Wednesday 28th - Thursday 29th May 2025
Wolfbrook Arena, Christchurch
EXHIBITOR MANUAL
WELCOME TO SOUTHMACH 2025
Operations Manager
Hanako Katsuki 021 131 0763 hanako@xpo.co.nz
“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
Marketing Manager
Nathan Moss-Penman 027 269 9228 nathan@xpo.co.nz
Sales Manager
Jack Heslin 021 0821 2285 jack@xpo.co.nz
Head of Sales - Trade
Lorraine Smith
020 409 83863 lorraine@xpo.co.nz
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.
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
HOT WORK
7. MARKETING
EXHIBITOR LISTING
ADVERTISEMENT
EDITORIAL
MEDIA PARTNER
RESOURCES
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
1.1 PACK IN
1.SHOW INFORMATION
SHOW INFORMATION
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, additionally, nobody aged under 16 will be allowed onto the premises during this time
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 9am - 6pm
Exhibitor Networking Function 6pm - 7pm
Thursday 29th May 9am - 4pm
Access with valid exhibitor badges is permitted from 8am each day.
XPO Exhibitions invites you to the Networking function hosted in the venue cafe foyer 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 4.15pm - 8pm
Friday 30th May 8am - 12pm
Please remove any valuable & portable items on Thursday 29th May Everything else must be removed by 12pm Friday 30th May.
1.4Deliveries
Acceptedfrom10amMonday26May.
Pleasemakesureyourgoodsdonotarrive anyearlierastheymaybeturnedaway.If youareusingacourier/freightcompanyto dropoffyourproduct,pleaseensurethatall boxesareproperlylabelled.Aworkshopis beingrunintheloadingbayarea,soplease beawarewehavelimitedstoragethisyear.
1.5 Freight Pick Up
Must be collected by 12pm Friday 30th May.
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.
2. VENUE
Wolfbrook Arena
55 Jack Hinton Drive, Addington, Christchurch 8024
2. VENUE
2. 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 patrolling during show day, but we stress the importance of having your stand always staffed. Venue and XPO staff will be patrolling the venue during pack in.
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
The 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, Catering & Internet
Venue
Britney Craock - 027 215 5905 - britney.cradock@venuesotautahi.co.nz
Carpet, Furniture, Wall Panels, Furniture
Exhibition Hire Services/EHS
Georgia Costain - 021 469 762 - georgia@exhibitionhire.co.nz / exhibitionhire.co.nz
Compressed Air
SHAPE NZ
Neil Beeslaar - neil.beeslaar@shape.co.nz / shape.co.nz
Design & Build Stands
Display Works
Display Works- enquiries@displayworks.co.nz / displayworks.co.nz / 03 338 4197
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
Hanging Banner & Internet Form
3. Key Suppliers
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
Display Works
Display Works- enquiries@displayworks.co.nz / displayworks.co.nz / 03 338 4197
Adgraphix
Michelle Holland - 021 660 003 - michelle@adgraphix.co.nz / adgraphix.co.nz
Action Signs
Brittany Williams - 03 366 5524 - sales@actionsigns.co.nz / actionsigns.co.nz
Water Coolers
Louise Ridley - 021 198 7908 - louise@bigblue.co.nz / bigblue.co.nz
Test and Tag / Health and Safety Checks
PILZ
Tony Caterson - 027 286 7040 - t.caterson@pilz.co.nz / pilz.com
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.
4.3InternalMeasurement
Duetothethicknessofthepanels(50mmapprox)andthenatureofhowthestandsarebuilt, dimensionsarenotalwaysexactlywhattheyareinyourcontract.Ifyouareplanningtodoa bannerwrapinsideyourstandandrequiretheexactinternaldimensions,pleaseemailthe OperationsTeam.
YOUR EXHIBITION STAND
4.4 Panels
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
2m x 1m square grey carpet tiles will be provided unless requested otherwise. If you are laying a special floor, it will need to 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
4. YOUR EXHIBITION STAND
4.6 Power and Lighting
Serviced stands 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. Unserviced stands come with no power or lighting. Additional power and/or lighting is available to order through Show Light & Power
and
4.7 Aisles
Order Form
It is imperative that exhibitors keep within their contracted stand space (This includes your staff, signage, products, furniture etc.).
Exits and emergency equipment (including power boxes on the walls above stands) must not be obstructed. During pack in and pack out please ensure 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. Please see the key suppliers list for a range of design and build suppliers. If 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.
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 and purchase this through Ricks Trucking directly.
6.3 Forklifts
2.5T 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.
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. Please contact the Operations Manager to book this service.
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 an 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
6.12 Hot Work
If you plan to conduct any activities at your stand that involve welding, grinding, or any other open flame-producing tasks, you will need to obtain a Hot Work Permit To get this permit, please submit a detailed risk assessment outlining your risk mitigation strategies to hanako@xpo.co.nz and Britney.Cradock@venuesotautahi.co.nz.
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. Please submit this by clicking “Edit your profile” on Exhibitor Dashboard.
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 Media Editorial Opportunities
We encourage you to send editorial stories (with an accompanying image) about your new product launches on display at SouthMACH and interesting business stories to us. To submit your editorial, please use the Exhibitor Dashboard -> Supply Editorial. While we cannot guarantee media inclusion, we have a range of media relationships and pr contacts looking for compelling show news stories, so please share your business stories with us to help you gain additional promotional opportunities.
7.4 Official Media Partner
SouthMACH are proud to work with with Engineering News as our official media partner. Engineering News will showcase an 'Official Show Preview' in the May issue. If you are interested in booking supporting advertising, contact:
Keith Falloon
Sales manager – NZ Engineering News keith@hayleymedia.com 027 532 6027
7.5 Marketing Resources
Please use your Exhibitor Dashboard -> Marketing Resources 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
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
On arrival during pack in, everyone will be required to complete a health and safety induction to be permitted entry to the venue. The venue will have two stations set up, one at the front entrance by show information and one at the rear of the venue in the loading bay. Please note, nobody under the age of 16 will be able to enter the premises during pack in and breakdown, the venue will also ensure you are wearing closed toe shoes and a high vis
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 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. 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 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.
9.8 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.
9.11 Consumption of Alcoholic Beverages
Consumption of alcoholic beverage is not permitted within an exhibition area during a pack in or pack out period.
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 amplifies our brand.
