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Manual for Exhibitors - WasteMINZ




If you wish to have additional

personnel on your trade site,

they must be registered and

paid for prior to the conference

commencing. A reduced rate is

available upon application.


Audio visual requirements can be

ordered from Peek Exhibition Ltd.

Contact jules.l@peek.co.nz.


The trade exhibition closes

at 12.30pm on Thursday 24

October, and breakdown can then

commence. Please do not start

breaking down your stand before

this time. The Farewell Lunch

commences at 12.30pm in the Wai

Ora Spa Grand Hall.

All materials must be removed

from the venue by 5pm on Thursday,

24 October.

Anything left inside the venue after

this time will be deemed to be

rubbish and will be placed in the

venue’s rubbish collection area. If

you are using a freight company,

please ensure they are aware of this



The venue floor is covered in bluegrey


Ceiling height of venue

The ceiling is 16m high. The stand

height is 2.3m.

custom signage

Please contact Peek if you require a

quote for custom designed signage

at jules.l@peek.co.nz.

Dangerous and

Hazardous Substances

Substances that are of a

dangerous, flammable, explosive

or of an objectionable nature must

not be brought into the premises

without formal notification to the

Ministry of Business, Innovation

and Employment and the venue.

If you are proposing to use toxic

materials or fluids, the disposal

of these materials requires

notification to the Ministry

of Business, Innovation and

Employment. The nature of the

material or fluid and the quantities

involved and a copy of the plan for

disposal must be forwarded to EEC

no later than 14 days prior to the

event commencing.

No more than one day’s supply

of any hazardous or dangerous

substance shall be stored on the

stand or within the venue at any

time; the remainder must be stored

in closed containers in a location as

per the Hazardous Substance and

New Organisms Act.


For the safety of event patrons

and for protection of the venue, all

electrical appliances and leads for

commercial or public use must be

tested and tagged with a current

test tag. It is recommended that

equipment for personal use,

such as your laptop or phone

charger, are checked however

it is not mandatory for these to

be tagged or tested. The Energy

Events Centre reserves the right

to check commercial and personal

equipment and remove any unsafe

leads or equipment. Exhibitors will

be liable for any costs or damages

to the venue due to the use of

electrical devices that have not

been tagged or tested.

Where electrical cabling crosses a

trafficable area, it must be secure,

made safe and clearly identified.

Floor Plan

The trade exhibition is located in

‘Unison Arena 1’ and a site plan is

attached. A floor plan, with stand

numbers, will be available at the


Furniture Hire

Stands do not include any furniture.

If you require any furniture, or

additional equipment, please

view Peek Exhibition Ltd’s online

catalogue at www.peek.co.nz and

contact jules.l@peek.co.nz.

Heavy items

To prevent damage to the venue’s

sports flooring, any heavy

equipment over 500kg (for example,

a coffee machine) must have two

layers of ply laid on the floor, prior

to placing in the allocated space.

Any heavy equipment that is part

of your stand must be checked and

approved by the Energy Events

Centre. Please provide height,

weight and dimensions to Martin

Large at the Energy Events Centre.

Lighting & Power

All stands include 2 x 150 watt

spotlights and a 1 x 10 amp power

point with a 4 way multi box. If

you require additional lighting or

power for your stand contact Peek

Exhibition Ltd at jules.l@peek.

co.nz. This will be your cost.

Plant Hire

Plant and shrub requirements can

be ordered and paid for directly

with Peek.


access to venue (IN ALPHABETICAL ORDER)

courier pick up

All items left behind for collection

by couriers must be clearly

labelled and arrangements made

with the Energy Events Centre’s

administration office. They will

log this in their courier log. The

venue takes no responsibility for

goods left on the premises one

working day post conference. All

packaging or other items left on

the premises after this time will be

deemed abandoned and disposed

of accordingly at the exhibitor’s


A courier collection form (available

from the venue’s administration

office) is to be completed and

attached to your packages before

your departure.

All goods must be clearly marked

with the following information:


Name of company


Contact name


Physical address


Contact phone number


Number of boxes: i.e. 1 of 10


Name of courier company that is

collecting the boxes


Order number of this



Deliveries should arrive at the

venue no earlier than Monday 14

October at 9am.

You must contact the venue and

make special arrangements

for deliveries prior to this date.

Deliveries will only be accepted

between 9am and 4.30 pm on

weekdays. The venue does not

accept responsibility for goods

left unattended by couriers or


Customs Clearance: All deliveries

that require customs clearance

must be via a customs broker or

freight forwarder. For further

information please check the

New Zealand Customs website as

follows: www.customs.govt.nz/



Please ensure all boxes are clearly

marked with your stand name and

stand number to ensure delivery to

your stand. The delivery address

label (form #2) must be used.

