Exhibition manual
Nau mai, welcome to the GP26 exhibition manual
This page contains all the information you need to make the most of your experience at GP26, including deadlines, registration and logistic information
We recommend book marking this page so you can easily refer back to it
Contact details
E leanne@conference.nz
E nicola@exhibitionhire.co.nz
E scotty@flubatek.co.nz
E jacqueline.yee@nzicc.co.nz
Key dates
| Payment of exhibition stand | 20th of the month following the date of invoice, or prior to the Conference (30 July), whichever date comes first |
| Company logo, website link and profile for the Conference app and Conference website (uploaded via your portal) | Now |
| Supply contact details of your exhibition build company | Tuesday 30 June |
| Custom designed stands plans, including requests for hanging of banners due | Tuesday 30 June |
| Loading dock pack in delivery time booked | Tuesday 30 June |
| Confirm trestle table and chairs (via exhibition portal) | Tuesday 30 June |
| Design build stands to organise access requirements to Exhibition Hire Services | Tuesday 30 June |
| All exhibition stand staff to be registered | Tuesday 30 June |
| Return signed exhibitor health and safety obligation form (via exhibition portal) | Tuesday 30 June |
| Earliest date for freight to arrive at the venue | Wednesday 29 July |
| Exhibitor pack in 9.00am - 3.30pm | Thursday 30 July |
| Exhibitor pack out from 3.40pm (After afternoon tea) | Saturday 1 August |
| Last date for freight collection (by 4pm) | Monday 3 August |
Making the most of your time at GP26
The conference organising team are keen to ensure you maximise all the opportunities available leading up to and when attending the conference.
We have outlined a few simple tips below so you can leverage the rewards of developing one-on one relationships with a large number of people, within a short period of time, who are interested in your products or services.
Before the conference
- Make your company/organisation profile listing specific to the target audience attending the conference.
- Direct your website ‘clicks’ to a specific promotion or product you are showcasing at your stand or create a ‘microsite’ for the conference that is relevant to the delegates attending.
- Promote the conference to your own customer database, informing them that you will be exhibiting at GP26: Conference for General Practice. We would be very happy to provide you with the GP26: Conference for General Practice brand guidelines.
- Promote the Conference through your social media channels with promotions or products that you will be displaying at the exhibition.
- Organise meetings, coffee catch-ups, dinner meetings via the conference app with clients to maximise your time at GP26: Conference for General Practice brand guidelines.
Your onsite team is critical:
- Ensure they are approachable, knowledgeable energetic people and are passionate about the goods or services you are selling and displaying.
- The conference team will ensure your team are well fed and watered scheduling meal breaks 30 minutes prior to the delegates’ breaks.
- Standing all day can be tiring, we suggest hiring a high table and stools to both create an environment for potential informal meetings and a space for your team to take a well-deserved break.
Encourage visitors and engage!
- We recommend the use of interactive technology such as iPads and touch screens if your budget runs to it. For example, there are iPad stands available to hire now which securely fix iPad’s to a pole stand or a stand wall that people can use to interact with your product. Speak to the team at Exhibition Hire Services to find out more.
- The conference app will allow you to scan delegate name badges to collect contact details of the people you meet that can be downloaded into an Excel file following the conference.
Follow up your leads:
- Along with the contact details you have collected the conference organising team will send you the delegate list (excluding those who have requested privacy) to allow you to remind them of your offers and discussions made at the stand and convert these leads into future customers
- Set-up lead management in your Exhibition portal prior to conference. Find the instructions here ↗
Exhibition stand information
- Prefabricated white octanorm stand 3m x 3m (height 2.5m) (Single stand).
- One exhibitor registration including daily catering and a ticket to the welcome reception on Thursday 30 July. Ability to purchase a ticket to the comedy night during the registration process. Additional registrations can be purchased for $400.00 including GST.
- 2 x 150-watt spotlights.
- 1 x 10-amp power supply with 4 pin multi-box power point.
- Fin including company name in a single colour background and single colour lettering. (Organisation logos are an additional cost).
- Exhibitor listing in the conference app, including profile and logo.
- A list of conference attendees who have agreed to name disclosure in relation to the conference sent ahead of time.
