Exhibitor Guidelines and Conditions

1. Purpose

These guidelines are provided to ensure a consistent, professional, and positive experience for exhibitors, attendees, and organisers at the NZART Centennial Conference 2026.

Exhibitors play an important role in the success of the conference, and these guidelines are intended to support both exhibitors and the event as a whole.

2. Exhibitor Participation

• Exhibitor tables are provided at no cost as part of supporting trade and industry engagement.
• All exhibitors must be registered conference attendees and hold a valid conference registration.
• Exhibitor participation is contingent upon compliance with these guidelines.

3. Use of Space

• Exhibitors will be allocated a designated space or table by the organising committee.
• Displays must remain within the allocated area and must not obstruct walkways, emergency exits, or neighbouring exhibitors.
• All setups must be safe, stable, and professionally presented.

4. Sales and Promotion

• Exhibitors are welcome to promote and sell products and services relevant to amateur radio and associated activities.
• All transactions are the responsibility of the exhibitor.

5. Raffles, Competitions, and Fundraising

To ensure fairness and to protect official conference fundraising activities:

• Exhibitors must not conduct raffles, prize draws, or competitions that directly compete with official conference raffles or fundraising activities without prior written approval from the organising committee.
• Any approved activity must:
  • Be clearly identified as an exhibitor-led promotion
  • Comply with all applicable laws and regulations
  • Not create confusion with official NZART conference raffles

The organising committee reserves the right to decline or require modification of any such activity.

6. Compliance and Legal Obligations

• Exhibitors are responsible for ensuring compliance with all applicable laws and regulations, including:
  • Trading laws
  • Health and safety requirements
  • Any applicable licensing requirements
• The conference organisers accept no responsibility for exhibitor activities outside of the agreed terms.

7. Conduct

• Exhibitors are expected to conduct themselves in a professional and respectful manner at all times.
• Activities that negatively impact other exhibitors, attendees, or the reputation of the conference will not be permitted.

8. Health and Safety

• All equipment must be used safely and in accordance with relevant standards.
• Any hazards must be identified and managed appropriately.
• Instructions from venue staff and organisers must be followed at all times.

9. Power and Equipment

• Any electrical equipment brought on-site must be safe and compliant.
• The organising committee may request evidence of compliance where appropriate.
• Power availability is subject to venue constraints and prior arrangement.

10. Enforcement

• The organising committee reserves the right to:
  • Request modification or cessation of any activity not in line with these guidelines
  • Remove exhibitor privileges in cases of serious or repeated non-compliance

11. Acknowledgement

Participation as an exhibitor confirms acceptance of these guidelines.