Do's and Don'ts of Exhibiting

There are some rules from a council perspective that need to be followed.  Legally EENZ Ltd is required to enforce these.  Below is an outline of these rules designed to ensure fairness to all involved.  If you need ANY further explanation don’t hesitate to call Shannon Gallagher, Event Coordinator on 09 976 8307 or 021 619 902.

Alcohol

• Alcohol is NOT PERMITTED during build-up and breakdown.
• If you intend to supply any alcohol whatsoever (ie. for sale, sample or hospitality) during the show, you require a Special Liquor Licence which needs to be applied for at least 25 working days before the show. 
• Please visit http://www.aucklandcouncil.govt.nz/EN/Services/LicensingEnvironmentalHealth/Liquor/Pages/speciallicence.aspx or use this application form » 315kb
• Please contact the Liquor Licensing Inspector on 09 353 9093, if you have any queries relating to the completion of this form.
• Please contact Evelyn Aispurua at the ASB Showgrounds on 09 638 6472 or 021 898 672 and she will provide a letter of consent required from the venue owner for your application as per Clause 14 (3) on the Application Guide.

Aisles

The aisles are legally required to be a certain width; this can vary in some exhibitions depending on the number of visitor’s etc.  It is imperative, that exhibitors keep within their contracted square metreage and do not encroach into the aisle space, for us to be able to maintain these legal requirements. 

Exits and emergency equipment must not be obstructed.  During build-up please ensure that aisles are cleared of all debris ASAP

Height

If you are planning on building a structure over 2.3 metres (above panel height) you will need to contact Shannon Gallagher on 09 976 8307 or 021 619 902, email: to discuss building consent options. Please note: if this is not done before the show, Council are able to restrict opening.

You will also need to make sure you obtain a written permission/approval from your neighbouring stands and please forward copies to Shannon Gallagher by fax 09 358 1997 or

Fire Places

If you are installing a freestanding fireplace you must be a registered installer and apply for a building consent from the council.  See “EENZ’s fireplace standards” details in the Health and Safety for Exhibitors Section »

Council Enquiries

It is the exhibitor’s responsibility to apply for consent so if you are in any doubt please contact: Building Help Desk, Auckland City – Phone 09 353 9358

Materials Fabrics

Flammable materials are not permitted on stands without first being fireproofed.  Below is a list of approved fabrics and of those that need to be proofed.

APPROVED FABRICS                 
Wool Cloth
Sail Cloth – dacron or small areas of mylar with dacron backing
Nylon Tafetta
Polycarbonates
Thick panel plastic

FABRICS THAT NEED TO BE FIREPROOFED
Cottons
Straw / Hay
Polystyrene
Crepe Paper

Bitmus building paper is not permitted but Flamestop building paper is okay.
Polystyrene for letterwork is restricted to 40% of wall area in display. Sheets of polystyrene are restricted to 30% of wall area.  For fireproofing contact Bill Norman, PFP NZ Ltd on (09) 636 6115.  It is not permitted to hang banners or signage which back on to another stand without the permission of that exhibitor prior to the exhibition. 

Please refer to EENZ’s Occupational Safety & Health manual for further information.

Banners / Hanging Signs / Double Height Panels

It is not permitted to hang banners or signage that backs onto another stand without the permission of that exhibitor prior to the exhibition.  All rope, chain, nylon etc used in hanging signs from walls and trusses must be removed at breakdown. 

If you are planning to have double – height panels and are not on a perimeter wall, you will need to check with the stands behind and around you to make sure they have on objections.

Please make sure you obtain a written permission / approval from your neighbouring stands and forward copies to Shannon Gallagher by fax 09 358 1997 or .  If permission from your neighbours is not obtained, EENZ reserve the right to have the panels removed.

Fixing of Stands

Display stands must be of a free standing nature. You are not permitted to drill into the floor or walls for any reason, any damage of this kind will be charged to the exhibitor.

