Exhibition manual
This page contains all the information you need to make the most of your experience at NZSCM 2026, including key deadlines, registration details and logistical information. We recommend bookmarking this page for easy reference, as content may be updated leading up to the conference. Please ensure you read all documents and emails sent from Conference Innovators to stay informed.
CONTACT DETAILS
LEANNE SHERWOOD
Registration & Exhibition | Conference Innovators
Contact Leanne for assistance with your Exhibition portal, help registering your onsite team or any other Conference and Exhibition related enquiries.
T +64 3 353 2821 | E leanne@conference.nz
KELLY BUTTERILL
Exhibition Hire Services
Exhibition Hire Services - the company contracted to install the shell scheme is also able to assist with stand design, signage and has accessories, furniture and technology available for hire.
T +64 21 824 917 | E kelly@exhibitionhire.co.nz
FELICITY HAN
Flubatek
Flubatek – is the company contracted for the conference audio visual requirements and is also able to assist with any audio-visual equipment (TV screens/monitors, iPad’s etc).
JAYDEN ELLIS
Millennium Hotel Queenstown
The venue can assist with with delivery questions as well as assisting with approval of applications or permits for unique activities.
T +64 3 450 0158 | E jayden.ellis@millenniumhotels.co.nz
KEY DATES
| Payment of exhibition stand | 20th of the month following the date of invoice, or prior to the Conference (17 September), whichever comes first |
| Company logo, website link and profile for the Conference app and Conference website (uploaded via your portal) | Now |
| Custom designed stand plans due for approval | Thursday 30 July |
| Confirm trestle table and chairs (via exhibition portal) | Thursday 30 July |
| All exhibition stand staff to be registered via the exhibition portal | Tuesday 1 September |
| Return signed exhibitor health and safety obligation form (via exhibition portal) | Tuesday 1 September |
| Earliest date for freight to arrive at the venue | Monday 14 September |
| Exhibitor pack in 12.30pm - 5.30pm | Thursday 17 September |
| Exhibitor pack out from 4.00pm (After afternoon tea) | Sunday 20 September |
| Last date for freight collection (by 4pm) | Monday 21 September |
MAKE THE MOST OF IT
The conference organising team are keen to ensure you maximise all the opportunities available leading up to and when attending the conference.
We have outlined a few simple tips below so you can leverage the rewards of developing one-on one relationships with a large number of people, within a short period of time, who are interested in your products or services.
BEFORE THE CONFERENCE
- Make your company/organisation profile listing specific to the target audience attending the conference.
- Direct your website ‘clicks’ to a specific promotion or product you are showcasing at your stand or create a ‘microsite’ for the conference that is relevant to the delegates attending.
- Promote the conference to your own customer database, informing them that you will be exhibiting at NZSCM 2026. We would be very happy to provide you with the NZSCM 2026 Conference brand guidelines.
- Promote the Conference through your social media channels with promotions or products that you will be displaying at the exhibition.
- Organise meetings, coffee catch-ups, dinner meetings via the conference app with clients to maximise your time at NZSCM 2026 Conference brand guidelines.
YOUR ONSITE TEAM
- Ensure they are approachable, knowledgeable energetic people and are passionate about the goods or services you are selling and displaying.
- The conference team will ensure your team are well fed and watered scheduling meal breaks 30 minutes prior to the delegates’ breaks.
- Standing all day can be tiring, we suggest hiring a high table and stools to both create an environment for potential informal meetings and a space for your team to take a well-deserved break.
ENGAGE YOUR VISITORS
- We recommend the use of interactive technology such as iPads and touch screens if your budget runs to it. For example, there are iPad stands available to hire now which securely fix iPad’s to a pole stand or a stand wall that people can use to interact with your product. Speak to the team at Exhibition Hire Services to find out more.
- The conference app will allow you to scan delegate name badges to collect contact details of the people you meet that can be downloaded into an Excel file following the conference.
FOLLOW UP LEADS
- Along with the contact details you have collected the conference organising team will send you the delegate list (excluding those who have requested privacy) to allow you to remind them of your offers and discussions made at the stand and convert these leads into future customers
- Set-up lead management in your Exhibition portal prior to conference.
STAND INFORMATION
- Prefabricated Coal Corinthian Velcro receptive panel system - (3m wide x 1.8m deep x 2.3m high - single stand).
- Lighting and power.
- Trestle table (0.75m W x 1.82m L x .7m H), black tablecloth and 2 x chairs. Needs to be pre-booked via the exhibitor portal.
- Back wall company name signage - 1800 x 200 core flute. White with black text.
