SMACH25 Exhibitor Manual by XPO Exhibitions

Wednesday 28th - Thursday 29th May 2025 Wolfbrook Arena, Christchurch

EXHIBITOR MANUAL

WELCOME TO SOUTHMACH 2025 “Welcome to SouthMACH 2025, the biennial celebration of the engineering and manufacturing 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!” - Rebecca Stewart, Group Director

Key Contacts Operations Manager Hanako Katsuki 021 131 0763 hanako@xpo.co.nz

Sales Manager Jack Heslin 021 0821 2285 jack@xpo.co.nz

Marketing Manager Nathan Moss-Penman 027 269 9228 nathan@xpo.co.nz

Head of Sales - Trade Lorraine Smith 020 409 83863 lorraine@xpo.co.nz

This trade event is strictly an order-writing event. Exhibitors are prohibited from making direct sales or accepting payments on-site. All transactions must be conducted as orders for future delivery. These policies help maintain the integrity of the trade show environment, ensuring it serves its intended purpose of facilitating business connections rather than retail sales.

CONTENTS 1.SHOW INFORMATION PACK IN SHOW HOURS PACK OUT DELIVERY / FREIGHT PICK UP

2. VENUE MAP PARKING TRAFFIC MANAGEMENT SECURITY CATERING & EXHIBITOR LOUNGE

3. KEY SUPPLIERS AND ORDER FORMS 4. YOUR EXHIBITION STAND STAND TYPE AND SERVICES FLOORPLAN INTERNAL MEASUREMENT PANEL CARPET POWER AND LIGHTING AISLES

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 FORKLIFTS TROLLEYS PLUMBING 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 DRONES

10. ACCOMMODATION

1.SHOW SHOW INFORMATION INFORMATION 1.1 PACK IN Tuesday 27th May

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 hours. 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 Wednesday 28th May Exhibitor Networking Function Thursday 29th May

9am - 6pm 6pm - 7pm 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 Networking Lounge at the end of day one, to celebrate the show, foster business deals, and encourage industry networking. Please bring your exhibitor badge for access.

1.3 PACK OUT Thursday 29th May Friday 30th May

4.15pm - 8pm 8am - 12pm

Please remove any valuable & portable items on Thursday 29th May. Everything else must be removed by 12pm Friday 30th May.

1.4 Deliveries

1.5 Freight Pick Up

Accepted from 10am Monday 26 May.

Must be collected by 12pm Friday 30th May.

Please make sure your goods do not arrive any earlier as they may be turned away. If you are using a courier/freight company to drop off your product, please ensure that all boxes are properly labelled with the delivery label below. DELIVERY LABEL

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.

FREIGHT PICK UP FORM

2. VENUE Wolfbrook Arena 55 Jack Hinton Drive, Addington, Christchurch 8024

2.2.VENUE VENUE 2.1 Parking There is ample free parking available at Wolfbrook Arena for both exhibitors and visitors. Please leave the parking at the front of the venue available for mobility access visitors.

2.2 Traffic Management Access to the loading bay is at the back of the Arena via Jack Hinton Drive. The front doors and south side entry is only permitted for small deliveries and handheld trollies. For any onsite questions regarding traffic management, 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 Venue Café will offer coffee and light refreshments on show days. A complimentary tea and coffee service will also be available in the exhibitor lounge upstairs during pack-in and event days.

3. Key Suppliers Audio Visual Spectrum Lighting 03 377 0070 - hire@spectrumlighting.co.nz / spectrumlighting.co.nz

Banner Hanging & Rigging Venue Contact details coming soon..

Carpet, Furniture, Wall Panels, Furniture Exhibition Hire Services/EHS Georgia Costain - 021 469 762 - georgia@exhibitionhire.co.nz / exhibitionhire.co.nz CARPET ORDER FORM

FURNITURE ORDER FORM

PANEL ORDER FORM

Catering Venue Contact details coming soon..

Compressed Air SHAPE NZ Contact details coming soon..

