Exhibition

Conference Secretariat: Conferences & Events Ltd Email: eeaconf@confer.co.nz

EXHIBITION

CONFERENCE SPONSORS The following stands are available: 101 Half Stand 102 Half Stand 104 Half Stand 113 Half Stand To book an exhibition stand at the EEA 2012 Conference please CLICK HERE THE EXHIBITION LAYOUT To view the 2012 Exhibition Site Plan, please click here To view the list of companies that have book exhibiton stands, please click here STAND PRICES For the 2012 EEA Conference Trade Exhibition there are a total of 113 Trade Exhibition Stands for purchase that consist of: • 68 full or larger stands ranging from 3m x 2.4m at $4,800 + GST up to 4.8m x 4.8m - $14,700 + GST • 27 half stands which are triangle shaped measuring half of 3m x 2.4m and a further 12 rectangle shaped half stands measuring 3.0m x 1.2m - $2,850 + GST • 5 reduced size stands measuring 3m x 1.8m - $3,600 + GST and one smaller reduced size stand measuring 2.4m x 1.8m - $2,950 + GST • The corner stands are available and vary in size and price. For a detailed list of stand types including all stand measurements and prices, please click here THE EEA EXHIBITION PACKAGE The package includes: • The supply and erection of booth walls (unless otherwise stated in the exhibition layout details, the modular walls are 2.3m high and finished in black velcro fabric) • On-site power to each stand (4-way power point) • Two spotlights for mounting on the fascia - Fascia system and company name • A Conference satchel including a copy of the Conference Handbook • Depending on the size and cost of each stand, there are a set number of complimentary trade exhibitor registrations available per stand, covering the Trade Opening (20 June 2012), the Exhibition Social Hour (20 June 2012), Morning and Afternoon Teas and Lunches (20 June – Afternoon Tea only, 21 June – Full Catering, 22 June – Morning Tea and Lunch only). EXHIBITOR REGISTRATIONS Registered exhibitors are welcome to attend the formal opening of the Conference, and one Conference session only. Those exhibitors wishing to attend more than one Conference session must register as a Conference Delegate by completing a Conference Delegate Registration Form. The number of complimentary trade exhibitor registrations available per stand is shown on the Stand List, click here to view. If you wish to have additional Exhibitors registered on your stand, over and above the complimentary entitlement, you will need to complete a Trade Exhibition Registration. The person from your company who booked your Trade Exhibition Stand/s will have been sent an email with a link to online Trade Exhibitor Registrations from the Conference Organisers (Conferences & Events) in February 2012. This link allows you to register your allocated Complimentary stand registration/s and additional Trade Exhibitor registrations. If you did not receive this email, please contact Conferences & Events, Email: eeaconf@confer.co.nz Phone +64 4 384 1511 PROVISIONAL EXHIBITION SCHEDULE *Please note that as you are required to use the service lift to transport your goods up to the exhibition hall, the pack in will be tightly coordinated. You will be provided with a more exact pack in time closer to the conference. To avoid congestion in the lifts, we would appreciate it if you adhere to the time slot you are given. EXHIBITION FORMAT CHANGES As a result of your feedback, EEA has agreed that the 2012 Conference will be extended from a two day to a three day event. The event will now start on Wednesday 20 June and conclude in the afternoon of Friday 22 June. The EEA is proposing that the Trade Exhibition will open in the morning of Wednesday, 20 June 2012. The morning opening will enable Trade Exhibitors to invite your clients and visitors (who would not normally be attending the EEA Conference) to your stand for meeting/discussions and to view your products/services. These guests would also be invited to the Official Conference Opening after lunch on the Wednesday. The Conference Keynotes, paper presentations and panel sessions will begin Wednesday afternoon, and continue on Thursday and Friday, with the event concluding Friday mid-afternoon. The trade exhibition pack down times will remain unchanged. The delegate/exhibitor Conference social event will be held on the Wednesday evening and the Conference Dinner on the Thursday evening. We have also made small changes to the 2012 Exhibition layout which has allowed us to increase the stand numbers from 106 to 113 keeping with the main exhibition hall and utilising the Marlborough rooms and surrounding promenade. EXHIBITION PUBLIC VIEWING TIMES Visitors to the trade exhibition are welcome at the designated public viewing times. Upon arrival, all visitors must sign in at the registration desk to obtain appropriate identification and sign out and return the identification badge when leaving the building. Visitors are permitted to stay for Morning and Afternoon Tea sessions but must vacate the exhibition area by midday on Thursday and Friday for Lunch and 5pm for the social functions. The following viewing times will be strictly enforced: Back to top TRADE EXHIBITION BOOKING TERMS & CONDITIONS STAND ALLOCATION We will do our best to accommodate your requirements, but there is always competition for sites, as some are perceived to be better than others. You can help us to allocate your preferred site(s) by giving three options, which should be positioned in different areas of the exhibition site. Also to assist us in maximising your marketing opportunities, please advise us of competitor companies on your booking application. We cannot guarantee that we will be able to avoid placement close to competitors but we will try to take this into consideration when allocating stands. Stand sites will be provisionally allocated on a “first payment received” basis but the final allocations will take into account additional criteria including sponsorship of the 2012 Conference. Note the organiser reserves the right, where circumstances dictate, to vary the stand allocation. The Trade Exhibition Site Plan with allocated stands will be viewable on the EEA website by the end of March. PAYMENT A 50% deposit payment must be paid within 7 days of the booking application to secure a trade exhibition stand. The deposit can be paid using the online credit card payment facility or by direct credit or cheque using the details on the invoice. All exhibition and exhibitor registration fees paid by direct credit must be paid to the conference bank account on the invoice. All fees must be paid by 13 April 2012. Exhibitors who have not made payment in full by this time will not be permitted to set up their stand. CANCELLATIONS Refunds will be made for cancellations received in writing within seven (7) days of our confirming your stand allocation. A cancellation notice received prior to Friday, 13 April 2012 will incur a loss of deposit, however, no refunds will be made for cancellations received after this date. INSURANCE & LIABILITY Exhibitors and their agents are responsible for all of their exhibits and contents and are required to carry their own insurance for the loss, theft, damage or otherwise of their belongings and public liability over the period of the Conference. This insurance should remain in force until their exhibits are removed from the venue. Neither the EEA, Conferences & Events nor the Sky City Convention Centre is liable for any damage or loss of any exhibitor’s material brought into the venue, prior, during or after the event. Exhibitors and their agents must assume all responsibility for any damage caused by themselves or their equipment to the venue, other exhibitors or attendees at the event however so caused. EXHIBITION MANUAL The Exhibition Manual will be emailed to the person who booked the Trade Exhibition Stand by Conferences & Events. The Exhibition Manual will include: Pack-in and storage details - Equipment hire and catering information - Delegate registration & Accommodation information. This will be available by the end of February 2012. CALL FOR PAPERS For those of you interested in offering papers to the 2012 Conference, the theme is "Delivering New Zealand's Renewable Future". Please click on the Call for Papers tab at the top of the page to view a list of suggested paper topic ideas The closing date for paper abstract submissions is Wednesday, 29 February 2012 with the accepted full papers due by Friday, 13 April 2012. SPONSORSHIP If you are interested in being sent details of the Conference Sponsorship packages please contact Tracy Hobbs at the EEA Office by email: tracy@eea.co.nz or phone +64 4 473 8655. EXHIBITION TIMETABLE

