Information for Partners & Exhibitors

Floor Plan

Downloads

Overview

The exhibition area is integral to conference activities with displays located in the trade area. All catering will be served in the trade area ensuring frequent exposure to delegates across the conference.

 

 

Pack In

Between 10am-5pm on Tuesday 02 September

 

Pack Out 

After 2pm on Thursday 04 September

Inclusions

• Access to Power
• Listing on conference mobile app
• 1.8m clothed trestle table and 2 chairs
• Monitors to display sponsors' logo on loop
• Acknowledgement by MC and encouragement for delegates to visit all exhibitors
• Social tiles and logo for digital channel usage for tree funds
• All exhibitors and sponsors are invited to attend the conference sessions
• Other entitlements per sponsorship agreement

 

What To Bring

• Pop up banner(s) to go with your Table Top Display. If you have a Table Top Display up against a well you may have a pop-up banner measuring no more than 200cm wide x 200cm height.
• Any other pop-up banners that you may be entitled to (based on your sponsorship entitlements) can be up to 90cm wide x 200cm height.
• Please limit the printed collateral and the SWAG (single-use plastic and widgets) these are too often left behind to end up in landfills. We are aiming at minimising the conference footprint as much as we possibly can.
• No alcohol giveaways are allowed.

 

 

WiFi

Complimentary WiFi is offered throughout the venue.

 

• Network is: information pending
• Password: information pending

 

 

Floor Plan

Please click here to review the exhibition floor plan.

Delivery Label

Please complete and attach a copy of the Delivery Label to every box/piece being sent to the venue.

 

• Deliveries can be made between 8.00am and 4.00pm after 29 August 2025
• Deliveries will not be accepted more than two working days prior to the conference
• ​The venue does not accept responsibility for the loss or damage of any materials accepted/stored by the venue

There is limited storage available at the venue. It is important that all boxes to be stored are clearly labelled.

 

Table Discussions

If you have a Table Discussion session (speed dating) table as one of your sponsorship entitlements please find following information for your perusal.

 

• The Table Discussions will take place on Wednesday morning. It’s a one-hour session where you'll have the chance to engage with over 200 delegates.
• Groups of 8 will rotate to a new table every 7-minutes, providing a great opportunity to connect with many attendees.
• Based on feedback from previous years, we recommend interacting with the delegates rather than just presenting, as this approach has proven successful in the past.

 

 

Mobile App

Before you head to the event, ensure you download our Event App to view event information, network with other attendees and interact with the exhibitors.

 

It is especially important to have this ready with your QR code so you are able to scan into the event at the Registration Desk on arrival.

 

** download information to come

 

Car Parking

Car parking is available in the car park situated behind the Ocean Spa Complex with access off Marine Parade 200m north of the Centre. An all-day car-parking pass is available at the centre reception for all attendees. Please note street parking areas are 2 hours only. Parking on the forecourt at the front of the venue is for unloading & loading only and
vehicles parked there may incur an infringement notice. 

 

 

Emergencies

• Everyone onsite must comply with Napier War Memorial Centre evacuation procedures at all times. Frontline staff are trained to respond in emergency situations.
• In the unlikely event of an emergency, sirens and bells will go continuously. Please leave the venue via the nearest exit and make your way to the assembly point: “The Forecourt Area at the front of the building”.
• All aisles, emergency exits and emergency signage are to be kept clear at all times.
• Exit doors operate with either a green button door release or push bar operation.
• Follow all instructions given by the Fire Warden who will be identified by a Hi-Vis vest.
• ​If the emergency is an earthquake, do not attempt to leave the building until shaking has stopped. Keep away from all glass, shelter under doorways and tables. DROP COVER HOLD. If the earthquake is long (1-minute or more) or strong (enough to knock you off your feet), SELF EVACUATE to high ground immediately without waiting for evacuation notice due to Tsunami threat. Our primary route is the stairs to the right of Te Pania Hotel up Seaview Terrace, secondary route is Coote Road.
• If you are the first person at the emergency please hit the nearest call point (small red boxes near exits) then contact reception immediately.