2025 eXplore Show – Exhibitor Prospectus and Registration
Waikato | Rotorua | Taupō | Ruapehu | The Coromandel | Bay of Plenty | Tairāwhiti-Gisborne | Hawke’s Bay
| Exhibitor Set Up: |
Tuesday 29th April 2025 |
| Exhibitor Networking Function: | Tuesday 29th April 5.15 – 6.45pm – Eden Park, North Stand Level 5 Foyer |
| eXplore Show Time: |
Wednesday 30th April |
eXplore Show 2025 – The Event
You have been invited by your RTO to this one-day tourism trade show to be held at Eden Park in Auckland in April 2025, the 13th annual event for the eXplore Central North Island (ECNI) group. We are planning for around 200 buyers, media and trade partners to attend with 100+ operators and 8 RTOs exhibitors from throughout the Central North Island.
After last years success, eXplore Show 2025 will extend the Buyer led appointment stream/Breakfast session, and will include a Business Session with some exciting and engaging speakers to help you and your business grow.
Please read this prospectus in FULL before you register!
The Audience
The event is targeted at the main travel partners, ranging from the Product Buyer/Decision Makers at Inbound and Wholesale Companies through to frontline staff from i-SITEs, retail travel agencies and inbound/wholesale companies, as well as Tourism NZ staff from the trade and media teams. We have previously had buyers fly into the event from around the country and Australia, and for 2025 we will also be inviting buyers travelling to NZ for TRENZ from our key markets Australia, USA and UK/Germany.
There is no better opportunity to engage with so many quality buyers and influencers in one place, in one day. A targeted and receptive audience!
Want to know more?
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Exhibitor Criteria
1) You are invited at the discretion of your local RTO.
2) You must be Trade Ready – that is, you must be prepared to discuss and offer commissions and rates, and be willing to book with inbound and wholesale travel companies. If you need some more information on what it means to be Trade Ready or help with understanding this fully, please contact your local Regional Tourism Organisation who will be happy to help. See the RTO Contact List at the end of this document. Tip: Check out www.tourismexportcouncil.org.nz – Planning for Export Success
3) You will need to allow one and a half to two days in Auckland in your schedule for this event for setup, Exhibitor Business Session, Operator Networking Function, and the show day itself for the Breakfast and Free Flow Sessions.
Tuesday April 29th – Exhibitor Business Session 1pm – 4.30pm
We are underway in securing presenters to bring a lively afternoon of engaging and interesting sessions for professional and business development for tourism businesses. It is our intention to keep you up to speed with the latest tourism and marketing developments and opportunities.
Tuesday April 29th – Set up, Exhibitor Briefing, and Exhibitor Function 4.30-6.45pm
Following the Exhibitor Business Session, exhibitors can access the show floor and their table between 4.30 and 5 to set up and get familiar with their space. We will hold an Exhibitor housekeeping briefing for the event at 5pm and request all operators attend please. Following this short but important briefing we will then enjoy a networking function for all the Exhibitors in the foyer of our Eden Park venue. A drink token (cash bar there after), and some light food will be supplied. Finish 6.45pm. This is an excellent opportunity to engage with other Tourism operators after the busy summer season and make new sector connections. Many view this function as valuable as the show itself.
Tuesday April 30th – The Event
BREAKFAST Session 7.30-9.30am – Following last years success, we will extend the scheduled appointment session from 7.30-9.30am. Buyers pre-select from the Exhibitor list up to 20 Exhibitors they would like to meet with, and will ultimately be scheduled 11 x 10 minute appointments from that list. Buyers attend the appointments and can then stay as long as they wish to connect with other operators after 9.30am. The remainder of the day for them is unstructured and will run free-flow. Buyers and Exhibitors will be issued their appointments prior to the event.
Free Flow Session 9am – 3pm -As buyers arrive (some like to come early) they will be met by an ECNI representative to check in. Each buyer will be offered a bag should they wish to collect brochures and trade sheets along the way. They will also be given an event programme which contains the exhibitor list, a small profile on your business, and a layout of the venue showing where the regions and the Exhibitors are located. The venue layout is designed to ensure buyers will pass and potentially engage with all Exhibitors. The event finishes at 3pm. After the event you will be given a full database of attendees to enable you to follow up with them directly.