1 December 2011 14 February 2012 End of February 2012 End of February 2012 21 March 2012 18 May 2011 19 June 2012 20 June 2012 20 - 22 June 2012 22 June 2012 Stand bookings open, a deposit payment is required upon booking Exhibitors notified of stand allocation (stand allocations will be completed when sufficient registrations are received and notification will be no later than this date). Technical manual available Exhibitors will be sent instruction on booking stand personnel, accommodation and social functions Deadline for Company Profile for handbook and CD Deadline for exhibitor registrations Exhibition Build Exhibition opening EEA Conference 2012 Exhibition Breakdown

Tuesday 19 June 2012 Exhibitor set-up / 8am-5pm* Wednesday 20 June 2012 Exhibition viewing / 9am – 5pm Exhibition social hour / 5.30pm-6.30pm Thursday 21 June 2012 Exhibition viewing / 8.30am-5pm Exhibition Social Hour/ 5.30pm-6.30pm 2012 Conference Dinner / 7.30pm Friday 22 June 2012 Exhibition viewing / 8.30am-2pm Exhibition pack-out / 2pm-5pm

Wednesday 20 June: Invited Guests 9am - 5pm Wednesday 20 June: Public Viewing 2pm - 5pm Thursday 21 June: 9am - 12pm and 2pm – 5pm Friday 22 June: 9am – 12pm Back to top