DHWNZ25 Exhibitor Toolkit

This is the toolkit for exhibitors for DHWNZ 2025

Contents

Key Dates and Deadlines

3 4 5 8 8

Venue, Travel & Accommodation Promote Your Involvement Venue Services and Responsibilities Safety, Emergency and Compliance Additional Guidelines and Contact Info

26 27 28 29 30 31

Checklist Contacts

Onboarding Documents Activate Exhibitor Portal Freight Do’s & Don’ts Freight Forwarders Health & Safety Induction

10 11 12 13 14 15 18 18 18 18 20 21 22 23 25 25

FAQs

Custom Booths Registration Booth Details Overhead Rigging

Wired Internet Test and Tag

Activate the Attendee App Have You Met all Your Deadlines? Exhibitor Pack-in and Pack-out

Exhibitor Access Final Checklist Sustainability

About Digital Health Week NZ

Key Dates and Deadlines

Event dates 24−27 November 2025 Full pack-in Monday 24 November 2025 | 07.30−12.30 Light pack-in Monday 24 November 2025 | 12.30−16.30 All rubbish and excess packaging must be removed from the exhibition hall by 16.00, before the welcome networking function, so the venue can complete a last minute clean.

15 OCTOBER

24 OCTOBER

31 OCTOBER

7 NOVEMBER

ASAP

Onboarding documents uploaded

Exhibitor staff registation deadline

Overhead rigging deadline

Wired internet deadline

H&S induction deadline

Early access request deadline

Booth design and graphics deadline

Furniture and AV deadline

Checklist

Onboarding Docs Due ASAP Provide admin contact for portal, provide signage name and upload logo See page 8 for details

Overhead Rigging Due 24 Oct Overhead rigging order form completed and returned to Te Pae Christchurch See page 18 for details

Early Access Due 31 Oct Early access arranged with eventmanager@hinz.org.nz

Organise Freight Due ASAP See pages 10 & 11 for details

Wired Internet Due 24 Oct

Booth Design Due 31 Oct Booth design, build and custom graphics booked with Exhibition Hire Services

Wired internet order form completed and returned to Te Pae Christchurch See page 18 for details

Registration Due 15 Oct

H&S Induction Due 31 Oct

Booth Furniture Due 7 Nov Booth furniture and AV booked with Exhibition Hire Services * Limited furniture stock, so place orders ASAP

Ensure all staff have been registered via the portal See page 14 for details

Exhibitor H&S induction completed for all staff See page 12 for details

Contacts

Nicky Remkes Conference Director General exhibition, conference and workshop queries +64 21 477 763 eventmanager@hinz.org.nz Brittany Owens Sales Consultant Exhibition, sponsorship and media sales bookings +61 491 715 228 projects@hinz.org.nz Christina Jaramillo Exhibition Hire Services Custom build enquiries, booth furniture orders +64 272 137 554 christina@exhibitionhire.co.nz

Romit Prakash Partnerships Manager Exhibition, sponsorship and media sales bookings +64 21 562 916 partnerships@hinz.org.nz Rose Harding Systems & Project Manager Exhibitor portal, registration and invoice queries systems@hinz.org.nz

Chanley or Brent Method Global Freight logistics queries +64 3 348 1228

national@methodglobal.co.nz We recommend using Method Global for all freight to ensure timely delivery of collateral for your booth

Event Dates & Times

Booth Building 22 November Exhibition Hire Services access only Custom Booth Building 23 November Exhibition Hire Services access No entry, unless booked in advance Full Exhibitor Pack-In 24 November | 07.30−12.30 Hi-vis vest and closed toe footwear mandatory Light Exhibitor Pack-In 24 November | 12.30−16.30 Welcome Networking Function 24 November | 17.30−18.30 Held in exhibition hall and open to all exhibitors and attendees

Exhibition Hall 25 November | 08.00−17.30 26 November | 08.00−15.30 The exhibition hall will be open throughout the conference Conference Dinner 25 November | 17.30-22.30 Held at Te Pae Christchurch and tickets can be purchased during registration Full Exhibitor Pack-Out 26 November | 15.30−19.00 Later by prior arrangement Exhibitor Dismantling 27 November Exhibition Hire Services access only Optional Workshops 27 November | 09.00−15.30

