The Food Show Team
Contact List
Leanne Olsen | Sales & Event Manager | 027 543 5556 | |
Lizzie Cunliffe | Sales Executive | 021 274 2242 | |
Zayna Patel | Sales Executive | 027 971 5537 | |
Rebecca Stewart | General Manager | 09 976 8361 | |
Helen Kay | Head of Sales | 022 332 6814 | |
Kayla Brunton | Senior Marketing Executive | 09 976 8394 | |
Lucy Gilfillan | Operations Manager | 022 569 1122 | |
Hanako Katsuki | Senior Operations Executive | 021 277 4299 |
Venue
Venue Address
Sky Stadium
105 Waterloo Quay, Pipitea
Wellington, 6140
Sky Stadium Arena is about a 10-minute drive from the city centre. For public transport information, visit www.metlink.org.nz
Deliveries & Freight Labels
Deliveries will be accepted from 9am Tuesday 27th August. Please make sure your goods do not arrive any earlier than this time as they may be turned away.
If you are using a courier/freight company to drop off or collect your product, please ensure that all boxes are properly labelled with the information listed below.
A courier/freight delivery label can be found by clicking here.
Information to include on the label:
Wellington Food Show 2024
Sky Stadium
105 Waterloo Quay, Pipitea, Wellington
COMPANY NAME
STAND NUMBER
CONTACT NAME
PHONE NUMBER
Parking
Exhibitor parking is on ground level. To gain free access to exhibitor parking, you need to show your exhibitor badge and display the ticket given by the parking attendant. If the exhibitor car park is full, you will need to park in the visitor car park at the rate of $10 per day. Sky Stadium has gone cashless, therefore all payments will need to be via card.
Car parking at the top of the ramp plaza is short-term only, up to a max of two hours, during pack in/out. Please note that this area must be completely clear of vehicles by 9am on show days. During the event, this area is reserved for mobility parking.
Traffic Management
There are two access points into the venue for unloading/packing in and out. Access is granted by security at the gatehouse. Both of these access points have a 2.5T weight restriction. Please note that trucks exceeding this limit will need to unload at the bottom of the spiral ramp or at the border of the plaza.
Show Information
Pack In
Thursday 29th August » 10am – 8pm
To allow completion of stand construction please do not arrive for pack in before the stipulated time. Design and build companies only may be able to start setting up early but must gain prior approval by the XPO Operations Manager.
Show Days
Friday 30th August » 10am – 5pm
Exhibitor networking function » 5pm – 7pm
Saturday 31st August » 10am – 5pm
Sunday 1st September » 10am – 4pm
Access with valid exhibitor badges is permitted from 8am each day.
Exhibitors will be required to vacate halls 15 minutes after the close of each show day.
Breakdown
Please do not break down your stand until the floor is clear of visitors. We will announce when this is the case. Have your hi-vis ready.
Sunday 1st September » 4:15pm – 8pm
Monday 2nd September » 8am – 12pm
Safety & Security Measures
Whilst every security precaution is made throughout the event, items may go missing during pack in and breakdown and for this reason we strongly recommend you remove any portable or valuable items on Sunday 1st September.
Everything else must be removed by 12pm Monday 2nd September. We urge all exhibitors to have personnel on your stand for the duration of breakdown to ensure stand security is maintained.
To ensure the safety of yourself, your team and those around you, all exhibitors and contractors are required to follow these rules:
- To be permitted onsite during pack in and breakdown, all exhibitors and contractors must wear a high-visibility vest and close-toed shoes. For safety reasons those without these items will be refused entry.
- Children under 14 are not permitted in the halls during pack in and breakdown.
- Animals are not permitted in the halls for the duration of the show.
- Alcohol is not permitted on stands during pack in and breakdown.
Whilst the organisers have security and safety precautions in place, no responsibility can be assumed for any loss or damage to goods.
- Safety and security of equipment and individuals on a stand is the responsibility of the exhibitor.
