EXHIBITOR MANUAL
Sunday 2nd - Tuesday 4th March 2025
Auckland Showgrounds
WELCOME TO AUTUMN GIFT FAIR 2025
“Welcome to the Autumn Gift & Homeware Fair, the annual celebration of the gift and homeware retail industries. This is a fantastic opportunity to connect with industry professionals and highlight your finest products and services. Please take a moment to read through this exhibitor manual to get ready for the show. We’re excited to have you here!”
- Tony Waite, General Manager
Key Contacts
Operations Manager
Dallas Abel 021 084 50461 dallas@xpo.co.nz
Sales Manager
Heather Lowrie 021 599 929 heather@xpo.co.nz
Marketing Manager
Nathan Moss-Penman 027 269 9228 nathan@xpo.co.nz
Sales Manager
Bronwen Twidgen 021 024 62700 bronwen@xpo.co.nz
The Autumn Gift Fair is a B2B exhibition and the primary purpose is for taking and encouraging trade sales orders It is not a retail environment for individual sales Your time and investment is best spent focused on taking and incentivising trade orders.
This policy helps maintain the integrity of the trade show environment, ensuring it serves its intended purpose of facilitating business connections rather than retail sales.
The NZ Autumn Gift Fair is one of 19 events run by XPO Exhibitions LTD. We provide effective, dynamic event platforms that allows your brand to connect and grow.
1.SHOW INFORMATION
PACK IN
SHOW HOURS
PACK OUT
DELIVERY / FREIGHT PICK UP
2. VENUE
MAP
PARKING
TRAFFIC MANAGEMENT
SECURITY
CATERING & EXHIBITOR LOUNGE
3. PREFERRED SUPPLIER AND ORDER FORMS
4. YOUR EXHIBITION STAND
STAND SIZE/INTERNAL MEASUREMENT
FLOORPLAN
PANEL
CARPET
POWER AND LIGHTING
AISLE
5. STAND DESIGN
DESIGN AND BUILD COMPANIES
HEIGHT & STAND STRUCTURE
REGULATIONS
MATERIALS, FABRIC & CEILING
CANOPIES
HANGING BANNERS
SIGNAGE
PLANT HIRE
6. SHOW READY
EXHIBITOR BADGES
STORAGE
FORKLIFT
TROLLEYS
INTERNET
CLEANING
RUBBISH
SAMPLING
7. MARKETING
EXHIBITOR LISTING
ADVERTISEMENT
MARKETING PACKAGES
SCAM WARNING
8. XPO LEADS APP
9. HEALTH AND SAFETY
FIRE & EVACUATION PROCESS
FIRE REGULATIONS
GAS USE
VEHICLES
H&S INDUCTION
FIRST AID
TEST & TAG
PUBLIC LIABILITY INSURANCE
SCAFFOLDING & PLATFORMS
CHILDREN & ANIMALS
DRONES
10. ACCOMODATION
1.1 PACK IN
1.SHOW INFORMATION
SHOW INFORMATION
Friday 28th Feb (HALL 3 ONLY) 12pm - 6pm
Saturday 1st March (All Halls) 8am - 6pm
The venue is considered a construction site during pack in and pack out. Closed toed shoes and Hi-vis vests must be worn during these times
To ensure timely completion of stand construction, please refrain from arriving for pack-in before the designated time. If you have a Design and Build stand and require earlier access, please contact the Operations Manager to confirm your design and access time.
1.2 SHOW HOURS
Sunday 2nd March 9am - 5pm
Exhibitor Networking Function 5pm - 7pm
Monday 3rd March 9am - 5pm
Exhibitor Networking Function 5pm - 7pm
Tuesday 4th March 9am - 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.
XPO Exhibitions invites you to the Networking function hosted in the Rose Garden at the end of day one and two, to celebrate the show, foster business deals, and encourage industry networking. Please bring your exhibitor badge for access.
1.3 PACK OUT
Tuesday 4th March 4.15pm - 8pm
Wednesday 5th March 8am - 12pm
Please remove any valuable & portable items on Tuesday 4th March. Everything else must be removed by 12pm Wednesday 5th March.
