Exhibition Stand Application Form

MEETINGS 2025 Exhibition Stand Application Form

Thank you for your interest in exhibiting at MEETINGS 2025.

Please proceed if you are the stand owner for your organisation OR have the necessary information for the stand owner's application.

(Note: A stand owner is responsible for managing all MEETINGS-related communications with BEIA and will be present on the stand during the trade show.)

MEETINGS 2025 Exhibition Stand Application Form

Please complete the following form to submit your application for your desired stand type.

Please note:

On this form ‘Organisation’ refers to the membership name you have registered with BEIA and will be listed on all documentation and on the exhibition floor plan
Exhibitors must be current financial Members of Business Events Industry Aotearoa (BEIA)
(For further information on BEIA Membership, please visit the BEIA Website)
All communication regarding your stand will be by email, please make sure your information is correct. Your Membership Name will be used in all publications, the Exhibition Floor Plan, shown on the app and appear on your Name Badge.
Stand space at MEETINGS 2025 is not fully confirmed until payment has been received in full and acknowledged in writing by the Exhibition Manager.

Stand Owner Details

Please note the following details will be used to create the stand owner's registration, Name Badge, and account in the MEETINGS app.

First Name

Last Name

Pronouns (Optional)

Organisation (Membership Name)

Position

Company Website (Format: www.meetings.co.nz)

Office Number (Format: +64 9 555 555)

Mobile Number (Format: +64 21 555 555)

Email Address

Verify Email Address

If you are filling out this form on the stand owner's behalf and would like to be included in all MEETINGS communications, please provide your email address below.

Additional Emails

Please note this photo will be used in the MEETINGS app.

Photo

Add/Replace Photo

Please select a photo capture option below

The file/image you are uploading exceeds the maximum 1MB size. Please reduce your file size.

In line with industry best practice, BEIA require you to submit the following details of an emergency contact person (contactable 24hrs per day).

Emergency Contact Name

Emergency Contact Mobile Number (Format: +64 21 555 555)

If you have any dietary requirements or allergies, please enter them below. If you do not, please leave this blank.

Dietary Requirements

Other

Postal Information

Please note the information entered here will be used to create your invoice.

Billing Organisation (Legal Name)

Postal Address

Suburb

City

Postcode

Public Liability Insurance

It is a requirement of exhibiting at MEETINGS 2025 that your company has Public Liability Insurance.

Your company is required to have a minimum of $5M Public Liability cover in place for the duration of the show including the build and pack down. Please click here to see our Terms & Conditions document for details.

Do you have a minimum of $5M Public Liability cover in place?

Yes

Entry Level Exhibitor

The Entry Level option may only be used for two consecutive years for either a New Exhibitor or an Exhibitor returning after a 5-year hiatus.

Check the Criteria to see if you are eligible to register as an Entry Level Exhibitor.

Yes, I would like to apply for Entry Level

Current Member

Please specify if you are a current BEIA Member.

If not, you will need to join BEIA prior to your application for MEETINGS 2025 being accepted. The online membership form is available here and we will be in touch with you upon completion of this registration form.

Yes

BEIA Membership

Please select your BEIA Membership level below. Please click here if you need to check your membership level.

Platinum Membership

Gold Membership

Silver Membership

BEIA Membership

Please specify which level of BEIA Membership you wish to apply for below. Alternatively you can request a call from our team to discuss this further.

Platinum Membership

Gold Membership

Silver Membership

Unsure, please contact me

Exhibiting Option

Please select whether you wish to exhibit as an Independent Exhibitor, part of a Regional Bureau Stand, or as part of the Luxury Collection.

Independent Stand

Regional Stand

Luxury Collection

Thank you for your interest in the Luxury Collection. As this premium space is by invitation only, please proceed and submit your application and the Exhibition Manager will be in contact to discuss your request directly.

Overhead Signage

Please specify below if you plan to utilise overhead signage.

Please Note: Any costs associated to truss / rigging and hanging will be at the Exhibitor’s expense. Any overhead signage is subject to approval by the Exhibition Manager.

Yes

Regional Stand Options

Auckland

Bay of Plenty

Central Otago

Christchurch / Canterbury

Dunedin

Hawke's Bay

Kaikōura

Lake Taupō

Manawatū

Marlborough

Mid-Canterbury

Nelson Tasman

Northland

Queenstown / Wānaka

Rotorua

Selwyn

Southland / Fiordland

Taranaki

Timaru

Waikato

Wairarapa

Waitaki

Wellington

West Coast

Whanganui

Regional Bureau Approval

Yes, I have registered interest with the Regional Bureau

No, I have not made contact with the Regional Bureau

N/A, I am the Regional Bureau contact

Please contact your Regional Bureau or the MEETINGS Exhibitor Manager Michelle Bird upon completion of this application. Note that permission must be given from the Bureau to exhibit on the regional stand.

Securing Regional Bureau Space

As a Regional Bureau, you will be sent a link to a ‘Regional Bureau Space Confirmation’ form following the submission of this application to confirm the amount of space you require to be held for your regional stand. Space for regional stands is required to be confirmed via the ‘Regional Bureau Space Confirmation’ form by Tuesday 10 December 2024.

From Wednesday 11 December 2024 all stand space being held is applicable to activation space rates if subsequently not required or if unallocated. Invoices for any unutilised/activation space on your regional stand will be issued on Friday 21 March 2025.

I have read and understand the 'Securing Regional Bureau Space' statement

Please select your preferred stand option below.
Prices are quoted in New Zealand dollars. Costs for stands are exclusive of 15% GST.
Final approval of stands will be at the discretion of the MEETINGS Management team.