ONCE YOUR CONTRACT IS SIGNED

Onboarding Documents

Activate Exhibitor Portal

Let us know who we will be working with. For Digital Health Week NZ 2025, all exhibitors and sponsors will be required to use a portal to manage their exhibition and sponsorship details. Only ONE person from each organisation can access the portal. We would also love to promote your partnership with Digital Health Week NZ 2025, so we need a high-resolution version of your organisation logo and the name you will be exhibiting under, if exhibiting. Complete DHWNZ 2025 Onboarding Documents

Your nominated admin contact will receive an email inviting them to access the exhibitor portal without the need for a password. If not received, please check your email junk folder. They will be the only person from your company allowed to access the portal and the nominated contact does NOT have to be attending the conference. The exhibitor portal is where you will setup: • Register EACH member of staff who will be representing your organisation at the conference BEFORE 15 October • Upload your company profile (visible within the Attendee App) • Upload your marketing material (visible within the Attendee App and can be PDF, URL or video URL) If you have any issues accessing the portal, email Rose

12—6 WEEKS OUT

Freight Do’s & Don’ts

Before the Conference

After the Conference Loading dock entry is from Armagh Street only. There is NO parking on-site. You have a maximum of TEN minutes to pick-up goods while at the dock. Clearly label goods, including total number of items, using the Te Pae Christchurch Outward Delivery Form . Deliveries over 25kg will require your collection from the loading dock with the appropriate number of helpers to safely move to your booth. Ensure your items are securely sealed It is your responsibility to ensure the courier is scheduled to collect your goods from venue.

ALL deliveries to venue MUST be made between 07.00 and 16.00 on FRIDAY 21 NOVEMBER . Freight deliveries are taking longer than normal, so send it early, then store it locally using the preferred freight forwarder – Method Global. It is your responsibility to get your materials to the venue on time for pack- in. HiNZ will take no responsibility if you are unable to setup your booth due to late delivery or hold up in customs. Clearly label goods using the Te Pae Christchurch Inward Delivery Form so we can delivery directly to your booth. Deliveries over 25kg will require your collection from the loading dock with the appropriate number of helpers to safely move to your booth.

Loading dock entry is from Armagh Street only. There is NO parking on-site. You have a maximum of TEN minutes to offload while at the dock. Te Pae Christchurch does NOT provide storage on-site.

Please ensure any items being collected post conference are picked up FRIDAY 28 NOVEMBER . Te Pae Christchurch will NOT store any uncollected items and you may be

charged for their disposal. Please refer to the Te Pae

Christchurch Exhibitor Guide for full information and rules of using the venue

Freight Forwarders

Chanley or Brent Method Global Freight logistics queries +64 3 348 1228 national@methodglobal.co.nz

Te Pae Christchurch Convention Centre will not accept your freight if it arrives BEFORE FRIDAY 21 NOVEMBER Whether local or international – we highly recommend you use the event preferred freight forwarder – METHOD GLOBAL – to ship and store your goods locally to ensure timely delivery to your booth.

Method Global can assist with: Pick up and local storage pre- event Direct and consolidated delivery to venue Removal of packaging and rubbish/recycling Collection post-event Pack up of goods and final delivery to nominated address Import shipment arrangement with export services In-house customs broker for custom clearance assistance

Health & Safety Induction

Exhibitor health & safety inductions will be managed by Te Pae Christchurch Convention Centre. Please read their induction document via the link below and complete the required form at the end of the document. Te Pae Health & Safety Induction • Hi-vis vest and closed toe footwear (no sandals or jandals) must always be worn during pack-in and pack- out and on the loading dock • Hi-vis vests are available from vending machine on-site for $20 (we do not have spare vests available • Children under 15 are not permitted during pack-in and pack- out or on the loading dock at any time • All electrical equipment must be tested and tagged before being used on-site

Custom Booths

If you are planning a custom booth plan, please ensure you have submitted your plans early by emailing Nicky .