- Number of complimentary registrations dependant on your package. Contact leanne@conference.nz if you have questions.
- Company listing in the conference app, including profile and logo.
- Company listing and 50-word profile on conference website with logo linking to your company website.
- A list of conference attendees who have agreed to name disclosure in relation to the conference sent ahead of time.
TRESTLE TABLE AND CHAIRS
Your exhibition stand includes a black clothed trestle table(0.75m W x 1.82m L x .7m H) and 2 chairs. Please indicate if you require this via your exhibition portal.
CUSTOM STAND DESIGN
Exhibitors installing a custom designed stand must provide a design layout showing the dimensions and 3D plan of the stand design for approval by Exhibition Hire Services prior to Thursday 30 July. Please email all designs to leanne@conference.nz
PACK IN AND OUT INFORMATION
VENUE AND UNLOADING
Deliveries will only be accepted from Monday 14 September.
Freight sent in advance will be delivered to your stand in the Exhibition area at Millennium Hotel Queenstown (if it has the correct delivery label attached and the stand number recorded).
Access is via the main front entrance.
Temporary parking for drop off/pick up is available. Limited trolleys are available
TIMETABLE
Thursday 17 September
Exhibition pack in
12.30pm - 5.30pm
Friday 18 September
Exhibition opening hours
Welcome reception
8.00am - 7.30pm
5.30pm - 7.30pm
Saturday 19 September
Exhibition opening hours
Conference dinner
7.30am - 5.00pm
6.30pm - late
Sunday 20 September
Exhibition opening hours
Exhibition pack out
8.00am - 12.00pm
1.00pm
MONDAY 21 SEPTEMBER
All freight must be collected from the venue by 1.00pm. See the outgoing label.
Note, times may alter slightly subject to the final programme. The website programme will be updated with changes.
Catering breaks will be amongst the exhibition area, so it is advisable to be at your stand during break times.
All exhibitor catering will be served 30 minutes prior to delegate break times.
For the full programme, speaker information and social events visit the conference website. Please check it regularly for updates.
EXHIBITION PACK OUT
You must arrange for the removal of all equipment, rubbish, and decorations after the exhibition closes.
If you have smaller packages, you are leaving behind to be collected by a courier or other person, wrap, label and leave these at your exhibition stand. Venue staff will take these packages to the loading bay ready for collection the following day.
You will need to ensure you have taped and securely closed all items and addressed them clearly with the following details:
- Where and to whom they are going (receiving address and contact)
- Total items being sent (ie. 1 of 10)
- Courier company or person who is collecting them
- Name and phone number of the sender
- Ensure a completed Outgoing Delivery Form is with the items
To save time during pack up, we suggest you bring your labels with you.
Exhibitors are responsible for arranging their own packages to be collected. Ensure the courier/freight companies have the conference name and your company name when they come to pick up.
All packages must be collected by 12.00pm Monday 21 September. It is the exhibitor’s responsibility to contact the freight company on the Friday before to arrange collection of items.
Any items not picked up by the selected freight company may be charged for storage and ten working days after the event pack out date will be considered abandoned and will be disposed of.
DELIVERY OF GOODS
Please ensure the delivery form is attached to all exhibition materials being sent to the venue.
Important: Put the name and contact details of the company representative packing in / your company name on your consignment – NOT the conference organiser. Ensure you specify if the contents are for satchel or stand (record stand number).
There is limited space available at the venue for storing packaging materials at back of house or the good inwards area.
Deliveries of exhibition materials will be accepted no earlier than Monday 14 September.
Please email the hotel (Jayden.ellis@millenniumhotels.co.nz) stating what items you are sending over for the exhibition, how they are being packaged (pallet, boxes, etc) and when they will be delivered.
We recommend that you call your freight company and check that the goods have been delivered prior to your arrival onsite.
INTERNATIONAL DELIVERIES
Note that failure to allow sufficient time for your goods to arrive in Queenstown, clear customs and to be transported to the venue may result in delays. Customs clearance is required for any goods entering New Zealand and is the responsibility of the sender.
FREIGHT RESTRICTIONS
Goods delivered to the hotel will be moved from the loading bay to the exhibition area if they are of reasonable size and weight.
The venue has a pallet jack on site however if your pallet can not fit in the service lift, it will remain on the loading dock until an exhibitor is onsite to unpack it. There is no forklift on site.
