Issuu

2026

WELCOME TO THE BABY SHOW Welcome to the Baby Show! We’re thrilled to have you join New Zealand’s leading baby and parenting event. This is a wonderful opportunity to showcase your brand and connect with families by sharing a wide range of innovative baby and parenting products, from everyday essentials and accessories to the latest must-haves for parents and little ones. To help you get ready for the show, please take a few moments to read through this exhibitor manual. We can’t wait to welcome you and work together to make the event a great success! - Helen Kay, General Manager

Key Contacts Tayla Bailey Operations Manager 022 426 2002 tayla@xpo.co.nz

Caitlin Gregan Operations Executive 022 0129 486 caitlin@xpo.co.nz

Alistair Duff Head of Sales - Consumer 021 934 919 alistair@xpo.co.nz

Donna Winders Sales Manager 022 302 2052 donna@xpo.co.nz

Samantha Linn Head of Marketing - Consumer 021 158 8995 sam@xpo.co.nz

Kayla Brunton Digital Marketing Specialist 099 768 394 kayla@xpo.co.nz

The Baby Show is one of 18 events run by XPO Exhibitions. We provide effective, dynamic event platforms that allows your brand to connect and grow.

CONTENTS 1. SHOW INFORMATION PACK IN/PACK OUT & SHOW HOURS EXHIBITOR FUNCTION DELIVERIES & FREIGHT PICKUP SCAM WARNING

2. VENUE MAP TRAFFIC MANAGEMENT PARKING SECURITY CATERING, EXHIBITOR LOUNGE

3. KEY SUPPLIERS AND ORDER FORMS 4. YOUR EXHIBITION STAND STAND TYPE & SERVICES FLOOR PLAN INTERNAL MEASUREMENT PANEL CARPET POWER & LIGHTING AISLES

5. STAND DESIGN DESIGN & BUILD SIGNAGE MATERIALS, FABRIC, CEILING CANOPIES & DRAPES HANGING BANNERS & LIGHTING PLANT HIRE FLOORING

6. SHOW READY EXHIBITOR BADGES STORAGE FORKLIFTS & TROLLEYS PLUMBING INTERNET CLEANING & WASTE MANAGEMENT FOOD SAMPLING

7. MARKETING YOUR WEBSITE PROFILE MARKETING RESOURCES SHOW DEALS & SPECIALS

8. LUP - LEAD CAPTURE 9. HEALTH AND SAFETY H&S INDUCTION FIRST AID FIRE & EVACUATION PROCESS FIRE REGULATIONS VEHICLES TEST & TAG DRONES PUBLIC LIABILITY INSURANCE

10. ACCOMMODATION

1. SHOW INFORMATION SHOW INFORMATION 1.1 PACK IN Friday 21st August

8am - 6pm

During pack-in and pack-out, the venue is considered an active construction site. For everyone’s safety, all exhibitors and contractors must wear closed-toe shoes and high-visibility vests while onsite during these times. Please note that children under 16 are not permitted in the venue during pack-in and breakdown periods. To help ensure a smooth setup process, we kindly ask that you arrive only at your designated access time. If you have a Design & Build stand or require earlier access, please contact our Operations Manager, Tayla to arrange this. 1.2 SHOW HOURS Saturday 22nd August Sunday 23rd August

9am - 4pm 10am - 4pm

Exhibitor access begins at 7.30am each show day, and all exhibitors are required to vacate the halls within the 15 minutes after the show closes each evening. Exhibitor Networking Function - Saturday 22nd August 4pm - 7pm On Saturday evening from 4pm – 7pm, we will be holding an informal function for all exhibitors and the Baby Show team. Head down to the Showgrounds cafe for a well-deserved drink on us! 1.3 PACK OUT Sunday 23rd August Monday 24th August

4.15pm - 7pm 8am-12pm

Stand dismantling will begin on Sunday evening, so we kindly recommend removing any valuable or portable items from your stand on Sunday 23rd August. All parcels and pallets being collected by a freight company must be removed by 12pm Monday 24th August. 3

1. SHOW INFORMATION SHOW INFORMATION 1.4 DELIVERIES All deliveries will be accepted from 8am Thursday 20th August. Please make sure your goods do not arrive any earlier as they may be turned away. If you are using a courier/freight company, ensure that all boxes and pallets are properly labelled with the delivery label below. This ensures when your goods arrive, they can be correcty placed on your stand.