Registration

Eligibility Only booth staff may register for exhibitor passes; passes are non- transferable. Each Person Needs Their own delegate pass and name badge for conference app access. Pass Inclusions • Exhibitor pack-in access (Monday 24 November) • Delegate bag + CONNECT magazine • Access to all conference sessions + Monday 24 November networking function • All morning tea and afternoon tea catering breaks • Dinner tickets and workshops sold separately

Pass Allocation • Free passes as per your contract • Extra passes: $423.50+GST each • Consolidated invoice after 15 October Registration Deadline Register all staff by 15 October via the exhibition portal Conference Dinner • Add during registration, $189+GST • Limited availability Questions? Email Rose

* By registering staff as an ‘extra’ exhibitor registration, you acknowledge the registrations are over your allocation of FREE passes and that you will be invoiced at the specified rates. Extra staff registrations will be invoiced in one consolidated invoice after the 15 October deadline.

Booth Details

Walls All booths are built using Octanorm, a modular system using poles, rails and white infill panels. The booth height is 2.5m (do not construct your display higher than 2.5m). The image shows an example of a 3m x 3m booth with ID fin to display your company name. If you are on a corner booth, you may only have one side wall, keeping your booth open for maximum exposure.

Booth Signage (ID Fin) All booths come with a company name sign produced by Exhibition Hire Services. This will be managed by HiNZ. Customisation is NOT available. Signage will have your booth number and company name. Please indicate your booth signage when completing your Onboarding documents – see page 8.

Booth Details

Lighting and Power All booths come with 2 x 150watt spotlights and 1 x 10amp power point with 4-way multi box. Additional lighting or power can be organised at your cost through Exhibition Hire Services. Booth Height The maximum permitted height of a booth or its signage is 2.5m unless specific permission is arranged with HiNZ prior to the conference. Booth Graphics If you would like to add visual impact to your booth with graphics, Exhibition Hire Services can produce these and build them into your booth. The actual panel size and what is visible may differ slightly.

Booth Boundaries The maximum permitted height of a booth or its signage is 2.5m. Exhibitors may not place any display material or exhibit, nor extend their booth structure and fittings, beyond their contracted boundary.

6—3 WEEKS OUT

Activate the Attendee App

Overhead Rigging

Wired Internet

Test and Tag

For any exhibitor banner and rigging requirements, please complete the

Public WiFi will be available for all attendees and exhibitors, but this WiFi is only suitable for general Internet browsing (including emails). The venue does not allow the use of external wireless access points other than the venue’s fixed wireless infrastructure. If you plan on having demos, we strongly recommend ordering wired internet capability for your booth. You can find out more details about what internet services are available for exhibitors here. You can order wired internet from the venue directly by completing the wired internet form here .

Ensure that all electrical equipment you will be using on your booth has been tested and tagged.

All exhibitors and sponsors will be invited to access the attendee app three weeks prior to the conference – Tuesday 4 November 2025 . Exhibitor and sponsors will not be able to access the app if they are not registered. Exhibitors and sponsors will receive instructions on using the attendee app and how to collect leads with the initial email invite. More details to follow.

overhead rigging form below. Ceiling height throughout the

Exhibition Halls is 10.1m and you are not permitted to hang banners or signage that backs onto another exhibitor’s booth. Not all exhibition booths can hang overhead banners - please check with our team before booking your booth. For any overhead rigging enquiries, please contact Christina Jaramillo christina@exhibitionhire.co.nz who will be able to assist (POA).

1 WEEK OUT

Have You Met all Your Deadlines?

Event dates 24−27 November 2025 Full pack in Monday 24 November 2025 | 07.30−12.30 Light pack in Monday 24 November 2025 | 12.30−16.30 All rubbish and excess packaging must be removed from the exhibition hall by 16.00, before the welcome networking function, so the venue can complete a last minute clean.