- The organiser shall be under no liability for any loss or damage to any property of the exhibitor or any other person, whether or not caused in whole or in part by any act or omission of the organiser, its servants, agents or contractors.
- Security guards will be onsite from day one of pack in. During opening hours, we have security guards patrolling the site, but we stress the importance of having your stand staffed at all times.
- The staff on your stand must wear their exhibitor badges during show open days to identify themselves to security staff.
Accommodation
For the best available hotel rates near Sky Stadium, we recommend using the event Hotelmap.
Your Stand
Panels
Panels are built in increments of 1.2m widths, and 2.3m high. They are covered with charcoal coloured velcro-receptive material.
Velcro is the best way to attach items to the panels – you will only need the hook or the rough side of velcro strips or dots. Velcro hook and loop will be available for purchase from the Show Information desk:
$3 for half a metre
$5 for 1 metre
Thumbtacks are also acceptable to attach to panels but must be removed at the end of the show. Nails, screws, painting, or permanent marking of these panels is not permitted.
Any damage caused may be charged to the exhibitor. Panels are not to be altered or moved without consulting Exhibition Hire Services. Please also be mindful not to put too much weight against panel walls as it could cause the panels to lean over and cause potential harm
Aisles
It is imperative that exhibitors keep within their contracted square metre area and do not encroach on the aisle space in order for us to maintain aisle requirements. Exits and emergency equipment (including power boxes on the walls above stands) must not be obstructed. During pack in and breakdown please ensure these aisles are left clear of all debris to allow forklifts, emergency vehicles and other contractor vehicles a clear passage.
Internal Stand Measurements
Due to the thickness of the panels (50mm approx), and the nature of how the stands are built, dimensions are not always exactly what they are in your contract. If you are planning to do a banner wrap inside your stand and require the exact internal dimensions of your stand, please email [email protected].
Carpet
1m square grey carpet tiles will be provided unless requested otherwise. If you are laying a special floor, we recommend that it be laid on top of the carpet tiles. When fixing carpet or floor coverings to the floor, please use clear double-sided tape as it is very easy to remove.
- Exhibition Hire Services can also provide alternative floor coverings such as roll carpet in a variety of colours. For more information, please email [email protected].
- IMPORTANT – if you would like to remove the carpet from your stand, you will incur a labour fee of $2.50+GST per sqm of your stand space (regardless of how many tiles are removed) for uplifting the carpet tiles. Note that any tiles that extend into aisleways or neighbouring stands WILL NOT be removed. If you would like the carpet removed from your stand, please contact Exhibition Hire Services.
Design & Build Stands
A design and build stand is one that is designed and built by another company, that needs to be specially constructed and installed for the exhibition. If you plan to have a design and build stand you should contact the Operations Manager with your plans for approval.
Height & Stand Structure Regulations
The standard height of the stand panels is 2.3m. If you are planning on building a display or structure in your stand space that is higher than this, you must discuss your plans with Operations Manager, as permission may need to be granted from neighbouring stands
Please note: If permission is not gained prior to show open, XPO Exhibitions reserves the right to request that you take your stand back to the 2.3m height limit or to remove obstructing signs and/or banners.
Materials & Fabrics
Flammable materials are not permitted on stands without first being fireproofed. Fabrics that need to be fireproofed are cottons, straw, hay, polystyrene, or crepe paper. Approved fabrics are wool cloth, sailcloth, dacron or small areas of mylar with dacron backing, nylon taffeta, polycarbonates and thick panel plastic.
Vehicles
An exhibitor who is planning to include a vehicle on their stand must notify the organisers of their intentions no later than 21 days prior to commencement of the exhibition. You will be given a specific arrival and departure time to move the vehicle on and off the stand. Details of the delivery together with details of the fuel and fuel capacity, dimensions and weight of the vehicle must be provided.
The following conditions apply for liquid (petrol/diesel) powered motor vehicles; failure to comply with this will result in the vehicle being refused entry:
- Vehicles must contain either less than 5% or more than 80% of the fuel tank capacity while on display.
