Exhibitor Frequently Asked Questions


Visit this link to find out your membership level with us: BEIA Membership Level. If you would like to discuss upgrading your membership level please get in touch with the BEIA Team.

Yes, all exhibitors and sponsors must be current BEIA Members.

Stand Information

Please click here to read the Terms and Conditions

There are 2 exhibitor registration passes included in each single stand space. We highly recommend you utilise both of these registrations so that someone can manage the appointment schedule and another team member can interact with Day Buyers and foot traffic. Some organisations find it really useful to have a third team member who can host any on the spot meetings, talk to Day Buyers and help float on the stand where needed. 

Your stand number will be assigned at a later date once the floorplan has been finalised. The final floorplan floor will be uploaded to the Exhibitor Zone once it has been completed.

Your choice of stand will be primarily driven by whether you exhibiting as part of larger regional presence or not. If you are, have you contacted your local Regional Convention Bureau and obtained details on their process for joining and any additional costs?  

If you are not then you can apply to exhibit as an independent exhibitor. As outlined in the Exhibitor Prospectus you can purchase space only (and engage a supplier to create a custom-built stand) or purchase a space with walling, power and lighting included.  

If you are new to MEETINGS, we recommend contacting our Exhibition Manager to discuss all of your options in full as there may also be some suitable options specific for first time exhibitors available as well. 

If you are exhibiting as part of a Regional stand - space only is provided with power. Your Regional Bureau will be building the other elements of the stand and you will liaise with them in regard to furniture, imagery and dressing the space. 

If you are exhibiting with an Independent Stand, your stand includes walling, 4-point power plug, 2 spotlights, stand number and name signage. 

A single stand is 3 metres wide / 2.4 meters deep and 2.3 metres in height.

A double stand is 6 metres wide/ 2.4 meters deep and 2.3 metres in height.

An independent First Time Exhibitor stand is 2 metres wide / 2 metres deep and 2.3 metres in height.

The area that your stand will be located in will be determined in the first instance by which of the following categories you are exhibiting as:

  • Luxury Exhibitor
  • Regional Exhibitor
  • Independent Exhibitor
  • Independent First Time Exhibitor

Stand locations will be determined by the Exhibition Manager and best efforts are made to accommodate everybody’s preferences and needs. 

If you're wondering which of the above categories best suits you, then please get in touch with the Exhibition Manager

Before The Show

First of all, welcome to MEETINGS and we’re excited to help you on your journey to exhibiting for the first time. We strongly recommend that as a first time exhibitor you contact our Exhibition Manager to arrange a call to talk through your options and to find out more about the benefits of exhibiting at MEETINGS. From there it will be a case of selecting the right option for you.

Each exhibitor registration pass also includes 1 Welcome Function ticket. As of MEETINGS 2024 all MEETINGS Celebration tickets will be additional purchases and available to purchase when sales open closer to the time.

Any additional tickets for the Welcome Function will be made available for purchase at a later date.
All social tickets must be paid for by Credit Card (VISA or Mastercard) at the time of purchase.

Cancellation fees apply and vary depending on when notice of cancellation is received. Please ensure that you are familiar with the MEETINGS Terms and Conditions before purchasing exhibition space.

Upon receipt of the GST Tax Invoice from Business Events Industry Aotearoa, the full invoice amount will be due for payment immediately. Outstanding invoices for stand costs must be paid in full prior to the exhibitor registering onsite at the MEETINGS exhibition.

During The Show

We ask all Exhibitors to be in business attire for the two exhibition days. The Welcome Function is business attire and the Celebration can sometimes have a specific theme or dress code. We will notify all attendee's of this in advance. 

Any deliveries to the venue prior to the MEETINGS are subject to venue guidelines as to when they are able to receive these items. Venue guidelines and packing slips will be made available in the Exhibitor Manual, which will be available in the Exhibitor Zone.

Colleagues who only wish to visit MEETINGS for a short period of time to view your stand can attend one of our Industry Guest Sessions. This requires them to be pre-registered and does not permit them to work on the stand. For more information on registering as an industry Guest please contact our Member Relationship Manager.

PSA stands for Prescheduled Appointments and refers to the diary of appointments that each exhibitor has with Hosted Buyers in attendance.

Approximately 2 months prior to MEETINGS all exhibitors are provided with details of the confirmed Hosted Buyers attending. They are asked to select the hosted buyers that they wish to meet with in order of preference. Hosted Buyers are asked to select the exhibitors at MEETINGS that they wish to meet with in order of preference. 

After the selection period concludes the PSA algorithm is run to develop a diary of appointments for each exhibitors and hosted buyers. Meetings based on mutual preferences are prioritised, followed by those requested by the hosted buyer and then those requested by the exhibitor.

Each PSA is 15 minutes long with 5 minutes allocated for transferring to the next appointment.

Morning tea, lunch and afternoon are all catered and included in your exhibition stand cost or additional exhibitor registration pass. Barista coffee is also available at the show.

Free parking is available at the front of the Energy Events Centre, Rotorua. The Energy Events Centre is also within a short walk of a number of CBD hotels. 

We have exhibitor accommodation rates offered by our host hotels. These rates will be available on the Exhibitor Zone. All accommodation rates are subject to availability and need to be booked by the individual.

Is your question not answered here? Please don't hesitate to get in touch with the Exhibition Manager- Michelle.