15 OCTOBER

24 OCTOBER

31 OCTOBER

7 NOVEMBER

ASAP

Onboarding documents uploaded

Exhibitor staff registation deadline

Overhead rigging deadline

Wired internet deadline

H&S induction deadline

Early access request deadline

Booth design and graphics deadline

Furniture and AV deadline

Exhibitor Pack-in and Pack-out

Exhibitor Pack-out 26 November | 15.30−19.30 • You cannot dismantle your booth BEFORE 15.30 on Wednesday • Bring your own packing materials to repackage leftover goods • Clearly label your goods using the Te Pae Christchurch Outward Delivery Form • If collecting goods yourself, they must be on the dock before you drive in to collect them • All items must be removed by end of pack-out • It is your responsibility to organise collection of your goods • Neither HiNZ nor Te Pae Christchurch take responsibility for any goods left at the venue after the conference • You must dispose of any unwanted signage or materials by removing it from the venue

Full Exhibitor Pack-in 24 November | 07.30−12.30 • Can remain on-site till 16.30 • Require heavy duty machines to load in • Have a complete booth to setup • Require additional AV support/ electrician support • Require the use of a forklift or other large movers • Must have completed the Te Pae Christchurch H&S induction • Mandatory hi-vis vest and closed toe footwear • There is no storage available for excess goods and packaging during the conference • All rubbish and excess packaging must be removed from the exhibition hall by 16.00, before the welcome networking function, so the venue can complete a last minute clean

Light Exhibitor Pack-in 24 November | 12.30−16.30 • Requires only a small hand trolley to pack-in • Have a simple booth to setup • Do not require additional AV support/electrician support • H&S induction, hi-vis vest and closed toe footwear not required

• Any items left on your booth NOT clearly labelled for collection will be deemed abandoned and disposed of • Please ensure any items being collected post conference are picked up Friday 28 November − Te Pae Christchurch will NOT store any uncollected items and you may be charged for their disposal For health and safety reasons, exhibitors are not permitted in the exhibition hall during booth build on Saturday 22 November and Sunday 23 November.

Exhibitor Access

MANCHESTER ST

Early Access Custom Booth Setup If your company has contracted a third-party to build a custom booth we might be able to arrange early access on Sunday afternoon. This is NOT guaranteed and MUST be booked in. Pre-approval must be granted by the official exhibition builder – Exhibition Hire Services. Approval will depend on what you are having built. To ask for early access, email Nicky at eventmanager@hinz.org.nz Loading Dock and Parking Access Te Pae Christchurch has a ONE-WAY loading dock area with entry located at 102 Armagh Street and exit on to Colombo Street. There is NO parking on-site.

CHESTER ST W

VICTORIA SQUARE

ARMAGH ST

TE PAE CHRISTCHURCH

GLOUCESTER ST

WORCESTER BLVD

WORCESTER ST

HEREFORD ST

LOADING DOCK ENTRY LOADING DOCK EXIT

Final Checklist

Exhibitor portal activated Freight organised All staff registered Overhead rigging form sent (if applicable) Wired internet form sent (if applicable) H&S induction completed Early access requested (if applicable) Booth design and graphics booked (if applicable) Booth furniture ordered (if applicable)

EXTRA INFO

About Digital Health Week NZ

Sustainability

Networking Opportunities Welcome Networking Function Monday 24 November | 17.30−18.30 Exhibition Hall, Te Pae Christchurch Convention Centre FREE to attend Conference Dinner Tuesday 25 November | 17.30−22.30 Te Pae Christchurch Convention Centre $189 – tickets can be purchased during registration Catering Breaks Attendees will be using the exhibition area for all catering breaks during the conference

Digital Health Week NZ 2025 Conference Programme The conference begins on Monday evening with a welcome networking function in the exhibition hall between 17.30 and 18.30. Tuesday morning we kick off with an opening plenary session, before breaking out into dedicated sessions around the venue. A conference dinner will be held on Tuesday evening, also at the conference venue. Wednesday we begin with another plenary session, followed by dedicated breakout sessions around the venue until afternoon tea. After afternoon tea, we close out the conference with the final plenary session. Optional workshops will be held after the conference on Thursday 27 November.