For 2025: There is a 30 minute overlap between the appointments and the open session.
Getting the Buyers There
The Explore Central North Island group will be marketing eXplore Show 2025 to buyers through a wide range of publications, direct invitations and mail-outs.
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The marketing for this show will include:
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| We expect solid exhibitor interest – Exhibitor registration is on a first-in basis (pending RTO approval) so don’t miss out! |
We know there has been a continuation of staff rebuilding in the Wholesale and Inbound sector in recent times and expect we will again get a wide variety of markets, team members and levels of product knowledge within the buyer delegates.
Exhibitor Stands
eXplore Show 2025 will have the same 2024 look – we will visually format the event and supply all signage for all operators. (See slide show above from 2024)
Every exhibitor is to have a templated banner.
– If you attended in 2024, you can reuse your eXplore Show banner as it is, providing it is still in good repair at no additional cost.
– If you attended in 2024, you can choose to RE SKIN/update your eXplore Show banner – we arrange it for you. Cost $150+gst.
– If you did not attend the 2024 eXplore Show or can’t find your 2024 banner, you are required to commission a new banner at $230+gst. We coordinate the artwork with you and supply the banner to the event. After the event you can take home and reuse for your business as you will own the banner.
On your stand you will also have plants and a small bar leaner and 2 chairs – space is very limited.
Ideally you would want two people on your stand to enable you to get the most out of the show, and to ensure there is always someone present on your stand, but one is ok. However, please no more than 2 at ony one time! Your registration entitles you to 1 delegate. An additional Delegate will incur a $130+gst fee.
What Is Provided With Your Registration?
- Your site space.
- Design, printing and distribution of the event invitation, event promotion and programmes.
- A bar leaner and two chairs and plants.
- 1 x shared power connection.
- Registration for one delegate – an additional (2nd) delegate is at $130+gst – no more than 2 on the stand please at any one time.
- Name tags for your delegates (we will be in touch closer to the time to finalise details).
- Marketing of the event to relevant trade partners (Buyers).
- Marketing of you attending the event via floor plan and a Seller Directory supplied to the buyers (both digital and hard copy) before the event.
- A list of registered suppliers and buyers emailed prior to the event and full database following.
- Hospitality – operator function, light breakfast, morning tea, barista coffee, lunch for you and the buyer delegates.
- Attendance at the Operator Function (A beverage (and cash bar) and light food).
- 30 Second video or slide show of your business on 2 giant HD Video walls at the venue – you are to provide your desired content ( We will request this in March). This will be played on rotation every 30-40 minutes – around 10 exposures across the day. Note: There is no audio – pictures only.
- Pre event briefing (online).
- Regional Tourism Organisation coordination and administration
What to Bring to the Show
- Your eXplore Show 2024 banner if you are a repeat exhibitor
- Your laptop if you want to show pictures, slides, presentation or refer to rates/website.
- Printed Trade marketing material for your product(s) – brochures, rate sheets if you wish. (However we encourage you to think green, think limited space!)
- A small map is often useful as a reference for your location.
- Business cards or an e-card.
- A small extension cord if needed.
- Note: any additional plugged in items other than laptop, and cell phone chargers must be tested and tagged at your cost prior to the event.
Serving of Food and Beverages from your exhibition space is not always possible due to our contract and Health and Safety requirements at the venue. Please contact and discuss this with Vanessa prior to the event. We need to gain permission from the venue under our contract for you to distribute any hospitality (food or beverage).
Event Cost and Cancellation
The cost of attending/exhibiting at eXplore Show 2025 is $1320+gst.
2025 Full Banner Supplied $230+gst
2024 Banner Reskin $150+gst
Additional Delegate $130 +gst p/p
You will be invoiced BY YOUR RTO in late February for 20th March Payment.
Any banner or additional delegates costs will be invoiced following the event.
Cancellation by email to your RTO or ECNI (Vanessa) prior to 20th March 2025 will not incur any fee.
