EXHIBITOR TEMPLATES A Division of Regional Facilities Auckland Ltd An Auckland Council Organisation

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1 EXHIBITOR TEMPLATES Level 3, Viaduct Events Centre, 161 Halsey Street, Auckland PO Box 5749, Wellesley Street, Auckland 1141, New Zealand. T F E events@aucklandconventions.co.nz W A Division of Regional Facilities Auckland Ltd An Auckland Council Organisation

2 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 faxed or ed to Auckland Conventions. Freight arrival notification If exhibitors are sending freight to the venue, a freight arrival notification form must be completed and faxed or ed 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 one week prior to pack in date). Internet/Telephone order form - For exhibitors who require phone lines/internet access to their stand. (Required 2 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

3 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 Lisa Clune at EVENT NAME EVENT DATES STAND PACK IN DATE APPROX. ARRIVAL TIME STAND NUMBER CONTACT NAME COMPANY ADDRESS TELEPHONE/MOBILE FASCIMILE

4 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 Lisa Clune at lisac@aucklandconventions.co.nz Please note that the venue does not have a forklift.

5 FREIGHT FORWARDING GUIDELINES Please refer to the freight forwarding guidelines below when shipping goods to and from Auckland Conventions. If you have any further queries regarding shipping and handling of freight items, please contact Lisa Clune at 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.

6 AUCKLAND CONVENTIONS SUNDRY DEBTORS FORM COMPANY NAME POSTAL ADDRESS PHONE NUMBER PURCHASE ORDER CONTACT NAME MOBILE Tick the relevant services that Auckland Conventions are providing Catering Beverage Telephone/Internet Banner Hanging Please provide your credit card details in order to guarantee these services for your exhibition stand: CREDIT CARD TYPE: AMEX Card ID # (Amex only): MASTERCARD VISA CARD NUMBER: EXPIRY DATE: SIGNATURE:

7 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. 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. CLIENT NAME CLIENT SIGNATURE DATED AUCKLAND CONVENTIONS SIGNATURE

8 BANNER HANGING REQUIREMENTS Once completed, please send to Lisa Clune at 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 Banner 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. A rigging charge of $ GST per exhibitor banner will apply.

9 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 on site, we will need prior notice of at least 25 days in order to action this request with our telecommunications provider, Telecom New Zealand Ltd. Once completed, please send to to [INSERT EVCO NAME] on or [INSERT ] LINE INSTALL FEE RENTAL PER DAY DATES REQUIRED NUMBER OF DAYS TOTAL DDI: Standard Analogue Ph. $50.00 $2.50 High Speed Internet (Wired connection) $ $ (all usage included) Fax Machine $22.50 (phone line additional) Wireless Internet Connection Single User- $ Devices - $ Devices - $150 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.

10 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 Dock Collection Point TOTAL NUMBER OF ITEMS LOCATION ITEMS LEFT Event Registration 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)