eXplore Show 2024 – Exhibitor Edition – ONE

 

Kia Ora all eXplore Show 2024 Exhibitors

Hey Auckland – here we come! 

Thank you for your eXplore Show registration to exhibit with your RTO and Explore Central North Island. Welcome new exhibitors, and welcome back to our many returnees. With almost 100 exhibitors, it again delivers a super message to trade that we mean business and will bring the Grand Hall at Eden Park alive! April will be upon us soon so it’s time to start thinking about what is ahead and continue your preparations.

Buyers

Who is invited?  ECNI sent a ‘Save the Date’ out pre Xmas, and will chase further registrations between now and April 29th. Registrations are coming in (over 100+ already) and some quality signups offering you excellent connections. I also have secured event stories in Trade publications , and TECNZ has also gone out to all their inbound members encouraging attendance.  On the invite list includes ‘Inbounds’ from across NZ, i-SITE staff in upper North Island, Tourism NZ Staff from the trade, media, online, International Media Programme teams, as well as Tourism Industry media.  I have also been actively targeting Buyers we know are coming for TRENZ the following week. I have been successful to secure a few who will go on to famil in the regions enroute to Wellington. So far – so good for registrations, but the pressure remains on. This is a key focus for me from now to the show!

Exhibitors – What can you do to help?  If you have Travel Buyers or trade you’re already working with that you would like to invite along, please do invite ! Here’s the Buyer Registration Link.   What great excuse to reach out to your buyers ‘hey – we are in Auckland at the eXplore Show – we’d love to see you, come and say Hi!’ Note – they must register to attend. 

Show Stuff:

Programme: We have commenced construction of the booklet and will print in early April for the event based on your information supplied on registration.  You will not receive a proof.

Show Banners: these are almost all complete – a few to finalise. They will be ready for you in Auckland. After the show – please take them home with you to use again. You own these banners and can do with them what you wish. These can be ‘reskinned’ should you want to change out the banner making them ‘reusable’, and we are looking at being able to reuse them eXplore Show 2025.

TO DO: Big Screen Video. Supply by end business Friday 5TH APRIL. As per the prospectus – you are able to submit a 30 second video for the 2 big screens I have hired at the venue.   Each 30 sec submission will get over 10 plays over the course of the event. Note: there is NO audio. Videos with people talking to camera won’t work – it’s all about the pictures moving or otherwise!  No video – no panic! You don’t have to miss out. You can easily make a 30 second slideshow video of your product photos and logo yourself using Power Point at no cost.  See the link below to the 2023 Videos, check out: 97-BRADLEYS GARDEN it’s a good example!  There is some great ‘How Too’ instructions to be found online and remember less is more! If you are really struggling (and even the tech savvy kids can’t help over the school holidays) – give me an email I may be able to assist.

Want to use last years video again?  – Find your 2023 video here  (view only – use ‘search feature’ to find your video), check it and email me:’Video REPEAT’ and your business name.

Your Video Delivery or Confirmation Deadline – FRIDAY 5TH APRIL

A strict cut-off applies for these videos so no late submissions accepted as it goes into production for checking and looping.  Please supply a standard 15- 30 second 16:9 aspect video file– just like the telly at home  – preferably a MP4 file.  Send it to me as you can via any file sharing source – drop box / google drive / wetransfer.com etc.  I will confirm receipt – if you don’t hear from me within 24 hours of sending  – CHECK in case it got lost!   Send to me: vipayne@xtra.co.nz.

 

Exhibitor Programme – add to your Diary

Monday 29th April

4.00-4.45 pm Exhibitor Event Access
You have access to the event floor to view your stand and drop any small items you might need for the following day.  Your name badges, drink tickets and programmes will be on your stand.
4.45-5pm Exhibitor and Venue Briefing  PLEASE BE SURE TO ATTEND
This short meeting will go through the mechanics of the Breakfast Session, the eXplore Show,  and health and safety of the venue.

5.00-7.00pm Exhibitor Networking Function – venue foyer – Eden Park
This is a great opportunity to rub shoulders and connect with other operators from your region and within the Central North Island Group. A drink token and light eats are provided – cash bar thereafter.  Parking details etc to come.