Design & Build Stands Exhibition Hire Services Georgia Costain - georgia@exhibitionhire.co.nz / exhibitionhire.co.nz Stand Out Joe - joe@standoutdesign.co.nz / standoutdesign.co.nz

Freight Mondiale Freight Amber Reeson - amber.reeson@mondialefreight.com NZ Specialized Logistics Selvan - selvan@nzsl.co.nz

3. Key Suppliers Internet Venue Contact details coming soon..

Machinery Transportation Richard Johnston - 021 972 253 - richard.rickstrucking@gmail.com

Plant Hire Jakes Jungle Chris Hartnell - 021 345 575 - plants@jjungle.co.nz / jjungle.co.nz

Plumbing Kevin Baker Plumbing Kevin Baker - 0800 663 747 - office@kevinbakerplumbing.nz / kevinbakerplumbing.nz

Power & Lighting Show Light & Power Shaun Dalgetty - 09 822 5100 - s.dalgetty@showlight.co.nz / showlight.co.nz POWER/LIGHTING ORDER FORM

Signage Action Signs Brittany Williams - 03 366 5524 - sales@actionsigns.co.nz / actionsigns.co.nz

Test and Tag / Health and Safety Checks PILZ Tony Caterson - 027 286 7040 - t.caterson@pilz.co.nz / pilz.com

Water Coolers Louise Ridley - 021 198 7908 - louise@bigblue.co.nz / bigblue.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 two types of stand space you may have booked:

Unserviced space - for large Design and Build stands Includes: Carpeted floor tiles only

Serviced stand space Includes: Panels Carpeted floor tiles Allocation of lights Allocation of power

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.

4.3 Internal Measurement 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, please email the Operations Team.

YOUR EXHIBITION STAND

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

4.5 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. EHS 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 EHS. 9

4. YOUR EXHIBITION STAND 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. Power and Lighting Order Form

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

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 neighboring stands is required. If permission is not obtained before the event, XPO Exhibitions may require 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 & Rigging For hanging signage, please contact the venue to arrange this. 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. Jakes Jungle offer a wide range of modern indoor plants. Please contact plants@jjungle.co.nz for further information. 11

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 FORM

Exhibitor Badge Form will be available closer to the show

6.2 Machinery Transportation For assistance with positioning large machinery once you have organised it to be on-site, please contact the Operations Manager. Ricks Trucking will be available on-site to provide support at no cost. They can also assist with the transportation of machinery to and from the venue. Please organise this with Ricks Trucking directly.

6.3 Forklifts 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 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. 12

6.Show Ready 6.5 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.

6.6 Plumbing If you require water or plumbing to your stand, please contact the Operations Manager to discuss your requirements. We recommend any plumbing be arranged through Kevin Baker Plumbing. Please see page 6 for their details. If you require a substantial amount of water removal/drainage from your stand at the close of the show, please also organise this with your plumber.

6.7 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 a password for your stand. Alternatively, for a more secure and faster connection, a dedicated paid internet connection can be ordered for your stand by contacting the venue.

6.8 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.

6.9 Compressed Air If you require compressed air for the show, this can be ordered with SHAPE Energy who are the compressed air supplier at the event. To discuss your requirements, please contact SHAPE NZ directly. Please see page 6 for their details.

6.Show Ready 6.10 Waste Management XPO Exhibitions is committed to waste minimisation through sorting waste and 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. Empty Pallets: 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.

6.11 Sampling Venues Otautahi 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 Show Guide 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 SouthMACH website. EXHIBITOR LISTING SUBMISSION

Submission Form will be available closer to the show..

7.2 Advertisements The official showguide 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.

7.3 Marketing Resources Please follow the link below to see the full marketing & promotional opportunities and resources for SouthMACH. Please get in touch with marketing@xpo.co.nz if you have any questions.

Marketing Resources

Marketing Packages

Marketing Resources will be available closer to the show

7.4 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 to clarify. 15

8. XPO Leads App XPO LEADS APP Collect real-time data and quality sales results straight to your mobile phone or tablet (synced 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. 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. PILZ 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.

9.8 Public Liability Insurance To exhibit at SouthMACH 2025, 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 Wolfbrook Arena, 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.