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EXHIBITOR PROSPECTUSwww.meetings.co.nz
31st May - 1st June 2017, ASB Showgrounds, Auckland
LET’S MEET
3 Timeline / Important Dates
4 Our Sponsors
5 Your Invitation
6 Welcome
7 Why Exhibit at MEETINGS?
9 MEETINGS Buyer Programme
10 Appointment Programme
10 Marketing and Media Programme
11 Who Exhibits at MEETINGS?
13 Where to Exhibit at MEETINGS?
14 Exhibition Stand Options
15 Your Financial Investment
17 How to Exhibit at MEETINGS
18 General Exhibitor Information
19 Sponsorship Options
21 Exhibitor Air Travel and Accommodation
21 Social Events
22 MEETINGS Floor Plan
23 MEETINGS 2017 Programme
24 MEETINGS Management Team
TABLE OF CONTENTS
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Friday 17 MarchDeadline for all exhibition bookings
Friday 7 AprilDeadline for all exhibiting company marketing profiles
Monday 24 AprilPre-Scheduled Appointment request process begins online
Friday 5 MayDeadline for pre-scheduled appointment requests
Deadline for design and build plan approval from Exhibition Manager
Wednesday 10 MayDeadline for purchase and payment of exhibitor personnel and social event tickets
Tuesday 16 MayOnline diary commences
Thursday 25 MayOnline diary closes
Friday 26 MayFinal appointment diary available to view online
Tuesday 30 MayExhibitor pack inExhibitor briefing
MEETINGS Welcome Function
Wednesday 31 MayAppointment Programme
MEETINGS Mix and Mingle
Thursday 1 JuneAppointment Programme
MEETINGS Dinner
TIMELINE / IMPORTANT DATES
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www.asbshowgrounds.co.nz
www.peek.co.nz
www.centiumsoftware.com
Venue Partner
Exhibition Partner
Technology Partner
Principal Sponsor
Host City Sponsor
Major Sponsors
OUR SPONSORS
www.airnewzealand.co.nz
www.aucklandnz.com/conventions
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Two days to connect with qualified buyers, create business opportunities and share knowledge with other industry professionals.
Make MEETINGS 2017 an integral part of your marketing mix. Utilising our online technology, you’ll select the buyers you most want to meet and who are most likely to bring you business.
Where else can you meet over 600 buyers in New Zealand
under one roof ?
“By exhibiting as a region at MEETINGS, we strengthen our
proposition to identify Hamilton & Waikato in the minds of our buyers, and our return on investment. Our partners
expect to walk away with significant business opportunities, and MEETINGS
2016 certainly delivered.”
Amanda Graham
Hamilton & Waikato Tourism
We invite you to MEETINGS 2017
- New Zealand’s only national
tradeshow for the conference and
business tourism industry.
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Building on the success of MEETINGS 2016, we are excited to plan an excellent forum for our CINZ Members and Hosted
Buyers to drive activity in the New Zealand economy in 2017.
KIA ORA
We are back in Auckland with support from the Auckland Convention Bureau. With ASB Showgrounds as our venue, we will benefit from the expansive flat floor exhibition, marvellous spaces for stand builds, a media centre, education area and of course, our networking functions.
The Conference and Incentive sector has continued to grow. Here at CINZ, we are committed to supporting this growth and enhancing the visibility of the Convention and Incentive industry within New Zealand.
Our Media Programme is stronger than ever, bringing in an estimated $475,000 EAV in 2016. At MEETINGS 2017 you will see media professionals who are based both domestically and internationally. They will travel to the regions through the pre-MEETINGS Famil Programme, walk the floor to hear firsthand about the new developments and opportunities. They thrive on hearing speakers talk about their regions and our infrastructure developments and it is through this exciting programme that you can share your story with the world.
Our partnership with Air New Zealand and Tourism New Zealand continues and their valued support will see the return of international buyers from North America, China, South East Asia and India.
The New Zealand Hosted Buyer Programme continues to be a strong component of MEETINGS with over 98% saying that MEETINGS 2016 met or exceeded their expectations.
