2025 Exhibitor Guide

Welcome to the Stormwater Conference & Expo 2025 Exhibitor Guide. If you have any questions regarding this upcoming expo, please email James Austin or Aimee Fraser at waternz@avenues.co.nz

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

For the purpose of this document we refer throughout to The Energy Events Centre as EEC

IMPORTANT CHECKLIST

REQUIREDUPLOADDUE
75-word Company Profile & Logo for Conference App

(Preferred file formats for logos are: PDF, EPS, JPEG, TIF and all files to be provided as a high resolution (300dpi), profile to be provided as a separate MS Word document)

Via the online portalThursday, 17 April
Company name (this should be the same name as the Fascia Name Signage on your stand and how you wish your company to be referred to across all material)Via the online portalThursday, 17 April
Pre-register the names of your Two Inclusive Stand Personnel Registrations.  IMPORTANT
Please supply names to allocate to your stand personnel to avoid any delays at the registration desk
(Any additional stand personnel registrations can be purchased at $304.75 (including GST)		Click here to book your Stand Personnel Friday, 2 May

EXPO FLOORPLAN

Click here to view the floorplan.  A link will be sent

KEY EXHIBITION DATES & TIMES
PACK-IN/OUT DETAILS

Pack in:  Monday, 12 May 10:00 am – 5:00 pm
Exhibitor Registration:  Monday, 12 May 2:00 pm
Pack out: Thursday, 15 May.
Dismantle Expo Stands from 10:45 am

HIGH VIS must be worn at all times during pack in and pack out.  These can be purchased from The Warehouse, Bunnings, Mitre 10 to name a few. 

Stands must be ready by 5:00 pm Monday, 12 May. Any pack-in times outside of these hours must be pre-approved by Avenues Event Management, please contact James Austin.

Exhibits may not be dismantled or removed before 10:45 am Thursday, 15 May. Should any exhibitor dismantle before this time, a fine will be imposed on their company.

TROLLEYS
Venue trolleys will be available for use subject to availability and are not guaranteed for exhibitor use.  All trolleys used must have pneumatic tyres with rubber wheels to protect the floor

DELIVERIES 
EEC staff will not accept goods on behalf of organisers without prior notification, and will not accept responsibility for goods left unattended by couriers or exhibitors. Please note that the EEC may be closed on some days; kindly confirm delivery timings with your Event Planner prior to the equipment/freight arriving to the EEC.

Goods may be delivered to the venue no earlier than two days prior to the event. All goods delivered prior to this time will be accepted only if there is storage space available.

All deliveries must be made between 9:00am and 4:30 pm on weekdays only. Delivery address labels, along with freight forwarding guidelines are provided in the exhibitor templates section of this document.

Goods must be clearly marked with the following information:

CONFERENCE NAME
Date Conference
Exhibitor Name and Stand number
Contact Phone Number
Event Planner Name
Energy Events Centre
Queens Drive
GOVERNMENT GARDENS
ROTORUA

Number of Boxes i.e. 1 of 10

COURIER PICK UP
All items left behind for collection by couriers must be clearly labelled and arrangements made with Reception in the Administration Office of the Energy Events Centre, who will log this in the Courier Log.

EEC takes no responsibility for goods left on the premises after the designated time: this is normally one working day post conference. All packaging or other items left on the premises after this time will be deemed abandoned and disposed of accordingly at the organiser’s expense.

A courier collection form – available from the Administration office- is to be completed and attached to your packages before your departure.

COURIER PICK UP Post Conference
All Goods must be clearly marked with the following information and attached to the boxes:

Name of Company:
Contact Name:
Physical Address:
Contact Phone Number:
Number of Boxes: i.e. 1 of 10
Name of Courier Company that is collecting the boxes
Contact Phone Number
And ORDER number of this consignment

STORAGE ON SITE
Storage is strictly limited. If any storage is required prior, during or after the event this must be arranged with your Event Planner and will be entirely dependent on space availability.

Transfer and storage of all items is the responsibility of the exhibitor. Exhibitors must ensure that labor is supplied to move large good items to and from the loading docks.

All Post Conference Courier pick ups; must be organised with your Event Co-ordinator, who will advise you where to place all items for pick up.

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

HEALTH AND SAFETY

  • A High-Vis must be worn at all times during pack in and pack out.  These can be purchased from The Warehouse, Bunnings, Mitre 10 to name a few. 
  • Every exhibitor/contractor/subcontractor shall take all practicable steps to ensure that no action or inaction of the exhibitor/contractor/subcontractor person while at EEC harms any other person.
  • Every exhibitor/contractor/subcontractor shall provide the necessary resources and documentation to ensure that the work that is carried out is done with strict compliance to Health and Safety requirements.
  • Every exhibitor/contractor/subcontractor shall provide adequate instructions and equipment to their employees so that they are able to comply with the Health and Safety procedures specific to the job.
  • Every exhibitor/contractor/subcontractor shall ensure that all the necessary insurances and licences are available and current; to ensure that the safety and legality of any activity carried out within the venues is beyond question.
  • Every exhibitor/contractor/sub-contractor must ensure that their workspace is kept neat and tidy so as to avoid any trip hazards
  • The organiser must have taken part in the briefing of evacuation, health and safety procedures and must ensure all other staff members comply with the procedures presented.
  • All accidents, incidents or near misses are to be reported to EEC immediately.

