Exhibition

STAND BOOKING UPDATE

The main hall has now been fully booked and any stand bookings will now be for the promenade and surrounding areas.

THE EEA EXHIBITION PACKAGE

The package includes:

• The supply and erection of booth walls (unless otherwise stated in the exhibition layout details, the modular walls are 2.3m high and finished in black velcro fabric)
• On-site power to each stand (4-way power point)
• Two spotlights for mounting on the fascia – Fascia system and company name
• A Conference satchel including a copy of the Conference Handbook
• Depending on the size and cost of each stand, there are a set number of complimentary trade exhibitor registrations available per stand covering the Exhibition Social Hour, Morning and Afternoon Teas and Lunches.

EXHIBITOR REGISTRATIONS

Registered exhibitors are welcome to attend the formal opening of the Conference, and one Conference session only. Those exhibitors wishing to attend more than one Conference session must register as a Conference Delegate by completing a Conference Delegate Registration Form. The number of complimentary trade exhibitor registrations available per stand is shown on the Stand List, click here to view.

If you wish to have additional Exhibitors registered on your stand, over and above the complimentary entitlement, you will need to complete a Trade Exhibition Registration. The person from your company who booked your Trade Exhibition Stand/s will be sent an email with a link to online Trade Exhibitor Registrations from the Conference Organisers (Conferences & Events) in March 2018. This link allows you to register your allocated Complimentary stand registration/s and additional Trade Exhibitor registrations.  The cost for additional exhibitor registrations is $450.00 + GST before April 20 and $500.00 + GST thereafter.

EXHIBITION TIMETABLE

November 2017	Stand bookings open, a deposit payment is required upon booking
February 2018	Exhibitors notified of stand allocation (stand allocations will be completed when sufficient registrations are received and notification will be no later than this date)
28 February	Technical Manual Available
9 March	Exhibitors will be sent instruction on booking stand personnel, accommodation and social functions
30 March	Deadline for Company Profile for handbook
18 May	Deadline for exhibitor registrations
20 June	Exhibition Build: 8.00am – 5.00pm
20 June	Exhibition Opening: 5.30pm - 7.00pm
20 – 22 June	EEA Conference 2018
22 June, 2pm	Exhibition Breakdown

EXHIBITION FORMAT

The Conference will start at 1pm Wednesday 20 June and conclude in the afternoon of Friday 22 June 2018.  Exhibitors who are onsite are welcome to join the delegates for the official conference opening and keynote sessions on level 4 on Wednesday from 1pm onwards.

The Conference Keynotes, paper presentations and panel sessions will begin Wednesday afternoon, and continue on Thursday and Friday, with the event concluding Friday mid-afternoon. The trade exhibition pack down times will remain unchanged. The delegate/exhibitor Conference social event will be held on the Wednesday evening and the Conference Dinner on the Thursday evening.

BREAKFAST SESSION

For the 2018 conference we are offering sponsors and exhibitors the opportunity to sponsor a breakfast session which will provide you with an additional platform to showcase your products and services to delegates. Please refer to breakfast session information on sponsorship page for further information.

STAND DESIGN

There will be a ‘Best Stand Award’ and we encourage you to use your imagination with your stand design.

PACK IN HEIGHT/WEIGHT RESTRICTIONS

Whilst the venue itself has a high ceiling there are limitations at SKYCITY Convention Centre with regards to accessing the venue please note the following dimensions:

Car Lift – S1 – Main Service Lift

Weight:	4100kg max (60 persons)
Inside Dimension:	5250mm long 2350mm wide
Door:	2140mm wide 2320mm high
Inside Height:	2600mm high

Note – rail around interior reduces L & W by 75mm

Goods Lift – S2 – Second Service Lift

Weight:	3600kg max (52 persons)
Inside Dimension:	2925mm long 2350mm wide
Door:	1800mm wide 2200mm high
Inside Height:	2300mm high

Note – rail around interior reduces L & W by 75mm.

