SCHEDULE & EXHIBITION SPACES:
The Challenge Wanaka Expo will take place in front of the Glendhu Bay Station, Woolshed venue.
The expo will be open to the general public during the following hours:
Thursday 18th February, 9:00 am to 5:00 pm
Friday 19th February, 9:00 am to 5:00 pm
Saturday 20th February, 9:00 am to 5:00 pm
PLEASE NOTE: If you have a space in the EXPO your tent or area must be manned during these times on all days.
COSTS:
Each exhibitor is responsible for making their own provisions for all expo equipment outside of the provided tables, chairs and power.
SITES AVAILABLE:
3m x 3m - $695 + GST
3m x 6m - $1,195 + GST
3m x 9m - $1,695 + GST
10m x 10m - $2,995 + GST
Food trucks
- $500 + GST
Community groups with charity status can apply for a reduced stall rate of $200 + GST
Challenge Wanaka sponsors please check your agreement in regards to EXPO and benefits.
*All prices include an expo site for the entire 3 day festival expo.
*If you would like a site or marquee outside of these options please get in touch.
*If you are a food stall who requires power to operate please get in touch and we will advise costs depending on requirements.
*No outside generators.
*Overnight plug-in but no operational power
*Booths are provided in the form of high quality, windproof marquees with 1 table and 2 chairs per booking.
NB: All exhibitors and food vendors must supply their own electrician tagged outdoor extension power cord if power required (Recommend 25m length).
POWER PROVISION:
Please indicate if you require power at your EXPO site including any relevant details on additional requirements. No outside generators. All food stalls must detail their power requirements.
SETUP AND BREAKDOWN:
Exhibitors will be able to set up their own booths throughout the day on Wednesday 17th or from 6:00 am to 8:30 am Thursday 18th February and MUST have completed set up by 8:30 am. Vehicle access to booths is available during set up and breakdown. Vehicles must be parked off-site in the event car park during all other times.
Saturday Pack Out – From 5:00 pm but please note you can stay open longer if you wish, foot traffic on Saturday is expected to remain high through this time due to prize giving. Pack-out must be completed by 8:00 pm. Due to foot traffic in this area you will need to be escorted by a member of staff if you are driving through the area at all.
PLEASE NOTE: The exhibition spaces must be left in a clean and empty condition free of all recycling and rubbish. The exhibitor is responsible for the removal of all waste and packaging materials from their site.
Waste/rubbish may not be left on site otherwise the exhibitor will incur a cleaning/rubbish removal charge of $100+GST.
REGISTRATION DEADLINE:
The deadline for exhibitors to register for a stall space at Challenge Wanaka is 21 December 2020. Any late registrations will be at the discretion of the Event Directors and could incur a $100+GST late fee. Exhibitors will be informed of the location of their stalls a minimum of two weeks before the event.
WITHDRAWAL:
If the exhibitor withdraws their registration by 31 December 2020, they will be charged 50% of their total expo registration cost. There will be no refund for cancellation of a site after 31 January 2021.
ORGANISER:
Challenge Wanaka Sports Trust
Phone: 021 140 3500
E-mail:
amy@challenge-wanaka.com Commercial Manager: Amy Carroll
EXCLUSIVITY:
Exclusivity cannot be granted however acceptance of registration is at the discretion of the Event Directors and may be denied if they are deemed inappropriate.
LEGAL REQUIRMENTS:
Food stalls must comply with the law as enforced by Queenstown Lakes District Council and must apply for and receive the necessary licenses through Lakes Environmental. When you register you will need to supply; Name, Contact Number, Email, Council which holds food business registration, Council registration number, date or registration expiry and detail on what you will be selling.
HEALTH AND SAFETY:
All stall holders must comply with Challenge Wanaka's health and safety plan and comply with all directions.
All food vendors must meet must have;
One fire blanket,
One fire extinguisher,
A small first aid kit and
If cooking with gas must have a certified gas bottle.
All equipment and electrical cables must be tagged and tested by a registered electrician. These requirements will be checked on the day by our safety team and stalls that do not meet the right standards will be closed down and no refund will be given. If you need to hire any of the above please contact the organiser.
TERMS OF PAYMENT:
Upon confirmation of application acceptance from event management payment is due to confirm booking.
The application will only be accepted after full payment has been received by internet banking, cash or Invoice available on request.
RESPONSIBILTY:
Challenge Wanaka and its agents do not assume any responsibility for exhibit items or booth equipment, and does not accept any liability for damage or lost items.
Security will be present at race central overnight however it is the responsibility of the exhibitor to ensure that all stock and valuable items are removed from the premises when unattended by the stall holder.
FORCE MAJEURE:
In case of force majeure, the organiser is entitled to postpone, shorten, partially or completely close or cancel the expo. In these cases, the exhibitors/hirers may be entitled to receive a reimbursement or a reduction after all of the costs incurred by the organisers related to the expo have been covered.