EMERGENCY EVACUATION AND FIRE SAFETY

  • Every exhibitor/contractor/sub-contractor must comply with EEC evacuation procedures.
  • The organiser will be briefed prior to the opening of the exhibition by EEC representative on the procedures that must be followed, should an evacuation be necessary. The organiser is responsible for ensuring their staff, contractors and agents are advised of these procedures.
  • The organiser shall ensure that all fire hoses, alarms and switches remain visible and accessible at all times and that articles used for display purposes are fireproof and that no open flames or pyrotechnics are used unless adequately supervised and approved in writing by the EEC.
  • Exhibitor/contractor/sub-contractor shall ensure that all fire hoses, fire extinguishers, EDR switches and manual call points remain visible and accessible at all times.
  • Exhibitors/contractors/sub-contractors requiring the use of a naked flame or pyrotechnics must be approved in writing and supervised by the EEC appropriate personnel.

FIRE EVACUATION
The Energy Events Centre has an automatic Fire Safety Evacuation System, with activation you will hear through our Sound System. On activation you will be requested to evacuate the building immediately:

  • Warn others in the immediate area as you evacuate.
  • Proceed immediately to your allocated assembly point via the nearest exit your assembly point is –“IN FRONT OF THE ENERGY EVENTS CENTRE IN THE CAR PARK”
  • Follow all instructions given by the designated Energy Events Centre Fire Warden/Duty Manager- who will be identified by an Orange Vest and Green helmet
  • Always walk quickly and calmly to the place of safety.
  • Fire hoses and fire alarm switches must remain visible and accessible at all times.

ELECTRICAL APPLIANCES
All electrical appliances, including extension leads must be “tested and tagged” and the tag MUST BE CURRENT or the appliance cannot be used.

TRIP HAZARDS
ALL Trip hazards MUST be identified, REMOVED or covered.

FORKLIFT AND SCISSOR LIFT
The organiser of the event or their contractors must ensure that all personnel operating this equipment are trained and licenced. 

LOADING GUIDELINES FOR THE TIMBER FLOOR IN THE UNISON ARENA

  • Maximum point load is 500kg
  • Definition of a point load – a load on a 100mm x 100mm square
  • Maximum total load on a 1.0m x 1.0m square is 2000kg (2 Tonne)
  • A single layer of plywood is to be laid under any stationary load on the floor (plywood supplied by EEC)
  • Mobile hoist / fork hoists are to have a layer of plywood laid under their wheel routes.
  • The only exception to the last item is a 2.4m strip (between the southern wall and the first green marked line) of flooring on the southern wall where mobile hoists / fork hoists can be driven directly on the timber floor with ply laid for protection of the floor
  • Any heavy equipment must have two layers of ply laid in the Arena, prior to placing in the allocated space
  • Any heavy equipment that is part of your Exhibition, must be checked and approved by the Energy Events Centre Manager, please provide height weightand dimensions.

EMERGENCY SIGNAGE
Emergency exit signs must be visible at all times. Emergency signage that may be obscured from view must be pre-approved by EEC and additional signage installed. A clear egress of 3 metres from emergency exits must be retained at all times.

SAFETY SIGNAGE
Exhibitor, contractor, sub-contractor must take all practicable steps to ensure:
That any hazards in the exhibit don’t harm customers,
That any hazards in the exhibit don’t harm people in the vicinity
Any signs used should be relevant to the hazards and work activities taking place.

PACK-OUT

Thursday, 15 May Dismantle Expo from 10:45am 

  • Exhibitors are urged to always have a representative present on their stand at all times during breakdown.
  • All items left behind for collection by couriers must be clearly labelled and EEC notified of all details. A courier collection form is to be completed and returned to EEC by the exhibitor before their departure from the premises.
  • Exhibitors are responsible for providing the correct documentation for any packages which need to be shipped internationally.
  • Exhibits may not be dismantled or removed before 10:45 am Thursday, 15 May. Should any exhibitor dismantle before this time, a fine will be imposed on their company.

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.
  • All rubbish to be removed from stands is to be placed in aisles for disposal at the end of each exhibition day.
  • All Cardboard is to be flattened and  placed beside the bins in the aisles
  • EEC can organise removal and dumping of bulk rubbish and individual stand cleaning services on request – additional charge applies.
  • EEC requires the organiser to: ensure that all construction materials, contractors tape, etc is removed at the conclusion of the event.