Conferences and exhibitions can generate a vast amount of waste and environmental issues. Digital Health Week NZ is committed to supporting sustainability in the event industry. We ask our partners to join us in considering the environment when planning your participation at Digital Health Week NZ. For this year’s conference, we are asking all our partners to bring your own drink bottles and reusable coffee cups and to consider not using the following: x Single-use plastic bottles x Plastic drinking straws x Non-bio-degradable plastic promotional bags x Non-bio-degradable promotional giveaways

Venue, Travel & Accommodation

Venue Te Pae Christchurch Convention Centre, 188 Oxford Terrace, Christchurch. Travel For travel around the city and local area, Christchurch is well-served by its public transport network, airport shuttle services, taxis and ride-share providers, rental car providers and car-sharing apps. Parking options, including e-vehicle charging stations and bicycle parking spaces are available in the area surrounding Te Pae Christchurch. Accommodation Ōtautahi Christchurch is home to more than 200 accommodation establishments, ranging from boutique hotels and cosy bed and breakfasts to luxury hotels and fully serviced apartments. And there are more than

2,500 hotel rooms within 10 minutes’ walk of Te Pae Christchurch, making it easy to explore the heart of the city and

connect with other attendees. List of hotels close to Te Pae Christchurch All accommodation is subject to

availability. Please contact the hotels directly to book a room as HiNZ is NOT holding any booked rooms on your behalf.

Promote Your Involvement

As a partner of Digital Health Week NZ 2025, we are happy to provide promotional tiles to promote your involvement at the conference on social media.

Venue Services and Responsibilities

Electrical Requirements • All power arranged via Exhibition Hire Services • Surge protection recommended for sensitive equipment • Unauthorised or unsafe installations may be disconnected • Special setups must be

Cleaning • Public areas cleaned daily by venue; exhibitors must tidy their own booths • Rubbish must be placed in aisles; flatten cardboard for disposal • Bulk rubbish and booth cleaning available via HiNZ (additional charges) • Exhibitors must remove large items like pallets and crates

Furniture & Equipment Hire • Order furniture through Exhibition Hire Services • Delivery and pickup provided; email Christina christina@ exhibitionhire.co.nz

pre-approved; email Nicky eventmanager@hinz.org.nz

Safety, Emergency and Compliance

Heavy Items & Hazardous Materials • Equipment over 500kg must be approved by venue • Special items (e.g., drones, gases, open flames) require permits

Fire & Emergency Procedures • Emergency signage and exits must remain visible and clear • Evacuate immediately if alarm sounds; assembly point is car park front • Use of flames or pyrotechnics requires prior written approval

Health & Safety Protocols • No access to hall during build without hi-vis vest and induction • Full HSWA compliance required • Accidents to be reported to Event Manager P: +64 21 477 763

Additional Guidelines and Contact Info

Insurance & Liability • Exhibitors responsible for own insurance (loss, damage, liability) • Venue and HiNZ not liable for any exhibitor- related incidents Security & Signage • No overnight security unless pre- arranged • Overhead signage must be venue- approved; use Overhead Rigging Order Form by 31 October • Booths must not encroach aisles or damage venue surfaces • If you plan to use restricted items, such as drones, open flames, lasers, or flammable substances then special preparation and early approval is required. Email Nicky

Other Key Information • Promotional material must stay within your booth • Complimentary WiFi available for attendees and exhibitors; for wired internet use Wired Internet Order Form by 31 October • Smoking/vaping prohibited indoors Photography The venue reserves the right to photograph any events held on their premises and use the images for marketing and promotional purposes. HiNZ will take photos in the exhibition hall and HiNZ reserves the right to use the images for marketing and promotional purposes for future events.

Questions View the exhibitor FAQs or email Nicky

FAQs

When and where is Digital Health Week NZ 2025? 24 – 27 November 2025 at Te Pae Christchurch Convention Centre, 188

Can I get a hi-vis vest at the venue?