Show Day – Tuesday 30th April
The venue will be open from 7.00am.
7am – Barista(s) commence their Caffeine magic for Exhibitors (both in the foyer and at the top end of the show space) and registration open for Buyers for the Breakfast Session.
7.10 – Working Breakfast available.
7.30 – Breakfast Session Commences
8 x 10 minutes SCHEDULED appointments. (At Buyer request)
9am eXplore Show officially opens however we have seen guests arrive from 8.30 previously.
3pm Show Finishes Buyers and Exhibitors depart – please plan to be there until 3.15/30pm. We don’t want exhibitors packing up and departing with buyers still in the room.
4pm Venue closed to Exhibitors.

Other Stuff…

Breakfast Session: Now that all exhibitors are confirmed I will seek Buyers request for their top 15-20 Exhibitors and will set about scheduling their 8x 10 min appointments for the Breakfast Session. From experience I expect there may be some operators (either because they are very new to trade or because are regulars in the trade space) may get few if any scheduled requests.  Your Breakfast Session schedule will be confirmed by Thursday 25th April.

Online eXplore Show Briefing, Q & A , Working with Trade 4th April  11-12pm: We have again secured the services of the lovely Michelle Cauldwell to give operators a refresher on ‘Working with Trade’ and how to make the most of this opportunity to engage with Trade.  I will start with a 15 min event breifing as well as a Q&A – I can guarentee if you want to know the answer there will be others seeking the same so all questions are welcome!  I will send out a calendar event with Teams link for this  – If  you can’t make it – no panic – will add recording link in a future Exhibitor Information newsletter for your to catchup.

Your Exhibit Space: It’s about 1.5 M square and small. Consists of your banner we have developed for you, a green plant, a power source shared with the next booth, bar leaner and two stools/chairs. No other banners, props or furniture are needed.

What to Bring: Your laptop (or SMALL monitor) if you want to have a slide show or presentation at the ready to share with buyers, your trade rate sheet,  and perhaps a brochure if you have some.  You don’t have a lot of space on the table – so bear that in mind when considering items to have to hand.  You are able to stash handbags behind your banner. You may also want to bring a ‘keep cup’ and water bottle.

Want to register another delegate?  WAIT! Space is limited so MAX 2 people on your stand from your company at any one time please, otherwise you crowd the neighbours.  Additional delegate fee of $120+gst per person applies, and you will be invoiced after the event for this. I will come you to closer to the event to check your delegates and you can advise then.

First Time at a Trade Event? If this is your first time representing your company at a Trade event or want to brush up on your trade knowledge a little, there is some very useful information and tips about working with trade on the Tourism Export Council Website – especially their guide ‘ Planning for Inbound Success. The video is great!! More Info on working with Trade.  Also look up their ‘Members section for profiles on some of the buyers who will be attending or who you should be working with.   Be sure to prepare any presentation tools or information you want to share for the day,  and practise your ‘elevator sales pitch’ with the dog – they’ll give you loving feedback!!

Serving of Food/Beverages – If you wish to bring to share food or beverages other than a sweet treat on your stand this is not always possible due to the catering contractor and restrictions of Health and Safety.  Please contact Vanessa to check as we need to authorise with the venue.

Invoicing for the Show . Invoices will be out to most of you shortly direct from YOUR RTO, and may include additional RTO activation costs. Your RTO will have already been talking to you about this if it applies. Your payment is required prior to exhibiting and is due before March 20th.

Couriers If you wish to send items or deliveries direct to the venue – contact Vanessa.

TO DO LIST – HOW MANY CAN YOU TICK?

* Put the event (with deadlines and online briefing) into your calendar
* Finalise your banner (we are almost there – a few stragglers – please send your images ASAP)
* Send/confirm your Video to me (Vanessa) – Deadline April 5th – information follows.
* Book your accommodation
* Complete your Trade Rate Sheet – at least for summer 24/25, and to May 2026 if you can.
* Plan and prepare any presentation material

IMPORTANT DATES:

* Soonest: Finalise your Banner
* 20th March: eXplore Exhibitor Fee due
* 4th April:11-12pm Online Event briefing, Q and A, Working with Trade Refresher
* 5th April: Deadline – advise/submit 30 sec video
* 29th April: travel to Eden Park
* 29th April: 1645pm Operator Briefing Eden Park
* 30th April: 7am -3.30 Available for eXplore Show

That’s all for now – more info will follow regarding the venue – parking and access in our next eXplore Show 2024 Exhibitor Edition.

If you have any burning questions in the meanwhile, please don’t hesitate to email me (email is best) : vipayne@xtra.co.nz, or if need be call 021 1653 547.

See you soon!

Cheers – Vanessa