Exhibition information
What you need to know
This page contains all the information you need to make the most of your experience at NZSO, including deadlines, registration and logistic information.
Please note we do not have a printable version of this information.
Updated: 16 September 2026
Contact details
Victoria Drinnan
Conference Innovators
Contact Victoria for any networking site assistance, help registering your onsite team or any other Conference and Exhibition related enquiries.
T +64 27 367 0658
E victoria@conference.nz
Georgia Costain
Exhibition Hire Services
Contact Georgia if you would like to hire any items for your networking site.
T +64 21 469 762
E georgia@exhibitionhire.co.nz
Nikhil Rajan
Tākina Events
Contact Nikhil to hire any audio visual equipment for your networking site.
T +64 21 242 6266
E Nikhil.Rajan@tepapa.govt.nz
Key dates
| Payment of sponsorship or networking site | 20th of the month following the date of invoice or prior to the Conference (14 October), whichever comes first |
| Company logo, website link and profile for the Conference app and/or Conference website to be sent to Victoria | Due now |
| Custom furniture or items hired via Exhibition Hire Services | Due now |
| Complete the Tākina Events H&S Induction online form - click here to complete the form | Due by Wednesday 30 September |
| All exhibition stand staff to be registered | Due by Wednesday 30 September |
| Return signed Exhibition Obligation Form to Victoria via email | Due by Wednesday 30 September |
| Earliest date for packages to arrive at the venue | Monday 12 October |
| Exhibitor pack in from 2.00pm - 5.00pm | Wednesday 14 October |
| Exhibitor pack out from 2.30pm | Saturday 17 October |
| All packages to be removed from the venue | Monday 19 October |
Making the most of your time at NZSO
The conference organising team are keen to ensure you maximise all the opportunities available leading up to and when attending the conference.
We have outlined a few simple tips below so you can leverage the rewards of developing one-on one relationships with a large number of people, within a short period of time, who are interested in your products and/or services.
Before the conference
- Make your company/organisation profile listing specific to the target audience attending the conference.
- Direct your website ‘clicks’ to a specific promotion or product you are showcasing at your stand or create a ‘microsite’ for the conference that is relevant to the attendees attending.
- Promote the conference to your own customer database informing them that you will be exhibiting at NZSO Conference.
- Promote the Conference through your social media channels with promotions or products that you will be displaying at the exhibition.
- Organise meetings, coffee catch-ups, dinner meetings via the conference app with clients, using the meeting hub function, to maximise your time at NZSO Conference.
Your onsite team is critical:
- Ensure they are approachable, knowledgeable energetic people that are passionate about the goods and/or services you are selling and displaying.
- Standing all day can be tiring, we suggest taking a well-deserved break when you can.
Encourage visitors and engage!
- We recommend the use of interactive technology such as iPads and touch screens if your budget runs to it. For example, there are iPad stands available to hire now which securely fix iPad’s to a pole stand or a stand wall that people can use to interact with your product. Speak to the team at Exhibition Hire Services to find out more.
Networking site information
- 2m x 2m floor space
- 1x 10 amp power supply with 4 pin multi-box power point (if requested)
- Trestle table and two chairs (or upgrade to bar leaners and stools directly with Exhibition Hire Services)
- Space to display a pull up banner within your space
- One complimentary registration including daily catering, attendance at conference sessions, welcome reception ticket and ticket to the conference dinner (not applicable for NGO tabletops)
- Organisation logo on the conference website (if you are a networking site sponsor) linking to your organisation website (not applicable for NGO tabletops)
- A list of conference attendees sent two weeks prior to the conference (excluding those who have opted for privacy)
- Please note that in the spirit of bringing researchers closer together, we encourage organisation branding opportunities (e.g. organisation logos and presence) but discourage individual product placements (e.g. prominent individual drug banners, booths and displays). Please use this general principle to guide your branding decisions.
Trestle table and chairs
Your networking site includes a 1.8m trestle table (no tablecloth included) and 2 chairs.
Custom site furniture/add ons
If you’d like to organise extra furniture for your networking site, in addition to or instead of the trestle table and chairs provided, please get in touch with Nicola at Exhibition Hire Services.
Registration and social programme
Exhibitor registration:
One complimentary registration including daily catering, attendance at conference sessions, one welcome reception ticket and one ticket to the conference dinner is included with each stand. Additional exhibitor registrations can be purchased for $650.00 including GST.