DELIVERY LABEL

1.5 FREIGHT PICK UP All items being collected must be done so by Monday 12pm 24th August. It is important to plan ahead for freight pick up post event to avoid potential complications with missing inventory. Please use the Freight Pick Up Form to facilitate driver pick up. This is so we, as organisers, can correctly identify any boxes or pallets. If there’s any issues with your collection please contact Tayla. FREIGHT PICK UP FORM

1.6 SCAM WARNING Attendee Lists Scam – we have noticed a lot more scammers approaching exhibitors over recent years offering to sell attendee/visitor lists to our events. 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.

2. VENUE Auckland Showgrounds 217 Green Lane West, Epsom, Auckland 1051

2.2.VENUE VENUE 2.1 TRAFFIC MANAGEMENT Access to the loading bay is at the back of the Showgrounds with the entrance off Green Lane West via Gate 1. The front doors and south side entry are only permitted for small deliveries and handheld trolleys. For any onsite questions regarding traffic management, please contact Tayla.

2.2 PARKING Plenty of parking spaces are availible for both exhibitors and visitors Please leave the parking at the front of the Exhibitor Carpark available for mobility access visitors. Parking at Auckland Showgrounds is free for exhibitors during pack in and breakdown (including 4.15pm onwards on the final show day). For show days, please see below: — First 3 hours - $10 — After the first 3 hours $2 an hour up to a maximum of $18

2.3 SECURITY We understand that many of you are showcasing highly valuable products, and the safety and security of the site is very important to us. While we have a range of security measures in place, you are responsible for their own goods, as the organisers do not accept liability for any loss or damage of property. Security guards will be on-site at all times during pack-in and throughout show days to help maintain a safe environment for everyone. During show days, security will also be checking badges at entry points, so please make sure you and your team have your exhibitor badge with you to ensure smooth access to the venue.

2.4 CATERING Fernz Café offer coffee and light refreshments during pack in days, with meals available on show days. To set up a tab for your staff, please complete the form below prior to arriving onsite. We have our Exhibitor Lounge, located upstairs, which offers a comfortable space to relax and recharge, with complimentary tea and coffee available throughout the day. Fernz Catering Exhibitor Account Set Up Form 6

3. KEY SUPPLIERS Carpet, Furniture and Wall Panels Exhibition Hire Services/EHS Julia Sandiforth - julia@exhibitionhire.co.nz / exhibitionhire.co.nz CARPET ORDER FORM

FURNITURE ORDER FORM

PANEL ORDER FORM

Power and Lighting / Hanging Banners Show Light & Power (SLP) Shaun Dalgetty - 09 822 5100 - s.dalgetty@showlight.co.nz / showlight.co.nz SLP ORDER FORM

Audio Visual Livewire AV Simon Meades - 022 639 0985 - info@livewireav.co.nz / livewireav.co.nz AV ORDER FORM

Catering Fernz Catering Andrew Blake – andrew@fernzcatering.co.nz / fernzcatering.co.nz CATERING FORM

Design & Build Stands (All plans must be submitted via your operational form before production) Exhibition Hire Services Julia Sandiforth - julia@exhibitionhire.co.nz / exhibitionhire.co.nz Exhibit Group Brittany Jenks - 027 570 6989 - Info@exhibit.co.nz / Exhibit.co.nz Stand Out Design Joe Downing - 64 27 597 0090 - joe@standoutdesign.co.nz / standoutdesign.co.nz

