Information for Sponsors & Exhibitors
OUR EXHIBITION
A medical exhibition runs concurrently with the scientific programme, acting as a hub of networking and interaction between the delegates and sponsors. The space creates a unique avenue for direct communication, personal interaction and product display. Situated in Exhibition Hall A at Claudelands Convention Centre, the exhibition includes the catering area, feature displays and exhibition stands ensuring delegates continually frequent the area throughout the day.
The Exhibition will open with the Welcome Reception on Tuesday 15 October 2024, 5.00pm – 7.00pm.
Morning Teas, Lunches, Afternoon Teas and Welcome Reception refreshments (as scheduled in the programme) will be served in the Exhibition Hall.
A medical exhibition runs concurrently with the scientific programme, acting as a hub of networking and interaction between the delegates and sponsors. The space creates a unique avenue for direct communication, personal interaction and product display. Situated in Exhibition Hall A at Claudelands Convention Centre, the exhibition includes the catering area, feature displays and exhibition stands ensuring delegates continually frequent the area throughout the day.
The Exhibition will open with the Welcome Reception on Tuesday 15 October 2024, 5.00pm – 7.00pm.
Morning Teas, Lunches, Afternoon Teas and Welcome Reception refreshments (as scheduled in the programme) will be served in the Exhibition Hall.
Download DocumentsVertical Divider
|
Upload DocumentsIf you wish to update your logo or company profile please load your updated information below.
|
DELIVERIES
Please complete and attach a copy of the Delivery Label (downloadable above) to every box/piece being sent to the venue.
Please complete and attach a copy of the Delivery Label (downloadable above) to every box/piece being sent to the venue.
- Should your deliveries require Customs Clearance, this must be arranged in advance and the venue cannot be held responsible for clearing any packages. For more information on this please check New Zealand customs website directly: https://www.customs.govt.nz/business/import/
- The venue does not accept responsibility for the loss or damage of any materials accepted/stored by the venue.
Deliveries will only be accepted between the hours of 8.00am and 4.00pm, on Monday 14 and Tuesday 15 October 2024.
EXHIBITION OPEN HOURS
Tuesday 15 October 2024 - 5:00pm - 7:00pm | Welcome Reception
Wednesday 16 October 2024 - 7:00am - 3:30pm
Thursday 17 October 2024 - 7:00am - 1:00pm
Friday 18 October 2024 - 7:30am - 1:00pm
Tuesday 15 October 2024 - 5:00pm - 7:00pm | Welcome Reception
Wednesday 16 October 2024 - 7:00am - 3:30pm
Thursday 17 October 2024 - 7:00am - 1:00pm
Friday 18 October 2024 - 7:30am - 1:00pm
EXHIBITION PACK IN SCHEDULE
Due to Health & Safety requirements, exhibitors will not be granted access to the exhibition area prior to these times, unless authorised by the Conference Organisers.
Tuesday 15 October 2024 - 6:30am - 1:00pm | Custom Build & Pre-Fabricated Stand Construction
Tuesday 15 October 2024 - 1:00pm - 5:00pm | Exhibitors Access for Set-Up
Due to Health & Safety requirements, exhibitors will not be granted access to the exhibition area prior to these times, unless authorised by the Conference Organisers.
Tuesday 15 October 2024 - 6:30am - 1:00pm | Custom Build & Pre-Fabricated Stand Construction
Tuesday 15 October 2024 - 1:00pm - 5:00pm | Exhibitors Access for Set-Up
EXHIBITION PACK OUT SCHEDULE
Friday 18 October 2024 - 1:00pm - 5:00pm | Exhibitors Pack Down
Friday 18 October 2024 - 3:00pm - 7:00pm | Custom & PreFabricated Stand Deconstruction
Friday 18 October 2024 - 1:00pm - 5:00pm | Exhibitors Pack Down
Friday 18 October 2024 - 3:00pm - 7:00pm | Custom & PreFabricated Stand Deconstruction
FURNITURE & EQUIPMENT HIRE
If you wish to hire extra furniture for your stand please get in touch with our exhibition providers:
Exhibition Hire Services, Stephanie Grant, [email protected]
Prefabricated exhibition stands are 3m width, 2m depth and 2.5m high. Download a picture of the prefabricated exhibition stand here.
