EXHIBITOR PROSPECTUS

Transcription

1 29th - 30th May 2019, ASB Showgrounds, Auckland EXHIBITOR PROSPECTUS #meetings19 #cinz

2 TIMELINE / IMPORTANT DATES Friday 15 March Deadline for all exhibition bookings Friday 5 April Deadline for all exhibiting company marketing profiles Monday 22 April Pre-Scheduled Appointment request process begins online Friday 3 May Deadline for pre-scheduled appointment requests Deadline for design and build plan approval from Exhibition Manager Wednesday 8 May Deadline for purchase and payment of exhibitor personnel and social event tickets Thursday 16 May Online diary commences Thursday 23 May Online diary closes Friday 24 May Final appointment diary available to view online Tuesday 28 May Exhibitor pack in MEETINGS Welcome Function Wednesday 29 May Appointment Programme MEETINGS Mix and Mingle Thursday 30 May Appointment Programme MEETINGS Gala Dinner 2

3 EXHIBITOR BENEFITS The only national tradeshow in the country, MEETINGS delivers the ultimate solution for the Business Events sector. MEETINGS offers your company the chance to meet face to face with qualified buyers, create effective business opportunities and promote your company, all under one roof! What we can offer: Access to over 580 buyers across two days Pre-Scheduled Appointments with over 230 qualified Hosted Buyers from New Zealand, Australia and the wider international market Networking opportunities Complimentary marketing platforms to increase your brand presence website, social media and PR How will you benefit? Confirm business return on investment Generate new leads Gain exposure and brand awareness Create relationships with new clients and reconnect with existing clients 90% 92% of Exhibitors said that MEETINGS 2018 met or exceeded their expectations of Exhibitors felt that exhibiting at MEETINGS gave them a competitive advantage Exhibiting at MEETINGS is definitely worth the investment. Nowhere else can you get this type of exposure to all the important players in our industry. Craig Burton Palmerston North Conference & Function Centre 81% of Exhibitors thought the overall quality of their 2018 appointment schedule was either very good or excellent 3 $ 60m worth of business was written at MEETINGS 2018

4 WHERE TO EXHIBIT AT MEETINGS 1 Regional Participation Regional areas are co-ordinated by Convention Bureau Managers (in conjunction with the Exhibition Manager) to provide an effective and unified promotion for their respective regions. You may purchase space within your regional area in consultation with your Convention Bureau Manager. Stand space with your regional area is allocated by the Convention Bureau Manager in conjunction with the Exhibition Manager. Pricing Guide: Your Convention Bureau may levy additional charges for design, walling, sign suspension and theming. This will be a direct charge between you and your Bureau. Important steps for registering for regional participation Prior to registering online for MEETINGS you will need to: A B Contact your Convention Bureau Manager to confirm participation and to ensure you meet their regional criteria. Ascertain regional stand build ie: Space Only or Walling Package option as you will need this when registering online. 2 Exhibit Independently 3 The Luxury Collection Independent stand spaces are purchased by companies who may have a national representation or who choose to exhibit as a sole identity and not within a regional area. The Luxury Collection is a dedicated space within the event which exclusively showcases Exhibitors with a luxury offering. The Luxury Collection is in its sixth year and is regarded as one of the Must Do opportunities for New Zealand luxury product/service providers. The Luxury Collection is by invitation only, however if you d like to register your interest in exhibiting within this space, please the Exhibition Manager on exhibitors@meetings.co.nz. IIIIIIIIIIIIIIIIIIIIIIIIIIIIIII 4 Applications close Friday 16 March 2018

5 EXHIBITOR OPTIONS There are a number of options available to Exhibitors at MEETINGS. Before you register, ask yourself the following questions to help find the right option: Will you be exhibiting within a regional stand, independently or applying for the Luxury Collection? Do you need walling to display your wall graphics or do you just need space to erect your own stand structure? What size space do you need? Single and double stands are the most commonly used sizes, however it s also possible to have a larger stand space by special arrangement. What is your CINZ membership status? If you re taking a double stand, how many appointment diaries will you need to ensure a successful event? Example 1 New Exhibitor Eco Tour Company Single stand, walling, Silver, one appointment stream $6,100 + GST This is the best option for Eco Tour Company. They want to test the waters at MEETINGS for the first time. They are not a member of their regional bureau and don t have their own stand ready to use yet. They need a single stand with walling to decorate with their graphics and visuals, which comes with a single appointment diary. To exhibit at MEETINGS, they must be a CINZ Member. Silver is our entry membership level. Example 2 Returning Exhibitor - NZ Conference Venues Inc Double stand, space only, Gold, double appointment stream $10,100 + GST This is a Gold member of CINZ and they are also members of their local regional bureau. They will take a double stand within the regional bureau s stand. The bureau will be building the physical stand with walls, flooring, etc. This means they only need to book space only with CINZ as the bureau will design the stand with a common theme. They have found that they need two diaries as they have two venues to manage, so will use one diary for each venue. Stand terminology explained Space only With walling Space only With walling Single stand 3m (wide) x 2.4m (deep) x 2.3m (high). Can include frontrunner black panel walling or be booked as space only if the Exhibitor has their own stand structure to put up. Double stand 6m (wide) x 2.4m (deep) x 2.3m (high). Can include frontrunner black panel walling or be booked as space only if the Exhibitor has their own stand structure to put up. 5

