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FAQ Exhibitors
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Frequently asked questions and answers (relevant to exhibitors)

Have another question? Email us

 

Q. Can I download a copy of the exhibition floorplan and list of companies?

Yes, click here to view the HiNZ 2018 list of exhibitors and floorplan. (The 2019 floorplan is available by sending an email to hinz2019@theconferencecompany.com

 

Q. Can I see a list of which staff members are connected to my booth within the app?

Yes, click here (this link will be active after the app is launched a month prior to the conference)

 

Q. Do you have demographics on who attended the 2018 HiNZ Conference?

Yes, click here to see the HiNZ 2018 attendee demographics

 

Q. Can I get an excel list of delegates

Yes. Click here to download the 2017 delegate list and the HiNZ 2018 delegate list. (It has no contact details to avoid breaking our privacy laws.)

 

 

DELEGATE LIST FAQ
Q. Do exhibitors get access to a bulk list of all delegate email addresses?

No. New Zealand has strict privacy laws. We provide exhibitors and delegates with the Zerista conference app - as this gives delegates a way to contact other individual delegates without breaching the terms of our Privacy Act legislation and it protects each delegate's privacy.

 

Q. Can I email an individual delegate?

Yes, this is possible via the conference app. There is a function within the conference app which enables any delegate to email another delegate without the email address being visible. In October, we launch the conference app to delegates and after that - in the conference app - you will be able to see a full list of conference attendees (name, job title, organisation) and send messages to individual delegates via the app.

 

Q. Can I send a bulk message to all delegates using the conference app?

No. To prevent spam, the app does not allow you to send an email to the entire delegate list. (Only HiNZ is able to broadcast a message to the entire list). You can send a message individually to selected delegates, but not to everyone at once.

 

To broadcast a message, you would need to seek permission to be added to an official HiNZ announcement, or to a HiNZ eNewsletter. For this to be possible, your message needs to be something that has specific news value that won't be perceived as a generic product promotion, for example, it might be an invitation to a specific event/time/place. If you wish to discuss this possibility, please email hinz2019@theconferencecompany.com some information about the subject you are hoping to communicate.

 

Q. Can I collect delegate email addresses?

This is possible by using the leads app during the conference (it is only available to exhibitors and sponsors). It has an opt-in process for delegates. There are instructions and links on how to use the leads app in your conference app invitation. If you need assistance with using the app during the conference, please visit the App Help Desk beside registration.

 

Q. How do I access the leads app?

Download it here: https://itunes.apple.com/us/app/zexpo/id557235117

or here: https://play.google.com/store/apps/details?id=com.zerista.exhibitor

 

Read the leads app user guide

 

Q. How do I use the leads app to collect delegate contacts?

There are three ways to get a delegate into your leads app:

1. by you asking the delegate for permission to scan the QR code on their name badge, or

2. by asking the delegate to scan your booth QR code poster (HiNZ provides QR code posters to each booth and sponsor)

3. by you manually inputting the data after meeting the delegate

 

(Note: The leads app does not work if the delegate scans an exhibitor's personal name badge. They need to scan your company QR code, not your personal QR code.) We supply each exhibition booth with a laminated poster of your company QR code for this purpose. You can download extra copies of your company QR code from your company profile page at HiNZ2017.zerista.com

 
Delegates are motivated by the 'QR code game', as scanning enables them to collect points - and the 30 delegates with the most points at the end of the conference win prizes. (It is an opt-in process. If the delegate doesn't want others to be able to view their delegate profile page then they are advised not to scan QR codes or allow themselves to be scanned.)
 

The leads app gives you access to a delegate's contact details. At a minimum, you will be able to see their email address. If a delegate has entered more contact information their personal app profile page, then you will be able to view those details as well. The leads app enables exhibitors to download a report at any time during and after the conference, with the details of each delegate they have scanned and/or been scanned by. You are able to export your opted-in contacts from the leads app, during and after the conference, including any notes you make about the contact.

 

 

Download the leads app user guide to learn more about the functionality of the leads app.

 

During the conference, if you have questions about how to use either the conference app or the leads app, go to the "conference app help desk' beside the registration desk.

 

Watch this video to learn how to download leads after the conference.