1.4Deliveries
Accepted from8amThurs27February
Pleasemakesureyourgoodsdonotarrive anyearlierastheymaybeturnedaway.If youareusingacourier/freightcompanyto dropoffyourproduct,pleaseensurethatall boxesareproperlylabelledwiththedelivery labelbelow.
1.5 Freight Pick Up
Must be collected by 12pm Wed 5 March
It is important to plan ahead for freight pick up post event to avoid missing or delayed parcels and pallets. Please use the Freight Pick Up Form to facilitate driver pick up
2. VENUE
Auckland Showgrounds
217 Green Lane West, Epsom, Auckland 1051
2. VENUE
2. VENUE
2.1 Parking
Parking at Auckland Showgrounds is free for exhibitors during pack in and pack out (including 4pm onwards on the final event day) For event days, please see below:
0 - 3 hours = $10.
$2 per hour thereafter up to a maximum of $18. Car parking is controlled by Auckland Showgrounds and unfortunately is out of our control as organisers. Limited street parking is available on Puriri Drive and surrounding streets. However, access to the venue is only open via Greenlane West.
2.2 Traffic Management
Access to the loading bays at the back of the exhibition halls is via the Ring Road (one way traffic). Entry to the Ring Road is exclusively through Gate 1. Security personnel will guide you upon arrival. If entering through the front doors of the exhibition halls, please park in the arena carpark. For any questions, please contact the Operations Manager.
2.3 Security
Whilst the organisers have security and safety precautions in place, no responsibility can be assumed for any loss or damage to goods.
Security guards will be onsite from the first day of pack in. During opening hours, we have security guards patrolling the site, but we stress the importance of having your stand always staffed.
The organiser shall be under no liability for any loss or damage to any property of the exhibitor or any other person, whether caused in whole or in part by any act or omission of the organiser, its servants, agents or contractors.
2.4 Catering & Exhibitor Lounge
Fernz Café will offer coffee and light refreshments during pack-in days, with meals available on show days. To set up a tab for your staff, please complete the form below prior to arriving onsite A complimentary tea and coffee service will also be available in the exhibitor lounge upstairs during pack-in and event days.
Fernz Catering Exhibitor Account Set Up Form
3. Key Suppliers
Audio Visual
Livewire AV
Simon Meades - 022 639 0985 - info@livewireav.co.nz / livewireav.co.nz
AV ORDER FORM
Carpet, Furniture, Wall Panels
Exhibition Hire Services/EHS
Bryony Spence - bryony@exhibitionhire.co.nz / exhibitionhire.co.nz
Catering
Fernz Catering
Andrew Blake – andrew@fernzcatering.co.nz / fernz.co.nz
CATERING FORM
Design & Build Stands
Exhibition Hire Services
Bryony Spence - bryony@exhibitonhire.co.nz / exhibitionhire.co.nz
Benefitz
Blake Douglas - 021 876 987 - blake@benefitz.co.nz / benefitz.co.nz
Stand Out
Joe - joe@standoutdesign.co.nz / standoutdesign.co.nz
Finance
Frasers Finance
Liz Drum - 021 418 021 / liz@fraserstradefinance.co.nz
3. Key Suppliers
Freight
Mondiale Freight
Amber Reeson - amber.reeson@mondialefreight.com
Internet
Skopik
Jan Hansen - 027 223 7645 - jan.hansen@skopik.co.nz / skopik.co.nz
INTERNET ORDER FORM
Plant Hire
Hire Plants
09 828 6876 - info@hireplants.com / hireplants.com
Power & Lighting / Hanging Banners
Show Light & Power
Shaun Dalgetty - 09 822 5100 - s.dalgetty@showlight.co.nz / showlight.co.nz
POWER/LIGHTING ORDER FORM
Signage & Graphics
Display Works
03 338 4197 - enquiries@displayworks.co.nz / displayworks.co.nz
Benefitz
Blake Douglas - 021 876 987 - blake@benefitz.co.nz / benefitz.co.nz
Water Coolers
Sparkling Spring
Stan Likovs - 021 271 3712 - stan@sparklingspring.co.nz
4. YOUR EXHIBITION STAND
What will be on your stand
4.1 Stand type and services
Please check your contract for the specific details of your stand size, type, and the services included. There are three types of stand space you may have booked:
Serviced space - All stands excl Design Exchange
Includes:
Panels
Carpeted floor tiles
Allocation of lights
Allocation of power
Company name board
Design Exchange
Includes:
Panels with White Overlay - full height back wall, half height side walls
Concrete floor
Allocation of lights
Allocation of power
Company name floor decal
Design Exchange companies will be contacted closer to the show to confirm the white overlay panel requirements.
