Exhibitor Manual
Important Dates
| Friday 4 September | Deadline to order additional exhibition items (ie. Furniture, AV) |
| Tuesday 15 September | Deadline for exhibitor pass registrations and company profile for mobile app |
| Tuesday 15 September | Deadline to submit the H&S Checklist (each registered exhibitor will receive instructions to complete this) |
| Friday 9 October | Deliveries allowed at Tākina |
| Monday 12 October | Exhibition Pack-in, 1.00pm - 5.00pm |
| Tuesday 13 October | Exhibition opens at 8.00am (access for exhibitors at 7.30am) |
| Tuesday 13 - Friday 16 October | The 6th International Symposium on the Ocean in a High-CO₂ World |
| Friday 16 October | Exhibition Pack-out, from 4.00pm (timing subject to change) |
All fees must be paid prior to set up. Exhibitors who have not made payment in full will not be permitted to set up their stand. Set up must be completed by 5pm on Monday 12 October. The exhibition will open at 8.00am on Tuesday 13 October with exhibitor access from 7.30am.
Venue
Tākina Wellington Convention and Exhibition Centre
50 Cable Street, Te Aro, Wellington 6011
Google Map Link
Parking
Tākina is located directly across both Readings on Wakefield and Barnett Street car park. There is also parking available at Te Papa Museum across the road. If you have booked accommodation with parking near the venue, we recommend leaving your vehicle at the hotel.
Internet Access
Wi-Fi Network: Tākina Events
Password: events
Contacts
Exhibition & Registrations: Jen Bailey, Conferences & Events Ltd, highco2@confer.co.nz, Ph: +64 4 282 1672
Exhibition Hire Services (AV, signage and additional furniture requirements): Tatiyana Isaac, tatiyana@exhibitionhire.co.nz or call +64 21 194 8305.
Furniture Order & Graphic Order deadline: Friday 4 September
Exhibition Hire Services (EHS) will contact you direct for any signage and furniture requirements. If you would like to take a look in advance to see what items are available please CLICK HERE and select Wellington. If you would like to contact them, please email Tatiyana using the contact details above.
Exhibition Space
Your exhibition booking includes:
- 3m x 1.2m footprint (space only)
- 1 freestanding velcro receptive poster board (2.4m (w) x 2.3m (h)
- Power access & multiboard
- Trestle table (600mm x 1800mm) and 2 chairs (tablecloths not provided)
- x1 Exhibitor pass
Exhibitors may not place any display material or exhibit, nor extend their space, beyond their contracted boundary. The permitted height of a display is 2.3m unless a request for additional height has been accepted from the organisers.
Power
The electricity supply is 230 volts, 50 hertz. Equipment designed for different voltages will require a transformer. If you have specific electricity needs please contact Exhibition Hire Services. Power sockets accept a three flat pin plug or similar adapters. All electrical devices brought into the venues must be certified as being compliant with Electrical Standard NZS 3760-2010. The Venue Manager onsite may undertake spot audits of this.
Deliveries and Pack-in on Monday 12 October
Incoming freight must be clearly labelled, using this delivery label. Courier deliveries will only be accepted during the Dockway opening hours of 8am to 4pm, Monday to Friday. The venue will not accept deliveries prior to Friday 9 October. Any freight arriving before this date may be declined or re-directed to a handling agent at the sender’s expense.
Small and can easily be carried safely items can enter Tākina via the public entrances. Large and heavy equipment and deliveries must be brought through Tākina Dockway and not via the public entrances. Your freight will be delivered to your stand in the Exhibition area in Tākina, as long as it has the correct delivery label attached and the stand number recorded. Please note, as per the venue's policy for any items you send that are 25kg or heavier, you will need to go to the loading dock and move these yourself to your exhibition stand during pack-in. Please let us know by Tuesday 29 September if you are sending items over 25kg. A trolley or pallet jack will be made available for you and there is a large service lift from the loading dock up to level 1. Please check in with the team at the registration desk when you arrive and they will arrange for a member of the Tākina team to take you down to the loading dock.
If your delivery is on a pallet and needs a forklift, please contact glenn.lust@takinaevents.co.nz in advance.
International Customs Clearance:
If you are sending deliveries from overseas, please ensure that you have familiarised yourself with New Zealand’s customs declaration procedures and have paid any relevant tax prior to ensure a prompt delivery to Tākina, Wellington. Please note that failure to allow sufficient time for your goods to arrive in Wellington, clear customs and to be transported to the venue may result in delays. For further information please check the New Zealand Customs website as follows: customs.govt.nz/business
Storage
There is limited on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs of packing crates and freight forwarding materials for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the event. Any materials left in aisles after pack-in will be considered rubbish and removed by venue staff.