6 EXHIBITION PACKAGES & ENTITLEMENTS 1 Space only package (no walling) The Space Only package includes floor space and power to your stand. Space Only is offered where a tailored design and build is preferred. The cost of the design and build of the stand must be met by the Exhibitor and is over and above the cost listed in the prospectus. Stand height is limited to 3 metres. Banners may be suspended above the stand space. Please note that while CINZ do not charge for overhead signage space, designs must be signed off by the Exhibition Manager and truss/rigging costs will apply. 2 Walling Package Company Signage Regions and companies purchasing Space Only and providing their own design and build must display their company name and stand number in a prominent position within their stand space, to enable buyers to locate their stand with ease. Design and Build Plan Confirmation A visual plan of the design and build, including signage, must be submitted for approval to the Exhibition Manager no later than Friday 3 May Your stand space will be constructed from Frontrunner walling (black carpet panels). Also included in your package are two spot lights, power and a company identification sign (name and stand number). Banners may be suspended above the stand space, but please note that designs must be signed off by the Exhibition Manager and truss / rigging costs will apply. Note: Should you prefer to use Octonorm walling or are unsure about any aspect of the show walling, please the Exhibition Manager at exhibitors@meetings.co.nz 3 Exhibitor Entitlements Space Only and Walling Package receive (for every single space purchased): Appointment Schedule and Online Diary access Hosted Buyer and Day Buyer contact list provided electronically post-show Company listing on the MEETINGS website including a link to your own company website Your company marketing profile on the MEETINGS website - available for up to 6 months after the event Listing in the official MEETINGS 2019 Pocket Plan distributed to every visitor at the event Two Exhibitor registrations include: Registration pack with onsite information and name badges for two people Daily catering for two people for Wednesday and Thursday including espresso coffee, morning and afternoon teas and lunches Bus transport to and from the exhibition and social event venues Welcome Function tickets for two people MEETINGS Dinner ticket for one person Don t hesitate to contact us for any help or advice selecting the option that best meets your needs. Overhead Signage Overhead signage creates dramatic impact and makes your stand easier to find in the exhibition hall. Some regional bureaux have already created impactful overhead displays. We are able to offer overhead signage space in 2019 to regional bureaux wanting to personalise the space over their stands plus to independent Exhibitors. There is no additional charge from CINZ for using overhead signage, however please note that truss/rigging will need to be booked and will be at Exhibitor s expense. Stand Furniture Tables, chairs and stand furniture are not included in the stand price. Furniture may be hired from Peek Display. Visit for their hire equipment catalogue. Once your stand allocation is confirmed, your Peek Display representative will contact you to discuss any further products and services you may require. 6

7 YOUR FINANCIAL INVESTMENT Early Bird Discount! Book and pay for your stand by Friday 30 November and receive $100 off the normal cost of your stand. Book early to ensure you don t miss out. Member Status Stand Type Size Appointment Schedule Excl GST (15%)* Platinum Space Only Single Stand 1 appointment $5,400 Platinum Space Only Double Stand 1 appointment $7,500 Platinum Space Only Double Stand 2 appointments $9,900 Platinum Walling Single Stand 1 appointment $5,900 Platinum Walling Double Stand 1 appointment $8,400 Platinum Walling Double Stand 2 appointments $10,900 Gold Space Only Single Stand 1 appointment $5,500 Gold Space Only Double Stand 1 appointment $7,700 Gold Space Only Double Stand 2 appointments $10,100 Gold Walling Single Stand 1 appointment $6,000 Gold Walling Double Stand 1 appointment $8,700 Gold Walling Double Stand 2 appointments $11,100 Silver Space Only Single Stand 1 appointment $5,600 Silver Space Only Double Stand 1 appointment $7,900 Silver Space Only Double Stand 2 appointments $10,300 Silver Walling Single Stand 1 appointment $6,100 Silver Walling Double Stand 1 appointment $8,900 Silver Walling Double Stand 2 appointments $11,300 Note: Minimum stand size for Space Only and Walling Package is 7.2m². Single and shared stand measurements 3m wide x 2.4m deep. Double stand measurements 6m wide x 2.4m deep. There are no shared double or triple stand options at MEETINGS

