EXHIBITOR MANUAL
Sunday 8th - Monday 9th June 2025
Air Force Museum of New Zealand
WELCOME TO WINTER GIFT FAIR 2025
“Welcome to the Winter Gift & Homeware Fair, the annual celebration of the gift and homeware retail 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, General Manager
Key Contacts
Head of Operations
Dallas Abel 021 084 50461 dallas@xpo.co.nz
Sales Manager
Heather Lowrie 021 599 929 heather@xpo.co.nz
Head of Marketing - Trade
Nathan Moss-Penman 027 269 9228 nathan@xpo.co.nz
Sales Manager
Bronwen Twidgen 021 024 62700 bronwen@xpo.co.nz
The Winter Gift Fair is a B2B exhibition, and the primary purpose is for taking and encouraging trade sales orders. It is not a retail environment for individual sales. Your time and investment is best spent focused on taking and incentivising trade orders.
This policy helps maintain the integrity of the trade show environment, ensuring it serves its intended purpose of facilitating business connections rather than retail sales.
The NZ Winter Gift Fair is one of 18 events run by XPO Exhibitions LTD. We provide effective, dynamic event platforms that allows your brand to connect and grow.
1.SHOW INFORMATION
PACK IN
SHOW HOURS
PACK OUT
DELIVERY / FREIGHT PICK UP
2. VENUE
MAP
PARKING
TRAFFIC MANAGEMENT
SECURITY
CATERING & EXHIBITOR LOUNGE
3. PREFERRED SUPPLIER AND ORDER FORMS
4. YOUR EXHIBITION STAND
STAND SIZE/INTERNAL MEASUREMENT
FLOORPLAN
PANEL
POWER AND LIGHTING
AISLE
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
FORKLIFT
TROLLEYS
INTERNET
CLEANING
RUBBISH
SAMPLING
7. MARKETING
EXHIBITOR LISTING
ADVERTISEMENT
MARKETING PACKAGES
SCAM WARNING
8. XPO LEADS APP
9. HEALTH AND SAFETY
FIRE & EVACUATION PROCESS
FIRE REGULATIONS
GAS USE & FLAMMABLE PRODUCTS
H&S INDUCTION
FIRST AID
TEST & TAG
PUBLIC LIABILITY INSURANCE
SCAFFOLDING & PLATFORMS
CHILDREN & ANIMALS
DRONES
10. ACCOMODATION
1.SHOW INFORMATION
SHOW INFORMATION
1.1 PACK IN Saturday 7th June 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 times.
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 Head of Operations to confirm your design and access time.
1.2 SHOW HOURS
Sunday 8th June 9am - 5pm
Exhibitor Networking Function 5pm - 7pm
Monday 9th June 9am - 4pm
Access with valid exhibitor badges is permitted from 8am each day Exhibitors will be required to vacate halls 15 minutes after the close of each show day.
XPO Exhibitions invites you to the Networking function 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
Monday 9th June 4.15pm - 8pm Tuesday 10th June 8am - 12pm
Please remove any valuable & portable items on Monday 9th June. Everything else must be removed by 12pm Tuesday 10th June.
1.4Deliveries
Acceptedfrom8amFri6June.
Pleasemakesureyourgoodsdonotarrive anyearlierastheymaybeturnedaway.If youareusingacourier/freightcompany pleaseensurethatallboxesareproperly labelledwiththedeliverylabelbelow
DELIVERY LABEL
1.5 Freight Pick Up
Must be collected by 11am Tues 10 June.
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.
FREIGHT PICK UP FORM
Isitt Lane Gate
2. VENUE
Air Force Museum of New Zealand
45 Harvard Avenue, Wigram, Christchurch 8042
Visitor
Parking and Entrance
Winter Gift Hall
Exhibitor
Parking and Loading Zone
2. VENUE 2. VENUE
2.1 Parking
Parking for exhibitors is free during pack in, show days and pack out. Please enter via Isitt Lane for loading and exhibitor carparking. A gate code will be provided within our pack in communications for entry into this area
Please refer to the map on page 4 for Exhibitor access.
2.2 Traffic Management
Access to the loading bays at the back of the exhibition halls, 53 Harvard Avenue, proceed via Issit Lane.
Please note that no loading is permitted through the main museum entry
The loading area is controlled by the Air Force Museum and we ask that you please respect any instructions given by their personnel.
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.
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 Air Force Museum Café will offer food and beverage throughout pack in, show days and pack out, at the entrance of the museum A complimentary tea and coffee service will also be available at the exhibitor station during show days. Location TBC.
