HAMILTON EXHIBITOR TERMS AND CONDITIONS
The GENERAL RULES & REGULATIONS for the governance of the NZ Motorhome,
Caravan & Leisure Show, (NZMCLS) in addition to those already printed, shall be
deemed as if they had been printed in full.
1. General - The acting through the appointed officer shall be the sole judge of
whether the following items have been adhered to in a proper manner. The decision
of the NZMCLS shall in all respects be final and conclusive. If, in the opinion of
NZMCLS, a serious breach of these terms and conditions has taken place, an
exhibitor may be required to remove his/her exhibit within 24 hours of notice being
given. In such a case all fees paid or due to the NZMCLS shall be forfeited. NZMCLS
retains its discretion to take or not to take any action to
remedy or address a breach of these rules and regulations. NZMCLS makes no
representation to applicants as to the compliance or otherwise of other applicants
with these rules and regulations or the level of enforcement or otherwise of these
rules and regulations by NZMCLS. Notwithstanding anything contained in this
prospectus, the application for space, or any other document concerning
the NZMCLS, the NZMCLS reserves the unrestricted right to make such rules or
orders for the proper conduct of the exhibition, as circumstances may warrant, either
before or during the currency of the exhibition.
2. Application For Display Site - All applications for display sites should be
made promptly on the enclosed form and returned to this office with a deposit of
20% of total cost. A further 20% is then due 90 days prior to the event and balance of
the site rent is then due 30 days prior to the event opening. The NZMCLS reserves
the right to allocate sites but where possible will endeavour to meet applicant’s
request. Allocation will be made by NZMCLS appointed officer who will give due
regard to the order in which applications are made. The NZMCLS reserves the right
to alter the floor plan if considered necessary. A high standard of display is required. If
site bookings are made after an installment was due, the exhibitor must produce
payment at the time of application
3. Sublets: Subletting is where an exhibitor (primary) invites another exhibitor
(secondary) to display or demonstrate their products on the primary exhibitors site,
The NZMCLS has adopted a strict rule around this and the subletting (secondary)
exhibitor must: 1. Eligible to exhibit at the NZMCLS. 2. Complete and sign an
application form and pay the sublet fee of $300.00 plus GST, if the secondary
exhibitor fails to complete an application form or pay the sublet fee, they will be
closed down. The subletting (secondary) exhibitor will have a separate programme
listing and their own ticket allocation.
4. Payment Liability. If for any reason the exhibitor does not make any of the
payments thereunder on the due date. The organiser may at their option proceed to
re-let the site without being liable to account to the Exhibitor for any sum already
paid or due from him and without prejudice to the organiser. In the event of the
exhibition being cancelled or terminated because of fire or earthquake the organiser
will refund to the Exhibitor a fair proportion of any rental paid by the Exhibitor.
5. Co-operation - No exhibitor shall permit their exhibition stand to be used in
such a manner as to conflict with the purpose of the exhibition or the rights of other
exhibitors. In the event of any dispute arising between exhibitors, in relation to the
exhibition such disputes shall be submitted to the NZMCLS in writing for
consideration, and the decision of the NZMCLS shall be accepted by all parties as final
and conclusive in all respects.
6. Cancellation. If the event is cancelled by the organiser, then rental monies paid
(inclusive of deposit) will be returned in full. Cancellation of site bookings within 60
days prior to the event will forfeit 40% deposit. Cancellation of site bookings within
30 days prior to the event will be liable to pay the full cost of the original booking.
7. Event Closure - All displays must remain on site for the duration of the show,
that is until the advertised show closing time. This rule will be rigidly enforced.
However, an extra hour has been allowed after the show for the dismantling of
displays. During this hour, security remains the responsibility of the exhibitor.
8. Utility Service Charges - Extra light and power points on display sites can only be
supplied by the Show Electrician on application and at the exhibitor’s expense.
9. Competitions or Contests - Exhibitors desiring to run any form of
competition must first gain approval from the NZMCLS. Competitions or contests
must be free of charge to patrons.
10. Amendments - The organisers and promoters of NZMCLS reserve the rights
to amend any part of parts of the herein described.
11. Advertising - Exhibitors shall have the full right to advertise within the confines
of their own stand but the NZMCLS reserves the right to prohibit any such
advertising material or equipment which obstructs aisles, interferes with or obstructs
neighbouring stands or is, in the opinion of the NZMCLS, a source of annoyance to
others. No exhibitor, or employee thereof, may canvas other than from their own
12. Noise: If exhibitors intend to use amplifiers and loud speakers on their
exhibition sites, prior written approval must be obtained from the
organisers. NZMCLS reserves the right to withdraw such approval if use of such
equipment proved disruptive to other exhibitors.
