This article will provide you with information about the venue you are exhibiting in, and will help you to plan the pack-in and pack-out of your stand.
2) EXHIBITOR DELIVERIES AND STORAGE
4) ACTIVITIES REQUIRING APPROVAL (MUST READ)
5) GUIDELINES FOR EXHIBITING AT TE PAE CHRISTCHURCH (MUST READ)
6) HEALTH AND SAFETY (MUST READ)
The full Te Pae Exhibition Guide can be viewed here.
The full Te Pae Venue Guide can be viewed here.
1) VENUE INFORMATION
"Te Pae Christchurch Convention Centre is a gathering place for the 21st century, an international standard venue that showcases the very best of what New Zealand has to offer.
Carefully designed and purpose-built to respond to a full range of event requirements, our world-class venue comprises an array of modern, flexible spaces: 24 meeting rooms, 1,400 seat auditorium, 200 booth exhibition hall, dedicated dining rooms, VIP spaces and organiser offices.
Located in the thriving centre of the South Island’s largest city – just 20 minutes from the Christchurch International Airport, with its connections to major centres throughout Australia, Asia Pacific and the Americas – Te Pae Christchurch has been ideally positioned to allow guests and delegates to enjoy a unique and authentic experience of the city, and the wider region.
Te Pae Christchurch is proudly manged by ASM Global, one of the world’s leading venue management groups."
Contact details
Name: Te Pae Christchurch Convention Centre – Events Services
Postal address: PO Box 899, Christchurch 8140, New Zealand
Street address: 188 Oxford Terrace
Loading Dock address: 102 Armagh Street
Telephone: +64 (0)3 266 1400
Website: http://www.tepae.co.nz
Email: EventServices@tepae.co.nz
Accessibility
Te Pae Christchurch Convention Centre is committed to providing safe, equitable and inclusive access for all visitors. For all the venue’s accessibility information, please refer to their dedicated Accessibility Guide which can be found in the Toolkit of the website.
The guide includes information on accessible ways of getting to Te Pae Christchurch, entry points, accessible amenities and services.
ONLINE TOOLKIT
Please take the time to view the information available on the Te Pae Toolkit webpage. A lot of the information below will be linked from here but there is additional information too.
A few key documents to note from the online Toolkit:
- Venue Floor Plans (We are in Hall 3 and 4)
- Venue Guide
- Accessibility Guide
- Conditions of Entry
- Privacy Policy
VENUE AND HOUSEKEEPING SERVICES
To ensure your experience at Te Pae Christchurch is both memorable and safe, we would like to make you aware of the following:
- Washrooms are in the foyer outside the rooms. They can also be accessed within the halls that we have for the event (Hall 3 and 4)
- In the unlikely event of an emergency, please remain calm and follow the instructions of the automated emergency system and the Te Pae Christchurch team.
- All emergency exits are clearly identified with illuminated green signs.
- Evacuation Overview - In the unlikely event that an evacuation of the Centre is necessary, all available staff will assist in the process and detailed instructions will be given. The Assembly Area is located on the "Green" directly opposite the exhibition halls/ Lot 3 (next to the river walk)
- Smoking, including vaping, is not allowed anywhere in the building.
Wi-Fi / ICT
Te Pae Christchurch offers complimentary public Wi-Fi allowing for basic browsing, emailing and social media.
Te Pae Christchurch public Wi-Fi SSID: Te Pae Christchurch
No password required.
A "splash screen" will appear when accessing the Wi-Fi with a prompt to accept the relevant "Terms / Conditions"> Acceptance will grant the user access to the complimentary Wi-Fi.
2) EXHIBITOR DELIVERIES AND STORAGE
Loading Dock
Te Pae Christchurch has a one-way loading dock area with entry located at 102 Armagh Street and exits on to Colombo Street.
Access
The venue security team supervises entry to the loading dock and access is only allowed to vehicles arriving at their scheduled time as per the event loading/traffic management plan.
Exhibitors may access the Loading Dock during their scheduled event bump in and out times only.
If you require access outside these times, please contact your event manager (Zoë - event@archipro.co.nz or EventServices@tepae.co.nz)
Access to the Loading Dock for contractors and exhibitors is carefully scheduled to ensure that congestion on entry to the loading dock is minimised. If the Loading Dock is busy on your arrival, please do not block any public roads.
The venue requests strict adherence to this schedule to ensure an effective loading plan can be delivered. Please be aware that it may not be possible to accept any unscheduled arrivals and that they may be turned away at the control gate.
Please advise the centre of any third-party supplier you may have contracted needing access to the loading dock.
Loading Dock Traffic and Parking
The Loading Dock is strictly a NO PARKING zone.
Access to the Loading Dock is from Armagh Street only. Movement of vehicles on the loading dock is strictly one way. Vehicles may remain on the loading dock for a limited time (i.e., no longer than 20 minutes), to facilitate the off-loading or uploading of goods. Once exhibitors have offloaded, vehicles must vacate the area.