 

 

DELEGATE BAG FAQ
Q. Can I put something in the delegate bags?

Yes, it is free for exhibitors to put brochures and other printed materials into the delegate bag. (There is a fee for non-exhibitors.) To book a delegate bag insert please fill in the online form

 

Q. Can I put more than one item in the bag?

Yes, you can put in as many items as you wish.

 

Q. How many units should I supply?

We recommend you provide 1500 units. You can supply less if you wish.

 

Q. What can I put in the bags?

Anything that is A4 size or smaller. It can be printed material or branded merchandise.

 

Q. When and where do I need to deliver my inserts?

Courier your inserts to the conference venue. It is vital that they arrive in Claudelands in Hamilton by Friday 15 November at the latest (as we assemble the delegate bags early the following week, before the conference starts). The venue delivery details and instructions are in your exhibition manual. Alternatively, you could deliver your inserts to the HiNZ CEO in Auckland by Tuesday 12 November. Email Kim if you need an Auckland address.

 

Q. Can I get my inserts printed in New Zealand?

Yes, we can coordinate this for you. If your company is based outside of New Zealand and sending materials internationally is a hassle, HiNZ is able to coordinate things with a local printing company for you instead. Email hinz2019@theconferencecompany.com for a quote. If you want us to coordinate the printing for you, then we need to receive your design file by 31 October. (Another benefit of us arranging the printing, is that you won't have to pay any courier fees, as we would transport your printed flyers to the venue with all the rest of our conference materials.)

 

OTHER QUESTIONS
Q. Do all of my staff need to register for the conference?

All company representatives at your booth must be registered as a conference exhibition delegate. Registration badges cannot be shared, every representative must have their own badge. Anyone without a delegate badge will be asked to leave the venue.

HiNZ will maintain a list of the delegates passes issued to each exhibiting company. If your company claims more than its allocation of free registrations (stated in your agreement) then HiNZ will invoice your company at the rate of $395 excl. GST per additional delegate. Additional passes can be purchased via your exhibitor portal.

  

Q. What is the expected attendance?

Based on the past two years attendance, and the number of registrations received to date, we are expecting 1200-1300 delegates.

 

Q. Can I bring candy/treats to give away at my booth?

If you wish to giveaway any food or beverage items then we must seek venue permission first. It's not difficult to get their permission, simply email hinz2019@theconferencecompany.com.

 

Q. When is pack-in?

After 1pm on Tuesday 19 November. Access to the exhibition hall is not possible prior to then due to health & safety rules. (Although you can get permission for a custom booth builder. To request this email hinz2019@theconferencecompany.com.)

 

Q. When is pack-out?

Friday 22 November. Pack out begins immediately after morning tea finishes. Exhibitors are not permitted to dismantle or remove their exhibition booth prior to this time (unless they have prior permission from the HiNZ operations manager).

  

Q. What comes with my booth?

All booths come with 2 x 150 watt spotlights and 1 x 10 amp power point with 4 way multi box. All booths are built with 2480mm high white Octonorm panels (do not construct your display higher than 2480mm). If you require furniture, AV, additional signage or additional lighting/power this can be organised at your cost through Peek Exhibition by contacting hannah.s@peek.co.nz.

 

Q. Does the venue have reliable internet?

There is free WIFI for delegates, however exhibitors will need to purchase either wireless OR Wired internet access for your stands. Please complete the Internet Order Form in the exhibition manual prior to Friday 1 November.

 

Q. Can I see where my booth is located on the exhibit floor?

To request a copy of the latest floorplan please email hinz2019@theconferencecompany.com.

 

Q. Can my company hold a seminar/workshop in conjunction with the conferences?

Yes, dependent on space availability this can be organised. If you wish to book a room for a company event please email hinz2019@theconferencecompany.com.

 

Q. How do I deliver goods to the venue?

Goods must be clearly labelled with a Materials Delivery Form (see exhibition manual). This will enable the venue to deliver your goods to your booth location. Failure to clearly label your goods and follow the delivery instructions may result in delays in the receipt of your goods during pack in (or your goods being returned to sender by the venue!) If you have any questions, email us!


HiNZ, PO Box 300125, Albany, Auckland 0752, New Zealand.

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