13. Radio and Electronic Devices - The use of radio and other electronic
devices within the exhibit spaces as adjuncts to the effective display of the exhibitor’s
products or trade process, will be permitted subject to, in each instance, approval
from NZMCLS. This regulation is not designed to discourage the use of such
appliances but to ensure their being adjusted so as not operate to the discomfort of
other exhibitors or the public. Plans for their use should be submitted for approval in
advance and such use will be subject to regulation during the show.
14. Theft, Damage or Loss - It is expressly stated that under no circumstances
will the NZMCLS accept any responsibility whatsoever for any loss, damage or theft
to any exhibitors’ stand or equipment by any cause or means whatsoever. Exhibitors
are required to provide supervision during the whole time that the exhibition is open
to the public. It is requested that all exhibits, fixtures, fittings, equipment etc. shall be
adequately insured against fire, theft, damage and loss from any cause, during the time
in which the articles are on the exhibition premises. The exhibitor shall further
indemnify the NZMCLS against any claims whatsoever in relation to his allocation
space and the actions and conduct of employees.
15. Security - The NZMCLS have security in the exhibition halls and grounds for
the duration of the show. Stall holders are not permitted on site until 1/2 prior to the
Show opening to the general public, other than food stall holders who must make
16. Liability - NZMCLS is not liable for any consequential, business interruption,
indirect or other loss. NZMCLS shall not be liable to refund any fees paid or pay
damages to any applicants as a result of any grievance relating to the event raised by
an applicant. In any case, the maximum liability of NZMCLS arising out of any and all
claims from an applicant or other third party associated with the event will not in any
circumstances exceed a sum equal to 10% of the fee paid by such party for the
current year’s event.
17. Public Liability Insurance. It is now a requirement that we have a copy of
your Public Liability Insurance Certificate (minimum of $2 million cover) before you
arrive to set-up your site.
18. Late Payment Penalties – Interest may be charged on any amount owing
after the due date at a rate of 2% per month or part month. The customer shall be
liable for any late payment and/or collection costs incurred.
19. Power Cables: Electrical wiring must comply with NZS 3000/3001 Electrical
code of compliance. Any vehicle requiring electrical power is required to have a
current electrical warrant of fitness or a pcode of compliance.
20. Any Vehicle with LPG cylinders or gas appliances are required to comply with the
NZ Gas regulations.
21. Vehicles: All Vehicles, Motorhomes, Caravans, Fifth Wheelers or the like, must
comply with NZ Land Transport Safety Authority compliance laws.
22. Legal Requirements - Notwithstanding anything contained in any part of
these terms and conditions, it shall be the express responsibility of each exhibitor to
ensure that their exhibit complies in all respects with such legal and local government
requirements as may be in force at the time of the exhibition. All exhibitors must
comply with all provisions of the Health and Safety in Employment Amendment Act
23. Selling of Food - Exhibitors must comply with all legal and local authority
regulations in order to handle, prepare, sell or display food. Exhibitors may be
required to install sink and hot water systems. Consent on this matter should be
obtained from the Health Division of the Hamilton City Council.
24. Fire Retardant Materials - In compliance with the NZ Building Code
(C3/ASI Table 4) exhibitors are informed that curtains, drapes or backdrops are to be
restricted to Fire Retardant Materials with a flammability index not greater than 12.
Further information may be obtained from the Building Inspectors Department,
Hamilton City Council, Private Bag 3010, Hamilton, 3240, New Zealand.
Code of Conduct:
Accordingly high standard of ethics and behaviour, is expected by exhibitors doing
business at the show. While the overwhelming majority of staff of exhibiting companies
behaves honorably, there are unethical minorities who have caused anguish for others.
This includes misleading representations, conflicts of interest and misuse of information.
1. The sales process whilst competitive should not impact on the brands and
integrity of others.
2. As a general rule, “Sales representations should be made based on the
intrinsic value of your OWN product” not on the goods or reputation of others.
3. Exhibitors, they’re appointed agents and representatives need to comply with all areas
of the terms and conditions set down by NZ Motorhome, Caravan & Leisure Show.
4. Where it comes to our attention that unfair or damaging information is being used to
assist the sale process, we will take all steps to identify the staff and
company involved. When identified, a verbal warning and written notice will be issued.
Should the offender continue, then a notice of eviction will be issued. There will be no
recourse and no correspondence will be entered into.