Information for Sponsors & Exhibitors
OUR EXHIBITION
A medical exhibition runs concurrently with the scientific programme, acting as a hub of networking and interaction between the delegates and sponsors. The space creates a unique avenue for direct communication, personal interaction and product display. Situated in the Great Rooms of the Cordis Hotel, the exhibition includes the catering area, feature displays and exhibition stands ensuring delegates continually frequent the area throughout the day.
Morning Teas, Lunches and Afternoon Teas, as scheduled in the programme, will be served in the Exhibition Hall.
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CAR PARKING
Wilsons pay and display public car parks can be found near the hotel at: Liverpool Street, City Road, Wakefield Street, 450 Queen Street, 100 Symonds Street. View more details here. Valet Parking: NZD$55.00 per car, per night (strictly standard-sized vehicles only). NZD$35.00 per car for casual dining up to 3 hours, cannot be pre-booked and subject to availability on the day. Valet Parking is subject to availability at the time of arrival at the hotel. A valid registration and WOF is required, and physical car key must be provided at time of valet parking. DELIVERIES
Please complete and attach a copy of the Delivery Label (downloadable above) to every box/piece being sent to the venue.
EMERGENCIES
EXHIBITION OPEN HOURS
EXHIBITION PACK IN SCHEDULE
Due to Health & Safety requirements, exhibitors will not be granted access to the exhibition area prior to these times, unless authorised by the Conference Organisers. Tuesday 27 October 2026 - 8:00am - 1:00pm | Custom Build & Pre-Fabricated Stand Construction Tuesday 27 October 2026 - 1:00pm - 5:00pm | Exhibitors Access for Set-Up EXHIBITION PACK OUT SCHEDULE
Friday 30 October 2026 - 2:00pm - 5:00pm | Exhibitors Pack Down Friday 30 October 2026 - 4:00pm - 7:00pm | Custom & PreFabricated Stand Deconstruction FURNITURE & EQUIPMENT HIRE
If you wish to hire extra furniture, graphics, signage or AV equipment for your stand please get in touch with : Holly Eason, Exhibition Hire Services (as soon as possible) –[email protected] INTERNET
Complimentary WiFi is offered throughout the venue. To login, simply agree to the terms and conditions. Vertical Divider
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PICK UPS
- Contact name and contact number of sender - Number of boxes in delivery (i.e 1 of 3 / 2 of 3 …etc) REGISTRATION
SOCIAL EVENTS
STANDS
All booths come with a clothed trestle table and two chairs. Prefabricated exhibition stands are: 3m width, 2.4m depth and 2.3m height and will be built from white octanorm panel system, per the image below: 
STORAGE
There is limited storage available at the venue. It is important that all boxes to be stored are clearly labelled. |
SPONSORSHIP & EXHIBITION CANCELLATION POLICY
Cancellations must be made in writing three months prior to the commencement of the Conference. In exceptional circumstances, the Organisers will be prepared to consider cancellation of this contract, but only if the following conditions are complied with:
Cancellations must be made in writing three months prior to the commencement of the Conference. In exceptional circumstances, the Organisers will be prepared to consider cancellation of this contract, but only if the following conditions are complied with:
- That the request for cancellation is submitted in writing;
- That the request is received at least three months prior to the Conference;
- That the reason given for the cancellation is, in the opinion of the Organisers, well founded;
- If the cancellation is accepted more than six months before the conference commences, the Organisers shall retain 10% of the contract price.
- If the cancellation is accepted between three to six months before the conference the Organisers shall retain 50%.
- If the cancellation is accepted within three months of the Conference then 100% of the contract price will be forfeited.
- If in the event of the Conference being cancelled for reasons beyond the control of the Organisers or the Sponsoring Company then the contract price is refundable less expenses already incurred.
