Information for Sponsors & Exhibitors
OUR EXHIBITION
A medical exhibition runs concurrently with the scientific programme, acting as a hub of networking and interaction between the delegates and sponsors. The space creates a unique avenue for direct communication, personal interaction and product display. Situated in the main Ballroom at the Napier War Memorial Centre, the exhibition includes the catering area, feature displays and exhibition stands ensuring delegates continually frequent the area throughout the day.
Morning Teas, Lunches and Afternoon Teas, as scheduled in the programme, will be served in the Exhibition Hall.
A medical exhibition runs concurrently with the scientific programme, acting as a hub of networking and interaction between the delegates and sponsors. The space creates a unique avenue for direct communication, personal interaction and product display. Situated in the main Ballroom at the Napier War Memorial Centre, the exhibition includes the catering area, feature displays and exhibition stands ensuring delegates continually frequent the area throughout the day.
Morning Teas, Lunches and Afternoon Teas, as scheduled in the programme, will be served in the Exhibition Hall.
DELIVERIES
Please complete and attach a copy of the Delivery Label (downloadable above) to every box/piece being sent to the venue.
Please complete and attach a copy of the Delivery Label (downloadable above) to every box/piece being sent to the venue.
- Should your deliveries require Customs Clearance, this must be arranged in advance and the venue cannot be held responsible for clearing any packages. For more information on this please check New Zealand customs website directly: https://www.customs.govt.nz/business/import/
- The venue does not accept responsibility for the loss or damage of any materials accepted/stored by the venue.
- Deliveries can be made on weekdays between 8.30am and 4.30pm.
- Napier War Memorial Centre will not accept deliveries for any event more than 2 days prior to the pack in day.
EXHIBITION OPEN HOURS
Tuesday 7 October 2025 - 7:00am - 3:30pm
Wednesday 8 October 2025 - 7:00am - 1:00pm
Thursday 9 October 2025 - 7:30am - 1:00pm
Tuesday 7 October 2025 - 7:00am - 3:30pm
Wednesday 8 October 2025 - 7:00am - 1:00pm
Thursday 9 October 2025 - 7:30am - 1:00pm
EXHIBITION PACK IN SCHEDULE
Due to Health & Safety requirements, exhibitors will not be granted access to the exhibition area prior to these times, unless authorised by the Conference Organisers.
Monday 6 October 2025 - 6:30am - 1:00pm | Custom Build & Pre-Fabricated Stand Construction
Monday 6 October 2025 - 1:00pm - 5:00pm | Exhibitors Access for Set-Up
Due to Health & Safety requirements, exhibitors will not be granted access to the exhibition area prior to these times, unless authorised by the Conference Organisers.
Monday 6 October 2025 - 6:30am - 1:00pm | Custom Build & Pre-Fabricated Stand Construction
Monday 6 October 2025 - 1:00pm - 5:00pm | Exhibitors Access for Set-Up
EXHIBITION PACK OUT SCHEDULE
Thursday 9 October 2025 - 1:00pm - 5:00pm | Exhibitors Pack Down
Thursday 9 October 2025 - 3:00pm - 7:00pm | Custom & PreFabricated Stand Deconstruction
Thursday 9 October 2025 - 1:00pm - 5:00pm | Exhibitors Pack Down
Thursday 9 October 2025 - 3:00pm - 7:00pm | Custom & PreFabricated Stand Deconstruction
FURNITURE & EQUIPMENT HIRE
If you wish to hire extra furniture for your stand please get in touch with our exhibition providers:
Mardigras Event Hire, Greg Gilmour, [email protected]
Prefabricated exhibition stands are 3m width, 2m depth and 2.5m high. Download a picture of the prefabricated exhibition stand here.
If you wish to hire extra furniture for your stand please get in touch with our exhibition providers:
Mardigras Event Hire, Greg Gilmour, [email protected]
Prefabricated exhibition stands are 3m width, 2m depth and 2.5m high. Download a picture of the prefabricated exhibition stand here.
STORAGE
There is limited storage available at the venue. It is important that all boxes to be stored are clearly labelled.
There is limited storage available at the venue. It is important that all boxes to be stored are clearly labelled.
TRESTLE TABLE SIZING
The trestle tables that would be provided to your stand are 1.8m long.
The trestle tables that would be provided to your stand are 1.8m long.
COLLECTIONS
- All packages must be labelled and collected on the first business day after the events conclusion. After this time the venue cannot be held responsible for storage of any item, or damage or loss to items.
- Please leave your labelled packages at your exhibition stand and the venue will take these packages to the loading bay ready for collection the following business day.
- Please use the Courier Collection Form downloadable above.
- Collections must be within 24 hours of the event concluding. Storage fees may apply to the hirer outside of this time frame.
- No responsibility will be taken by the venue for any freight left at the venue after the timeline specified above.
- Any items which are left at your stand and not labelled for collection, will be treated as rubbish and disposed of accordingly by the venue (recycling where possible).
- Packages must be sealed and properly addressed detailing the below information:
- Contact name and contact number of sender
- Number of boxes in delivery (i.e 1 of 3 / 2 of 3 …etc)
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.
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.
INTERNET
Complimentary WiFi is offered throughout the venue. To login, simply agree to the terms and conditions.
Complimentary WiFi is offered throughout the venue. To login, simply agree to the terms and conditions.
SPONSORSHIP & EXHIBITION CANCELLATION POLICY
Cancellations must be made in writing three months prior to the commencement of the Conference. In exceptional circumstances, the Organisers will be prepared to consider cancellation of this contract, but only if the following conditions are complied with:
Cancellations must be made in writing three months prior to the commencement of the Conference. In exceptional circumstances, the Organisers will be prepared to consider cancellation of this contract, but only if the following conditions are complied with:
- That the request for cancellation is submitted in writing;
- That the request is received at least three months prior to the Conference;
- That the reason given for the cancellation is, in the opinion of the Organisers, well founded;
- If the cancellation is accepted more than six months before the conference commences, the Organisers shall retain 10% of the contract price.
- If the cancellation is accepted between three to six months before the conference the Organisers shall retain 50%.
- If the cancellation is accepted within three months of the Conference then 100% of the contract price will be forfeited.
- If in the event of the Conference being cancelled for reasons beyond the control of the Organisers or the Sponsoring Company then the contract price is refundable less expenses already incurred.