3. Key Suppliers
Audio Visual
Spectrum Lighting & Sound
03 377 0070 - hire@spectrumlighting.co.nz / spectrumlighting.co.nz
Banner Hanging, Signage & Internet
Venues Otautahi
Britney Cradock - 027 215 5909 - britney cradock@venuesotautahi co nz
FORM
Carpet, Furniture, Wall Panels
Exhibition Hire Services/EHS
Georgia Costain - 021 469 762 georgia@exhibitionhire.co.nz / exhibitionhire.co.nz
Design & Build Stands
Exhibition Hire Services
Georgia Costain - georgia@exhibitionhire.co.nz / exhibitionhire.co.nz
Stand Out
Joe - joe@standoutdesign.co.nz / standoutdesign.co.nz
Freight
Mondiale Freight
Amber Reeson - amber.reeson@mondialefreight.com / mondialevgl.com
NZ Specialized Logistics
Selvan - selvan@nzsl.co.nz / nzsl.co.nz
3. Key Suppliers
Plant Hire
Jakes Jungle
Chris Hartnell - 021 345 575 - plants@jjungle co nz / jjungle co nz
Power & Lighting
Show Light & Power
Shaun Dalgetty - 09 822 5100 - s.dalgetty@showlight.co.nz / showlight.co.nz
POWER/LIGHTING ORDER FORM
Signage
Adgraphix
03 365 6750 - info@adgraphix.com / adgraphix.co.nz
Test & Tag
Kevin Johnson - 027 22 33 446 - info@megatest.co.nz / megatest.co.nz
Water Coolers
Louise Ridley - 021 198 7908 - louise@bigblue.co.nz / bigblue.co.nz
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.
All Stands
Includes:
Panels
Concrete floors
Allocation of lights
Allocation of power
Company name board
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.
4. YOUR EXHIBITION STAND
4.4 Panel
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 Power and Lighting
Your stand 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 Additional power and/or lighting is available to order through Show Light & Power.
Power and Lighting Order Form
4.6 Aisles
It is imperative that exhibitors keep within their contracted square meter area and do not
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. If you plan to have a design and build stand please contact the Head of Operations 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
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 SUBMISSION Deadline: Wednesday 21st May
6.2 Storage
Please note: There is no storage available at the venue for exhibitors. All storage of stock and packaging materials must go into containers external to the venue. 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 intend to bring a container, please obtain approval prior to ordering from the Head of Operations.
6.3 Forklift
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
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
It is highly recommended and encouraged that you bring your own flat deck or hand trolley to use. Please ensure you clearly label this as your property.
6.Show Ready
6.5 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.
6.6 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 Head of Operations.
6.7 Waste Management
XPO Exhibitions is dedicated to waste minimisation through sorting waste & 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 hall. 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.
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 additional charge for removal.
6.8 Sampling
The Air Force Museum of NZ has exclusive rights to the service of food and beverage at this venue, therefore if you are planning on any hospitality at your stand, it must be arranged through the Air Force Museum of NZ caterers.
Please contact Britney Cradock to discuss – Ph 027 215 5905 or Britney.Cradock@venuesotautahi.co.nz.
7.Marketing
7.1 Exhibitor Listing in Gift Magazine
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. In coming months this listing will also appear on the NZ Gift and Homewares website.
EXHIBITOR LISTING SUBMISSION
7.2
Marketing Resources
Deadline: Monday 12 May th
We offer a variety of digital assets designed to enhance your visibility at the show and promote your presence within your company's network. To explore the full range of marketing and promotional resources available for Winter Gift, please follow the link below.
Please get in touch with marketing@xpo.co.nz if you have any questions
Marketing Resources
7.3 Advertisments
Marketing Packages
The Gift Magazine 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 product showcase advertisements.
Please get in touch with your sales manager to find out more about advertising opportunities.
7.4 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. 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.
8. XPO Leads
XPO LEADS APP
Collect real-time data and quality sales results straight to your mobile phone or tablet (synched 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
All people onsite during pack in will be required to complete a health and safety induction to be permitted entry to the venue. Health and Safety officers will be onsite to run the induction as you arrive to pack in.
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.
Please note that we have made some slight updates to our policy. To ensure the safety and efficiency of event setup and breakdown, we kindly request that no children under the age of 16 be present during the packing-in or packing-out periods.
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 Gas Use & Flammable Products
Candles, incenses, and any open/naked flame demonstrations of flammable products are strictly prohibited at the Air Force Museum of New Zealand as per the venue terms and conditions
Naked flames include, but are not limited to, cooking equipment, barbecues, heaters, candles, and oil burners.
9. Health and Safety
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 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. MegaTest 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.
9.8 Public Liability Insurance
To exhibit at the Winter Gift Fair, 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.
9.9 Scaffolding and Platforms
All scaffolding must conform to the Department of Labor heavy scaffolding standards. Handrails are required on all stairs that are over five risers high One 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 Head of Operations to discuss how you plan to use the device, and the safety measures you will take.
10. Accommodation & XPO
10.1 ACCOMMODATION
For the best available hotel rates near the Air Force Museum, 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 allows your brand to connect and grow.