- Batteries must be disconnected prior to the show opening.
- All display vehicles are required to have a current (dry powder) fire extinguisher mounted in a prominent position that is easily accessible.
- Vehicles are not permitted to start or move during the show without permissions from the Organisers and Venue Management.
Alcohol Management & Protocols
Liquor Licensing and Deadlines
Food Show exhibitors sampling or selling alcohol of any kind must have a Special Liquor License. Your applications and supporting documents must be sent directly to the Wellington City Council by Friday 12th April.
The application form, instructions and further information will be emailed to you by the Food Show Operations team a few weeks before the due date. If you have any queries regarding the sale or supply of alcohol please email the Operations Team.
Responsible Service of Alcohol
Exhibitors sampling alcoholic products are responsible for adhering to government regulations and responsible service of alcohol guidelines. We ask that you do not serve visitors you consider to be intoxicated or who are under 18 years of age. Staff working on the stand must also be aware of these regulations.
Alcohol Sampling
Tastings must not exceed 30mls for beers, wines and ciders and 5mls for spirits. Although XPO will have water stations throughout the venue, exhibitors offering samples of alcohol need to offer free water and should make it known to visitors. At least one person on the stand must hold a current Managers Certificate.
Food Health Regulations & Sampling
Health Regulations
All vendors with food for sale must be registered with a council or MPI. Please ensure your health licence is visible on your stand so the inspector can verify this.
The organisers will provide wash stations in each hall with hot and cold running water. Please do not dispose of any food materials in the provided sinks.
If you have any queries about council regulations on food handling or hygiene at the show, please contact the Operations Team.
ENVIRONMENTAL HEALTH FOOD SAFETY REGULATIONS
These recommendations are a guide only and more specific food safety measures may be required for different stalls or displays.
Travel and transport
We recommend travelling straight to the event from your base kitchen in order to avoid long delays.
- Transport vehicles must be clean and food must be separated from other items being carried in the vehicle, such as cleaning chemicals and pets.
- All food must be wrapped, covered or placed in sealed clean containers whilst being transported to the event. This will prevent potential contamination with dirt and bacteria.
- Perishable food including cooked rice, meats (both raw and cooked), dairy products etc must be kept either hot (at least 60ºC) or cold (at 4ºC or below) whilst travelling to the event.
Food preparation and storage
- Ensure the food preparation area is large enough for the type of food preparation being carried out. All equipment, tables, display cabinets etc. must be in a good state of repair and made of smooth materials that are impervious and easy to clean.
Display and service
- Food being prepared or displayed must be protected against insects, dirt, people etc. by means of covers, screens, sneeze guards etc.
- Avoid unnecessarily handling food and avoid directly handling unwrapped food when serving customers
- use tongs, scoops, spoons etc.
- To help you achieve temperature control, keep the amount of food on display to a minimum. Good stock rotation is essential, when restocking displays ensure ‘older food’ is moved to the top of the pile. Avoid topping up ‘bulk’ displays as food on the bottom may be left for long periods.
- Any leftovers should be discarded, not reused.
Basic hygiene measures
- Keep jewellery to a minimum as it may enter and contaminate food.
- Ensure that cuts and sores are covered with a brightly coloured waterproof plaster. On some occasions, gloves may be required. Keep a first aid kit onsite.
- Do not attend the event if you are suffering from a communicable illness, such as diarrhoea or vomiting. Even a common cold can cause food poisoning.
- Different persons should carry out different tasks if possible (e.g. one person to handle food and one person to handle money).
- Clean as you go – regularly wipe down surfaces with a clean (preferably disposable) cloth.
Sampling
Exhibitors may give out samples of their product. Samples must be items which the exhibitor normally sells within the
parameters of their business, or items that are produced by the equipment that they sell. Portions are to be of a
normal tasting size only (50g for food items). Compostable sampling cups are available from Ecoware. Please consider
the environment when you plan how you will offer large volumes of samples.