Service lift restrictions (accessed via the loading bay):
- Capacity: 1,360kg
- Door: 1.09mW x 2.1mH
- Floor: 1.9mD x 1.45mW x 2.44mH
Galaxy Ballroom (exhibition space) restrictions:
- Door: 2.2mH x 2.06mW
- Ceiling: 3.45mH
- Maximum load: 400kg / m2
HEALTH AND SAFETY
The health and safety of all workers, exhibitors and delegates is of paramount importance at NZSCM 2026.
Please be aware of the following points regarding health and safety:
- Please see the Exhibitor Obligation Form. Read this and sign to indicate you understand these obligations, upload the completed/signed form via the exhibition portal by Tuesday 1 September.
- Please advise Leanne prior to Thursday 30 July if:
- You are bringing any items onsite or planning on undertaking any activities which may pose a potential risk to others and indicate the controls you will put in place to mitigate and manage this risk.
- You are planning on engaging an external contractor to assist with your booth (other than Exhibition Hire Services), a separate Exhibitor Obligation Form needs to be emailed to them and an onsite induction scheduled.
- You will not be able to access your exhibition stand prior to the allocated time - please do not enter the exhibition are until authorised to do so. At the end of the conference, ensure you only pack out at the allocated time.
For security reasons, all attendees will be asked to always wear their official conference name badges when on the premises.
There is an expectation during the conference that all workers, contractors and exhibitors will work and act in a safe manner, and it is the exhibitor’s responsibility to comply with current Health and Safety legislation. Please be aware if you fail to comply with the Conference and venue’s Health and Safety requirements or if you act in an unsafe manner during the conference, you may be asked to vacate your stand.
For security reasons all attendees and exhibition staff will be asked to always wear their official conference name badge when on the premises. In addition, any bags or exhibitor items left in storage during the conference must be logged and signed for. Anything left that looks suspicious will be removed from the premises. Venue security procedures are subject to change without notice.
There is an expectation during the conference that all workers, contractors, and exhibitors will work and act in a safe manner, and it is the exhibitor’s responsibility to comply with current health and safety legislation. Please be aware if you fail to comply with the conference and venue’s health and safety requirements or if you act in an unsafe manner during the conference, you may be asked to vacate your stand.
Exhibitors and clients are prohibited from using alcohol as prizes in any game of chance, including raffles, silent auctions or business card draws.
EMERGENCY EVACUTATION AND FIRE SAFETY
A fully compliant, registered and approved evacuation plan is maintained onsite at the venue. Millennium Hotel Queenstown staff will manage any emergency evacuation. Please ensure that doorways are kept clear of any objects which may hinder egress. All display materials or equipment used on your stand must comply with fire and safety legislation.
GENERAL INFORMATION
VENUE
Millennium Hotel Queenstown
ADDRESS
32 Frankton Road, Queenstown 9300
The exhibition will be held in Galaxy Ballroom II & III on Level 5 (one floor above ground level).
SECURITY AND INSURANCE
Exhibitors are responsible for the security of their own stand and valuables during the exhibition. Exhibitors are responsible for taking out all necessary insurance cover to ensure that goods on display are adequately insured for theft and damage prior to, during and whilst in transit to and from the exhibition.
Neither the organisers, nor Millennium Hotel Queenstown, nor any of their staff, employees, agents or other representatives, shall be held accountable for, or be liable for, any damage, loss, harm or injury to the person or any property of the exhibition. Individual exhibitors will be liable for any damage or loss that they may cause to the venue, stand structure and/or goods or property of Millennium Hotel Queenstown or any other exhibitor, individual or company. Pins, nails, tape and other items are not to be used on the walls, ceilings or other fittings at the venue. It is advisable to remove valuable items when you are not staffing your exhibit.
INTERNET ACCESS
Complimentary Wi-Fi will be available at the venue.
If you would like hard wired internet at your display to run a presentation or a demonstration, request this directly with the venue by contacting Jayden Ellis. Note, there is a cost for hard wired internet which the venue will bill you for directly.
FOOD AND BEVERAGE
Should you wish to bring your own food or drinks for delegates to sample, please inform Jayden Ellis. Authorisation will be at the venue’s discretion, depending on purpose, item and quantity.
PARKING
Millennium Hotel Queenstown has limited car parking available for overnight guests which is on a first in, first served basis. The daily charge is $15.00. Contact the Hotel directly to reserve this.
Alternative public parking is available on nearby Park Street and Adelaide Street.
ACCOMMODATION
A block of rooms at exclusive rates has been negotiated with the Millennium Hotel. These rates cannot be booked with the hotel directly. Accommodation can be booked when you register, if you have registered and need to add accommodation or you wish to hold multiple rooms for your organisation, contact Sarah – sarah@conference.nz.
Find more information on accommodation HERE ᐳ