Exhibitor Manual
Please read all the information below regarding your exhibition stand at the LaRGE 2026 Workshop.
Important Dates
Deadline to order additional exhibition items (i.e. Furniture, AV etc.)
Deadline for exhibitor pass registrations and company profile for mobile app
Deadline to submit the H&S Checklist (each registered exhibitor will receive instructions to complete this)
Deliveries allowed at Millenium Hotel
Exhibition Pack-In
Exhibition Opens
LaRGE 2026 Workshop & Exhibition
Exhibition Pack-Out
10 April 2026
17 April 2026
From Thursday 24 April 2026
Tuesday 28 April 1pm - 5pm
Wednesday 29 April 8.30am - 4.30pm
Wednesday 29 April 6.00pm - 8.00pm
Thursday 30 April 7.30am - 3.30pm
Friday 1 May 7.30am - 3.15pm
Saturday 2 May 7.30am - 3.45pm
27 April - 3 May 2026
Saturday 1 May from 4pm
Venue
Millenium Hotel Queenstown
32 Frankton Road, Queenstown 9300
Google map link
Parking
Parking is $25.00 per day on first come first served basis. If the carpark is full, Millennium staff will check parking availability at the Copthorne Lakefront.
Internet Access
Wi-Fi Network: Conference millennium wireless
Password: LaRGE2026
Contacts
Exhibition & Registrations: Conrad Lindstrom, Conferences & Events Ltd, large@confer.co.nz, Ph: +64 4 260 1123
Exhibition Hire Services: Nicola Ransome, nicola@exhibitionhire.co.nz
AV/Technical Contractor: Please contact Conferences & Events Ltd in the first instance if any AV or Technical assistance is required.
Exhibition Space
The exhibition space will be in the Gallery area at the Millennium Hotel Queenstown.
All stands are shell scheme system (black velcro compatible). The 2.4m (w) x 1.2m (d) x 2.3m (h) stand includes velcro receptive wall panels, power, lighting, company name fascia a trestle table (Size TBC), tablecloth and 2 chairs.
Exhibitors may not place any display material or exhibit, nor extend their stand structure and fittings, beyond their contracted boundary. The permitted height of a stand is 2.3m unless a request for additional height has been accepted from the organisers.
Please note, if you are printing your own signage for a back wall panel, this should be no more than 2960mm wide in order to fit the wall with two side panels in place or 2980mm wide if there is only one side panel (i.e. a corner stand).
POWER
The electricity supply is 230 volts, 50 hertz. Equipment designed for different voltages will require a transformer. If you have specific electricity needs please contact Exhibition Hire Services. Power sockets accept a three flat pin plug or similar adapters. All electrical devices brought into the venues must be certified as being compliant with Electrical Standard NZS 3760-2010. The Venue Manager onsite may undertake spot audits of this.
Deliveries and Pack-in on Tuesday 28 April
Incoming freight must be clearly labelled, using this delivery label. The venue will not accept deliveries prior to Thursday 24 April. Any freight arriving before this date may be declined or re-directed to a handling agent at the sender's expense.
All fees must be paid prior to set up. Exhibitors who have not made payment in full will not be permitted to set up their stand. The exhibition will open at 8.30am Wednesday 29 April.
International Customs Clearance:
If you are sending deliveries from overseas, please ensure that you have familiarised yourself with New Zealand’s customs declaration procedures and have paid any relevant tax prior to ensure a prompt delivery to the Millennium Hotel, Queenstown. Please note that failure to allow sufficient time for your goods to arrive in Queenstown, clear customs and to be transported to the venue may result in delays. For further information please check the New Zealand Customs website as follows: customs.govt.nz/business
Loading Access
Address: 32 Frankton Road, Queenstown 9300
Important Health and Safety Requirements
Specified PPE (Personal Protective Equipment) must be worn in the venue during the pack-in and pack-out stages.
- Hi-Viz vest (orange or yellow)
- Closed toed footwear is a minimum requirement during pack-in and pack-out
- Other PPE appropriate to the risk e.g. safety footwear, safety helmet. This will be captured on the hazard board if required
You may provide your own PPE (hard hats must be in accordance with the AS/NZS 1801:1997, Occupational Protective Helmets. The venue maybe be able to supply hard hat and high visibility vests to use if you do not have your own.
Electrical Equipment
- All electrical equipment must show a current Electrical Compliance Tag.
- Must be the correct rating for the task.