The acceptable sampling sizes for food samples are as follows:
Bite-sized portions
Individually wrapped items (for off-site consumption only)
Sampling must be carried out in such a way that customers do not touch food that other people will eat in order to
minimise the risk of cross-contamination. The following guidance below should be followed:
a) Food should be placed to be sampled where the exhibitor can see it and therefore supervise customers.
b) Samples should be clearly segregated from other stock.
c) It is recommended that samples be offered to customers from plates or small bowls.
d) Customers should not be allowed to ‘double dip’ sampling sticks/spoons/food items.
e) Where hot drinks are being sampled, their cups must be fitted with close-fitting secure lids, otherwise the samples
must be consumed within the exhibitors stand. A risk assessment should be carried out for such practice.
Wash Stations
There will be wash stations with hot and cold running water located around the venue for exhibitors to clean their dishes. It is important that no fats or solids are to be put down the drains. Please see the venue map for wash locations.
Exhibitor waste bins will be conveniently located in the wash areas, and please remember to sort your waste streams into the correct bins.
Overhead & Hanging Structures
Banners & Hanging Signage
If you require any signage to be hung above your stand, please contact Show Light & Power to arrange this. Note that
there are different heights and rigging requirements across the different halls at the Showgrounds, so pricing may vary
depending on your stand location.
IMPORTANT: Banners or signage must be a minimum of 1m within your stand boundaries. Please contact the Operations Manager for prior approval.
Ceilings & Canopies
If you have a stand design with a ceiling or canopy, the material used must be flame proof (documented proof of such must be provided) and you must have a current/valid fire extinguisher and smoke alarm. Please contact the Operations Manager for approval of your stand design.
Exhibitor Badges & Tickets
Discounted Exhibitor Tickets
As an exhibitor at The Auckland Food Show you will receive an allocation of complimentary tickets. Please refer to your contract for your allocation. If you would like to purchase additional tickets at a discounted rate of $16, please request via your online Operational Form.
Please note:
- You will receive a promo code for any requested discounted tickets approximately 2 weeks prior to the show via email.
- Any allocated exhibitor complimentary or discounted tickets using a promo code are for you to give away to friends, family, key clients or for promotional giveaways etc.
- Tickets are valid for a single entry on any day.
- Exhibitor discounted tickets are NOT to be used for re-sale.
Exhibitor Badges
Exhibitor badges must be worn at all times during show days. They do not need to be worn during pack in or breakdown. To pre-order name badges for the staff working on your stand, you will need to enter their names online prior to the deadline. It is important to pre-order these to avoid queues onsite.
All badges will need to be collected from Show Information upon your arrival on pack in days, and any amendments can be made there. Additional badges above your contract allocation will incur an additional fee of $20.00 per badge.
You will be sent instructions on how to order your badges closer to the event.
Health & Safety / First Aid
Fire Evacuation Process
At the sound of the fire alarm, please leave immediately by the nearest exit and proceed to an area well clear of buildings. Remain outside the building until the ‘All Clear’ sign is given. Please follow the instructions of XPO Exhibitions personnel, security staff and venue supervisors.
First Aid
A medical team will be onsite during show hours only. If any first aid is required during pack in and breakdown, please come to Show Information or contact a member of XPO Exhibitions staff. Please be aware that due to Health and Safety regulations, XPO Exhibitions are not able to hand out medication of any kind.
Health & Safety Information
All people onsite during pack in and breakdown will be required to complete a health and safety induction to be permitted entry.
XPO Exhibitions is committed to ensuring that our exhibitions are a safe environment for our staff, exhibitors, contractors and visitors. XPO Exhibitions considers that accidents, injuries, and incidents can be prevented through appropriate management and planning and accordingly we have developed policies and procedures that aim to protect the health and safety of all.
Click here to view full description of XPO’s Health & Safety policy. We encourage all exhibitors to review and understand their obligations under this policy.