CATERING FORM 7

3. KEY SUPPLIERS EFTPOS Shift4 Ashley Kohlhase - 09 442 7768 - ashley.kohlhase@shift4.com / shift4.com

Exhibition Support Services The Events Agency The Events Agency can help elevate your show presence through strategic execution, creative booth design, and impactful marketing. Their goal is to ensure that your stand isn’t just seen—it’s remembered. Matt Reilly - 022 2484 3178 - matt@theeventsagency.co.nz / Theeventsagency.co.nz

Freight Sneddens Global Logistics 0800 7633 33 - info@sneddens.co.nz / sneddens.co.nz

Internet Skopik Jan Hansen - 027 223 7645 - jan.hansen@skopik.co.nz / skopik.nz INTERNET ORDER FORM

Lead Scanner LUP help@lup.events / lup.events LEAD SCANNER ORDER

CATERING FORM 8

3. KEY SUPPLIERS Merchandising & Display Systems Plankwall Merchandising & Display Systems Show your full product range - adapt your displays for every show. Plankwall® modular display systems include freestanding slatwall panels, towers, plinths, shelves, sign holders e& hanging attachments. Own your own display system to reconfigure and reuse across trade shows, showrooms and retail. NZ made. Flat-packed for easy transport and assembly. Katie Jacobs - 09 272 9990 - katie@plankline.co.nz / plankwall.co.nz

Plant Hire GreenAir Plants 0800 72 5648 -Info@greenair.co.nz

Hire Plants 09 828 6876 - info@hireplants.com / hireplants.com HIRE PLANTS ORDER

Signage & Graphics Display Works (Prefered Supplier) 03 338 4197 - enquiries@displayworks.co.nz / displayworks.co.nz

Benefitz Blake Douglas - 021 876 987 - blake@benefitz.co.nz / benefitz.co.nz

Staffing Solutions Brand Spanking Emma - 09 377 4110 - Info@brandspanking.co.nz // Brandspanking.co.nz

Water Coolers Sparkling Spring Stan Likovs - 021 271 3712 - stan@sparklingspring.co.nz / sparklingspring.co.nz 9

Bring Nature Into Every Space Premium Greenery Hire & Commercial Plant Services for Offices, Exhibitions, Conferences & Events.

Commercial Spaces — we consult, design, install, and maintain Events & Exhibitions — we deliver, install, maintain, and remove Curated greenery that reflects your brand and environment Long-term plantscaping or a single unforgettable event — we do both Supporting wellbeing through nature, wherever people gather

Connect with us! 021 725 648 info@greenair.co.nz greenair.co.nz

Preferred nationwide

exhibition supplier

Coast Group is a family of companies with a diverse range of services dedicated to providing excellence across all facets of the events & signage industries.

4. YOUR EXHIBITION STAND What will be on your stand 4.1 STAND TYPE & SERVICES Please check your contract for the specific details of your stand size, type, and the services included. There are three types of stand space you may have booked:

Serviced Space Includes: Panels Carpeted floor tiles Allocation of lights Allocation of power

Unserviced space - for large Design and Build stands over 43.2sqm Includes:

Carpeted floor tiles only. No walls or 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 will be uploaded on your exhibitor portal. Please note this is subject to change during the lead up to the show. Please make sure you give the most updated plans to your contractors.

4. YOUR EXHIBITION STAND

4.3 INTERNAL MEASUREMENT Due to the thickness of the panels (50mm approx) and the nature of how the stands are built, dimensions are not always exactly what they are in your contract. If you are designing signage to fit wall dimensions, please email our Operations Executive - Caitlin.