Goods must be clearly marked with

the following information:


Conference name

(WasteMINZ Conference)


Date of conference

(21-24 October 2013)


Exhibitor company name


Stand number


Contact phone number


Event coordinator

(Martin Large)


Venue name

(Energy Events Centre)



(Queens Drive, Government

Gardens, Rotorua)


Number of boxes (i.e. 1 of 10)

exhibitor access

All representatives must be

registered as an exhibitor. Exhibitor

badges will be provided for up to

two company representatives who

are staffing the exhibition stand. On

arrival at the venue, please report

to the registration desk to collect

your badges.


The Energy Events Centre has 370

car parks adjacent to the building,

with a staff car park at the rear of

the building which can be used, if

required, for overflow parking.


Storage at the venue is limited. If

any storage is required prior to the

event this must be arranged with

the venue’s Event Co-ordinator,

Martin Large, and will be entirely

dependent on space availability.

Transfer and storage of all items is

the responsibility of the exhibitor.

Exhibitors must ensure that labour

is supplied to move large items

to and from the loading docks. All

post conference courier pickups

must be organised with the venue

who will advise you where to place

all items for pick up.


The venue has five flat bed trolleys

which are free for use during packin.

Venue trolleys are subject to

availability. If you are bringing your

own trolley please ensure the tires

are pneumatic as hard wheels may

damage the carpet or flooring.

Vehicle Access

The Energy Events Centre is

located in the Government

Gardens. Access is via the Princess

Gate Arches that are at the end of

Arawa Street leading into Queens

Drive. A map showing the parking

at the venue is on page 9.


other services (IN ALPHABETICAL ORDER)


Accommodation is your

responsibility. WasteMINZ

has negotiated discounted

accommodation rates for our

conference attendees at the

Millennium Hotel Rotorua and the

Sudima Hotel Lake Rotorua. These

venues are both in the Rotorua

CBD and are only a five minute

walk to the Energy Events Centre.

To ensure you get the discounted

rates please go to: http://www.



Beverage samples

Approval is required from the

venue if you wish to provide food or

beverages to conference attendees.

Please contact the WasteMINZ

Event Manager for approval, prior

to the commencement of the


Business Services

Limited business services are

available for a fee at the venue

administration office, located in the

Wai Ora Spa Grand Hall. Services

include printing, couriers, faxes

and photocopying. Applicable

charges will be made to users, by

the venue, at the time of use.


All conference catering (with the

exception of the gala dinner and the

farewell lunch) will be served in the

trade exhibition area to encourage

attendees to spend time viewing the

exhibits. Your exhibitor fee includes

all meals and refreshments during

conference times.


The venue will have cleaners in

attendance during conference

hours and the exhibition area

floor will be cleaned each night.

This does not include individual

exhibition stands. Exhibitors must

remove all items not for display

purpose from the exhibition areas

before the exhibition opens each

day. Further details on rubbish and

recycling will be provided at the



Exhibitors are responsible for their

own insurance cover and must

ensure that goods on display are

adequately insured for theft or

damage prior to and during the

event. WasteMINZ does not accept

any liability or responsibility for

theft or damage.

Internet Access

The venue offers a free wireless

service to delegates. This is

suitable for checking emails and

the like.

If you wish to use internet and video

on your trade site, you will need

a dedicated internet connection.

The cost is $200 plus GST. If you

have advised WasteMINZ that

you require a dedicated internet

connection for your stand, you will

be invoiced for this by the venue.


Waste bins will be provided within

the trade exhibition area. In the

best interests of sustainability,

please take information packs,

display items, leaflets and

packaging materials with you at the

conclusion of the conference.


All function rooms are locked and

secured at the conclusion of a day’s


Entry is not permitted until the

venue is re-opened the following

day. Neither the organiser or

the venue or any of their staff,

employees, agents or other

representatives shall be held

accountable or liable for any

damage, loss, harm or injury to

any person or any property of the

exhibition. Do not leave personal

items on your stand.


Smoking is not permitted anywhere

inside the venue. Designated

smoking areas will be allocated

outside the venue.


There is a free phone at the front

reception of the Energy Events

Centre that dials directly to Rotorua




Rotorua Energy Events Centre

Queens Drive

Government Gardens

Rotorua 3010

Event Name

Event Date



Sender Stand #

Contact Name Phone (0 )

Courier Name Description of items eg carton, pallets, boxes of satchel inserts Item No. of





WasteMINZ is the largest

representative body of the waste

and resource recovery sector in

New Zealand. Formed in 1989, it is

a membership-based organisation

with over 1,000 members – from

small operators through to

councils and large companies.



We are the authoritative voice on

waste and resource recovery in

New Zealand and seek to achieve

ongoing and positive development

of our industry through

strengthening relationships,

facilitating collaboration,

knowledge sharing and

championing the implementation

of best practice standards.


special + other

t +64 9 476 7162

f +64 9 476 7164


PO Box 305426, Triton Plaza,

North Shore 0757

Unit 1B, 5 Ceres Court, Rosedale

Auckland 0632 New Zealand


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