Cooking with Gas
Gas may be used to power ovens and grills providing you observe the strict safety regulations in accordance with New Zealand Standard AS/NZS 1596:2002 – LP Gas – Storage and Handling and AS 5601-2002 – Gas Installation Code.
Cooking onsite
The use of gas/cooking utensils on the concourse is permitted if in compliance with the following:
- All gas cylinders require a current warrant/certificate of fitness
- All gas cylinders require correct (non-leaking) fittings Fire extinguishers and fire blankets are required to be on hand for all operators using gas or where naked flame is apparent
- Multi gas connections require a gas fitters certificate to be produced to venue management no less than 30 minutes prior to gate open times
- Gas must be turned off at the end of each show day
Storage of additional gas cylinders:
- One spare cylinder is permitted at each stand
- Additional cylinders to be stored in an agreed-upon location
There might be a requirement to stop or have a respite from cooking if the area reaches a certain level of smoke which could be deemed unsafe. This will be at the discretion of the Operations Manager and must be adhered to. Please be aware that a safety officer will be checking your stand at 9am on Thursday 25th July.
General Operations & Show Guide
Storage & Containers
Storage is charged on a per-pallet basis because of the large volume of storage required and the cost to supply it. If you do not pre-order storage space, please do not expect it.
- Dry storage is $40 + GST per pallet
- Frozen and chilled storage is $80 + GST per pallet
- 20′ container placed onsite is $100 + GST per container
- 40′ container placed onsite is $150 + GST per container
- Truck/trailer parked onsite is $100 + GST per vehicle
There will be chilled and frozen containers and dry storage space in the loading bay at the rear of the venue. Storage will be limited to four pallets max for stands smaller than 3x6m and six pallets max for stands 3x6m or larger. Maximums apply to each type of storage.
All storage is at your own risk; the organisers accept no responsibility for any damaged or lost stock.
Book your storage using the Operational Form.
Show Guide Listing
All Food Show stands are entitled to a brief company/product description in the official Show Guide, including their trading/brand name, company website and stand number. Please note, this is separate from your website profile where that will require you to enter your login details as provided by your sales manager.
There is a $250.00 + GST fee for additional listings – if you would require an additional listing please contact [email protected].
Stand Cleaning
XPO Exhibitions has contracted cleaners who will vacuum your stand every night during show days as well as after pack
in (floors will be vacuumed on the last night of pack in ready for show open). If you do not require this service, please
contact the Operations Manager.
Forklifts
We will have forklifts and operators available during pack in and breakdown. There is no charge for this service. Please go to the Show Information desk to advise us when your truck arrives or when you are ready for a lift. If you think you are going to require a forklift for continual periods or require a lift at a strict designated time for your carrier, you may wish to consider hiring your own. For further information please contact Please contact the Operations Manager.
Floor Plan
The floor plan may change between the time of your booking and the staging of the event. To obtain the latest version or to address any questions, please contact your Sales Manager or the XPO Operations Team ([email protected]). Please make sure you provide the most updated plan to your contractors.
Site Services & Order Forms
Internet
Limited wireless internet coverage is available free of charge to all exhibitors of the event. This will enable basic access to emails/internet browsing only from your laptop or smart phone device. Please enquire at the Show Information desk for a password for your stand. Alternatively, a dedicated paid internet connection can be ordered for your stand, by contacting Skopik. The complimentary wireless connection is not recommended for EFTPOS machines due to the unpredictable nature of traffic use.
Lead Generation
The Food Show’s registration and lead generation supplier is Lüp, a technology company offering exhibitors the option
to easily and accurately collect visitor data. When visitors scan at your stand, you capture vital contact information
including: name, email, contact number and postcode.
Lighting & Power
Your stand will include an allocation of power and lighting based on your stand size. Please check your contract to confirm the number of lights and power strips included. Additional power and/or lighting is available to order through Show Light & Power. Please click here for the order form.
