organisation.
  • Ensure your freight arrives 1 day prior to pack in. Please note that the venue cannot accept deliveries prior to this time.
  • Ensure you have completed the appropriate customs clearance and payment of New Zealand taxes if shipping goods from overseas. It is the responsibility of the exhibitor to ensure that freight arrives at the venue.
  • Bring consignment notes from your preferred courier/freight company with you to use for return freight.
  • Bring labels with you for return freight.
  • Contact your preferred freight company on the day prior to pack down to confirm timings and collect freight. Ensure they are organised to arrive with your organisations name and number of items to collect.
  • Please ensure you label your freight correctly for its return journey.
  • Items left on the loading dock for more than two working days after the conclusion of the conference will be deemed abandoned and will be disposed of accordingly.
  • Have freight collected on the day the exhibition concludes. Auckland Conventions does not offer storage facilities for items left on site after the conclusion of the exhibition.

Deliver to:

ANZ VIADUCT EVENTS CENTRE

161 HALSEY STREET, AUCKLAND CBD

SENDERS NAME: / SENDERS MOBILE:
COMPANY NAME:
PHONE NUMBER: / STAND NO.
EVENT NAME:
EVENT DATE:
EXTRA DETAILS: /  For Delegtate Bags
 For Exhibitor Stand
Box ______OF ______

REFERENCE: Event Coordinator name, ANZ VIADUCT EVENTS CENTRE, DDI …………….. or mobile ……………

Please ensure all freight is delivered no sooner than one day prior to event.

AUCKLAND CONVENTIONS SUNDRY DEBTORS FORM

COMPANY NAME
POSTAL ADDRESS
PHONE NUMBER
PURCHASE ORDER
CONTACT NAME
EMAIL
MOBILE

Tick the relevant services that Auckland Conventions are providing

 / Catering
 / Beverage
 / Telephone/Internet
 / Banner Hanging/Rigging

AUCKLAND CONVENTIONS SUNDRY DEBTORS AUTHORITY FORM (cont…)

In order for the venue to provide these services, please complete the following as agreement of our rental terms & conditions, and terms of hire.

This agreement is dated ____ / ____ / ______

I / We agree to the following Terms and Conditions:

  • In these terms and conditions “Auckland Conventions” means Auckland Conventions TRADING AS AN OPERATING DIVISION OF REGIONAL FACILITIES AUCKLAND LIMTIED; “Client” means the person or organisation for whom these goods and / or services are provided; “account” means account at Auckland Conventions to be payable within 7 days by the Client.
  • Use of this account constitutes acceptance of the terms and conditions.
  • Use of this account does not constitute an agreement that Auckland Conventions will at any time in the future provide further credit facilities to this client.
  • Auckland Conventions will send an invoice to the Client who will pay the total sum due within 7 days from invoice date.
  • The total amount of credit outstanding shall become immediately due and payable to Auckland Conventions:

(a)On the appointment of a Receiver or Liquidator of the Client

(b)At the discretion of Auckland Conventions if the Client is in breach of these terms and conditions.

  • The client shall be liable for all costs of collection and legal fees incurred by Auckland Conventions in recovering any amounts not paid in accordance with these terms.
  • The Client shall keep all information concerning its dealings with Auckland Conventions (including without limitation, details of price lists and accounts) confidential and shall not disclose the same to any third party without written consent of Auckland Conventions.
  • Auckland Conventions shall not at any time be deemed to have waived any term or condition set out herein unless such waiver shall be in writing and signed on behalf of Auckland Conventions. Any such waiver shall unless expressly stated to the contrary, apply to and operate only in respect of the particular transaction, dealing or matter in regard to which it was given.

CLIENT NAME
CLIENT SIGNATURE
DATED
AUCKLAND CONVENTIONS SIGNATURE
  • In the event of a query over a charge on the invoice, payment of the undisputed portion is to be made on time and the disputed amount only withheld. If the charge is deemed to be correct by Auckland Conventions, payment of the remaining amount is to be made within 7 days of notification by Auckland Conventions to the Client.

  • BANNER HANGING REQUIREMENTS

EVENT NAME
STAND NUMBER
COMPANY
CONTACT NAME
HEIGHT
(cm) / WIDTH
(cm) / WEIGHT
(kg) / MATERIAL MADE OF / ROD INSERTED / EYELETS
 / 
 / 
 / 
 / 

Banner Example

Width

Eyelet

Rod

Inserted

Height

PLEASE NOTE: All banners must be received no less than 2 working days before the event.

All banners must be provided with Dowel or Rods to hang banners (if eyelet system is not being used)

  • Location of Banners to be hung must be approved by the organiser and the venue unless they are hanging directly above the exhibition stand.
  • External Banner Sites are not available for exhibitors.
  • There will be additional charges for banner hanging services and will depend on the size and weight of the banners

VENUE INFORMATION

FOOD & BEVERAGE ON YOUR STAND

The venue needs to be notified of all food and beverage onsite and exhibitor must have written approval from the venue.

Rule of Thumb:

Food must be bite size

Wine/Beer no more than 50m

Spirits no more than 20m

PACK IN AND PARKING

Exhibitors can off load at the side loading dock hanger door. No parking is allowed. Vehicles will be towed if left unattended. The organisers advise exhibitors to park their cars at the rear of the ANZ Viaduct Events Centre for the duration of pack-in only. Please ensure you have a parking permit displayed in your windscreen – vehicles not displaying a permit will be towed. You can collect a car park permit from the security guard at the front desk of the venue, and return it on your departure. Strictly no vehicles are permitted to stop or park on the left hand side of the wharf.

Please be mindful while in the car park of other vehicles and operators present on the wharf to ensure your safety. PLEASE NOTE you cannot park on the wharf for the exhibition day. We recommend using the Downtown Car Park.