4.4 PANEL Panels are covered with velcro-receptive material and are 2.3m high. For structures exceeding this, you must discuss your plans with Tayla 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. 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 may only be moved by 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 (this will come at a cost). PANEL ORDER FORM 15

4. YOUR EXHIBITION STAND 4.5 CARPET 1m x 1m Grey carpet tiles will be provided by the venue unless requested otherwise. Please note that any damage to the carpet tiles will incur a replacement cost of $99 + GST per square meter. If you would like to remove the carpet from your stand, please contact Tayla to discuss Please note this will incur a labour fee of $2.50+GST per sqm of your stand space. If you are laying a special floor, we recommend that it 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 page.

CARPET ORDER FORM

4.6 POWER & LIGHTING Your stand may 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. Additional power and/or lighting is available to order through Show Light & Power. Power and Lighting Order Form

4.7 AISLES It is imperative that exhibitors (includes staff, signage, furniture, etc) keep within their contracted area and do not encroach on the aisle space. 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 at the show, we 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 constructed and installed for the exhibition. If you plan to have a design and build stand please contact Tayla with your plans for approval before production. For Design and Build supplier recommendations, please refer to page 7.

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. For signage supplier recommendations, please refer to page 8.

5.3 MATERIALS, FABRIC, CEILING CANOPIES & DRAPES 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 Tayla is required. Drapes are only permitted on the outer exhibitor walls.

5.4 HANGING BANNERS & LIGHTING For hanging signage and additional specialised lighting, contact Show Light & Power. Note that heights and rigging requirements vary by hall, affecting pricing. Banners or signage must be at least 1m within your stand boundaries. Prior approval from the Tayla is required.

5. STAND DESIGN 5.5 PLANT HIRE Including plants in your stand design can help improve your stand presence. Hire Plants offer a wide range of modern indoor plants. Please contact info@hireplants.co.nz for further information.

5.6 FLOORING For specialised flooring contact EHS (please refer to Page 7). They can provide you with a vairety of options, to help elevate your stand.

6. SHOW READY 6.1 EXHIBITOR BADGES Exhibitor badges are strictly for the use of exhibitors only. Your Exhibitor Badges are for staff working on your stand throughout the event and can be used for the full duration of the show. Through your operational form, found on the exhibitor portal, you can purchase additional exhibitor multiday badges at a cost of $20 each incl GST. Exhibitor Badges cane be collected from the Show Information Desk during pack in. Please do not under any circumstance give exhibitor badges to visitors, as it creates a security risk. If you wish to invite friends, family, or clients to the show, please provide them with your allocation of complimentary tickets. If you are wanting to purchase any visitor tickets at a discounted rate, please get in contact with Caitlin.

6.2 STORAGE With limited space at the show, storage and transfer of stock are the responsibility of the exhibitor. If you’re requiring storage please order through your operations form found on your exhibitor portal. 20ft container space: $100 40ft container space: $150 Single dry pallet: $40 Please note that storage is not secure and using this space is at the exhibitor’s own risk.

6.3 FORKLIFTS 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 Tayla. 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 TROLLEYS We have a limited quantity of flat-deck and hand trolleys available for exhibitor use during pack in and pack out, therefore, we recommend bringing your own. Trolleys will be kept in the main foyer when they are not in use by other exhibitors. 19

6. SHOW READY 6.5 PLUMBING If you require water or plumbing to your stand, please contact Tayla to discuss your requirements. We recommend any plumbing be arranged through Jeffries Plumbing as they are familiar with the layout at the Auckland Showgrounds and where water outlets are located.

6.6 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 the password. Alternatively, for a more secure and faster connection, a dedicated paid internet connection can be ordered for your stand by contacting Skopik.

6.7 CLEANING Cleaners 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 Tayla.

6.8 WASTE MANAGEMENT XPO Exhibitions is dedicated to waste minimisation through sorting waste & reducing landfill. During pack in, please ensure you separate your waste, accordingly, using the bins provided. 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. You are required to organise the removal of your empty pallets at the conclusion of the show. Pallets left behind may incur additional charge for removal.