Exhibitors are responsible for the removal and disposal of pellets, crates and large packaging items. After the conference is complete EEC will charge for the removal and disposal of these items. If you require clarification please contact the EEC Administration Office.

NAMETAGS
Nametags must be worn at all times to gain admittance to the exhibition area. (This does not apply on pack in and pack out)

Security will deny entry to these areas to anyone not wearing a nametag. All stand personnel to the Conference need to collect a nametag from the registration area on arrival.  Please ensure all stand personnel have their names registered prior to the event to avoid any unnecessary delays.

FREE OF CHARGE 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.

IMPORTANT INFORMATION

• NO coffee cups and/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

*Should you wish to bring your own food or drinks for delegates to sample, please inform your conference organiser. Authorisation will be at the EEC discretion, depending on purpose, item and quantity.

GENERAL VENUE INFORMATION
Energy Events Centre
Queens Drive
Government Gardens
Rotorua 3010

Access is via the Princess Gate Arches that are at the end of Arawa Street leading into Queens Drive.  As you drive through the Arches you will see the Museum ahead on the right at the first round about. Continue through the next round about, you will see the Energy Events Centre on the right.

OUTDOOR DISPLAYS
There will be no opportunities for outdoor displays in 2025.

CARPARKING
The Energy Events Centre has 370 car parks adjacent to the building, with a Staff car park at the rear of the building which can be used if required for the overflow Exhibitor Parking.

Campervan and Mobile homes are not permitted to remain overnight (if occupied).

EEC 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 on the back of your lanyard.

THE EEC provides free wifi for all delegates.  However we require all exhibitors to have a hardwire internet connection to their stand, especially if they are streaming or demonstrating their software/website.  There is a charge for this service, please discuss with James Austin.

ABOUT YOUR STAND

All stands must adhere to the 3m x 3m stand floor space size you have purchased.  This means no pull-up banners, signage, or machinery placed in front of your stand.

Exhibitors may not place any display material or exhibit, nor extend their stand structure and fittings, beyond their contracted boundary.

Avenues Event Management accepts no responsibility for exhibitor losses during the entire exhibition including setup and removal periods.

Each Exhibition Booth Includes:

  • 3m x 3m exhibition booth with Velcro-receptive fabric on all sides (2.3m high)
  • 2 x 150-watt spotlights
  • 1 x 4-way multi-box
  • 1 x company name sign
  • Two complimentary Exhibitor Passes for stand personnel per stand (these do include access to the Conference sessions) Additional Exhibitor Passes are available at a charge of NZ $304.75 incl GST
  • Exhibitors have access to all morning teas, afternoon teas, and lunches, as well as the Welcome Function

(Conference Dinner tickets are an additional cost to the exhibitor, tickets can be purchased through the stand personnel portal)

Conference Profile
Each Exhibitor will receive a complimentary 75-word profile listing in the Conference app.

STAND PERSONNEL

Click here to submit your stand personnel details.  Each stand includes two complimentary stand personnel. If you would like more than two you can register extra stand personnel at this same link. Please ensure you allocate your stand personnel to ensure there are no delays for your team when checking in at the conference.

Additional Exhibitor Passes/Stand personnel Registrations are available at a charge of NZ $304.75 incl GST

EQUIPMENT HIRE/ORDERING

The exhibition spaces are supplied by Exhibition Hire. You can contact Exhibition Hire directly if you wish to hire any additional equipment you may require for your stand or regarding any of the following:

  • Custom Built & Design & Build Stands
  • Signage & Graphics
  • Furniture Hire

Click here for more information

Orders Due: Friday 2 May 2025

To place an order contact: 

Stephanie Grant | Exhibition Hire Services
m. +64 21 827 766
e. steph@exhibitionhire.co.nz 
w. exhibitionhire.co.nz

RIGGING
Rigging must be carried out by EEC approved personnel. Organisers and exhibitors must submit, not less than 14 working days prior to the first occupancy day of the exhibition, drawings and descriptions of items to be suspended including position, weight, type of materials and any special requirements. All items are subject to approval by the EEC Manager. Check with your Event Planner for loading limits of rigging points.

KEY CONTACT INFORMATION

EXPO CONTACTS
James Austin – Avenues Event Management
Phone +64 021 537 155
Email james@avenues.co.nz

Aimee Fraser – Avenues Event Management
Phone +64 027 3235 179
Email aimee@avenues.co.nz

EQUIPMENT HIRE CONTACT
Stephanie Grant – Exhibition Hire Services
Phone +64 21 827 766
Email steph@exhibitionhire.co.nz 

MEMBERSHIP CONTACT
Pip Donnelly – Water New Zealand
Phone +64 4 472 8925
Email enquiries@waternz.org.nz