We continue to refine our approach to ensure that the quality of these buyers remains at a high standard. Our New Zealand Day Buyer numbers remain strong and in 2016 we introduced the opportunity for Day Buyers to opt in to having their own Pre-Scheduled Appointment Programme. Feedback was overwhelmingly positive and based on this we will continue the Day Buyer Appointment Programme in 2017. What remains a priority for many of our New Zealand Day Buyers is the opportunity to have flexibility in their day. As a result the Pre-Scheduled Appointment Programme will be available on an opt-in basis only to ensure that only Day Buyers who value set-appointment times are scheduled in exhibitor diaries. This will work to ensure that Exhibitors are only getting appointment blocks by Day Buyers that are truly committed to meeting with them.
Australian Hosted Buyers will again join us in conjunction with Air New Zealand. We will continue to ensure that their time and value is maximised. Demand for places remains strong and we have already secured a number of key industry buyers to the show.
Our VIP Programme will return, where we welcome Chief Executives, Government Representatives, Councilors, RTO Board Members, Association Professionals and Tourism Representatives from all over New Zealand to attend the show. Following the Industry update VIP’s will be escorted to the show floor to interact with Exhibitors and see the many businesses that make up this sector.
Our Manaakitanga – our style of hospitality – is key to the success of MEETINGS and we give many organisations the opportunity to showcase how we, as New Zealanders, bring the outside in and deliver an unforgettable experience.
We look forward to welcoming you to MEETINGS 2017 and making this show one not to be missed!
Nga mihi,
Sue Sullivan - Chief Executive
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6 Click here to register online Applications close Friday 17 March 2017
WHY EXHIBIT AT MEETINGS?
The only national tradeshow in the country, MEETINGS delivers the ultimate solution for the
conference and business tourism 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 600 buyers across two days
• Networking opportunities
• Pre-Scheduled Appointments with over
240 qualified Hosted Buyers from New Zealand,
Australia and the wider international market.
• Complimentary marketing platforms to increase
your brand presence - website, social media and PR
How will you benefit?
• Generate new leads
• Confirm business- Return on Investment
• Gain exposure and brand awareness
• Create relationships with new clients and
reconnect with existing clients
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“As an exhibitor and creator of previous MEETINGS
functions, MEETINGS is the event of the year to showcase to all our clients,
be they venues, PCO’s, PA’s, Event Planners or Caterers. We simply wouldn’t miss it and always go
home with plenty of leads.”
Jacqui Alexander
Event Impressions
98%
of Exhibitors were satisfied that
they successfully promoted their
brand and company
90%
of Exhibitors felt that exhibiting at
MEETINGS 2016 gave them a competitive
advantage
98%
of Exhibitors said they would likely
exhibit at MEETINGS 2017
98%
of Hosted Buyers said MEETINGS 2016 either met
or exceeded their expectations
86% said ‘yes’
14% said ‘too early to know’
We asked 2016 Hosted Buyers …Will you book business with any exhibitors in the future as a result of attending the show?
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MEET QUALIFIED BUYERS
Meetings Buyer Programme
Buyer applications come from professionals within corporations, associations, education sectors and government as well as from professional conference organisers and destination management companies.
These people are responsible for organising, planning,
recommending, researching, influencing and making
budgetary decisions about destinations, events,
conferences and incentive travel.
MEETINGS hosts these buyers in order to promote the
development of New Zealand’s business events sector.
We provide exhibitors with the opportunity to connect
with hundreds of qualified buyers in a number of ways.
Hosted Buyer Programme
Buyers from Australia and New Zealand have the
opportunity to apply for the MEETINGS Hosted
Buyer Programme which offers full hosting in terms
of travel, accommodation and registration. The
buyer is interviewed and qualified through a detailed
selection process and must agree to participate in the
appointment programme. Traditionally MEETINGS
hosts in the vicinity of 180 qualified buyers from
New Zealand and Australia.
Day Buyer Programme
The Day Buyer programme offers an appointment
free opportunity for buyers to visit the show during
opening hours.
A new option this year allows Day Buyers to “opt in” to
some appointments with Exhibitors if they wish.
The Day Buyer programme offers buyers the opportunity
to participate in the Speaker Showcase hosted by
Celebrity Speakers and hosted luncheons which are
sponsored by Millennium Hotels & Resorts.
International Buyer Programme
With the support of Tourism New Zealand and
Air New Zealand, MEETINGS 2017 will welcome up to
50 buyers from North America, China, India and South
East Asia. These buyers will be pre-qualified and will visit
MEETINGS 2017 to learn more about New Zealand as a
conference and incentive travel destination.
