Conference 2026 - Info for exhibitors

Documents you need to read

Exhibitor Toolkit

The Exhibitor Toolkit provides you with everything you need to know about exhibiting at our expo, including key dates, timelines, contact details, what you can have at your site, a site plan, important health and safety information and checklists and forms.

Download it here.

Health & Safety induction

Please read the following Contractor Health and Safety Induction document.

Download the H&S induction here.

Preparing your site

What are the dimensions of my site? The walls are 2.3m high. Contact Nadja at nadja@wasteminz.org.nz if your display is going to be higher (as she will need to seek permission from the venue). Other site measurements are:

Super Premium: 3.6m wide on the back wall, 3.6m deep on the side walls
Premium: 3.6m wide on the back wall, 1.8m deep on the side walls
Standard: 3m wide on the back wall, 1.8m deep on the side walls.

How can I hire furniture for my expo site? Contact Tatiyana Isaac at tatiyana@exhibitionhire.co.nz . She can help you with most things you need to make your site look great, including:

desks;
chairs;
couches;
cabinets or shelving;
plants; and
much more (see Exhibition Hire’s catalogue)

The deadline for getting your orders in is 4 May, however if you contact her now you may still be able to request some items.

Can I order AV equipment for my expo site? Yes, you can. Contact Brendan Slabosz at NW Group at brendan.slabosz@nwgroup.co.nz .

Does my site have power and lights? Yes, each site comes with 2 x 150-watt spotlights and 1 x 10-amp power point with a 4-way multi box. If you need more lights or power, please contact Tatiyana at Exhibition Hire at tatiyana@exhibitionhire.co.nz . This will be at your cost.

Can I attach my own TV directly to the expo site wall? Not unless you have the correct wall bracket. To organise this, you will need to talk to Tatiyana at Exhibition Hire at tatiyana@exhibitionhire.co.nz or phone +64 21 194 8305.

Can I hang a sign from the roof? Yes, subject to approval from the venue. Rigging must also be carried out by Exhibition Hire to ensure health and safety standards are maintained. Please contact Tatiyana at Exhibition Hire at tatiyana@exhibitionhire.co.nz for more details and costings. All items are subject to approval based on the information supplied.

Can I put a heavy piece of machinery in my site? Yes, but it must be checked and approved by the venue. If the item is over 500kg/m² you must provide the height, length, width and weight dimensions to Nadja at nadja@wasteminz.org.nz. If you haven’t done this already, please contact her urgently. If approved, you must provide a plan of how you are going to deliver, install, secure (where applicable) and remove this heavy or very large item.

How do I attach posters to my site walls?

The walls are Velcro receptive panelling, so it is best to use Velcro hook dots to put up posters. Velcro strips would be more suitable if the posters are heavy. You must not stick Blu-tack, pins or nails into the walls.

Can I get an internet connection on my site? The venue offers a free wireless service to delegates. This is suitable for checking emails, basic browsing and social media. If exhibitors intend to use internet and video on their expo site, we recommend a dedicated cabled internet connection. The following option is available:

Cabled internet: $115 + GST to install (includes Cat5 cable), then $52 + GST each subsequent day (includes de-install labour)

For exhibitors requiring this service, please contact Brendan at brendan@nwgroup.co.nz . Requests must be submitted no later than Monday 4 May. Exhibitors will be invoiced for this service directly by NW Group and payment will be required before the event.

Tagging & testing

Do all of my electronic devices need to be tagged and tested?

All electrical devices brought into the venues must be certified as being compliant with Electrical Standard NZS 3760-2010. The Venue Manager on site may undertake spot audits of this. All certifications must be dated within 12 months of the start of the conference and the in-date testing tag must be visible.

On site tagging and testing can be arranged prior. Please contact brendan@nwgroup.co.nz for further information and pricing by Monday 4 May. Exhibitors will be liable for any costs or damages to TSB Arena & Shed 6 due to the use of electrical devices that have not been tagged or tested.

Setting up

Where do I unload my equipment and who do I report to when I arrive at the venue to set up?

If you have equipment to unload, you can access the loading dock at the South end of the building on Jervois Quay when you arrive at the venue to set up on Monday 18 May. Exhibitors must first report to the Registration Desk in the Expo Hall before unloading or unpacking their equipment. Temporary parking for drop off/pick up is available in the loading dock (maximum of 10 minutes). Should you not require use of the loading dock, we kindly ask that you access the venue via the main entrance on 4 Queens Wharf during the scheduled pack in and pack out times.

When can I start setting up?

The exhibition build is due to be completed by 13:00 on Monday, 18 May. Setup by the exhibitors can then commence, however, exhibitors must not enter the exhibition hall until the build has been completed. Setup must be completed by 6pm.

