EXHIBITORS GUIDEBOOK

WEDDING EXPOS AUSTRALIA EVENTS

The purpose of this guidebook is to provide exhibitors with the necessary instructions for participating in a Wedding Expos Australia event. It is mandatory for all exhibitors to adhere to these requirements. Wedding Expos Australia is committed to maintaining a secure and healthy working environment while also minimizing any adverse effects on the environment.

EVENT TIMETABLE

Bump In Schedule
7.00 am - 9.45am - Exhibitor Bump In
9.45am - 10.00am - Exhibitors to have stand ready for doors open at 10am.
10.00 am - 3.00 pm - Expo Operational
3.00 pm - 6.00 pm - Bump Out Commences

 

* If an exhibitor has failed to attend the expo by 9.45am then the stand will be removed from the venue and taken down. A refund will not be provided on the exhibitors fee.

 

During bump-in/out sessions to access the hall, it is mandatory for all individuals to wear high-visibility vests.
Vendors are not permitted to pack down until the conclusion of the expo at 3 pm.


Bump-in is not available on the Saturday prior to the event date. The expectation is the Sydney Showgrounds and Perth; this has a Saturday bump in due to the enormity of the expos.

VENUE DIRECTIVES

The following guidelines must be observed at the event:

  • The use of lit candles is strictly prohibited.
  • TV are permitted to be displayed in the stand area.
  • All power cords must undergo tagging and testing before use.
  • Animals are not allowed on site except for guide or therapy animals.
  • Smoking is prohibited in all venues except for designated smoking areas.
  • Any form of harassment or violence at the expo will not be tolerated, and the individual or group responsible will be asked to leave the premises.
  • Keeping all passageways clear and maintaining easy access to fire hydrants and fire extinguishers is of utmost importance.
  • Please ensure that your stand is clean and presentable and that all rubbish is disposed of properly.
  • Closed-in shoes are required to be worn for a bump in/out sessions.
  • No open toe shoes.
  • Children under 15 are not allowed in the venue for bump-in/out sessions.
  • If driving a car in the halls then hazards must be turned on.
  • No forklifts are available onsite

BRIDAL BAG PROMOTION

The Bridal Bag promotion includes 600 copies of any shape, size or sample of your company collateral in the iconic gold I'm Getting Married show bags distributed complimentary to the attendees at the entrance of the expo. This is an extremely popular promotion and well loved by the attendees who love to check the bags for the goodies and expo specials inside the bag.

 

Deadline for collateral - 5pm Wednesday of the week of the expo.

STAFFING

Exhibitors are reminded that it is their sole responsibility to ensure their stall is staffed for the entire duration of the event, including setup and pack down.

Deadline for collateral - 5pm Wednesday of the week of the expo.

MUSICIANS

  • The following guidelines apply to musical performances at the event:
  • Musicians are allotted a maximum of 15 minutes of playtime per hour.
  • All music played at the expo must be kept at a low volume level to ensure that conversations between vendors and attendees can take place without any disruptions.
  • Musicians are responsible for bringing and setting up their own equipment within their designated stand space.
  • A maximum of 4 musicians are allowed per expo.

SOCIAL MEDIA PROMOTION

As an exhibitor, you will be provided with promotional Facebook posts on the Wedding Expos Australia event page. These posts will inform visitors of your attendance and increase exposure for your business at the event. If you plan on distributing promotional items, samples, or any other special offers, please inform us, and we will promote them for you.

PHOTOGRAPHY, VIDEO & PHOTOBOOTHS

Exhibitors who are attending the event have booked a year in advance, and only they are permitted to promote photos, videos, photo booths, or any other related material at the event. If you are not included in this category, under no circumstances are you allowed to promote such material at the event.

ONE BRAND, ONE STAND

Exhibitors are reminded that their stand is reserved solely for marketing collateral related to the company or business name for which the booking was made. Brand cross-over and stand sharing with other businesses in the same stand location are strictly prohibited. If there is any confusion about this policy, please contact our team for clarification. Please note that any violations of this policy will result in being blacklisted from attending future expos.

HIGH VISIBILITY VESTS

All exhibitors are required to wear high-visibility vests during bump-in and bump-out sessions. Access to the venue will not be allowed without a vest. Pre-purchased vests will be available at your stand location upon arrival. Exhibitors are welcome to wear their own vests.

FOOD AND BEVERAGE SAMPLING

Please note that any sampling of food and beverage at the event must receive prior approval from the venue. The sale of food or beverages is not permitted, as the venue holds exclusive catering rights. Should you have any questions regarding exhibitor services, please do not hesitate to contact our team for assistance.

SPECIAL EFFECTS

All exhibitors planning to use fireworks, sparklers, and dry ice during the event must seek pre-approval. This process includes submitting a risk assessment, which must be completed and submitted two weeks prior to the expo date.

EVENT ETIQUETTE

Exhibitors should respect the boundaries of their own stands and avoid walking around the venue to distribute marketing materials to attendees. This is to ensure a fair and orderly environment for all exhibitors and attendees alike. Exhibitors should focus on providing a quality experience at their own stand and engaging with potential customers who approach them.

10AMP POWER ACCESS

Power access at the expos for exhibitors is available to all stands on the floor plans unless specified. The cost for a 10amp power board to be supplied to a stand is $50 per expo. This is required to be booked and payable prior to the expo date.