8 HOW TO EXHIBIT AT MEETINGS Booking Your Exhibition Space Companies who are current CINZ Members may register online at If you are not yet a member of CINZ, you can still register and check the appropriate box for a stand, then immediately follow the link provided to register with CINZ. Decide if you wish to exhibit regionally or independently and decide which space package you would like (Space Only or Walling Package). Complete the online Exhibition Stand Space Booking Form and Contract for Space. Note: On this form Company Name refers to the name you wish to have listed in all documentation and in the Exhibition Floor Plan. Space at MEETINGS 2019 will be allocated on a first booking received basis and is subject to availability. Upon receipt of your Booking Form, the Exhibition Manager will forward to you a GST Tax Invoice for the full stand cost and confirmation of your participation and the nature of your stand space. Your payment must be made by the due date indicated on the invoice. Upon receipt of payment, you will receive a series of communications containing a link. This will enable access to the Exhibitor Zone, where you can add your marketing profile, logo, find accommodation deals, book appointments and much more. Staffing Your Stand Two Exhibitor registrations will be included in your stand cost (for every single space purchased). To get the most out of your investment in MEETINGS, we d strongly recommend that you fully utilise the two Exhibitor registrations that you receive as part of your stand price. Having two staff members per stand will ensure that you can service the Pre-scheduled Appointment streams whilst also having an additional resource to speak with those Day Buyers that don t have appointment streams. If you would like to have additional staff members attend the show, you can do so for $90.00 (including GST) per day, per person. Additional personnel registration will be available in the Exhibitor Zone and includes: Exhibitor name badge Registration and entry to MEETINGS 2019 on the day of attendance Welcome espresso coffee, morning and afternoon tea and lunch on the day of attendance Participation in the appointment programme if purchased. Exhibitor Zone Following confirmation and payment of your exhibition space, the Exhibition Manager will provide you with access to the Exhibitor Zone. Access to the zone will be necessary for participation in the Appointment Programme and the Online Diary. The following information and forms will also be found in the Exhibitor Zone: Exhibition Floor Plan Information concerning your company marketing profile Exhibitor personnel name badge registration form Social events ticket order form Health & Safety form Criteria for Exhibiting Companies Companies applying to exhibit at MEETINGS 2019 must be a current financial Member of CINZ and they must adhere to the exhibition criteria (published on and must agree to the Exhibition Terms and Conditions on submission of the Exhibition Stand Booking Form and Contract for Space. Cancellation of Space If cancellation of space is necessary once space has been confirmed, various cancellation penalties will apply. Please refer to the Exhibitor Terms and Conditions on submission of the Exhibition Stand Booking Form and Contract for Space. 8 Your Financial Commitment Stand space at MEETINGS 2019 is not fully confirmed until payment has been received in full and acknowledged in writing by the Exhibition Manager.

9 SOCIAL EVENTS The Social Events at MEETINGS provide amazing opportunities for networking and doing business. These events are sought after by suppliers wishing to showcase their styling concepts and entertainment options to this discerning audience, so are a great place to pick up new ideas! Tuesday 28 May MEETINGS Welcome Function Uno Loco attended MEETINGS and picked up a 6 figure piece of business over a glass of wine at the Mix n Mingle. Sue Duncan Uno Loco The industry catch up to end all catch ups! Two complimentary tickets are included with every single stand purchased. Additional ticket/s costs: CINZ Members: $80.00 per ticket (includes GST) This event is available to CINZ Members and Hosted Buyers only. Wednesday 29 May Mix and Mingle This on-site networking event is available to all registered MEETINGS Exhibitors and Hosted Buyers at no additional cost. Thursday 30 May MEETINGS Gala Dinner Don t miss out on this celebrated affair most definitely an industry highlight! One complimentary ticket is included with every single stand purchased. Additional ticket/s costs: CINZ Members/Guests: $ per ticket (includes GST) Ticket Ordering and Purchase Don t miss out! Additional Social Event tickets may be ordered and purchased within the Exhibitor Zone. IIIII IIIIIIIIIIIIIIIIIIIIIIIIIIIIIII 9

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