Should there be a need to extend the time allowed in the loading dock, prior arrangements must be discussed with your your event manager (Zoë - event@archipro.co.nz) for approval by the Security, Health & Safety Manager.
Abandoned vehicles or those exceeding the allotted unload time may be towed from site if they are hindering access to the loading area. Associated removal costs may apply.
Loading Dock Limit Restrictions
Armagh Street bridge is subject to the following weight restrictions: Gross weight 85% Class 1; weight restriction on any one axle: 5350kg.
Speed limit in the central city precinct is 30kmh.
The speed limit in the centre’s loading dock is 5km.
Both entry and exit gates measure 6.5m wide x 4.8m high.
Due to a tight event schedule and limited storage, the venue has a strict deliveries and storage policy. Deliveries will be accepted via the venue’s Loading Dock (102 Armagh Street) no earlier than 1 (one) business day before the bump-in of the event (bump-in Thursday 8th August). Loading Dock hours are from 07:00 – 16:00 Monday to Friday.
Incoming Deliveries
Please ensure all items are clearly identified so that they can be accepted. We recommend you use Te Pae's Delivery Label for incoming goods as this captures all information we need. The Centre will not take responsibility for any incorrectly labelled or damaged goods. The Centre will accept and sign for deliveries, however, upon receipt, Te Pae Christchurch will not be responsible for checking the status or condition of goods delivered and will not be responsible for any payment to delivery companies.
Please alert us of any items you anticipate will be delivered or if you have any special deliveries requiring planning.
Outgoing Deliveries
For post-event collections, please have all your items labelled and taken to the Loading Dock in the designated area ready for collection. All items must be cleared from the event space and collected within 1 (one) business day after the event closing (event day Friday 9th August). Any item/s left behind without instruction or un-labelled will be deemed abandoned and disposed of accordingly. Items with incorrect labels or packing will be disposed of accordingly and any costs may be on-charged. It is the exhibitors responsibility to arrange for collection of their own equipment.
Please ensure that courier labels are attached to all packed items before departing the venue. We recommend using Te Pae's Outgoing Dispatch Label so that our staff can clearly identify your items. It is the responsibility of the exhibitor to ensure the courier is scheduled to arrive after all items are taken to the Loading Dock.
Storage
Storage during events is limited. Please discuss your storage requirements with us. With large delivery and storage requirements, we encourage the use of Method Logistics for your freight forwarding needs. Their contact details are as follows:
Nathan Tibbotts
Managing Director – Method Logistics
T: 0800 463 846
M: +64 21 047 7712
nathan@methodglobal.co.nz
https://methodglobal.co.nz/
Forklift for Deliveries
We have one forklift available for our exhibitors. The forklift will be available for the day, and with a driver.
Should any exhibitor hire an external forklift under their own arrangements, the details must be shared with us to ensure Te Pae's Security Department is aware of the delivery.
3) EXHIBITOR SERVICES
Rigging and Hanging
For any exhibitor rigging requirements, please contact the event’s manager (Zoë - event@archipro.co.nz) .
In some areas of the centre, rigging bars are not available above every stand. Please check with your Event Manager before confirming your rigging requirements. For ceiling height specifications, please see here (we are in Hall 3 and 4)
Cleaning Services
Exhibitors are responsible for keeping their exhibition stand or space clean and tidy. Venue staff will not clean an exhibitor’s stand unless prior arrangements have been made.
Care must be taken in carpeted areas to avoid causing any damage. Charges will be applied in case of any damage, extra cleaning or replacement of carpet.
A range of pre- and post-event cleaning services are available for an additional cost in the following instances:- Additional or excess waste removal including cages and skips
- Detailed stand cleaning
- Document Destruction – destruction certificate available upon request
- Additional waste streams and bin sizes for stands available on request
4) ACTIVITIES REQUIRING APPROVAL
Please review section 6 of the Exhibition Guide this section explains all the forms/ permits that you may need to submit (if required) for your stand build. Ensure you thoroughly read through this section to mitigate any issues that may arise when you pack in.
Via your exhibitor portal please inform us;
- If you require gas cylinders or have any naked flame/combustible items (for this you will need to arrange a hot works permit with the venue).
- If your stand exceeds 5m in height
- If you are planning to bring any heavy items (20 > kg)
- If you would like to hang anything from the rafters / require any AV assistance
- Exhibitors may not permanently mark, paint, drill or otherwise deface any part of the venue or make any alterations to the structure, fittings, decorations or furnishings of the venue.
- Do not attach any damaging items, including gaffer/duct tape, pins, nails, staples, markers or blue-tac to any part of the venue.
- Do not provide, fix or install any fittings, decorations or furnishings to or in the venue space, except with prior written approval.