If you wish to hire extra furniture for your stand please get in touch with our exhibition providers:
Exhibition Hire Services, Stephanie Grant, [email protected]
- Deadline for custom stand work = 9 September 2024
- Deadline for graphics = 27 September 2024
- Deadline for furniture orders = 4 October 2024
Prefabricated exhibition stands are 3m width, 2m depth and 2.5m high. Download a picture of the prefabricated exhibition stand here.
STORAGE
There is limited storage available at the venue. It is important that all boxes to be stored are clearly labelled.
There is limited storage available at the venue. It is important that all boxes to be stored are clearly labelled.
COLLECTIONS
- All packages must be labelled and collected on the first business day after the events conclusion. After this time the venue cannot be held responsible for storage of any item, or damage or loss to items.
- Please leave your labelled packages at your exhibition stand and the venue will take these packages to the loading bay ready for collection the following business day.
- Packages must be sealed and properly addressed detailing the below information:
- Contact name and contact number of sender
- Number of boxes in delivery (i.e 1 of 3 / 2 of 3 …etc)
- Any items not picked up 14 working days after the event will no longer be stored and will be disposed of.
- Any items which are left at your stand and not labelled for collection, will be treated as rubbish and disposed of accordingly by the venue (recycling where possible).
CAR PARKING
Car parking is generally available on site for visitors in the Heaphy Terrace Car Park via Gates 1 or 1b, and on the surrounding streets (depending on our event schedule). A number of accessibility parking spaces are available on site.
Car parking is generally available on site for visitors in the Heaphy Terrace Car Park via Gates 1 or 1b, and on the surrounding streets (depending on our event schedule). A number of accessibility parking spaces are available on site.
EMERGENCIES
- The venue has prescribed Fire and Evacuating policies and procedures in place to minimise damage and injury in the event of a fire or other emergencies.
- The venue is equipped with smoke and heat detectors, fire hose reels, fire extinguishers and a fire sprinkler system to prevent, detect and combat fires in the venue.
- Fire evacuation signs, fire hoses and fire alarm switches must remain visible and accessible at all times.
- If the alarm is activated, please evacuate the building immediately and proceed to the assembly point.
- The assembly point is located outside the main entrance, on Brooklyn Road. Do not re-enter the venue unless declared safe by the fire department.
- Follow all instructions given by the designated Fire Warden/Duty Manager who will be wearing a high visibility jacket.
INTERNET
The venue has wireless internet available throughout.
The venue has wireless internet available throughout.
SPONSORSHIP & EXHIBITION CANCELLATION POLICY
Cancellations must be made in writing three months prior to the commencement of the Conference. In exceptional circumstances, the Organisers will be prepared to consider cancellation of this contract, but only if the following conditions are complied with:
Cancellations must be made in writing three months prior to the commencement of the Conference. In exceptional circumstances, the Organisers will be prepared to consider cancellation of this contract, but only if the following conditions are complied with:
- That the request for cancellation is submitted in writing;
- That the request is received at least three months prior to the Conference;
- That the reason given for the cancellation is, in the opinion of the Organisers, well founded;
- If the cancellation is accepted more than six months before the conference commences, the Organisers shall retain 10% of the contract price.
- If the cancellation is accepted between three to six months before the conference the Organisers shall retain 50%.
- If the cancellation is accepted within three months of the Conference then 100% of the contract price will be forfeited.
- If in the event of the Conference being cancelled for reasons beyond the control of the Organisers or the Sponsoring Company then the contract price is refundable less expenses already incurred.
