MEETINGS 2026 Exhibition Stand Application Form

 

Thank you for your interest in exhibiting at MEETINGS 2026, New Zealand's leading business events showcase.

Please continue only if you are the designated stand owner for your organisation or have access to all required information to complete the application.

(Note: The stand owner is responsible for coordinating all MEETINGS-related communications with BEIA and must be present on the stand throughout the trade show.)

Please complete the following form to apply for your preferred stand type.

Important Information:

  • ‘Organisation’ refers to the membership name registered with BEIA. This name will appear on all official documentation, the exhibition floor plan, the MEETINGS app, and your name badge.
  • All exhibitors must be current financial members of Business Events Industry Aotearoa (BEIA).
    (For details on BEIA Membership, please visit the BEIA Website)
  • All communication regarding your stand will be conducted via email. Please ensure your contact details are accurate.
  • Stand space is not confirmed until full payment has been received and written confirmation is provided by the Exhibition Manager.

Stand Owner Details

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.

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

Photo

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

Billing Information

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

Public Liability Insurance

To exhibit at MEETINGS 2026, your company must hold Public Liability Insurance.

A minimum cover of $5 million (NZD) is required for the full duration of the event including build, show days, and pack-down.

For full details, please refer to our Terms and Conditions.

Confirmation
Do you currently have a minimum of $5M Public Liability insurance in place?

Current Member

Please indicate whether your organisation is a current financial member of Business Events Industry Aotearoa (BEIA).

Note: If you are not currently a member, you will need to complete a BEIA membership registration before your MEETINGS 2026 application can be accepted. You can access the online membership form here. Once submitted, our team will follow up with you regarding the next steps.

BEIA Membership

BEIA Membership

Please indicate which level of BEIA Membership you wish to apply for from the options below.

If you're unsure which level best suits your organisation, please let us know and we will guide you through the process.

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.

Please complete the application form to confirm your interest.  Once submitted, Exhibition Manager, will be in touch with further details and next steps.

Exhibiting Option

Please indicate your preferred exhibitor category:

  • Independent 
  • Regional (Bureau Stand)
  • Luxury Collection
  • Shared Stand

This selection helps us tailor your MEETINGS 2026 experience and ensure accurate placement and support throughout the event.

Thank you for selecting the Luxury Collection. Please complete the application form to confirm your interest. Once submitted, our Exhibition Manager will be in touch with further details and next steps.

Overhead Signage

Please indicate below whether you intend to utilise overhead signage as part of your stand design.

Important:

  • All costs related to truss, rigging and installation will be the responsibility of the Exhibitor.
  • Overhead signage is subject to prior approval by the Exhibition Manager.

Regional Stand Options

Regional Bureau Approval

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

If you are applying as a Regional Bureau, you will receive a link to the Regional Bureau Space Confirmation Form after submitting this application.  This form is required to confirm the amount of space being held for your regional stand.

Important Dates:

  • The completed form must be submitted by Tuesday 9 December 2025.
  • From Wednesday 10 December 2025, any unconfirmed or unused stand space will be subject to activation space rates.
  • Invoices for unutilised or unallocated space will be issued on Friday 20 March 2026.

Please ensure your space requirements are accurately confirmed to avoid additional charges.

Please select your preferred stand option below.

  • All prices are listed in New Zealand dollars (NZD) and are exclusive of 15% GST.
  • Final stand allocations are subject to approval by the MEETINGS Exhibition Manager.

We recommend reviewing all options carefully before submitting your selection.

Stand Type

*If your organisation is exhibiting as part of one of the regional stands listed below, please ensure you select a Walling System option:

Bay of Plenty, Central Otago, Dunedin, Hawke’s Bay, Lake Taupō, Manawatū, Marlborough, Nelson/Tasman, Northland, Southland or Taranaki.

 

Space Only Stand Options

Walling Stand Options

Do you already have a partner to share the stand with?

Product or Service Category & Location

Exhibitor Category

Please select ALL categories that best represent your business. These selections will be added to your company profile and made visible to Buyers during the Prescheduled Appointment selection process and in the Online Diary.

Accurate category selection helps Buyers identify relevant connections, so we encourage you to choose thoughtfully.

(Hotels, resorts & spas, boutique & luxury lodges, wineires & culinary experiences)

(Airlines, helicopters & charter services, limousine, car rental & transport operators, yacht charter & sailing companies)

(Event management & production specialists, audio visual, technical & styling services, exhibition hire, display & decor, entertainment & speaker bureaux, event photography)

(Regional bureaux, conference & exhibition venues & centres, destination management companies, meeting & conference orgainisers)

(Attractions & cultural experiences, outdoor & adventure actvities, golf, ski & sporting venues, team building & training providers)

(Catering specialists, promotional products & services technology partners, tourism services, trade publications)

Region(s) of Service

Please indicate ALL regions your service covers.

Your selections will be added to your company profile and made visible to Buyers during the Prescheduled Appointment selection process and in the Online Diary.

Accurate regional information helps Buyers connect with the most relevant suppliers—so we recommend reviewing your selections carefully.

Purchase Order Number

If you have your Purchase Order Number, please enter it in the field below. 
If not yet available, simply type TBC and update us once confirmed.

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

Summary

Review your details

Please ensure all information is correct, as it will appear exactly as provided in:

  • Official MEETINGS 2026 publications
  • The MEETNGS app
  • Your name badge

Take a moment to double-check spelling, formatting, and contact details before submitting.

Exhibitor Criteria and Terms & Conditions

Please click to view the Exhibitor Criteria and the Exhibitor Terms & Conditions for MEETINGS 2026.

Thank you for submitting your application for an exhibition space at MEETINGS 2026 being held at the New Zealand International Convention Centre on 17 June - 18 June 2026.

You will receive an email acknowledgement for your application shortly.

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