Does my booth have power and WiFi? Your booth will have one 10amp power point with 4-way multi box. WiFi for attendees and exhibitors is included, but if you will need a stronger connection, please order the venue using the Wired Internet form. Who is the preferred freight forwarder for DHWNZ? Method Global, see page 11 for details. Do I have to use the preferred freight forwarder for DHWNZ? Te Pae Christchurch will only accept deliveries for the event on Friday 21 November, between 07.00 and 16.00. Whether local or international, we highly recommend you use Method Global to send and store your goods to ensure timely delivery.

If we use our own courier, is there an official delivery label we need to use? Please use the official Te Pae Christchurch Inward Delivery Form for delivering goods to the venue and the Te Pae Christchurch Outward Delivery Form for sending goods from the venue. How do we register our staff? Exhibitors and sponsors will register via the exhibitor portal, NOT the public registration links. This ensures extra exhibitor and sponsorship passes are charged at the discounted rate.

Either bring your own hi-vis or you can source from the vending machines at the venue at a cost of $20 each.

Oxford Terrace, Christchurch What are the exhibitor pack-in/pack-out times? Full pack-in 24 November | 07.30−12.30 Light pack-in 24 November | 12.30−16.30 Pack-out 26 November | 15.30−19.00 Do all exhibitors need to

Do I need to test & tag electrical equipment?

All electrical equipment needs to be tested and tagged before they are used on your booth. Who is the official booth building for DHWNZ? Contact Christina at Exhibition Hire Services. Who do I talk to about furniture and graphics for my booth? Contact Christina at Exhibition Hire Services.

complete the H&S induction? Any employee involved in full pack-in and pack-out must wear a hi-vis vest, closed toe footwear, and complete the Te Pae Christchurch H&S Induction .

Is there a deadline for exhibitor registration?

All staff need to be registered by 15 October 2025, to ensure they receive all appropriate communications and access to the attendee app.

What is included with my booth? See pages 15 and 16.

FAQs

Can we buy extra exhibitor passes? Each exhibitor may also buy up to 5 extra exhibitor passes for your exhibition booth staff at the discounted rate of only $443.50+gst per person. Additional exhibitor passes above this allocation can be purchased at a reduced rate of only $704+gst per person. Each sponsor may also buy up to 5 extra sponsor passes for your staff at the discounted rate of only $704+gst per person. Additional sponsor passes above this allocation can be purchased at a reduced rate of only $826+gst per person. Can staff share or swap name badges? No. For security and health and safety reasons, badge swapping or sharing of passes is strictly forbidden. Can we buy extra sponsor passes?

What is included with the exhibitor and sponsor passes? Access to the welcome networking function on Monday evening, all conference sessions on Tuesday and Wednesday, a delegate bag and the special conference edition of the Digital Health CONNECT magazine. Can I donate a free pass to a client? No. The free exhibitor/sponsor passes can only be used by the employees working on your exhibition booth. Exhibitors and sponsors can purchase an additional five extra passes at a discounted rate that you could allocate to your client. The exhibitor/ sponsor passes do NOT include the conference dinner on Tuesday night or the optional workshops.

Can we view a full delegate list prior to the conference? For privacy reasons, this is not possible. But two weeks prior to the conference we release the conference app to delegates. The list of delegates then becomes visible via the app. You can view name, job title, organisation with the conference app for each delegate. Can we send a bulk message to delegates through the attendee app? No. To prevent spam, the app does not allow you to send an email to the entire delegate list. (Only HiNZ can send a broadcast message to the entire list). You can message individual delegates, but not to everyone at once. Do you have demographics from the last conference? Yes, click here to see the latest Digital Health Week NZ attendee demographics.

Can I bring food and/ or beverages to give away at my booth?

No outside food or beverage can be brought into the venue. If you want to provide wrapped lollies, chocolates etc. on your booth, please email Nicky for the permission forms which will need to be completed. You are welcome to order food and beverages for your booth directly via the venue − please email Nicky Can I store extra goods or packaging in the exhibition hall? No − there is no storage available for excess goods and packaging during the conference.

Need Further Help?

Chanley or Brent Method Global Freight logistics queries +64 3 348 1228

national@methodglobal.co.nz We recommend using Method Global for all freight to ensure timely delivery of collateral for your booth

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