EXHIBITOR PROSPECTUSwww.meetings.co.nz

29th - 30th May 2019, ASB Showgrounds, Auckland

#meetings19#cinz

Friday 15 MarchDeadline for all exhibition bookings

Friday 5 AprilDeadline for all exhibiting company marketing profiles

Monday 22 AprilPre-Scheduled Appointment request process begins online

Friday 3 MayDeadline for pre-scheduled appointment requests

Deadline for design and build plan approval from Exhibition Manager

Wednesday 8 MayDeadline for purchase and payment of exhibitor personnel and social event tickets

Thursday 16 MayOnline diary commences

Thursday 23 MayOnline diary closes

Friday 24 MayFinal appointment diary available to view online

Tuesday 28 MayExhibitor pack in

MEETINGS Welcome Function

Wednesday 29 MayAppointment Programme

MEETINGS Mix and Mingle

Thursday 30 MayAppointment ProgrammeMEETINGS Gala Dinner

TIMELINE / IMPORTANT DATES

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Click here to register onlineApplications close Friday 15 March 2019

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Click here to register onlineApplications close Friday 15 March 2019

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-ScheduledAppointmentswithover230qualified 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?

• Confirmbusiness–returnoninvestment

• Generate new leads

• Gain exposure and brand awareness

• Create relationships with new clients and reconnect with existing clients

“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

of Exhibitors said that MEETINGS 2018 met or exceeded their expectations

90%

of Exhibitors felt that exhibiting at MEETINGS gave them a competitive advantage

92%

of Exhibitors thought the overall quality of their 2018 appointment schedule was either very good or excellent

81%

worth of business was written at MEETINGS 2018

$60m

WHERE TO EXHIBIT AT MEETINGS

1 Regional Participation

2 Exhibit Independently

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.

3 The Luxury Collection

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 email the Exhibition Manager on exhibitors@meetings.co.nz.

Regional areas are co-ordinated by Convention Bureau

Managers (in conjunction with the Exhibition Manager)

toprovideaneffectiveandunifiedpromotionfortheir

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 Contact your Convention Bureau Manager to

confirmparticipationandtoensureyoumeettheir

regional criteria.

B Ascertain regional stand build ie: Space Only or

Walling Package option as you will need this when

registering online.

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Click here to register onlineApplications close Friday 16 March 2018

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EXHIBITOR OPTIONS

There are a number of options available to Exhibitors at MEETINGS. Before you register, ask yourself the following questionstohelpfindtherightoption:

• 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?

Example 1

New Exhibitor – Eco Tour CompanySingle stand, walling, Silver, one appointment stream $6,100 + GST

This is the best option for Eco Tour Company. They want totestthewatersatMEETINGSforthefirsttime.Theyare 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 thephysicalstandwithwalls,flooring,etc.Thismeanstheyonly 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.

• 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?

Stand terminology explained

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.

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Space only

With walling

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.

Space only

With walling

EXHIBITION PACKAGES & ENTITLEMENTS

1 Space only package (no walling)

2 Walling Package

TheSpaceOnlypackageincludesfloorspaceandpowertoyourstand. 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.

Your stand space will be constructed from Frontrunner walling (black carpet panels). Also included in your package are two spotlights,powerandacompanyidentificationsign(nameandstand 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.

Company SignageRegions 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 ConfirmationA visual plan of the design and build, including signage, must be submitted for approval to the Exhibition Manager no later than Friday 3 May 2019.

Stand FurnitureTables, chairs and stand furniture are not included in the stand price. Furniture may be hired from Peek Display. Visit www.peek.co.nz for their hire equipment catalogue.

Onceyourstandallocationisconfirmed,yourPeekDisplay representative will contact you to discuss any further products and services you may require.

Don’t hesitate to contact us for any help or advice selecting the option that best meets your needs.

Note: Should you prefer to use Octonorm walling or are unsure about any aspect of the show walling, please email 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

Overhead Signage Overhead signage creates dramatic impact and makes yourstandeasiertofindintheexhibitionhall.Someregional 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.

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Click here to register onlineApplications close Friday 15 March 2019

YOUR FINANCIAL INVESTMENT

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

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.

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 2019.

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Click here to register onlineApplications close Friday 15 March 2019

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HOW TO EXHIBIT AT MEETINGS

Companies who are current CINZ Members may register online at www.meetings.co.nz

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.

SpaceatMEETINGS2019willbeallocatedona‘firstbooking 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 andconfirmationofyourparticipationandthenatureofyour 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 email communications containing a link. This will enable access to the Exhibitor Zone, where you can add your marketingprofile,logo,findaccommodationdeals,bookappointments and much more.

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.

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

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.

Staffing Your Stand

Exhibitor Zone

Your Financial Commitment

If cancellation of space is necessary once space has been confirmed,variouscancellationpenaltieswillapply.Pleaserefer to the Exhibitor Terms and Conditions on submission of the Exhibition Stand Booking Form and Contract for Space.

Cancellation of Space

Companies applying to exhibit at MEETINGS 2019 must be acurrentfinancialMemberofCINZandtheymustadhereto the exhibition criteria (published on www.meetings.co.nz) and must agree to the Exhibition Terms and Conditions on submission of the Exhibition Stand Booking Form and Contract for Space.

Criteria for Exhibiting Companies

Booking Your Exhibition Space

StandspaceatMEETINGS2019isnotfullyconfirmeduntilpayment has been received in full and acknowledged in writing by the Exhibition Manager.

Click here to register onlineApplications close Friday 15 March 2019

Tuesday 28 May

MEETINGS Welcome Function

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.

Thursday 30 May

MEETINGS Gala Dinner

Don’tmissoutonthiscelebratedaffair–mostdefinitely

an industry highlight! One complimentary ticket is

included with every single stand purchased.

Additional ticket/s costs:CINZ Members/Guests: $160.00 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.

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.

SOCIAL EVENTS

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Click here to register onlineApplications close Friday 15 March 2019

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!

“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

Register NowClick here to register online or go to www.meetings.co.nzApplications close Friday 15 March 2019

Venue Partner Exhibition Partner Technology Partner

Principal Sponsor Host City Sponsor

Major Sponsors

OUR SPONSORS

www.airnewzealand.co.nz www.aucklandnz.com/meet

www.asbshowgrounds.co.nz www.eventsair.comwww.peek.co.nz