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Exhibitor FAQ
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Frequently asked questions and answers (relevant to exhibitors)

Have another question? Email us

 

DELEGATE LIST FAQ
Q. How do I get access to the delegate list email addresses?

New Zealand has strict privacy laws. We provide you with the Zerista conference app - as this gives you a way to contact individual delegates without breaching the terms of our Privacy Act legislation.

 

Q. Can I email an individual delegate?

Yes. All registered exhibition staff will be sent an invitation to access the app in late September. In early October, we launch the conference app to delegates. From then on, you will be able to see the full list of conference attendees (name, job title, organisation) and send messages to individual delegates via the app.

 

Q. Can I broadcast a message to all delegates using the conference app?

No. To prevent spam, the app does not allow you to send one email to the entire delegate list. (Only HiNZ is able to broadcast a message to the entire list). You can send a message individually to selected delegates, just not to everyone at once.

 

To broadcast a message, you would need to seek my permission to be added to an official HiNZ announcement via the app, or to a HiNZ eNewsletter in MailChimp. For this to be possible, your message needs to be something that has specific news value that won't be perceived as a generic product promotion, for example, it might be an invitation to a specific event/time/place. If you wish to discuss this possibility with me, please email me some information about the subject/copy you are hoping to communicate.

 

Q. Can I collect delegate email addresses?

Yes. By using the leads app during the conference you can do this (it is only available to exhibitors/sponsors) as it has an opt-in process using a QR code scanner. There are instructions and links on how to use the leads app in your conference app invitation. If you need assistance with using the app during the conference, please visit our app guru Julian at the App Help Desk beside registration.

 

Q. How do I access the leads app?

Download it here: https://itunes.apple.com/us/app/zexpo/id557235117

or here: https://play.google.com/store/apps/details?id=com.zerista.exhibitor

 

Q. How do I use the leads app to collect delegate contacts?

There are three ways to get a delegate into your leads app:

1. by you scanning the QR code on the delegate's name badge, or

2. by asking the delegate to scan your booth QR code poster (HiNZ provides QR code posters to each booth and sponsor)

3. by you manually inputting the data

 

(Note: The leads app does not work if the delegate scans your name badge QR code. They need to scan your company QR code, not your personal QR code.) We supply each exhibition booth with a laminated poster of your company QR code for this purpose. You can download extra copies of your company QR code from your company profile page at HiNZ2017.zerista.com

 
Delegates are motivated to scan and be scanned by the 'QR code game', as scanning enables them to collect points - and the 30 delegates with the most points at the end of the conference win prizes. (It is an opt-in process. If the delegate doesn't want others to be able to view their delegate profile page then they are advised not to scan QR codes or allow themselves to be scanned.)
 

The leads app gives you access to a delegate's contact details. At a minimum, you will be able to see their email address. If a delegate has entered more contact information their app profile page, then you will be able to view those details as well. The leads app enables exhibitors to download a report at any time during and after the conference, with the details of each delegate they have scanned and/or been scanned by. You are able to export your opted-in contacts from the leads app, during and after the conference, including any notes you make about the contact.

 

Download the leads app information sheet to learn more about the functionality of the leads app. 


During the conference, if you have questions about how to use either the conference app or the leads app, our app guru Julian will be on-site throughout the conference at the "conference app help desk' beside the registration desk.

 

 

DELEGATE BAG FAQ
Q. Can I put something in the delegate bags?

Yes, it is free for delegates to put brochures and other printed materials into the delegate bag. (There is a fee for non-exhibitors.) To book a delegate bag insert please fill in the online form.

 

Q. Can I put more than one item in the bag?

Yes, you can put in as many items as you wish.

 

Q. How many units should I supply?

We recommend you provide between 800-900 units. You can supply less if you wish.

 

Q. What can I put in the bags?

Anything that is A4 size or smaller. It can be printed material or branded merchandise.

 

Q. When and where do I need to deliver my inserts?

Courier your inserts to the conference venue in Rotorua. It is vital that they arrive in Rotorua by Friday 27 October. The venue delivery details and instructions are on the delegate delivery form on this page. Alternatively, you could deliver your inserts to our Auckland address by Monday 23 October. Email Kim if you need an Auckland address.

 

Q. Can I get my inserts printed in New Zealand?

Yes, we can coordinate this for you. If your company is based outside of New Zealand and sending materials internationally is a hassle, HiNZ is able to coordinate things with a local printing company for you instead. Email Kim and we will get you a quote. If you want us to coordinate the printing for you, then we need to receive your final design file by Monday 16 October. (If we arrange the printing, then it means you wouldn't have to pay any courier fees, as we would transport your printed flyers to the venue with all the rest of our conference materials.)

 

OTHER QUESTIONS
Q. Do all of my staff need to register for the conference?

Yes, all company representatives at your booth must be registered. Make sure you choose the free EXHIBITION pass option in step one to avoid being charged. If you claim more than your allocated number of free passes, we simply invoice your company after the conference at a special discounted rate of $395+gst per person, which is lower than the usual one day rate. Every staff member must have a delegate pass. They aren't allowed to share passes.

 

Q. What is the expected attendance?

We are expecting somewhere between 700 to 900 delegates. We can provide a more accurate estimate after the Earlybird registration deadline on 29 September.

 

Q. Can I bring candy/treats to give away at my booth?

If you wish to giveaway any food or beverage items then we must seek venue permission first. It's not difficult to get their permission, simply email Kim.

 

Q. When is pack-in?

Tuesday 31 October, 2pm to 6pm. Access to the exhibition hall is not possible prior to 2pm Monday due to health & safety rules. Alternatively you may pack in on Wednesday 1 November from 6.30am to 7.30am. All booths must be set up by 7.30am on 1 November 2016 when delegates start to arrive.

 

Q. When is pack-out?

Friday 3 November, 3pm to 4pm. Pack out begins immediately after the Awards Lunch finishes. Exhibitors are not permitted to dismantle or remove their exhibition booth prior to this time (unless they have prior permission from the HiNZ CEO)

 

Q. What are the exhibition hours?

Wednesday 1 November, 7.30am to 7.30pm

Thursday 2 November, 8am to 5.30pm

Friday 3 November, 8am to 3pm

 

Q. What are the critical deadlines I need to be aware of?

These are all stated in the exhibition manual on page 3.

 

Q. What comes with my booth?

All booths come with 2 x 150 watt spotlights and 1 x 10 amp power point with 4 way multi box and a black & white company sign. All booths are built with 2480mm high white Octonorm panels (do not construct your display higher than 2480mm). If you require furniture, AV, additional signage or additional lighting/power this can be organised at your cost through Peek Exhibition by contacting Nicole.

 

Q. Does the venue have reliable internet?

There is free WIFI for delegates. However the venue requires all exhibitors to have a hardwire internet connect to their stand, if you are streaming or demonstrating software/website. Wired internet must be booked with the venue in advance. To order fill in the Wired Internet Order Form in the exhibition manual. The cost is $200 +gst for the 3 day conference.

 

Q. Can I see where my booth is located on the exhibit floor?

To request a copy of the latest floorplan please email Kim.

 

Q. Can my company hold a seminar/workshop in conjunction with the conferences?

Yes, dependent on space availability this can be organised. If you wish to book a room for a company event please email Kim.

 

Q. How do I deliver goods to the venue?

Goods must be clearly labelled with a Materials Delivery Form (see appendix of exhibition manual). This will enable the venue to deliver your goods to your booth location. Failure to clearly label your goods will result in delays in the receipt of your goods during pack in.

HiNZ, PO Box 300125, Albany, Auckland 0752, New Zealand.

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