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Appointment Programme
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The highlight of MEETINGS is focused, face to face appointments (15 minutes each) with qualified Hosted Buyers. You’ll enjoy up to 35 appointments over the two days.
Our appointment scheduling system uses the latest online technology for fast and efficient appointment planning from the comfort of your own office.
Appointment schedules are offered according to stand space purchased:
Single stand space: One appointment schedule per stand
Shared stand space: One appointment schedule per stand
Double stand space: One or two appointments schedules depending on purchase
Marketing and Media Programme
MEETINGS works hard to attract top quality buyers to the show, thereby increasing the return to you, the exhibitor.
The MEETINGS 2017 Marketing and Media Programme
runs from January 2017 until the show itself, with
follow-up activity immediately post-show.
To ensure that exhibitor news and stories reach the
media, the MEETINGS Media Centre will be distributing
media releases to both trade and mainstream media in
New Zealand, Australia and Asia, leading up to and
throughout the show.
“We exhibited for the first time at MEETINGS 2016
and it was instantly obvious this this was the best place to access the
conference and business tourism market. We left with pages of great
business contacts and we really enjoyed the experience.”
Kristina Ercolano
La Lumiere
MEETINGS marketing activity includes:
Advertising Industry trade press Selected targeted management publications
Direct MailA qualified database of 2,500 for a direct mail campaign
Exhibition Promotion at various trade shows within New Zealand and AIME in Australia
Email Marketing Several thousand email invitation reminders and newsletters promoting the event
Telemarketing Telemarketing to specific corporate and association organisations
Website Website promotion of the event
Social Media Promotion through Facebook, Twitter, LinkedIn and Instagram
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CINZ Members from all areas of the New Zealand tourism/conference
and incentive industry are invited to exhibit at MEETINGS.
WHO EXHIBITS AT MEETINGS?
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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 fourth 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 [email protected].
Regional areas are co-ordinated by Convention Bureau
Managers (in conjunction with the Exhibition Manager)
to provide an effective and unified promotion for their
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 2017 you will
need to:
A Contact your Convention Bureau Manager to
confirm participation and to ensure you meet their
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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EXHIBITION STAND OPTIONS
1 Space only package (no walling)
2 Walling Package
3 Exhibitor Entitlements
The Space Only package includes floor space and power to your stand. 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 at an additional cost and with sign off from the Exhibition Manager.
Your stand space will be constructed from Frontrunner walling (black carpet panels). Also included in your package are two spot lights, power and a company identification sign (name and stand number). Banners may be suspended above the stand space at an additional cost and with sign off from the Exhibition Manager.
Note: Should you prefer to use Octonorm walling or are unsure about any aspect of the show walling, please email the Exhibition Manager at [email protected] or call 09 485 3148.
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 2017 website including a link to your own company website• Your company marketing profile on the MEETINGS 2017 website – - available for up to 6 months after the event• Listing in the official MEETINGS 2017 Exhibition Guide 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 • Transport to and from the exhibition and social event venues • Welcome Function tickets for two people • MEETINGS Dinner ticket for one person
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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 5 May 2017.
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.
Once your stand allocation is confirmed, your Peek
Display representative will contact you to discuss any
further products and services you may require.
Overhead SignageBanners may be hung above independent stands, at
an additional cost.
Regional signage will be coordinated between
the Exhibition Manager and Regional Convention
Bureau Managers.
No additional banners may be hung above the
Luxury Collection stand.