If you are using double-sided tape to fix carpet or floor covering to the floor please use a clear double-sided tape (sellotape brand) - it is very easy to remove afterwards.  DO NOT use DANCO tape - it is impossible to remove.

Hotwater Cylinders

Exhibitors who are installing hot water cylinders must first obtain permission from the council. See Council Enquiries section »

Scaffolding And Platforms

All scaffolding must conform to the Department of Labour heavy scaffolding standards.  Handrails are required on all stairs over 5 risers high.  1 riser approx 180 mm.
An extra 1-2 rails are required under the handrail on platforms, stepping in planking must be tapered to prevent tripping.

Animals

Animals/ pets are not permitted within the grounds of the exhibition venue.

Cooking

If using heating or cooking appliances, approval must be obtained from the Council. When food is cooked for demonstration purposes and provided for visitors to taste, exhibitors must have a bucket of clean water, soap and a clean hand towel available on their stand. You must also have a current / valid fire extinguisher and fire blanket clearly visible on the stand. Please also refer to the ASB Showgrounds Catering terms & conditions regarding food on stands.  If you do plan to have any food / or coffee at your stand at the show, please notify Evelyn Aispurua at the ASB Showgrounds on 09 638 6472 or

Foodstall Health Certificates – Catering On Stands

Exhibitors who are selling food at exhibitions are required to obtain a health certificate.  Please visit http://www.aucklandcity.govt.nz/search/default.asp?q=food+stall and search for “Foodstall” or see Foodstall Certificate form here » 77kb If you are unsure whether you need a Foodstall Certificate, please contact Paula Cameron for clarification on 09 353 9428 or email

Fire / Evacuation Process

At the sound of the fire alarm, please leave immediately to the nearest exit and proceed to an area well clear of buildings (the Arena Carpark).  Remain outside the buildings until the all clear sign is given.  Please follow the instructions of EENZ personnel and Hall Supervisors.

 

Exhibiting Etiquette

Build up

Plan your stand build up time during the quieter times. These tend to be on the first build up day and early in the morning. It works to your benefit i.e

• Reduces stress as your stand is built and ready to go.
• Forklifts and staff are more readily available.

Please be aware from the time that you are onsite at the show that all exhibitors, contractors and show staff are busy just like you and most people will have been stuck in traffic and their day hasn’t gone to plan. We are all in the same boat.
At times the access both inside and outside of the venue can become blocked so please consider your fellow exhibitors, contractors and on site staff when you are at the venue.
Keep in mind the following suggestions:

• Don’t park in the no parking zones (there is a reason that they are no parking zones)
• Try to avoid blocking aisles for long periods of time. Slowly placing one thing on your stand at a time can be very irritating for other exhibitors that are trying to get to their stand.
• When booking the forklift, expect delays, our supervisors work as hard as they can to move stock as quickly as possible.

Show days

All exhibitors are there to gain maximum exposure to the show visitors. As your stand space is valuable to you, and so is your next door neighbour’s, observing the following points may assist in developing a good workable relationship during the show.

• If you need to take a mobile call and don’t want to do this on your stand, please go outside and continue your conversation.
• Stay inside your stand space when talking to visitors or invite them onto your stand. Please do not conduct your business in the aisles or give out pamphlets. Blocked aisles are not only disadvantaging the stands around you they are also a safety risk.
• If you use a microphone as part of your selling tool, please keep the volume down. The people 4 stands away don’t need to hear about your product until they get to your stand.

Breakdown

Our biggest complaint is from those visitors that visit the show towards to the end of the last day thinking that it will be a quieter time and find there are exhibitors that have packed up already and gone home. While it may seem to you that the end of the show is the time that you are not likely to sell as much, please consider that there are still a lot of people looking to purchase and wanting to find out about products. It is unfair for a visitor to come along to see a whole show and only experience a portion of it. So please, don’t breakdown until 10 minutes after the show close announcement has been made.

Lets all work together to make the show as enjoyable an experience as we can. Please feel free to contact Shannon Gallagher on 021 619 902 if you experience any issues.

Have a Great Show!

New Zealand Home Shows Team