Loading Dock Access
Address: 217 Wakefield Street, Te Aro, Wellington 6011
Google Map Link
- The Tākina dockway is one-way access only, from Wakefield Street
- You are not able to gain access from the Cable Street side
- You must not leave any vehicles unattended
- You must unload your vehicle and then immediately move your vehicle out of the dockway area
- There is no carparking available in the dockway area
Important Health & Safety Requirements
SPECIFIED PPE (Personal Protective Equipment) must be worn in the venue during the pack-in and pack-out stages.
- Hi-Viz vest (orange or yellow)
- Closed toed footwear is a minimum requirement during pack-in and pack-out
- Other PPE appropriate to the risk e.g. safety footwear, safety helmet. This will be captured on the hazard board if required
You may provide your own PPE (hard hats must be in accordance with the AS/NZS 1801:1997, Occupational Protective Helmets. The venue maybe be able to supply hard hat and high visibility vests to use if you do not have your own).
ELECTRICAL EQUIPMENT
- All electrical equipment must show a current Electrical Compliance Tag.
- Must be the correct rating for the task.
- Must not overload the supply.
- Check your equipment before use.
- All electrical equipment shall be well maintained.
- Cable covers shall be used where appropriate or cables taped across walkways
- All electrical equipment must be tagged and tested before it comes onsite. Personal equipment such as laptops, mobile phones etc. are not required to be tagged and tested but is recommended.
If equipment is not tagged the venue will require the item to be tagged before it is plugged into their power and there will be a charge for this service.
HEALTH, SAFETY & LIABILITY
! All exhibitors must complete the Health and Safety Checklist ! as this is required by the venue. The link to the Health & Safety checklist will be emailed to all registered exhibitors and should be completed no later than Tuesday 29 September.
Emergency Procedures
- Evacuations: Follow instructions from Tākina staff. Alarms indicate immediate evacuation. Assembly points: Cable Street and Wakefield Street.
- Do not use lifts during evacuation.
- Earthquake: Take cover away from windows. Await instructions.
- Tsunami: Guests will be guided to higher levels (Level 2).
- Fire: Evacuate immediately when the alarm sounds, even if the fire is not visible.
First Aid
- First aid kits are available throughout the venue. A defibrillator is located on the ground floor near ticketing.
- Contact venue staff or the registration desk for assistance.
- In emergencies, dial 111 and notify a Tākina Supervisor immediately.
- Report all incidents or near misses to venue staff for documentation.
Insurance & Liability
- Exhibitors are responsible for insuring their displays and materials.
- The 6th International Symposium on the Ocean in a High-CO₂ World, Conferences & Events, and Tākina are not liable for damage, loss, or theft.
- Exhibitors will be held responsible for any damage caused to venue property.
- Exhibitors must have public liability insurance and insurance against third party liability risk.
Outbound Freight and Pack-out on Friday 16 October
Please use this Pick-up label for outbound courier or freight items for collection. Items must be taped, securely closed and clearly labelled with full contact details of the sender and receiver and must be collected no later than the next business day.
Items under 25kg should be left by your stand and will be collected by Tākina Events and delivered to the Dockway for collection the next working day. Items over 25kg must be transported to the Dockway by the exhibitors. Trolleys are available at Tākina.
Please note: it is the exhibitor’s responsibility to arrange for collection of equipment and neither Tākina, Conferences & Events nor the 6th International Symposium on the Ocean in a High-CO₂ World provide any outbound courier services. Any items not pre-identified will be deemed abandoned and the venue will dispose of these accordingly and on-charge the cost. Items are left at your own risk and if not collected within one week run the risk of being destroyed.
IMPORTANT HEALTH & SAFETY REQUIREMENTS
Pack-out is considered a hazardous part of the event and you must strictly adhere to instructions provided by the Venue Manager. You must wait for your boxes to be brought to your stand and let your staff onsite aware that this may take some time. Please ensure staff have plenty time to pack up the stand before having to catch flights.
Specified PPE (Personal Protective Equipment) must be worn in the venue during the pack-in and pack-out stages.
- Hi-Viz vest (orange or yellow)
- Closed toed footwear is a minimum requirement during pack-in and pack-out
- Other PPE appropriate to the risk e.g. safety footwear, safety helmet. This will be captured on the hazard board if required
The venue supplies hard hat and high visibility vests to use if you do not have your own. You may provide your own PPE (hard hats must be in accordance with the AS/NZS 1801:1997, Occupational Protective Helmets)
Registration of Exhibitor Personnel
Exhibitor Registrations must be completed online via the Exhibition Zone. The person from your company who booked your Exhibition Stand/s has been sent an email with a link to complete the online Exhibitor Registrations. If you have not received this email, please contact Conferences & Events, highco2@confer.co.nz +64 4 282 1672.
Delegate Registration (access to conference sessions) is not included with your exhibition stand booking. Any exhibitors wishing to attend the conference sessions may upgrade their registration, please email highco2@confer.co.nz for assistance.
Catering & Dietary Needs:
- Morning tea, lunch, and afternoon tea are served in the exhibition area.
- Exhibitors will be served prior to delegates.
- Please advise any dietary requirements in your registration form to ensure appropriate catering.