Test & Tag
It is the responsibility of the exhibitor to ensure that ALL power leads and cords are tested and tagged by a registered electrician. Megatest will be onsite during pack in to assist with any test and tag requirements. Please visit the Show Information desk if you require this service. Jim’s Test & Tag will charge exhibitors directly.
EFTPOS
Our visitors will expect all of our exhibitors to have the capability of taking card payments on the stand. If you require a short-term hire of an Eftpos machine, it’s important to first obtain a Worldline Merchant number from your bank. Click here for more information.
Click here to order your Eftpos terminal for the show.
Signage/Graphics
We encourage you to consider environmentally friendly solutions such as e-flute or eco board for your stand, as opposed to plastic corflute or PVC. Ask your signage provider for sustainable options.
If you are creating signage to wrap within your stand, please get in touch with us directly to confirm the exact dimensions at [email protected].
Flooring/Furniture/Wall Panels
Flooring, furniture and wall panels are managed through Exhibition Hire Services.
Insurance
Public Liability Insurance
It is a requirement that all exhibitors have an appropriate level of Public Liability Insurance cover for their stand.
If required, XPO can offer this through QBE via ICIB Insurance Brokers at a cost per event of $135.00 + GST. You can request this through your operational form or email [email protected] to arrange this.
Please note that arranging Public Liability Insurance through us is only coverage for the duration of pack in, show days and breakdown. It is not indefinite coverage beyond the Auckland Food Show.
Miscellaneous
Exhibitor Lounge
There will be an exhibitor lounge located upstairs serving complimentary tea and coffee throughout pack in and show days.
Photography and Filming
Taking photographs or videos of another exhibitor’s stand without permission from the exhibitor is strictly prohibited. Please ensure you ask permission should you wish to take photographs.
Waste Disposal
XPO Exhibitions partners with Clean Event to sort waste and reduce landfill. Please ensure you separate your waste during pack in accordingly using the bins provided.
If you are offering sampling on your stand, you must also provide appropriate disposal bins for any sampling cutlery/cups etc. During busy times of the show we will have bin runners to assist with collecting waste from your stand – if you need assistance please ask at the Show Information desk in the main foyer.
Exhibitors found co-mingling recyclable waste with general waste will be required to dispose of their waste off-site as this severely comprises our diversion goals.
Scam Warning
Attendee Lists Scam – we have noticed a lot more scammers approaching exhibitors over the past
year offering to sell attendee/visitor lists to our events. Please note that this is a SCAM and we do not recommend engaging in any way. XPO Exhibitions do not on-sell our attendee data to any other party, therefore the Attendees List being offered is NOT legit. We offer a phone or tablet Leads App at each of our shows to exhibitors only. These allow an exhibitor to capture contact data from attendees that consent to scan their badge on your stand only. If you have any concerns or queries, please don’t hesitate to contact us [email protected].
Official Contractors
Audio Visual
Catering Equipment Hire / Refridgeration
Design & Build Stand Contractors
Exhibition Hire Service: www.exhibitionhire.co.nz
Colab Project: www.wearecolab.nz
DE Group:www.degroup.co.nz
Stand Out Design: www.standoutdesign.co.nz
ExpoLab: [email protected] / expolab.co.nz
Freight
Internet / Hanging Banner / Venue
Plant Hire
Jan Hansen – 027 223 7645
[email protected]
Water Coolers
09 828 6876
[email protected] / hireplants.com
Carpet / Wall Panels / Furniture
EFTPOS Rental
SmartPay
Ashley Kohlhase
09 442 7768
If you require a short-term hire of an Eftpos machine, it’s important to first obtain a Worldline Merchant number from your bank. Click here for more information. This can take up to 1 month to process.
Furniture Hire
Lead Generation Scanner
Portable Cooktops
The Hire Store 03 974 3463
|
Power & Lighting
Signage / Graphic Production
Benefitz
Blake Douglas – 021 876 987
[email protected]