Access into Exhibition Hall

The access doors into the room are 2.1 meters wide and 2.2 meters high

EXHIBITION SCHEDULE

Wednesday 20 June:	Exhibitor set-up	8.00am – 5.00pm
	Exhibition Social Hour	5.30pm – 7.00pm
Thursday 21 June:	Exhibition Viewing	8.30am – 5.00pm
	Exhibition Social Hour	5.30pm – 6.30pm
Friday 22 June:	Exhibition Viewing	8.30am – 2.00pm
	Exhibition pack-out	2.00pm – 5.00pm

TRADE EXHIBITION BOOKING TERMS & CONDITIONS

STAND ALLOCATION
We will do our best to accommodate your requirements, but there is always competition for sites, as some are perceived to be better than others. You can help us to allocate your preferred site(s) by giving three options, which should be positioned in different areas of the exhibition site. Also to assist us in maximising your marketing opportunities, please advise us of competitor companies on your booking application. We cannot guarantee that we will be able to avoid placement close to competitors but we will try to take this into consideration when allocating stands.

Stand sites will be provisionally allocated on a “first payment received” basis but the final allocations will take into account additional criteria including sponsorship of the 2018 Conference and Corporate Members. Note the organiser reserves the right, where circumstances dictate, to vary the stand allocation.

The Trade Exhibition Site Plan with allocated stands will be viewable on the EEA website by the end of March.

PAYMENT
A 50% deposit payment must be paid within 7 days of the booking application to secure a trade exhibition stand. The deposit can be paid using the online credit card payment facility or by direct credit or cheque using the details on the invoice.

All exhibition and exhibitor registration fees paid by direct credit must be paid to the conference bank account on the invoice.

All fees must be paid by 20 April 2018. Exhibitors who have not made payment in full by this time will not be permitted to set up their stand.

CANCELLATIONS
Refunds will be made for cancellations received in writing within seven (7) days of our confirming your stand allocation. A cancellation notice received prior to Monday 2 April 2018 will incur a loss of deposit, however, no refunds will be made for cancellations received after this date.

INSURANCE & LIABILITY
Exhibitors and their agents are responsible for all of their exhibits and contents and are required to carry their own insurance for the loss, theft, damage or otherwise of their belongings and public liability over the period of the Conference. This insurance should remain in force until their exhibits are removed from the venue. Neither the EEA, Conferences & Events nor SKYCITY is liable for any damage or loss of any exhibitor’s material brought into the venue, prior, during or after the event. Exhibitors and their agents must assume all responsibility for any damage caused by themselves or their equipment to the venue, other exhibitors or attendees at the event however so caused.

EXHIBITION MANUAL

The Exhibition Manual will be emailed to the person who booked the Trade Exhibition Stand by Conferences & Events. The Exhibition Manual will include: Pack-in and storage details – Equipment hire and catering information – Delegate registration & Accommodation information. This will be available by 28 February 2018.

CALL FOR PAPERS

For those of you interested in offering papers to the 2018 Conference, please refer to the call for papers page to view a list of suggested paper topic ideas (this will be launched end November 2017).  The closing date for paper abstract submissions is Friday, 23 February 2018.

SPONSORSHIP

If you are interested in being sent details of the Conference Sponsorship packages please contact Tracy Hobbs at the EEA Office by email: [email protected] or phone +64 4 473 8655.

EXHIBITOR LEAD MANAGEMENT

We are pleased to announce that for 2018, we have a new facility for lead management. This is a useful tool for exhibitors to manage leads they get at the conference and provides easy access for those back in the office to see what leads are coming through. A QR Code or Barcode is printed on the delegates nametag. When a delegate is visiting a booth, you would ask the delegate if you can capture their details by using the attendee app on your smartphone/device to scan their nametag. This then brings up the delegate's details, you can then pass your device to the delegate to answer some specific questions set up in advance. Once the questions are answered, an email can be sent to the delegate thanking them for visiting the stand and can include attachments with any company information/show deals. Colleagues back in the office can log in to the system and see the live data from people that have been visiting the stand and getting scanned. There will be a small fee of $100 to add this functionality to your exhibition experience. If you would like to take up this opportunity, you can indicate your interest during the stand registration booking. If you have any questions please give us a call (+64 4 384 1511) or email us at [email protected].