- Weight of the item (including any point-loading dispersal weight allowances)
- Dimensions of the item
- How it will be transported within the venue
- Weight of any handling device (e.g. forklift)
Stand construction and access must be constructed as per the requirements outlined in the Building Act 2004. The following is a summary of additional requirements, which must be met by designers and builders to ensure adequate access, mobility, and to reduce the likelihood of slip and trip incidents:
- All raised floor sections or ramped edges are to be free of sharp or dangerous edges and anything that poses a trip hazard.
- Edges of thin decorative flooring such as carpet, vinyl, matting, wood or the like, are to be taped down or firmly secured.
- Flooring that is between 32mm and 115mm high requires a bevelled edge that does not exceed an angle of 30 degrees. This bevelled edge is to be incorporated within the stand space and not encroach into the aisle. All flooring exceeding 115mm in height is deemed to be a step; for stands with a floor height exceeding 115mm that is occupied by the general public or exhibition attendees, a ramp must be provided within the allocated stand space.
- Any loose materials are to be steady underfoot and not present a hazard. The base layer floor must be protected, and regulations apply to the installation and removal of these materials from the venue floor.
On the day of the event, a final safety inspection will be carried out by the Te Pae Christchurch Safety Team ensuring all safety regulations have been observed. The Centre reserves the right to remove anything identified as unsafe. It will be the responsibility of the exhibitor to source appropriate replacements.
Electrical connections
An electrical license is required before any wiring or fitting work can be undertaken throughout the Centre.
Please note, that it is important that all forms are downloaded and opened using an appropriate PDF reader to ensure they are submitted properly. All applications and permits must be received no later than 22/07/24. Forms received later than this may not acquire approval from the centre.
5) GUIDELINES FOR EXHIBITING AT TE PAE CHRISTCHURCH
Please review section 7 of the Exhibition Guide this section gives you all the necessary information on ceiling heights, electrical, door measurements, accreditation, floor loading, lifts and escalators, power tools, smoke isolation and much more!
6) HEALTH AND SAFETY
Te Pae Christchurch believes health and safety is paramount for you, your guests, and our team.
Please work through the below points:
- View Te Pae's Health and Safety Guide. Also find attached "Your Safety at Te Pae Christchurch" document for an overview of event safety information.
- Health and Safety Induction – All contractors, suppliers, exhibitors, and your team (including yourself) will be required to complete this online induction prior to arriving at the Centre.
- Permit and application forms can be downloaded from Te Pae's toolkit webpage under Health and Safety. Please note, that it is important that all forms are downloaded and opened using an appropriate PDF reader to ensure they are submitted properly. All applications and permits must be received no later than 22/07/24. Forms received later than this may not acquire approval from the centre.
- All high-risk work that needs to be carried out will need to submit a Job Safety and Environment Analysis form. This is to be filled out by the party undertaking the work.
Te Pae pack-in requirements
- You must wear covered shoes
- You must wear identification at all times
- No children are allowed on site
- You must provide and wear your own safety hi-vis vests - You will not be permitted onsite without.
Defibrillators
There are two defibrillators onsite, one is kept in the first aid room, and one located at the Te Pae Christchurch Guest Services Desk on the Ground Floor.
First aid
There are six portable first aid kits distributed throughout the centre. The position of the closest kit to your area of operation will be highlighted during your centre induction.
There is also a medical equipment cabinet in the dedicated first aid room. The first aid room is located on the Ground Floor, near the Bealey Rooms.
The centre has a number of personnel that are trained as first responders in fire, safety and first aid emergencies including the use of onsite defibrillators. In the event of a medical emergency, the centre’s Control Room will implement procedures and contact external agencies as required.
Dedicated event paramedics can be arranged as required. Please refer to your Event Coordinator for more information.
The centre’s Health, Safety and Security Manager or Health and Safety Coordinator are required to complete a Te Pae Christchurch incident report for each person treated. This includes those treated by the dedicated event paramedics.
Emergency and evacuation procedures
Te Pae Christchurch Convention Centre has an Emergency Response Plan in the event of medical, weather, fire, smoke and other emergencies. It is updated regularly, and drills are conducted regularly. A trained Emergency Response Team will lead the implementation of all emergency and evacuation procedures.
Emergency and evacuation procedures will be thoroughly described during compulsory induction upon arrival at the centre.
Fire egresses
All access and exit ways indicated on the floor plan must remain clear at all times, including during pack-in and pack-out.
Smoking
Te Pae Christchurch Convention Centre is a non-smoking venue. Smoking is permitted at clearly signed designated areas outside the Centre.
7) SECURITY
Te Pae Christchurch has roaming venue security as part of our Venue Hire.
Please fill in the Product Supplier Exhibitor Form in your portal as soon you can so we can be informed of your plans.
For any questions please check the FAQ page here or contact me:
Zoë Crosland
Event Manager – ANZ