Frontrunner Single Stand3m wide x 2.4m deep x 2.3m high. *Diagram shows two single stands
YOUR FINANCIAL INVESTMENT
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Member Status Stand Type Size Appointment Schedule Excl GST (15%)
Platinum Space Only Single Stand 1 appointment $4,955.75
Platinum Space Only Shared Stand two companies, 1 appointment $3,015.38
Platinum Space Only Double Stand 1 appointment $6,971.38
Platinum Space Only Double Stand 2 appointments $9,207.38
Platinum Walling Single Stand 1 appointment $5,401.88
Platinum Walling Shared Stand two companies, 1 appointment $3,238.44
Platinum Walling Double Stand 1 appointment $7,836.75
Platinum Walling Double Stand 2 appointments $10,078.13
Gold Space Only Single Stand 1 appointment $5,068.63
Gold Space Only Shared Stand two companies, 1 appointment $3,071.81
Gold Space Only Double Stand 1 appointment $7,127.25
Gold Space Only Double Stand 2 appointments $9,422.38
Gold Walling Single Stand 1 appointment $5,525.50
Gold Walling Shared Stand two companies, 1 appointment $3,300.25
Gold Walling Double Stand 1 appointment $8,014.13
Gold Walling Double Stand 2 appointments $10,314.63
Silver Space Only Single Stand 1 appointment $5,176.13
Silver Space Only Shared Stand two companies, 1 appointment $3,125.56
Silver Space Only Double Stand 1 appointment $7,288.50
Silver Space Only Double Stand 2 appointments $9,642.75
Silver Walling Single Stand 1 appointment $5,643.75
Silver Walling Shared Stand two companies, 1 appointment $3,359.38
Silver Walling Double Stand 1 appointment $8,196.88
Silver Walling Double Stand 2 appointments $10,551.13
Early Bird Special!Book your stand by 23 December 2016 and deduct
$100 off the normal cost of your stand. Be an Early
Bird – 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 2017.
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HOW TO EXHIBIT AT MEETINGS
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Booking your exhibition space
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Companies who are current CINZ Members
may register online at www.meetings.co.nz
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 Guide.
Space at MEETINGS 2017 will be allocated on
a ‘first booking 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 and a letter confirming your
participation and the nature of your stand space.
Your payment must be made by the due date
indicated on the invoice. Upon receipt of payment,
you will be provided with a dedicated access code
and reference number. This will enable access to
the Exhibitor Zone.
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Companies applying to exhibit at MEETINGS 2017 must be a current financial member of CINZ and they must adhere to 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.
Your Financial Commitment
Criteria for Exhibiting Companies
If cancellation of space is necessary once space has been confirmed, various cancellation penalties will apply. Please refer to the Exhibitor Terms and Conditions on submission of the Exhibition Stand Booking Form and Contract for Space.
A shared stand is suitable for two companies with complementary products and services. (maximum of two companies for every single stand).
The shared stand cost includes one shared appointment schedule. Each of the companies sharing is entitled to submit their own individual company marketing profile, enabling Hosted Buyers to select either company for an appointment, which is then shared.
Please ensure you co-ordinate your appointment booking process together.
Shared stands are entitled to two complimentary exhibitor registrations (one registration for each company).
Cancellation of Space
Sharing a Stand Space
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 recieve as part of your stand price.
Having two staff members per stand will ensure that you can service the pre-scheduled apointment 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
Following confirmation and payment of your exhibition space, the Exhibition Manager will provide you with access to the Exhibitor Zone within the MEETINGS 2017 website.
Access to the zone will be necessary for participation in the Appointment Programme and the Online Diary. The following
the show, you can do so for $90.00 (including GST) per day, per person.
Additional personnel registration will be available in the Exhibitor Zone and includes:
• Exhibitor name badge• Registration and entry to MEETINGS 2017 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
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• Online Exhibitor Information Manual
Staffing Your Stand
Exhibitor Zone
Stand space at MEETINGS 2017 is not fully confirmed until payment has been received in full and acknowledged in writing by the Exhibition Manager.
SPONSORSHIP OPTIONS
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MEETINGS 2017 Lounge $10,000 + GST
Profile your company in a visually prominent way – get up close and personal with MEETINGS Buyers and Exhibitors by sponsoring one of our lounges. Use it as a Coffee Lounge, Beverage Bar, Smoothie Station or Relaxation Centre – it is up to you.
Day Buyer Carry Bag $5,000 + GST
An excellent way to increase your visibility at MEETINGS 2017.The Day Buyers will appreciate this quality carry bag featuring your company logo.
Lanyards $7,000 + GST
Get your logo everywhere on everyone! Every person attending MEETINGS 2017 will be issued with and must wear an official name badge. The lanyard will feature your brand.
Advertisement on screen within Exhibition Hall $1,000 + GST
Play your corporate TVC on our massive screen within the Exhibition Hall – no one can fail to see it!
