eXplore Show 2023 – Exhibitor Information – ONE

Kia Ora all eXplore Show 2023 Exhibitors

Hey  Auckland – here we come! 

Thankyou for your eXplore Show registration to exhibit with your RTO and Explore Central North Island. Welcome to the many new exhibitors, and welcome back to our many returnees. With over 100 exhibitors, it delivers a super message to trade that we are open and  mean business! April will be upon us soon so it’s time to start thinking about what is ahead and continue your preparations.

    • To do list – how many can you tick??
      * Finalise your banner
      * Send your Video to Vanessa – Deadline April 16th – information follows
      * Book your accommodation  – see below for a link to offers
      * Complete your Trade Rate Sheet – at least for summer 23/24, and to May 2025 if you can.
      * Plan and prepare any presentation material


Who is invited?  We sent a ‘Save the Date’ out pre Xmas, and Buyer Registrations opened earlier this week to time with a major trade training event for your RTOs in Auckland. Registrations are coming in and some quality signups offering you excellent connections. I also have secured event stories in Trade publications coming out on the next week or so,  and have advertising booked in trade related media. TECNZ has also gone out to all thier 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.  So far – so good for registrations, however I do anticipate potentially lower numbers this year with IBO teams still light, a high workload on still (our weather did not help), and public holiday disruptions for the inbounds over the coming weeks. It’s a real tricky one and 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 let me know and I can extend the invitation, or better still – feel free to invite them yourself ! 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!’
They must register to attend. 

Show Stuff:

Programme: We have competed the printed programme for the event based on your information supplied on registration.

Show Banners: these are almost all complete – a few to finalise. For some of you, supplying high resolution images were challenging but thankyou for persevering – they are looking fabulous and I think will make a real impact. They will be set up and waiting for you at the event on the 27th. After the show – please pack these up and take them home with you to use again. You own these instands post event and can do with them what you wish.  (Note: these can be ‘reskinned’ should you want to change out the banner at some point).

TO DO: Big Screen Video. Supply by Sunday 16th 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 – Eeek no video! Don’t panic.  (See below)Each 30 sec submission will get around 6-8 plays over the course of the event and will screen in stand order. Note: there is NO audio. Videos with lots of people talking to camera won’t work – it’s all about the pictures!

No video? 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.  There is some great ‘How Too’ instructions to be found online – like this one: You Tube instructions.   Remember – less is more – a picture says a thousand words ! The screens are at the end of the room, and will be seen from afar – so one image at a time, your logo or business name included and perhaps your region.  (ie – Art Deco Tours – Hawke’s Bay).  If you are really struggling (and even the tech savvy kids can’t help over the school holidays)  – give Vanessa an email she may be able to assist with the project.

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 (portrait on the cellphone won’t cut it!). 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: [email protected]

Your Video Delivery Deadline  – Supply by Sunday 16th April.

Exhibitor Programme

Wednesday 26th April
5.00-7.00pm Exhibitor Networking Function – at the The Kingslander Stonegrill and Bar
This is a great opportunity to rub shoulders and connect with other operators from your region and within the Central North Island Group. Please plan to be there!  A drink token and light eats are provided – cash bar thereafter.

NOTE: There is no operator set up this year at the venue – with your stand being coordinated for you – this was no longer required.

Show Day – Thursday 27th April
The venue will be open from 7.30am.
8am – Barista(s) commence their Caffeine magic for Exhibitors  (both in the foyer and at the top end of the show space)
8.15am (Sharp) VERY QUICK exhibitor welcome and venue briefing.
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 3pm. We don’t want exhibitors packing up and departing with buyers still in the room.
5pm Venue Closed.

Other Stuff…

Your Booth: Its about 1.5 M square and small. Consists of your banner we have developed for you, plant, power source shared with the next booth, bar leaner and two stools/chairs and a power source. It’s all done for you. You don’t need to bring any other banners, props or furniture.

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?  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 $90+gst per person applies, and you will be invoiced after the event for this. Check your registration confirmation  – you may have already done it!  Email Vanessa to add another person: [email protected].  Please put your business name in the subject line.

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.   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 – if not already received – 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 April 20th.

Accommodation: If you are still to book your accommodation – we have been offered a number of deals especially for the show (only) via our friends at RotoruaNZ (thanks team).  You can check them out here.

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

That’s all for now – more info will follow regarding the venue – parking and access in our next eXplore Show 2023 Exhibitor Edition.

If you have any questions in the meanwhile, please don’t hesitate to email me (email is best) : [email protected], or if need be call 021 1653 547.

See you soon!

Cheers – Vanessa