4.2 Floor Plan
The floor plan may change between the time of your booking and the staging of the event. The latest floor plan can be obtained by contacting the Operations Team.
Please make sure you give the most updated plans to your contractors.
4. YOUR EXHIBITION STAND
4.3InternalMeasurement
Duetothethicknessofthepanels(50mmapprox)andthenatureofhowthestandsarebuilt, dimensionsarenotalwaysexactlywhattheyareinyourcontract.Ifyouareplanningtodoa bannerwrapinsideyourstandandrequiretheexactinternaldimensions,pleaseemailthe OperationsTeam.
4.4 Panel
Panels are covered with velcro-receptive material and are 2.3m high. Velcro is the best way to attach items – you will only need the hook (rough) side. Velcro hook and loop will be available for purchase from the Show Information desk Thumbtacks are also acceptable but must be removed at the end of the event. Nails, screws, painting or permanent marking of the panels is not permitted.
Any damage may be charged to the exhibitor. Panels are not to be altered or moved without consulting EHS. Avoid exerting excessive pressure on the panels to prevent them from leaning and posing a safety risk If you need additional panels for storage or other purposes, please arrange this directly with EHS.
PANEL ORDER FORM
4.YOUR EXHIBITION STAND
4.5 Carpet
1mx1m 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 carpet, 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 use the contact details in the Key Supplier
Details on page 6.
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 and re-laying the carpet tiles. Note that any tiles that extend into aisle ways or neighbouring stands WILL NOT be removed If you would like the carpet removed from your stand, please contact Exhibition Hire Services.
4.6 Power and Lighting
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 included. Additional power and/or lighting is available to order through Show Light & Power.
4.7 Aisles
It is imperative that exhibitors keep within their contracted square meter 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 pack out please ensure these aisles are left clear of all debris to allow forklifts, emergency vehicles and other contractor vehicles a clear passage
5.Stand Design
To maximise the potential of your experience and trade at the show, we highly recommend making your stand visually appealing and inviting for visitors.
5.1 Design & Build
A design and build stand is one that is designed and built by another company, that needs to be specially built and installed for the exhibition If you plan to have a design and build stand please contact the Operations Manager with your plans for approval.
5.2 Signage
Effective signage is crucial for ensuring your brand stands out in a crowded exhibition hall. It not only helps to capture the attention of our visitors, but guides them towards your stand.
Display Works - Preferred supplier
03 338 4197 - enquiries@displayworks.co.nz / displayworks.co.nz
Benefitz
Blake Douglas - 021 876 987 - blake@benefitz.co.nz / benefitz.co.nz
Benefitz offer comprehensive signage packages, including full material wrap options.
5.Stand Design
5.3 Height & Stand Structure
The stand panel height is 2.3m. For structures exceeding this, please discuss your plans with the Operations Manager as permission from neighbouring stands is required. If permission is not obtained before the event, XPO Exhibitions may request adjustments to comply with the 2.3m height limit.
5.4 Materials, Fabric and Ceiling Canopies
Flammable materials are not permitted on site unless they’re fireproofed. Fabrics needing fireproofing include cottons, straw, hay, polystyrene, and crepe paper Approved fabrics are wool cloth, sail cloth, dacron, mylar with dacron backing, nylon taffeta, polycarbonates, and thick panel plastic. Ceilings or canopies must be flame-proof (provide documentation) and have a valid fire extinguisher and smoke alarm. Approval from the Operations Manager is required.