Stand Type

Space Only (No Walls)

Walling System

*If you are exhibiting on one of the following regional stands, please select a Walling System option:

Bay of Plenty, Central Otago, Dunedin, Hawke’s Bay, Kaikoura, Lake Taupo, Northland, Manawatu, Marlborough, Nelson/Tasman, Southland, Taranaki and Timaru.

Platinum Member - Single (Space Only) with 1 Appointment Stream: $6,255 + GST

Platinum Member - Double (Space Only) with 1 Appointment Stream: $8,615 + GST

Platinum Member - Double (Space Only) with 2 Appointment Streams: $11,445 + GST

Gold Member - Single (Space only) with 1 Appointment Stream: $6,410 + GST

Gold Member - Double (Space only) with 1 Appointment Stream: $8,930 + GST

Gold Member - Double (Space only) with 2 Appointment Streams: $11,665 + GST

Silver Member - Single (Space Only) with 1 Appointment Stream: $6,515 + GST

Silver Member - Double (Space Only) with 1 Appointment Stream: $9,140 + GST

Silver Member - Double (Space Only) with 2 Appointment Streams: $11,875 + GST

Platinum Member - Single (Walling) with 1 Appointment Stream: $6,830 + GST

Platinum Member - Double (Walling) with 1 Appointment Stream: $9,770 + GST

Platinum Member - Double (Walling) with 2 Appointment Streams: $12,505 + GST

Gold Member - Single (Walling) with 1 Appointment Stream: $6,935 + GST

Gold Member - Double (Walling) with 1 Appointment Stream: $10,090 + GST

Gold Member - Double (Walling) with 2 Appointment Streams: $12,815 + GST

Silver Member - Single (Walling) with 1 Appointment Stream: $7,040 + GST

Silver Member - Double (Walling) with 1 Appointment Stream: $10,300 + GST

Silver Member - Double (Walling) with 2 Appointment Streams: $12,925 + GST

Product or Service Category & Location

Exhibitor Category

Please select all categories that best describe your business. These will be added to your company profile which will be available to Buyers during the Prescheduled Appointment selection process and Online Diary.

Airlines & Helicopters

Attractions

Audio Visual & Technical Specialists

Boutique / Luxury Lodges

Catering Specialists

Conference & Exhibition Venues

Convention Bureaux

Convention Centres

Cultural Attractions

Destination Management Companies

Entertainment Specialists

Event Management / Event Production Specialists

Event Photography

Event Styling, Theming & Decor

Exhibition Hire / Display

Golf Resorts / Sporting & Gaming Venues

Health & Safety / Medical

Hotel / Hotel Groups, Resorts & Spas

Limousine Service / Car Rental

Luxury Incentive Travel Companies

Meeting & Conference Organisers

Outdoor Activities

Promotional Products & Services

Ski Resorts

Speakers Bureaux

Team Building Companies

Technology Providers

Tour, Attraction & Activity Operators

Tourism Services

Trade Publications

Training & Team Building Companies

Transport Operators

Venues with a Difference

Wineries

Yacht Charter & Sailing Companies

Other

Notes

Region(s) of Service

Please select all regions your service covers, or select 'Nationwide' if your service extends across the entire country. These will be added to your company profile which will be available to Buyers during the Prescheduled Appointment selection process and Online Diary.

NATIONWIDE

Auckland

Bay of Plenty

Central Otago

Christchurch / Canterbury

Dunedin

Hawke's Bay

Kaikōura

Lake Taupō

Manawatū

Marlborough

Mid-Canterbury

Nelson Tasman

Northland

Queenstown / Wānaka

Rotorua

Selwyn

Southland / Fiordland

Taranaki

Timaru

Waikato

Wairarapa

Waitaki

Wellington

West Coast

Whanganui

MEETINGS Social Functions

Welcome Function RSVP

All stands include Welcome Function Tickets (number dependent on size of stand). As the stand owner you may RSVP to the Welcome Function now, or select 'Unsure'. Allocation of inclusive Welcome Function tickets can be done at a later date in 2025 via the Exhibitor Zone.

Yes, I would like to attend the Welcome Function

No, I do not wish to attend

Unsure, too early to tell

Tickets to the MEETINGS Celebration and additional Welcome Function tickets will be available as an additional purchase in 2025 via the Exhibitor Zone.

The link to the Exhibitor Zone will be sent to you after the full payment of your stand has been received.

Purchase Order Number (if required)

If you have your Purchase Order Number please enter it in the box below or type TBC.

Purchase Order Number

*If you typed TBC, please arrange for your PO# and email this to admin@beia.co.nz as soon as possible.

Thank you for your time!

Our Exhibition Manager Michelle Bird will be in touch to discuss the most suitable exhibiting option for you and assist you in completing your application form.

Summary

Please note that this is how your details will appear in all publications, in the app and on your Name Badge. Please check all details are correct.

Exhibitor Criteria and Terms & Conditions

Please click to view the Exhibitor Criteria and the Exhibitor Terms & Conditions for MEETINGS 2025.

I have read and agree to the Exhibitor Criteria and the Exhibitor Terms & Conditions

Thank you for submitting your application for an exhibition space at MEETINGS 2025 being held at the Auckland Showgrounds on 11 June - 12 June 2025.

You will receive an email acknowledgement for your application shortly.

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Exhibition Stand Application Form

Stand Owner Details

Add/Replace Photo

Postal Information

Public Liability Insurance

Entry Level Exhibitor

Current Member

BEIA Membership

BEIA Membership

Exhibiting Option

Overhead Signage

Regional Stand Options

Regional Bureau Approval

Securing Regional Bureau Space

Stand Type

Product or Service Category & Location

Exhibitor Category

Region(s) of Service

MEETINGS Social Functions

Welcome Function RSVP

Purchase Order Number (if required)

Summary

Exhibitor Criteria and Terms & Conditions

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