FLOOR PLANS

Wedding Expos Australia events are designed to be open plan, meaning that the space provided to exhibitors does not include walls, shell scheme booths or partitions. Instead, exhibitors are encouraged to bring their own marketing materials, media walls, trusses, partitions, or any other design elements that they feel will help them showcase their brand or service effectively within their stand boundaries.

 

However, we do ask that exhibitors remain respectful and considerate of their neighboring stands, ensuring that their displays do not obstruct or impede the visibility of other exhibitors. Exhibitors are also not permitted to freely walk around the venue and distribute marketing materials to attendees. We encourage all exhibitors to remain within the boundary area of their own stand and to be respectful and kind to their neighbors

NETWORKING - MEET THE TEAM & EXHIBITORS

We believe in the power of networking and building relationships in the industry, which is why we encourage exhibitors to connect with each other and collaborate whenever possible. Our team is always available to assist you and answer any questions you may have. You can find our team at the entrance to the expo or on the floor, and we are more than happy to help in any way we can to ensure the event is a success for everyone involved.

 

We value your feedback and are constantly working to improve our events and services, so please don't hesitate to reach out to us if you have any suggestions or concerns. Together, we can create a memorable and successful event that benefits the entire industry.

However, we do ask that exhibitors remain respectful and considerate of their neighboring stands, ensuring that their displays do not obstruct or impede the visibility of other exhibitors. Exhibitors are also not permitted to freely walk around the venue and distribute marketing materials to attendees. We encourage all exhibitors to remain within the boundary area of their own stand and to be respectful and kind to their neighbors

FURNITURE PACKAGE

Wedding Expos Australia can provide a trestle table, chairs and a cloth to your stand and set up prior to your arrival at the expo. The table cloths are not to the ground. The cost of the furniture package is $25.00 per expo.

We value your feedback and are constantly working to improve our events and services, so please don't hesitate to reach out to us if you have any suggestions or concerns. Together, we can create a memorable and successful event that benefits the entire industry.

However, we do ask that exhibitors remain respectful and considerate of their neighboring stands, ensuring that their displays do not obstruct or impede the visibility of other exhibitors. Exhibitors are also not permitted to freely walk around the venue and distribute marketing materials to attendees. We encourage all exhibitors to remain within the boundary area of their own stand and to be respectful and kind to their neighbors

LANYARDS

Wedding Expos Australia will provide exhibitor lanyards for all exhibitors to wear throughout the entire event. It's mandatory for all exhibitors to wear their lanyards as it serves as identification and helps with crowd control.

CATEGORY CAPACITY LIMITS

It is important for us to maintain a diverse range of exhibitors and avoid saturation of any one particular category to ensure a well-rounded and enjoyable experience for both exhibitors and attendees. Therefore, we apply strict category limits for each wedding-related area of business, including photography, videography, photo booths, venues, and celebrants, among others. This approach ensures that every vendor has a fair opportunity to promote and market their brand, while also providing attendees with a broad selection of vendors to choose from.

RECOMMENDED COURIER COMPANY

For any courier requirements to the venue we recommend to use "Pack and Send". We have a contact for each state. Contact our team for the contact details for each state if required. www.packsend.com.au

MOTOR VEHICLES ON DISPLAY

  • Fuel tank caps locked, and minimum amount of fuel in the tank and the ignition keys removed.
  • Refuelling is not permitted in any buildings, this must be done outdoors and at least 30 metres from buildings.
  • Vehicles must arrive prior to 9am and exiting is not required until after 3pm.
  • Only the vehicles booked to attend the event are permitted.
  • No revving of engines at the exhibition.

TWO BUSINESS LISTINGS FOR ALL EXHIBITORS

All exhibitors are listed on two websites to increase exposure and ensure attendees at the expos are able to connect with your business for their wedding planning.

 

This is a great opportunity for exhibitors to increase their online presence and reach a wider audience. The free 12-month listing on The National Wedding Directory and the inclusion on the Who Will Be There page of the WEA website will definitely provide more exposure for your business and connect you with potential clients. It's also good to know that exhibitors can optimize their listings with video links, images, and social media handles on The National Wedding Directory.

 

www.thenationalweddingdirectory.com.au

www.weddingexposaustralia.com/who-will-be-there/

SIZING OF STAND AREA

Single Stand 3m length x 2m depth

Double Stand 6m length x 2m depth

Extended Stand 12m length x 2m depth

DISC JOCKEYS

If you are exhibiting as a DJ then please be mindful of your neighbors and ensure your music is kept to a low level to allow for conversations between attendees and vendors. If there are any problems please let us know.

PREFERRED SUPPLIERS - NATIONAL

BRANDING

Media Walls, flags, brochures, stickers etc

Easy Signs

https://www.easysigns.com.au/

P: 1300 972 077

 

COURIER SERVICES

Pack and Send

https://www.packsend.com.au/

1300 668 000

 

STAFFING

Sidekicker

https://sidekicker.com/au/

SPAM EMAILS

We have received reports of exhibitors receiving spam emails from imposters offering to sell a database. Please be aware that all our emails will be sent from @weddingexposaustralia.com email addresses only. Do not click on any links or reply to emails from any other email address.

Thank you for exhibiting with Wedding Expos Australia!

If you have any questions please don't hesitate to get in touch with us:

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