Trestle table and chairs
Your exhibition stand includes a black lycra-stretch clothed trestle table (1820x460mm) and 2 chairs. Please indicate if you require this via your exhibition portal. CHECK WITH JY
Custom stand design approval
Exhibitors installing a custom designed stand must provide a design layout showing the dimensions and 3D plan of the stand design for approval by Exhibition Hire Services prior to Tuesday 30 June. Please email all designs to leanne@conference.nz
Registration and social programme
Exhibitor registration:
One exhibitor registration including day catering and a ticket to the welcome reception is included with each stand. You have the ability to purchase a ticket to the comedy night, and book accommodation during the registration process. Additional exhibitor registrations can be purchased for $400.00 including GST.
Registering your onsite team can be done through your Exhibition portal. All onsite staff must be registered and registration must be completed by Tuesday 30 June.
Arrival tea/coffee, morning tea, lunch and afternoon tea is provided for day one and two of the conference (Friday 31 July and Saturday 1 August) for each registered exhibition staff member. This will be served 30 minutes prior to the attendee breaks. All catering breaks will be in the exhibition area.
Accommodation bookings:
The conference organisers have secure room blocks at exclusive rates which can be booked via the registration process. View the options available ↗
To secure multiple rooms for your organisation or arrange chargeback, contact Sarah Scott at Conference Innovators:
E sarah@conference.nz | T 03 353 2829
Welcome reception:
The welcome reception will be held on Thursday 30 July from 5pm to 7pm in the exhibition area. One ticket is included with each exhibitor registration. You can indicate your attendance via the registration process.
Comedy night:
On Friday 31 July, join us at the end of day one for an evening filled with laughter as celebrated comedian Pax Assadi takes the stage! Savour a mouth-watering selection of finger food from local restaurants - Depot, The Grill and Masu. Don’t miss this chance to connect, relax and indulge in great food and entertainment.
Tickets will be released soon.
Pack in/out timetable
| Date | Activity | Time |
|---|---|---|
| Thursday 30 July | Exhibition pack in | 9.00am - 5.30pm |
| Welcome function | 5.00pm - 7.00pm | |
| Friday 31 July | Exhibition hours | 8.00am - 5.00pm |
| Comedy night | 5.00pm - 8.00pm | |
| Saturday 1 August | Exhibition hours | 8.00am - 3.40pm |
| Pack out | From 3.40pm (After afternoon tea). Pack out cannot commence any earlier than this. |
Health and safety
The health and safety of all workers, exhibitors and delegates is of paramount importance at GP26.
GP26 exhibitor obligation form
Please see the GP26 Exhibitor Obligation Form in your exhibition portal (or below) which outlines your obligations regarding Health and Safety. You can download, sign and upload the signed copy to your exhibition portal or to leanne@conference.nz. Please action this by Tuesday 30 June.
Please advise Leanne prior to Tuesday 30 June if:
- You are bringing any items onsite or planning on undertaking any activities which may pose a potential risk to others and indicate the controls you will put in place to mitigate and manage this risk.
- You intend on suspending banners, flags or similar from the ceiling.
- If you are planning on engaging an external contractor to assist with your booth (other than Exhibition Hire Services). A separate health and safety document needs to be emailed to them and an onsite induction schedule.
- All electronic items that will be brought to the exhibition site (laptops etc.) must have been ‘tag and tested’ by a qualified electrician and not be up for retesting. If it is not suitably tested and tagged it will be removed from the venue.
- You will not be able to access your stand prior to the allocated time until the exhibition build has been completed – please do not enter the exhibition area until authorised to do so. At the end of the conference, please ensure you only pack out in the allocated time. Conference Innovators and New Zealand International Convention Centre (NZICC) need to check the venue first before pack-out can commence.
- All contractors/subcontractors and staff of an event or exhibition must sign-in to the venue when they arrive.
- Please ensure you bring a high vis vest with you for use during pack in and out.
- Closed toed shoes must be worn during pack in and out.
For security reasons all attendees and exhibition staff will be asked to always wear their official conference name badge when on the premises. In addition, any bags or exhibitor items left in storage during the conference must be logged and signed for. Anything left that looks suspicious will be removed from the premises. Venue security procedures are subject to change without notice.
There is an expectation during the conference that all workers, contractors, and exhibitors will work and act in a safe manner, and it is the exhibitor’s responsibility to comply with current health and safety legislation. Please be aware if you fail to comply with the conference and venue’s health and safety requirements or if you act in an unsafe manner during the conference, you may be asked to vacate your stand.
Exhibitors and clients are prohibited from using alcohol as prizes in any game of chance, including raffles, silent auctions or business card draws.