6.9 FOOD SAMPLING All food vendors must be registered with a council or MPI, and your health licence must be displayed on your stand for inspection. Food and drink samples are permitted if limited to bite-sized portions or 50ml for nonalcoholic beverages. Exhibitors must supply their own sample cups or glasses and ensure all relevant allergy information is clearly displayed.

7. MARKETING

7.1 POPULATE WEBSITE PROFILE Our Baby Show website showcases all of our exhibitors. Through the exhibitor dashboard, you can input your logo and a 20-word blurb about your company and/or product. This is a great way to let visitors know about your stand!

Website

7.2 MARKETING RESOURCES - FREE TO USE! We offer a variety of digital assets designed to elevate yourselves above your competitors and promote your presence at the show. Access the full range of marketing and promotional resources via the exhibitor dashboard. Please get in touch with marketing@xpo.co.nz if you have any questions.

Marketing Resources

7.3 SHOW DEALS & SPECIALS We encourage all exhibitors to make the most of their show presence by offering exclusive show specials, giveaways, or promotions during the event. To help promote these deals and attract more visitors to your stand, update your website profile by clicking ‘Edit my profile’, on your exhibitor dashboard.

8. LUP - LEAD CAPTURE Ticketing tech and data collection made easy We know how busy a show can get — that’s why XPO has partnered with LUP Technology to make lead capture effortless. With one quick scan, you can save visitor details, jot down notes, and build a list of connections to follow up with after the event. Here’s what makes it great: Easy scanning that fits naturally into conversations Add notes on the spot so nothing gets forgotten Download everything later for smooth follow‑up Track your results and measure ROI! It’s paperless, instant, and designed to help you stay connected with the people who matter most.

If data collection and qualifying leads is important to you - it’s a no brainer. To order the LUP system, please fill out the form below.

LUP - Lead Scanner

9. HEALTH AND SAFETY 9.1 HEALTH & SAFETY INDUCTION All people onsite during pack in will be required to complete a health and safety induction to be permitted entry to the venue. You will receive an email link closer to the show with instructions on how to complete this. XPO Ehibitions is committed to ensuring that our ehibitions are a safe environment for our staff, ehibitors, contractors and visitors. XPO Ehibitions 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 ehibitors to review and understand their obligations under this policy.

9.2 FIRST AID A medical team will be onsite during event hours only. If any first aid is required during packin and pack out, 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. In case of a medical emergency during pack in and pack out dial 111 for an ambulance and then inform an XPO staff member.

9.3 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. Follow the instructions of security staff and venue supervisors.

9.4 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. 23

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. Vehicles must contain either less than 5% or more than 80% of the fuel tank capacity while on display. Batteries must be disconnected prior to the show opening. All display vehicles are required to have a current (dry powder) fire extinguisher mounted in a prominent position that is easily accessible. Vehicles are not permitted to start or move during the show without permission from the Organisers and Venue Management.

9.6 TEST & TAG It is the responsibility of the exhibitor to ensure that ALL power leads and cords are tested and tagged by a registered electrician. CPM 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. CPM will charge exhibitors directly.

9.7 DRONES & OTHER DEVICES 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 Tayla to discuss how you plan to use the device, and the safety measures you will take.

9. HEALTH AND SAFETY 9.8 PUBLIC LIABILITY INSURANCE To exhibit at the Baby Show 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. Please order and pay via the Operational Form. If you would like to order PLI after the due date, please email the Operations Team. Any late payments made onsite will incur a late fee of $10 + GST. Event staff check that all exhibitors have up-to-date PLI. Book your PLI by using the online Operational Form – this can be located on your exhibitor dashboard under the label OPERATIONAL FORM.

10. ACCOMODATION & XPO 10.1 ACCOMMODATION For the best available hotel rates near Auckland Showgrounds, 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 18 of New Zealand’s largest and longest running exhibitions. We provide effective, dynamic event platforms that amplify your brands.