Morning tea, lunch and afternoon tea is provided on Thursday 15 October and morning tea and lunch is provided on Friday 16 - Saturday 17 October for each registered exhibition staff member. All catering breaks will be in the exhibition area.
Accommodation bookings:
If you require accommodation for your team or need to arrange a chargeback, please contact Sarah Scott at Conference Innovators.
Sarah Scott | Accommodation Coordinator
E sarah@conference.nz | T +64 3 353 2829
Poster session:
The poster session is scheduled for Friday 16 October from 5.00pm to 6.30pm in the exhibition area. Its purpose is to provide accepted poster authors with the opportunity to present their posters to attendees. As this is a focused academic session, we kindly ask exhibitors to engage with the posters and presenters rather than use it for additional marketing time.
Conference dinner:
For our conference dinner, the theme is "OSCARS: Oncology Scientific Cancer Care And Research Super Stars
Dress to impress as though you are attending the OSCARS for the evening. This is our chance to get together and celebrate our 2026 award winners. There may even be a chance you will be snapped by paparazzi and, as always, entertainment you won't want to miss!
Exhibitor timetable
For the full conference programme, speaker information and social events please visit the conference website.
The timings are subject to change.
Wednesday 14 October
Exhibition pack in
2.00pm - 5.00pm
Thursday 15 October
Exhibition area open
Morning tea
Lunch
Afternoon tea
8.00am - 5.30pm
9.45am - 10.15am
11.45am - 1.15pm
2.45pm - 3.00pm
Coffee carts are open from 8.00am
Friday 16 October
Exhibition area open
Morning tea
Lunch
Poster session
8.00am - 5.00pm
10.30am - 11.15am
1.20pm - 2.50pm
5.00pm - 6.30pm
Coffee carts are open from 7.30am
Saturday 17 October
Exhibition area open
Morning tea
Lunch
Exhibition pack out
8.00am - 2.30pm
10.30am - 11.15am
1.00pm - 2.30pm
2.30pm - 4.00pm
Coffee carts are open from 7.30am
Pack in/out
Exhibition pack in
Pack in is on Wednesday 14 October from 2.00pm - 5.00pm.
Deliveries can be made to the venue within general working hours, Monday to Friday 8.00am – 4.00pm no earlier than 2 days prior to the event start date (from Monday 12 October). If deliveries are made earlier than this, goods will not be accepted.
The Tākina Dockway is one-way access only with the entrance at 217 Wakefield Street.
Please ensure the incoming delivery label is attach this to each item you send.
When you arrive at the venue, please enter through the Tākina’s main doors on Cable Street or Wakefield and enter the lifts and go to Level 2. From there the Conference Innovators team will then direct your networking site where any goods you have sent will be waiting.
Exhibition pack out
Pack out is on Saturday 17 October from 2.30pm. Pack out cannot commence any earlier than 2.30pm and must be completed by 4.00pm.
- Please arrange for the removal of all equipment, rubbish and decorations. Any items left in or near your stand after the event pack out time that are not labelled with an outgoing label and sealed will be deemed to be abandoned and will be disposed of at the exhibitor’s expense.
- All items needing collection by a courier are to be left at your networking site packaged and labelled. Please ensure you have arranged for courier collection before leaving the venue.
- It is the responsibility of the exhibitor to arrange collection of any goods after the event has finished. Please have them labelled with the Tākina outgoing label and a courier label (if applicable). All parcels must be collected from the venue by 4.00pm Monday 19 October.
- Prior approval is required for any packages that need to be stored onsite post-event. All conference supplies brought onsite by exhibitors must be removed at the end of the conference. Any goods left at the venue for after the conference will be deemed abandoned and will be disposed of by the venue.
Health and safety
We are dedicated to the health and safety of all workers, exhibitors and delegates.
Tākina Events Health and Safety Induction
Prior to coming onsite you are required to complete the online Tākina Events Health and Safety Induction form, click here to complete the form.
Exhibitor Obligation
Prior to coming onsite you are required to complete the Exhibitor Obligation form, click here to download. Please return the signed form to Victoria.
Venue information
Tākina Wellington Convention and Exhibition Centre
50 Cable Street
Te Aro
Wellington, 6011