- Must not overload the supply.
- Check your equipment before use.
- All electrical equipment shall be well maintained.
- Cable covers shall be used where appropriate or cables taped across walkways
- All electrical equipment must be tagged and tested before it comes onsite. Personal equipment such as laptops, mobile phones etc. are not required to be tagged and tested but is recommended.
If equipment is not tagged the venue will require the item to be tagged before it is plugged into their power and there will be a charge for this service.
Outbound Freight and Pack-out on Saturday 1 May
Please use this Pick-up label for outbound courier or freight items for collection. Items must be taped, securely closed and clearly labelled with full contact details of the sender and receiver and must be collected no later than the next business day.
Please note: it is the exhibitor’s responsibility to arrange for collection of equipment and neither Millennium Queenstown, Conferences & Events nor LaRGE provide any outbound courier services. Any items not pre-identified will be deemed abandoned and the venue will dispose of these accordingly and on-charge the cost. Items are left at your own risk and if not collected within one week run the risk of being destroyed.
Important Health and Safety Requirements
Pack out is considered a hazardous part of the event and you must strictly adhere to instructions provided by the Venue Manager. You must wait for your boxes to be brought to your stand and let your staff onsite aware that this may take some time. Please ensure staff have plenty time to pack up the stand before having to catch flights.
Specified PPE (Personal Protective Equipment) must be worn in the venue during the pack-in and pack-out stages.
- Hi-Viz vest (orange or yellow)
- Closed toed footwear is a minimum requirement during pack-in and pack-out
- Other PPE appropriate to the risk e.g. safety footwear, safety helmet. This will be captured on the hazard board if required
The venue supplies hard hat and high visibility vests to use if you do not have your own. You may provide your own PPE (hard hats must be in accordance with the AS/NZS 1801:1997, Occupational Protective Helmets)
Health, Safety & Liability
All exhibitors must complete the Health and Safety Checklist as this is required by the venue. The link to the Health & Safety checklist will be emailed to all registered exhibitors and should be completed no later than 17 April 2026.
Emergency Procedures
- Evacuations: Please follow Millennium staff instructions and evacuate the Hotel immediately.
- Fire Exits are clearly marked with a green sign above the door.
- Please exit the nearest fire exit and walk around the hotel to the Assembly Point.
- The Assembly Point is outside the front of the hotel.
- Do not re enter the building until Hotel staff instruct that it is safe to do so.
- Earthquake: Take cover away from windows. Await instructions.
- Fire: Evacuate immediately when the alarm sounds, even if the fire is not visible.
First Aid
- First aid kits are available throughout the venue. A defibrillator is located on the xxx.
- Contact venue staff or the registration desk for assistance.
- In emergencies, dial 111 and notify a Millennium Supervisor immediately.
- Report all incidents or near misses to venue staff for documentation.
Insurance & Liability
- Exhibitors are responsible for insuring their displays and materials.
- LaRGE, Conferences & Events, and Millennium Queenstown are not liable for damage, loss, or theft.
- Exhibitors will be held responsible for any damage caused to venue property.
Registration of Stand Personnel
Exhibitor Registrations must be completed online via the Exhibition Zone. The person from your company who booked your Exhibition Stand/s has been sent an email with a link to complete the online Exhibitor Registrations. If you have not received this email, please contact Conferences & Events, large2026@confer.co.nz +64 4 260 1123.
Delegate Registration (access to conference sessions) is not included with your exhibition stand booking. Any exhibitors wishing to attend the conference sessions may upgrade their registration, please email large2026@confer.co.nz for assistance.
Catering & Dietary Needs:
- Morning tea, lunch, and afternoon tea are served in the exhibition area.
- Exhibitors will be served prior to delegates.
- Please advise any dietary requirements in your registration form to ensure appropriate catering.
Lead Management
At the conference, exhibitors can use their smartphone to scan a delegate's name tag so that their data is shared with you. When a name tag is scanned, you are able to:
- Hand over the smartphone to the delegate to answer some custom questions that you have set up in advance.
- Send out an automated thank you email to the delegate as soon as you scan their name tag.
- Attach pdf or other documents to the thank-you email.
- Send emails, containing attendee details that you have just collected, to an assigned person back in your office immediately.
- Export led details to a spreadsheet for use in a CRM or other sales follow up process.
Further details can be found in the Lead Management instructions document which will be sent to the exhibition booking contact person.