Everything you need before event day
Key dates, venue details, setup notes, and contact information live here so you can get oriented quickly.
Date
Sunday 7 July 2024
Time
10:00 AM - 3:00 PM
Venue
NEX Newcastle
Newcastle, NSW
Key contacts
Venue notes
Newcastle, NSW
Map your space
Use the floor plan to find your position, then review setup and stand planning details below.
Floor plan coming soon
The floor plan for Newcastle's Annual Wedding Expo is being finalised. Check back closer to the event date.
Submit your stand requirements
Tell us your setup needs, add-ons, and preference notes so the team can prepare your space correctly.
Share your stand preferences, power requirements, and add-ons so the team can prepare your setup before the expo.
Stand preferences
Up to three preferred stand numbers in priority order.
Do you require power access?
Additional $80 per stand if required.
Add our furniture package?
$100 includes table, chairs, cloth, setup.
Providing food or beverage samples?
Venue requires a completed sampling form for YES.
Is your stand branded on both sides?
Helps us plan neighbouring stand layouts.
Hi-vis vest quantity
$15 each or BYO. Required for bump-in/out.
Files, forms, and promo assets
Download operational documents and ready-to-post marketing assets without jumping between sections.
Forms & documents
Marketing assets
Plan the day with confidence
Review the bump-in schedule, guide notes, and any venue-specific exhibitor instructions in one place.
Use the guide below to review setup timing, exhibitor expectations, and venue-specific notes before the event.
Event Timetable
Important timings for exhibitors on event day
Bump In
7:00 AM - 9:45 AM
Exhibitor setup time
Expo Operational
10:00 AM - 3:00 PM
Event open to public
Bump Out
3:00 PM - 6:00 PM
Pack down time
Stand Specifications
Standard stand sizes and setup requirements
Single Stand
3m × 2m
Standard size
Double Stand
6m × 2m
Double width
Extended Stand
12m × 2m
Premium size
Services & Equipment
Furniture package includes:
- Trestle table
- Chairs
- Tablecloth (white or black)
Bridal Bag Promotion
Premium Promotion
Include 600 copies of your marketing materials in iconic gold "I'm Getting Married" show bags
✓ Distributed to all attendees at entrance
✓ Viral and well-loved promotion
✓ Any shape, size, or sample accepted
Music & Entertainment
Musicians & DJs
- • Maximum 15 minutes playtime per hour
- • Low volume to allow conversations
- • Bring own equipment within stand space
- • Maximum 4 musicians per expo
Food & Beverage Policy
Motor Vehicle Display Guidelines
Safety Requirements
- Fuel tank caps must be locked
- Minimum fuel in tank
- Ignition keys removed
- Hazards on when driving in halls
Timing
- • Arrive before 9:00 AM
- • Can exit after 3:00 PM
- • No refuelling in buildings
- • No engine revving at exhibition
Special Effects & Photography
Requires Pre-Approval
- • Fireworks and sparklers
- • Dry ice effects
- • Risk assessment required
- • Submit 2 weeks before expo
Photography/Video Vendors
Only registered photography/videography exhibitors can promote photo/video services, photo booths, or related materials at the event.
Marketing & Business Listings
Vendor Directory
All Exhibitors have a 12 Month Listing in the Vendors Directory on the Wedding Expos Australia website. This is our most popular page with attendees searching for vendors prior to the event and post. Check your listing and if you would like to make edits or changes please let us know.
Social Media Promotion
- • Facebook posts on event page
- • Promotional content about your attendance
- • Special offers and samples promoted
- • Share your expo content with us
Important Policies
One Brand, One Stand
Stands are reserved solely for the business that made the booking. Brand cross-over and stand sharing with other businesses is strictly prohibited.
Event Etiquette
Respect stand boundaries and avoid walking around to distribute materials. Focus on providing quality experiences at your stand.
Category Capacity Limits
Strict limits apply to maintain vendor diversity including photography, videography, venues, celebrants, and other categories.
Recommended Suppliers
Trusted partners for your exhibition needs
Event Supplies
Party hire and wholesale supplies
Party Hire Group (Sydney/Melbourne)In Any Event (Wholesale)Expo Safety & Guidelines
Keeping everyone safe and comfortable at the expo
Please Note
- Lit candles (for everyone's safety)
- Animals (except guide/therapy animals)
- Smoking (except designated areas)
- Open-toe shoes during bump in/out
- Children under 15 during setup/breakdown
Safety Guidelines
- All power cords must be tagged and tested
- Closed-in shoes required for bump in/out
- High-visibility vests during setup/breakdown
- Keep passageways clear at all times
- Maintain access to fire safety equipment
Contact & Support
Wedding Expos Australia
⚠️ Security Warning
Beware of spam emails offering to sell databases. All official emails come from @weddingexposaustralia.com addresses only.
Entertainment and extra activations
See what else is happening on the day so you can plan your activation, timing, and foot traffic strategy.
Music & entertainment
Wedding cars
Bridal bag participants
See who else is exhibiting
Search the vendor directory to see neighbouring exhibitors, categories, and operational notes.
Vendor list coming soon
The full exhibitor directory will be listed here closer to the event.
Talk to the exhibitor team
Need help with your stand, setup, or promotional assets? Reach out and we’ll get back to you quickly.