5.5 Hanging Banners
For hanging signage, contact Show Light & Power. Note that heights and rigging requirements vary by hall, affecting pricing. Banners or signage must be at least 1m within your stand boundaries Prior approval from the Operations Manager is required
5.6 Plant Hire
Including plants in your stand design can help improve your stand presence. Hire Plants offer a wide range of modern indoor plants. Please contact info@hireplants.co.nz for further information.
6.Show Ready
6.1 Exhibitor Badges
Exhibitor badges must be worn at all times during event days. They do not need to be worn during pack in or pack out. 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.
EXHIBITOR BADGE SUBMISSION Deadline: Friday 16th February
6.2 Storage
There is limited storage available at the venue for non-valuable packaging materials only Note: If you do have a large volume of stock to store you might want to consider incorporating a lockable storage area into your stand design or consider hiring a container. If you do intend to bring a container, please obtain approval prior to ordering from the Operations Manager. Once approved, please use the Container Label for easy identification by onsite personnel.
6.3 Forklift
Forklifts and operators will be available during pack-in and pack out at no charge. Please notify the Show Information desk when your truck arrives or when you need a lift. If you require ongoing forklift use or a lift at a specific time, consider hiring your own. For more information, contact the Operations Manager.
PLEASE NOTE: Our forklift drivers are qualified and experienced drivers who exercise the utmost care when operating forklifts. The organisers do not assume responsibility for any resulting damages or incidents that occur should you require this service.
6.4 Trolleys
We have a limited quantity of flat-deck and hand trolleys available for exhibitor use during pack in and pack out. As the number of exhibitors far outnumbers our trolleys, we recommend bringing your own. Trolleys will be kept in the main foyer when they are not in use by other exhibitors.
6.Show Ready
6.5 Internet
Limited wireless internet coverage is available free of charge to all exhibitors at the event. This will enable basic access to emails/internet browsing from your laptop or smart phone device Please enquire at the event Information desk for the wifi password Alternatively, for a more secure and faster connection, a dedicated paid internet connection can be ordered for your stand by contacting Skopik.
6.6 Cleaning
XPO Exhibitions has contracted cleaners who will vacuum your stand every night during event days as well as after pack in (floors will be vacuumed on the last night of pack in ready for event opening). If you do not require this service, please contact the Operations Manager.
6.7 Waste Management
XPO Exhibitions is dedicated to waste minimisation through sorting waste & reducing landfill Please ensure you separate your waste during pack in accordingly using the bins provided. Please flatten all unused boxes and place them in the dedicated bins outside the back of the halls. Do not leave rubbish in aisles or next to full bins. We’d appreciate it if you can let an XPO staff member know if the bins are full, and we will empty them.
Please note that you are required to organise the removal of your empty pallets at the conclusion of the show. Pallets left behind may incur additional charge for removal.
6.8 Sampling
Auckland Showgrounds has exclusive rights to the service of food and beverage at this venue, therefore if you are planning on any hospitality, sampling, sales or giveaways of food and drink at your stand, permission must be granted prior to the show to avoid disappointment. Please contact the Operations Manager to discuss your plan.
7.Marketing
7.1 Exhibitor Listing in Gift Magazine
As an Exhibitor, you have the opportunity to feature one FREE complimentary listing in the official Show Guide that provides information on your location along with a brief sentence or two detailing your products and services on offer. In coming months this listing will also appear on the NZ Gift and Homeware website.
EXHIBITOR LISTING SUBMISSION Deadline: Monday 13th January
7.2 Marketing Resources
We offer a variety of digital assets designed to enhance your visibility at the show and promote your presence within your company's network. To explore the full range of marketing and promotional resources available for Autumn Gift, please follow the link below.
Please get in touch with marketing@xpo.co.nz if you have any questions.
Marketing Resources Marketing Packages
7.3 Advertisments
The Gift Magazine is offered to every visitor that attends the show and many visitors retain it as a reference long after the show has closed. It contains full exhibitor lists, detailed floor plans, seminar schedules and general event information, along with pre purchased exhibitor advertisements
Please get in touch with your sales manager to find out more about advertising opportunities.