Attendees will start arriving for tea and coffee in the exhibition hall from 7.30am on Tuesday 19 May, so please ensure your site is fully set up before then. You must wear closed-in shoes and a Hi-Viz vest when setting up your site (you are required to supply your own Hi-Viz vest). If required, hard hats are available from the WasteMINZ + ALGA Registration Desk and must be worn when requested.

Can I send freight to the venue and will the venue accept my delivery before the conference starts?

Yes, all deliveries to the venue must be communicated to nadja@wasteminz.org.nz no later than Monday 27 April. Deliveries of exhibition materials should not arrive at the loading dock any earlier than Thursday 14 May during the business hours Monday to Friday from 9am until 4pm. If this is not possible, exhibitors must contact Nadja and make special arrangements for deliveries arriving prior to this date.

Loading Dock hours are from 9am until 4pm Monday to Friday. Due to a busy event schedule and limited storage at the venue, we recommend you use a freight forwarding company to assist with arrangements for both delivery and off-site storage. Your freight will be delivered to your stand in the Exhibition area in the TSB Arena (as long as it has the correct delivery label attached and the stand number recorded). The delivery label can be found at the end of the Exhibitor Toolkit.

Can the venue store freight for me, until I arrive to set up my site? There will be limited onsite storage facilities for packing materials and boxes. For any specific storage needs please contact nadja@wasteminz.org.nz to organise any special requests.

What if I have heavy items on pack-in day? The venue has flatbed trolleys available to help you move items (subject to availability. If you have something particularly heavy, come and see Nadja Hirzel at the registration desk so she can get some assistance for you from the venue.

Where can I park? At TSB Arena and Shed 6 public and exhibitor parking facilities are available 24hrs, 7 days per week at Wilson Parking located beneath the venue (1 Jervois Quay). For current costs, please refer to the Wilson Parking website. Other parking options are listed below:

Grey Street Carpark
2 Grey Street (Walking distance from TSB Arena: 200m (3 minutes))
Victoria Street Carpark
21 Willeston Street (Walking distance from TSB Arena: 200m (3 minutes))
Frank Kitts Car Park
68 Jervois Quay (Walking distance from TSB Arena: 200m (3 minutes))

Electric car charging There are no electric car charging stations located directly at the TSB Arena itself, however, several public charging stations are available nearby in the Wellington CBD and surrounding areas.

Where can I pick up my name badge?

Name badges can be collected from the registration desk in the Expo Hall on the Monday from 1pm onwards. Please collect your badge as soon as you have arrived at the venue.

Where can I store items? Items can be stored in the Side Store located at the end of the corridor in TSB Arena and beside the kitchen.

Breaking down

When can I start breaking down my expo site?

The exhibition closes at 11am on Thursday, 21 May (as the morning tea is being held in the expo hall) and breakdown can then commence. Breakdown is not permitted before 11am and it must be completed by 12.30pm, as Exhibition Hire will start breaking down the sites at this time. You must wear closed-in shoes and Hi-Viz vests when breaking down your site. You are required to supply your own Hi-Viz vest. Hard hats are available from the WasteMINZ + ALGA Registration Desk if required and must be worn when requested.

Can I leave items at the venue to be picked up on Friday, after the conference finishes? Yes, you can. Outgoing delivery labels (called Venues Wellington Outgoing Courier Confirmation) can be found at the end of the Exhibitor Toolkit and need to be attached to all items being couriered. Please print off enough copies in advance and ensure that every package has a copy of the outgoing delivery label with your return address and the number of items on it (e.g. package 3 of 5).

Items need to be deposited at the Side Store by the Loading Dock and the Venue Manager advised that they are ready for pick up. It is the responsibility of the exhibitor to ensure the courier is scheduled to arrive after all items all are taken to the Loading Dock. Loading Dock hours are from 9am – 4pm Monday to Friday. All items left at the end of the conference for collection by couriers must be collected within 24 hours. The venue takes no responsibility for goods left on the premises past this time.

How to use the app

Download Eventify

Get it for iOS or Android at https://wasteminzalga.eventify.io/

Access the event

Search for WasteMINZ or ALGA

Login

If you have registered for the Conference, you will be sent an invitation by Eventify with your passcode. Use this passcode and the same email address you used for registration to sign in to the app.

Please note: This is an all-in-one app, so you can access all conference information as well as your exhibitor profile and QR scanning/lead capture.

Find and update your exhibitor profile

From the homepage, click on the side menu (the three lines at the top left). Under Event Tools, you will see Exhibitor Dashboard or Lead Retrieval.

Click on Exhibitor Dashboard. From this page, click on the pencil button at the top right to edit your profile.

Go through the steps to update your profile. This includes adding basic info such as a logo and bio (which will already populated, based on the information you've provided to us); contact details; social media and website details; images, videos and document; product details - where you can list specific products you want to highlight; and coupons and deals.

