Bus and Coach Association Notifications

Exhibitor Information - Conference 2017

Wednesday, 13 September 2017
An information pack for those exhibiting next month.


For exhibitors at this year's conference, we've put together an information pack which should provide you with all the material you need to know prior to the event. We'd like to thank all who have made the commitment to exhibit, and look forward to seeing you all in October!

If you are not an exhibitor, please refer to this page for delegate information.


All exhibitors need to register before arriving onsite at the event. There are still some opportunities to exhibit remaining. 

If you want to register as an exhibitor or displayer and have not yet done so, booking and payment forms can be found at the end of this document. 

Once you have read and filled in the forms, please email them as a scanned PDF to conference@busandcoach.co.nz ASAP.

A Reception desk will be open in the Wai Ora Foyer at the Energy Events Centre from 3pm on Wednesday 4th October for each exhibitor to pick up their lanyard and registration pack. Entry to the exhibition during conference days is by lanyard only. No Lanyard = No Entry for the days of the conference.


What does my exhibitor registration include?

A standard exhibitor registration includes access to the exhibition area, morning tea, lunch, afternoon tea and happy hour throughout the duration of conference.

Social events are not included in the exhibitor registration, but can be added by logging in here using the credentials sent to you via email upon making your original booking. 

There will be no on the day social event sales. 

You are entitled to one complimentary exhibitor (i.e. one person to man your trade stand) with each space you have booked. If you plan on having more than one person manning your stand, you'll need to register them as an extra exhibitor here.

Courier Deliveries

All deliveries for exhibitors need to be arranged to arrive within the week of conference (i.e. week commencing Monday 2nd October). Please do not send it earlier as the Energy Events Centre has other events on and cannot appropriately store your delivery.

To ensure your delivery is received and stored correctly, it is imperative you fill out and attach this Exhibition Delivery Label template to your shipment. Ensure you include your stand number. 

The BCANZ or Energy Events Centre will not be liable to pay any damages and will not take responsibility for any lost, damaged or forgotten deliveries.

Those of you entitled to include promotional material in the delegate conference satchels need to ensure material is sent separately to our Auckland address outlined on this Satchel Insert Delivery LabelDo this by printing out the delivery label and attaching to your package. 

If the above label is not used, or does not arrive by the 2nd October, you run the risk of having no material in these bags. Please ensure you send 320 copies of any insert items you are using.

On Site Storage

Storage is strictly limited. If any storage is required before, during or after the event this must be arranged prior to ensure we can allocate this. This will be entirely dependent on space availability.

Transfer and storage of all items is the responsibility of the exhibitor. Exhibitors must ensure labour is supplied to move large items to & from the loading docks. Venue staff will not be responsible.


Venue access information

The Energy Events Centre is located in the Government Gardens. Access is via the Princess Gate Arches that are at the end of Arawa Street leading into Queens Drive. As you drive through the arches you will see the Museum ahead on the right at the first round about.

Continue through the next round about and you will see the Energy Events Centre on the right. Turn right, then left into the car park. To enable your car to be unloaded, you must continue around the back of the Energy Events Centre to the loading bay where there are carparks reserved for exhibitors.

For reference, the address of the Energy Events Centre is below:


Rotorua Energy Events Centre

Queens Drive, Rotorua

Private Bag 3029

New Zealand

Phone: (64 7) 349 5631

Fax: (64 7) 349 5639

Trade Stand Details & Additional Information

PEEK Exhibition has been appointed as our official exhibition suppliers this year. Exhibitors have been sent a PEEK Exhibitor Reference Pack outlining extras for your stand or vehicle display. Contact information for the PEEK representative allocated to this event can be also found on that document.

Exhibition booths are standard size 3m x 2.4m and come with:

  • Black frontrunner Velcro receptive panels
  • Power 1x10amp 4 way
  • Spotlights 2x150 watt
  • Company name sign

Any extras to the above will be at your own cost, and requests for extra space will be decided on a case by case basis by the BCA upon receiving written permission. No portable power generators are permitted.

Vehicle displays outside are not equipped with power or any of the above features. Please contact conference@busandcoach.co.nz should you wish to request extras. These will be at your own cost.

Pack In

-          For Exhibition Booths:

Initial entry to the venue is via the main entrance in Government Gardens however all exhibitors must drive around the back entrance of the venue and come through the back doors for pack in. Set up will be between 12pm and 3pm on Wednesday 4th October. The Exhibition area will be opened at 3.30pm to pre-registered visitors and delegates.

-          For Display Vehicles (Both Indoor & Outdoor):

There will be a different schedule for your pack in time with detailed times for each individual company to avoid congestion.

As we are packing in as another conference is packing out, keeping to these times is crucial so if you have any specific times on the Wednesday (after 12.30pm) that you would prefer to be allocated for arrival please email conference@busandcoach.co.nz ASAP otherwise you will be allocated an arrival time.

Once display vehicles are parked correctly and engines are switched off, they must remain so for the duration of conference.

Health & Safety

All exhibitors are required to fill out this Venue Health & Safety Checklist and return it to conference@busandcoach.co.nz by the 27th September.

There is a strict no entry policy to the display & exhibitor space following pack in until you have had your health and safety briefing. There will be no exceptions.

All electrical equipment used must be appropriately tested and have a current compliance tag attached. A qualified electrician will be on site during pack in, but please ensure necessary checks have been taken beforehand.

Pack Out

Pack out will be after exhibitor time on Friday, which ends at 1.15pm. We welcome you to attend the lunch in the plenary room and then pack down after lunch (2.45pm) but this is up to you. PEEK Display will be onsite from 4pm to start packing down the exhibition area.

You cannot pack out prior to this time, as you are required to be available to the delegates until 1.15pm.

You can leave items for courier collection post-event, however these must all be clearly labeled and the courier must be arranged for Monday post-conference. Ordering the courier and labeling items is your own responsibility.

Trade Expo Open Hours


Wednesday 4th October 3.30pm to 5.30pm


Thursday 5th October 7.30am to 6.00pm (Happy Hour from 5pm to 6pm)


Friday 6th October 8.00am to 1.15pm



Once the outdoor vehicle displays are in place, this will fill the majority of the car parking space for the duration of conference, so we encourage walking between the venue and hotels (within a 5-minute walk).

Alternatively, we have some transfers arranged for mornings and evenings (transfer details to be sent in due course). Should you need to leave your car parked at the Energy Events Centre, we ask that you park in the same car park you have used during pack in.


All catering during the conference will be held amongst the exhibition booths to maximize exposure and opportunities between delegates and yourselves. The exception to this is lunch on Friday, which is a sit-down lunch in the main conference room.

We encourage you all to take part and come and listen to our celebrity speaker: Liam Malone. This will take place from 1.15 pm.

Telephone & Internet Connections

The telephone system is owned, controlled and operated by Energy Events Centre and NO outside telephone services are permitted to be sold, hired or installed without the prior permission of the EEC.

Should you require the venue to install additional analogue or digital lines, you'll need to fill out and email this telephone and internet request form to conference@busandcoach.co.nz by Wednesday 20th September.

There will be Venue-wide Wi-Fi internet available for you to use, however the range does not extend to the outdoor vehicle display carpark.

If you are still searching for information after viewing this page, don't hesitate to get in contact with conference@busandcoach.co.nz and we will endeavor to answer your query as soon as possible.

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