For small boxes you are welcome to walk through the front entrance of the ANZ Viaduct Events Centre, for any larger items we ask that you use the side loading dock and rear doors. Please ensure these access points are kept clear.

Any outbound courier items must be clearly labeled and dropped to the security desk. It is your own responsibility to organize any required outbound couriers.

FIRE & SAFETY REGULATIONS

All fire exits, air conditioning vents, lighting and sound controls, fire compliance and power distribution boards should be kept clear at all times. Exit signs, fire extinguishers and venue firefighting equipment must be visible and accessible at all times and must not be interfered with. A clearance of at least two metres must be allowed for emergency exits. Please ensure all display material is clear of these areas and equipment. Fire hoses and fire alarm switches must retain visible and accessible to the public at all times.

All fabric and display material used to dress your stand must comply with fireproof regulations and must be made of non-combustible materials or non-flammable materials. Any queries please contact your Event Coordinator.

Emergency Procedures:

On discovery of fire, immediately activate an alarm and notify venue staff where safe to do so.

Upon hearing alarms, evacuate immediately out the nearest exit and follow instructions of the venue staff. Do no use lifts in an event of evacuation. The assembly meeting point is directly out the front of the building in Karanga Plaza whether you must await further instruction from the venue staff and/or fire brigade.

Health & Safety Issues:

Smoking is prohibited within the venue and the venue balconies. The nearest dedicated smoking area is located outside the main entrance to the left of the venue towards Te Wero Bridge.

Please take time to familiarize yourself with the location of the nearest fire escape and the instructions highlighted above.

Please be mindful that the venues concert floors will become slippery when wet. We ask that anyone who comes across liquid on the floor advise your Event Coordinator or venue stand of this to avoid safety risk.

As an exhibitor we ask that you ensure any display items you have on your stand are fixed appropriately. If any of your electrical items including power points and lights are not secure please advise Event Coordinator.

Exhibitors are requested to identify any hazards on or near their stand and report these promptly to the events team or venue staff.

Only authorized personnel from contracting companies or the venue are permitted to alter the structure of the exhibition stands or associated electrical service equipment.

All electrical equipment and power cords/leads must have a valid safety tag certification.

The venue security will lock the venue at the end of pack in and entry will not be permitted until the venue security reopens the venue the next day.

In the interest of security during the exhibition exhibitors should:

  • Ensure all stand delegates are wearing their name badges
  • Ensure there is always a staff member on the stand while the exhibition is open
  • Do not leave valuables unattended on your stand
  • Ensure you have adequate insurance to cover items on your stand as your goods are not covered by the organisers or the venue and associated suppliers/contractors.
  • Ensure you report immediately any theft from your stand to the Event Coordinator

CATERING REQUIREMENTS

Catering requirements must be received no later than 10 working days prior to the event.

EVENT NAME
STAND NUMBER
COMPANY
CONTACT NAME

Catering Partner

To discuss your menu requirements please contact the caterer

Aga Hollis

Senior Catering Specialist

M: +64 (0)27 807 3061

E:

EPICURE – AUCKLAND CONVENTIONS

Viaduct Events Centre
161 Halsey Street

Auckland New Zealand 1010

epicure-nz.com

Auckland Conventions are licensed premises. Food and beverage (other than samples) consumed in exhibition stands may only be that which Auckland Conventions has provided.

BEVERAGE REQUIREMENTS

EVENT NAME
STAND NUMBER
COMPANY
CONTACT NAME

NOTE: Beverage requirements must be received no later than 10 working days prior to the event. These prices do not include bar staff or serving.

DAY / DATE / DELIVERY TIME / ITEM / COST
TOTAL COST / $

Auckland Conventions are licensed premises, food and beverage (other than samples) consumed in exhibition stands may only be that which Auckland Conventions has provided.

Auckland Conventions – Internet/Telephone Line Order Form:

EVENT NAME
STAND NUMBER
COMPANY
CONTACT NAME

Auckland Conventions venues are able to offer the following telephone systems:

  • 28 x DDI Analogue lines
  • High Speed Internet Access
  • 10 x internal extension lines

Prices are itemised below in the order form. All calls made from these lines are additional to the installation and day rental rates. At the conclusion of your event a detailed account showing individual and total costs for each extension will be provided. All prices are exclusive of GST. Should you require the venue to install additional analogue, digital or ADSL lines than we have onsite, we will need prior notice of at least 25 days in order to action this request with our telecommunications provider.

LINE / INSTALL
FEE / RENTAL PER DAY / DATES
REQUIRED /

NUMBER OF DAYS

/

TOTAL

DDI: Standard Analogue Ph. / $50.00 / $2.50
High Speed Internet / $175.00 / $150.00 (all usage included)
Wireless Internet Connection / Complimentary wireless internet (will require code to connect)

TOTAL (excl gst)

/ $

PLEASE NOTE: Auckland Conventions does not provide an on-call IT/Technician service with this line. All installation of computers needs to be managed by the hirer. Please note prices quoted above are exclusive GST.

ITEM COLLECTION FORM

COMPANY NAME
CONTACT NAME
CONTACT NUMBER
COLLECTION/COURIER DETAILS
EVENT NAME & DATES
DATE EQUIPMENT LEFT
COLLECTION DUE DATE
STAND NUMBER
ITEMS TO BE COLLECTED
TOTAL NUMBER OF ITEMS / LOCATION ITEMS LEFT / Loading Dock
Reception
 Other
ADDITIONAL INFORMATION

PLEASE NOTE items left on the loading dock for more than two working days after the conclusion of the conference will be deemed to be abandoned and will be disposed of accordingly.

DRIVERS NAME: (upon collection) ______