Capture leads

Back in the side menu, click on the Lead Retrieval option.

There are three options for you to capture leads:

Scan attendee QR codes. This allows you to access attendee contact details via the QR code on attendee badges or through the app on their phone.
Scan business card. This allows you to take a photo of a business card, and automatically enters the details in the lead capture form.
Enter lead information. This allows you to manually enter contact details into a form.

Once you have captured the lead, you will be sent to a secondary page, which allows you to add further info - such as:

Notes
Special interests
How soon the lead intends to engage
Budget
And more.

As an exhibitor, you can also scan attendee's QR codes using the main 'Scan' button on the bottom menu. This will also send you to the Lead Capture form.

Additional features

If you login to Eventify via a web browser (using this link: https://wasteminzalga.eventify.io/), you have access to additional features for exhibitors including:

Seeing the attendees who scanned your QR Code
Editing your lead retrieval form
Seeing and adding additional team members.

See and export leads

Select the Leads button at the bottom of the screen. This page shows you the leads that everyone in your team have captured.

Click the export button and you can choose whether to save it to your device or send it as an email.

Make sure you export your leads before Thursday, 28 May!

The app is live from 4 May to 28 May, so make sure to export them before 28 May so you don't lose them!

Screenshot login

Event App FAQs

How do I log back into the event app?

If you log out of the app, and can't remember your passcode - don't worry! When you enter your email address, a passcode will be sent to the same email address. You just need to ensure you are using the correct email - the same one you used to register.

If you have any issues, see the team at the registration desk or email Leeana on leeana@wasteminz.org.nz.

How can I be sure my scans are working?

You'll be sent to a new page called Scan Result, which is where you can add more details about the lead.

A green banner will pop up at the top which says "Lead has been added to your collection".

What details are captured with the Lead Capture app?

When scanning a lead with the app, it will give you access to the following contact details, if they are updated on their profile:

Phone
Email
Position
Organisation

However, contact details for attendees such as Contact Number and Email may not display if the attendee has chosen not to share these personal details.

You cannot update the contact details of a lead that you have scanned via their QR code, so we recommend that you double check the lead's profile to ensure you have their details on file, and if not, you can add it to the notes section in their profile.

What happens when I export my team's leads?

You can export your leads and your whole team's leads at any time during the event:

From the Lead Retrieval page, click on Leads on the bottom menu. Then click Export.
Select either:

1. Save to device, or
2. Send email.

This will send a spreadsheet of the leads, contact details and any notes to your email address. You are not able to send it to other email addresses at the same time.

Can I display my exhibitor QR code?

Yes, you can access and download your QR code in the Scan QR section of Lead Retrieval.

Click on MY QR at the top left of the page, then scroll to see and download your QR code.

When attendees scan your QR Code, they are sent to your exhibitor profile and can send you a message or a meeting request, and see your profile information, discounts, products and exhibitor admin.

Attendees who scan your QR code will not immediately be captured as a lead, so you will not have to scroll through unqualified leads if you do display your exhibitor QR code. This is a great way to promote yourself and direct people to your profile.

How do I add new people to my team?

Contact Leeana from WasteMINZ with the full name and email address of your team member, and she will add them to your team.

Will WasteMINZ be running an in-app leaderboard competition this year?

This year we are doing things differently by offering three spot prize vouchers for attendees who engage with the app.

While there will still be a leaderboard, which gives attendees points for engaging with their conference app - for example, messaging other attendees, checking out the programme, submitting a feedback form etc, we will be picking three attendees at random.

This way, we are encouraging attendees to engage with exhibitors in person and via the app, so exhibitors get genuine, qualified leads!

I want to run a competition/giveaway - how do I do this?

If you want to run a competition/giveaway via the app, there are two ways you can do this:

Start a post in the Exhibitor Promos/Give-aways section in the app Community.
The Community is a place to follow topics and trends, discuss them with fellow attendees, and post your giveaways and promos!
You can post the details of your giveaway or promo, and encourage attendees to comment or post a picture in the same thread. You can then announce the winner on that same thread!
Start a post in the Social feed.
You can follow the same steps in the Social feed.
The Social feed allows you to add images, videos or polls, but as it is a feed, attendees will see all of the posts and yours may get lost.

It's up to you how you want to run your giveaway/promo! You can also message the winners through the app, provided they have their profile on public, or you have scanned their badge.

Need more support?

Contact leeana@wasteminz.org.nz for more support and information.

Information for exhibitors

On this page:

Documents you need to read

Exhibitor Toolkit

Health & Safety induction

Frequently Asked Questions

Preparing your site

Tagging & testing

Setting up

Best Expo Site award

Visitors

Breaking down

Event app - Eventify

How to use the app

Event App FAQs

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