Waikato Baby Expo – Exhibitor Portal

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  • EVENT INFORMATION – Waikato Baby Expo 2020

    LOCATION: Claudelands Event Centre, Hamilton
    INDUCTION & PACK IN: Friday 16 October, anytime from 12.30pm – 7pm
    EXPO: 
    Saturday 17 & Sunday 18 October, 9am – 4pm
    EXHIBITOR DRINKS: Saturday 4.30pm
    PACK OUT:
    Sunday 18 October, 4.30pm – 7pm (Freight must be booked for collection before 11am on Monday 19 October)


    EXHIBITOR INDUCTION (required)

    On arrival, aim for Gate 4 on Brooklyn Road – see map here

    Friday 16 October, anytime from 12.30pm – 7pm

    All exhibitors who are inducted can have entry again from 7.30am Saturday


    HEALTH & SAFETY (H&S)

    You will receive a copy of the H&S requirements on 30th September, there will be a form for you to read, understand, sign and bring with you to Induction on Friday.

    PACK IN & PACK OUT
    Upon arrival you will be issued with Wristbands (for Pack In staff) + Name Badges/Passes for the weekend
    All Exhibitors MUST have:
    – High Viz vests for Pack In and Pack Out or purchase one on entry for $10.00
    – Closed-toed shoes on-site – no open toe shoes
    – H&S Wristbands (Pack In only)

    Children under the age of 16 are not permitted during Pack In/Pack Out – including “wearing” babies

    TEST & TAG
    All electrical items must be tested & tagged (anything that plugs in)
    This can be done on-site during Pack In at the Test & Tag station.
    The venue and organisers will be checking for any items plugged in that are not tagged, an admin fee will be charged if we are required to test something already plugged in on your stand.

    AISLES (as per our venue H&S policy)
    The aisles between stands are legally required to be a certain width to maintain proper access to emergency exits, therefore it is imperative that exhibitors keep within their contracted space and do not encroach into the aisles or block doorways.


    CAR PARKING

    SATURDAY / SUNDAY
    During Pack In you will be shown where to park on Saturday & Sunday, there is complimentary parking in a designated Exhibitor Parking area on-site – but this needs to be pre-booked.

    CAR PARKS can be ordered via the Exhibitor Requirements section, the red button above


    DELIVERIES

    PALLETS MUST BE DELIVERED THURSDAY from 9am – 4pm (15 October) these are our Forklift hours
    Other Deliveries & Courier items on Thursday or Friday

    Anything delivered outside these days may not be accepted by the venue (you can bring your own items or accept your own deliveries over the weekend – the above refers to items arriving via freight prior to the Expo)

    Deliveries MUST ATTACH the delivery form: download delivery form here

    Freight: We suggest using Castle Parcels for couriers, and for bulk freight try Streamline or SuperFreight.

    Collections: Please use the same address as deliveries and arrange for your items to be collected before lunchtime on Monday 19 October, our Forklift hours are 8.30am – 12pm.


    EFTPOS

    – We can arrange a unit for you for $130 + GST per machine, delivered to your stand, with no transaction fees.
    – A merchant number is not required, however credit cards are not accepted, due to legalities (unless you have your own merchant number).
    – If you have a Paymark merchant number we can load this on the machine, so it will operate as your own and accept credit cards.
    – WIFI or internet is NOT required to run the EFTPOS units.

    EFTPOS can be ordered via the Exhibitor Requirements section, the red button above


    DATA SCANNERS

    Unfortunately, this isn’t a product we have.
    – The main reason being is that we offer a lot of free tickets; these are physical printed tickets combined with online Eventbrite Tickets.
    – Unlike other shows where the customer is purchasing the ticket, we don’t collect backend data to be able to use the scanners.
    – If we were selling tickets it would be another story, sorry.

    A lot of exhibitors make use of an iPad form system on their stand or utilise our Show Prize option where consumers enter their details to win a prize and we collect this data. If your Show Prize contribution is over $250 in value we provide you the database.

    See the MARKETING OPTIONS tab for more information on the Show Prize.


    WASTE POLICY

    As an Exhibitor at the Baby Expo, we’re relying on your commitment towards waste minimisation – familiarise yourself with our Waste Policy here


    WIFI

    WIFI is available for $20 per device

    WIFI can be ordered via the Exhibitor Requirements section, the red button above


    OFFICIAL PHOTOGRAPHER

    – Brady Dyer will be present over the weekend.
    – He will be photographing primarily action shots.
    – If you want a specific photo please feel free to ask him.
    – All photography will be made available for you to use after the Expo.