Increase your exposure at MEETINGS 2017 by becoming a profiled and promoted sponsor
If you would like to take advantage of one of these great Sponsorship Options – or would like to discuss another idea that might better target the needs of your company, please contact:
Emma SearleMEETINGS Exhibition ManagerPhone: +64 9 485 3148Email: [email protected]
Web-link in the Hosted Buyer Zone $1,000 + GST
Drive traffic to your website! Profile your company and have your logo and web-link located in the highly interactive Hosted Buyer Zone of the MEETINGS 2017 website.
Venue Branding Opportunities P.O.A
Create strong brand awareness by delivering your company’s key messages in a unique manner. Discuss your ideas with us or ask for creative ways to promote your brand on-site at MEETINGS 2017.
Sponsor Advertisement in Mobile App $500 + GST
Drive traffic to your stand with an advertisement in our mobile app.
Hosted Buyer and Day Buyer Bag Inserts $2,000 + GST
If you want both Hosted Buyers and Day Buyers to see your company brand then the Bag Insert is for you. Inserts are limited to only four for maximum company exposure, so be in quick!
Phone Charger Station / E-Poster $7,000 + GST
Sponsor one of these Phone Charger Stations and make your stand the most popular one with Buyers!
They come complete with an e-Poster facility on either side for maximum branding for your company. (Artwork at additional cost.)
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Tuesday 30 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 1 June
MEETINGS Dinner
Don’t miss out on this celebrated affair – most definitely
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 31 May
Mix and Mingle
This on-site networking event is available to all
registered MEETINGS Exhibitors and Hosted Buyers
at no additional cost.
EXHIBITOR TRAVEL & ACCOMMODATION
SOCIAL EVENTS
Air Travel
Our Principal Sponsor, Air New Zealand advises that Air New Zealand online domestic fares are the best value available.
We recommend that you make your bookings as soon as your application to exhibit has been accepted. Fares are subject to availability.
Check Air New Zealand’s domestic airfares online: www.airnewzealand.co.nz
Discounted Accommodation
Several Auckland hotels will offer special rates for
registered exhibitors. An accommodation Booking Form
will be available within the Exhibitor Zone following
acceptance of registration. Accommodation will be
subject to availability.
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MEETINGS FLOORPLAN
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MEETINGS 2017 PROGRAMME
Wednesday 31 May
8.30am Exhibition opens
9.00am – 10.55am 6 appointments of 15 minutes
10.55am – 11.25am Morning Tea
11.25am – 1.00pm 5 appointments of 15 minutes
1.00pm – 2.15pm Lunch
2.15pm – 3.30pm 4 appointments of 15 minutes
3.30pm – 4.00pm Afternoon Tea
4.00pm – 4.55pm 3 appointments of 15 minutes
5.00pm - 6.30pm MEETINGS Mix & Mingle Function
6.30pm Transport departs for Host Hotels
Thursday 1 June
8:30am Exhibition opens
9.00am – 10.55am 6 appointments of 15 minutes
10.55am – 11.25am Morning Tea
11.25am – 1.00pm 5 appointments of 15 minutes
1.00pm – 2.15pm Lunch
2.15pm – 4.10pm 6 appointments of 15 minutes
4.10pm Transport departs for Host Hotels
4.10pm – 5.30pm Exhibitor Pack Out
7.30pm – Late MEETINGS Dinner
Tuesday 30 May
Hosted Buyer Famil Programme - Auckland
11.00am – 5.00pm Exhibitor Pack In
3.00pm – 4.00pm Exhibitor Briefing
6.00pm – 7.30pm MEETINGS Welcome Function
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CINZ MEETINGS MANAGEMENT TEAM
The experienced CINZ MEETINGS Management team look forward to helping you throughout your planning to ensure
the entire experience for you is a seamless and successful one!
Heather CornishEvents & Marketing Director
Phone + 64 9 485 3142
Mobile + 64 21 029 58672
Email [email protected]
Emma SearleMEETINGS 2017 Exhibition Manager
Phone + 64 9 485 3148
Mobile + 64 21 783 386
Email [email protected]
Sharon Auld Hosted Buyer Manager – Australia
Phone +61 411 865 827
Email [email protected]
Olivia Lynch
Hosted Buyer Manager – New Zealand
Phone +64 9 485 3144
Mobile +64 27 378 0146
Email [email protected]
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Register NowClick here to register online
or go to www.meetings.co.nzApplications close Friday 17 March 2017