Cancellation March 20th – April 10th 2025 will incur a 50% cancellation fee of $660+ gst.
Cancellation 11th – 29th April 2025 will incur the full cost of exhibiting plus any banner costs incurred.
Additional delegates must be confirmed and advised before April 22nd 2025, and all extra delegates registered by this time will be invoiced for regardless of attendance.
RTO’s reserve the right to cancel your registration for non-payment.
Should eXplore Central North Island cancel the event for unforeseen circumstances after invoicing, you will be notified by email and a refund given.
What’s Not Included in the Exhibitor Fee?
- Your transportation to Auckland.
- Your accommodation in Auckland for the night before (and possibly after) the show.
- Any meals outside of the show itself.
- Your booth collateral (including banner), or video preparation/editing.
- Any regional activation costs as outlined by your RTO.
- A second delegate.
How Do You Register?
Easy – prepare your short blurb for the programme to cut and paste into your registration (Max 120 characters), and prepare to upload an image for your instand then please complete the online form by clicking on the Online Registrations Link below.
Want to reuse or edit last-years blurb or need inspiration? You can review the programme, then copy and paste content from HERE
Exhibitor Registrations close February 2025!
By registering for the eXplore Show 2025, you acknowledge:
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- I have read the Exhibitor Prospectus and understand the inclusions and cancellation policies
- I understand my attendance is with approval of my local RTO only.
- I am willing and able to work with Tourism Trade
- My RTO will invoice me $1320+gst exhibitor fee (plus any additional RTO costs as indicated by them) for payment prior to 21st March 2025.
- My RTO will invoice me for additional delegate fees if applicable, and banner costs (reskin or supply) after the event.
- As an Exhibitor, my contact details will be shared with the buyers and other exhibitors attending the event
- I have the appropriate registrations required under Worksafe NZ to operate my Tourism business.
FAQ!
Do I have to have an eXplore Banner – Can’t I just have one of my own? The banners are all preformatted and the same style/type/size allowing the clean uniform look of the event. Vanessa will work with you to ensure you have what you need for the day.
Can I reuse my banner from 2024? Yes – see note above in the prospectus.
Can I request appointments from ECNI for the Breakfast session? This session is for Buyers to ensure they get guaranteed time with the Exhibitors they need to see and so will be scheduled as per their request. We will endeavor to distribute appointments as widely through the operators as possible.
Will all Exhibitors get appointments for the Breakfast Session? We anticipate that not all Exhibitors will have appointments requested by a Buyer. Some might get a few whilst others could get all 11 appointments. The schedule for your business will be published before the event day so you know who you will be meeting with.
Can I share a stand with another operator? Yes, however limitations apply – One banner per stand (we can feature both businesses in the artwork), one appointment stream for the breakfast session, one profile in the programme, maximum 2 delegates on the stand at any one time. Talk to your RTO about whether that’s a good idea or not for your business.
Do I have to pay now? NO. You will be invoiced in February for March 20th 2025 payment. (Post summer season.) Note that the exhibitors are collectively the hosts, enabling Buyers to attend at no cost for the event. Your Exhibitor Fee covers their hospitality!
What happens if there are more Exhibitors than space? Exhibitors are accepted on a ‘first-in’ basis pending approval from your RTO . Any registrations over this will be on a wait list, then invited should a space become available.
Any Other Questions?
Contact Vanessa Payne – eXplore Show Coordinator
T: 021 1653 547 Em: [email protected]
Or contact your local Regional Tourism Organisation Trade Manager (RTO) :
| Destination Coromandel – Hadley Dryden [email protected] |
Hamilton & Waikato Tourism – Aimee Tyson [email protected] |
| Tourism Bay of Plenty – Mary Tolley [email protected] |
RotoruaNZ – Lou Baddiley [email protected] |
| Tairāwhiti-Gisborne – Kim McVicker [email protected] |
Destination Great Lake Taupō – Alice Orr [email protected] |
| Hawke’s Bay Tourism – Liz Grossman [email protected] |
Visit Ruapehu – Mahalee Guieysse [email protected] |