    *Of course we try to get all exhibitors and the appropriate shots, apologies in advance if anyone is missed.


    POWER & LIGHTING

    – Standard Power (provided with a multi-box) 10amp total supply – $40

    Larger power options are also available, costs are based on what the electrician charges us.
    Extra Power that is required at the Expo and has not been pre-ordered will incur an Admin Fee.

    – 1 Spotlight for your stand – $22
    – 2 Spotlights for your stand – $40
    – 3 Spotlights for your stand – $60

    Power & Spot Lights can be ordered via the Exhibitor Requirements section, the red button above

    Test & Tag – all electrical items must be tested & tagged (anything that plugs in) – this can be done on-site during Pack In, the venue and organisers will be checking for any items plugged in that are not tagged, an admin fee will be charged if we are required to test something already plugged in.
    To organise Test & Tag please ask during Pack In, there will be a station set up for your item and stand details.


     

    PRINTING

    We can help with ANY Printing for your stand but specialise in signage and branding

    Printing & Signage options can be view here

    If you want something else let us know – or if you have another quote? Send it through to [email protected] and we will compare 🙂

    Pull Up Banner $149

    Gloss Yupo Synthetic Rollable Reusable A0 Poster – 84cm x 119cm = $50
    Gloss Yupo Synthetic Rollable Reusable A1 Poster – 59cm x 84cm = $30

    Plain Company Name Sign 180cm x 20cm = $20

    Banners (PVC) finished with eyelets or velcro – from $50 per sqm
    Material / Fabric Banner Walls finished with velcro – from $75 per sqm

    Corflute (rigid board) A0 – 84cm x 119cm (rigid board) = $30
    Corflute (rigid board) A1 – 59cm x 84cm (rigid board) = $25
    Any size Corflute can be printed at $28 per sqm

    *Files MUST be print ready graphics, or a small graphic charge may apply (a small delivery fee may also apply)


    STAND FURNITURE, STAND BUILD, SHELVES, DISPLAY CABINETS AND MORE

    Tables can be ordered via the Exhibitor Requirements section, found via the “YOUR STAND DETAILS” button above

    To order anything custom, contact Steph direct – else you can order Tables / Spotlights etc through the Exhibitor Requirements section, found via the “YOUR STAND DETAILS” button above
    Steph: 021 827 766 or [email protected] 
    Furniture Brochure click here

    STAND SET UP SPEC DOCUMENT click here


    TABLES

    1.2m trestle = $20 + GST
    1.8m trestle = $20 + GST
    2.4m trestle = $25 + GST
    Black cloths = $15 + GST

    All Table options (suitable for most stand sizes) – click here

    Tables can be ordered via the Exhibitor Requirements section, the red button above


    AUDIO VISUAL ON YOUR STAND

    Contact Sue @ SBI, she will be able to assist with any queries you may have about adding AV to your stand

    027 435 2912
    [email protected]


     

    PUBLIC LIABILITY INSURANCE

    As part of exhibiting at the Baby Expo, Public Liability Insurance is a compulsory requirement.

    The below contacts can help you with all of your Event Insurance needs; both for Arada Promotions Events and other Events you may attend during the year – ask them about annual cover for all Events you exhibit at, or even a multi-event policy.

    NOTE: Exhibitors will only be required to produce the policy/certificate when asked or if required. You do not need to send this through to us before the Expo.

    EventCover
    Stu Hartley
    +64 27 570 0480
    [email protected]
    EventCover is a specialised underwriting agency exclusively providing the events industry with access to bespoke insurance products. These products can be purchased directly through EventCover however any advice they give does not consider your individual needs. You should consider if the insurance is suitable for you and read the policy wording before purchasing this insurance or speak to an insurance broker.

    Rothbury Insurance Brokers Auckland
    Garth Nielsen
    +64 355 7347 ext 1808
    +64 21 190 5600
    [email protected]

    Please note none of these contacts are associated with Arada Promotions or the Baby Expo – all are independent.

     

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    MARKETING & PROMOTION OPTIONS

    View the Exhibitor Promotions document

    We have options involving

    – Social Media
    – Goodies & Show Prize
    – Featured Product Showcase
    – Show Guide Adverts and Featured Listings
    – Free / Complimentary Tickets


    FREE TICKETS (electronic)

    More information click here for simple instructions – you can issue them yourself 🙂


    SOCIAL MEDIA GRAPHICS

    To issue complimentary tickets for giveaways, prizes etc please see above simple instructions

    CLICK HERE for GRAPHICS – free and available for you to use

    If you need a specific graphic or dimension/size please contact Tessa ([email protected])