7.4 SCAM Warning
Attendee Lists Scam – we have noticed a lot more scammers approaching exhibitors over recent years 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 to clarify.
8. XPO Leads
XPO LEADS APP
Collect real-time data and quality sales results straight to your mobile phone or tablet (synched to a secure Excel spreadsheet online), with our XPO Leads App.
Every visitor that attends the show is issued with a barcoded visitor badge. Simply scan a visitor’s badge, and you’ll have their contact details with the ability to append notes, take orders, or qualify them with your own sales questions.
Speak with your Sales Manager or email apps@xpo.co.nz to take advantage of this service.
9. Health and Safety
9.1 Health and Safety Induction
All people onsite during pack in will be required to complete a health and safety induction to be permitted entry to the venue. You will receive an email link closer to the show with instructions on how to complete this.
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 we have developed policies and procedures that aim to protect the health and safety of all. Click here to view XPO’s full Health & Safety policy. We encourage all exhibitors to review and understand their obligations under this policy.
9.2 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 security staff and venue supervisors.
9.3 Fire Regulations
Any materials used for the construction of your stand or display must adhere to the following minimum standards:
Non-combustible and inherently non-flammable material
Durable, flame-proof fabric
Self-extinguishing plastic
Plywood, hardwood or fibreboard rendered flame-resistant by a process of impregnation acceptable to the authorities.
Fire extinguishers and firefighting equipment must at all times be visible and accessible, and must not be removed from its correct location.
9.4 Gas Use
If you intend on using gas or gas cylinders at the event you must discuss your plans with our Operations Manager as soon as possible.
All gas-fuelled appliances must be installed and tested for leaks by a licensed gas fitter before they are used. Gas cylinders, exposed gas pipes and all connections to the cylinder must be always protected from damage. All personnel on the stand must be informed of the requirements for the use and storage of gas bottles.
9. Health and Safety
9.5 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.
9.6 First Aid
A medical team will be onsite during event hours only. If any first aid is required during packin and pack out, 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.
9.7 Test and Tag
It is the responsibility of the exhibitor to ensure that ALL power leads and cords are tested and tagged by a registered electrician. Jim’s Test & Tag will be onsite during pack in to assist with any test and tag requirements. Please see us at the Show Information desk if you require this service. Jim’s Test & Tag is a complimentary service provided by the organisers.
9.8 Public Liability Insurance
To exhibit at the Autumn Gift Fair, it is mandatory that all exhibitors have a Public Liability Insurance (PLI) covering at least $2,000,000 for their stand. This requirement ensures that any incidents, accidents, or damages are covered, protecting both exhibitors and the event from potential legal claims and financial losses. Without PLI, exhibitors cannot participate, as it is crucial for maintaining a safe and secure environment for all attendees
If you do not have PLI, XPO can offer this through QBE via ICIB Insurance Brokers at a cost per event of $135.00 + GST.
If you would like to order PLI please email the Operations Team.
Any late payments made onsite will incur a late fee of $10 + GST.
Event staff will be checking that all exhibitors have up-to-date PLI.
9. Health and Safety
9.9 Scaffolding and Platforms
All scaffolding must conform to the Department of Labor heavy scaffolding standards. Handrails are required on all stairs that are over 5 risers high. 1 riser is approximately 180mm. An extra 1-2 rails are required under the handrail on platforms, stepping in planking must be tapered to prevent tripping.
9.10 Drones
The use of drones, skateboards, scooters, segways, electrical skateboards, bicycles, remote controlled toys, and other such devices are strictly prohibited. If you require these on your stand for demonstration purposes, please contact the Operations Manager to discuss how you plan to use the device, and the safety measures you will take.
10. Accommodation & XPO
10.1 ACCOMMODATION
For the best available hotel rates near Auckland Showgrounds, we recommend using the event Hotelmap.
On behalf of the whole team here at XPO Exhibitions, we wish you a very successful show! If you have any further questions, please contact us at operations@xpo.co.nz.
XPO Shows
XPO owns and organises 19 of New Zealand’s largest and longest running exhibitions. We provide effective, dynamic event platforms that allows your brand to connect and grow.
