Fieldays® Exhibiting Criteria
Fieldays® is a registered trade mark of the New Zealand National Fieldays Society Inc
1.0 Definitions | ||
| 1.1 | The following meanings will be given to these words in the below Exhibiting Criteria: | |
| a) | Exhibitor Portal refers to an online portal containing essential information for exhibitors; | |
| b) | Fieldays means the Fieldays event; | |
| c) | Food Vendor refers to an exhibitor that is selling food and/or beverages to patrons at the event in one of the designated Food Courts or Bar & Eatery; | |
| d) | Coffee Vendor refers to an exhibitor that is selling barista-made coffee and hot drinks to patrons at the event; | |
| e) | Main Exhibitor refers to an exhibitor who has been allocated and invoiced for the site in the first instance; | |
| f) | MCEC Event Grounds refer to full Mystery Creek Events Centre site including the carparks; | |
| g) | Exhibiting Area refers to a specific area of the MCEC Event Grounds; | |
| h) | Site or Sites refers to a specific area of the MCEC Event Grounds that is allocated to you as an exhibitor; | |
| i) | Society refers to the New Zealand National Fieldays Society Inc; | |
| j) | Co-exhibitor refers to a separate exhibitor sharing a Site with the Main Exhibitor; Co-exhibitors typically share the space but are not responsible for site fees. | |
| k) | You and Your means the person or entity that is the exhibitor at the Fieldays event. | |
2.0 Criteria that apply to all areas | ||
| 2.1 | Meeting the criteria for an Exhibiting Area does not guarantee allocation. | |
| 2.2 | The Society reserves the right to accept or decline any application at its sole discretion. | |
| 2.3 | The Society reserves the right to negotiate specific criteria with its Partners and Sponsors at their sole discretion. | |
| 2.4 | All items exhibited must be in an as new condition. The offering for sale of second-hand equipment (including tractors and other vehicles) is not permitted within any area of the event. | |
| 2.5 | The sale and display of any type of knife must comply with clause 9.9 of the Fieldays Exhibiting Terms and Conditions. | |
| 2.6 | The following exclusions apply to all Exhibiting Areas: | |
| a) | guns and ammunition | |
| b) | products or services deemed by the Society in their sole discretion to be offensive or overly confrontational for visitors. | |
| 2.7 | All fundraising activities must comply with clause 9.11 of the Fieldays Exhibiting Terms and Conditions. | |
| 2.8 | Any mascot or other promotional activity must remain within the site boundary of the designated exhibitor at all times. | |
| 2.9 | Exhibitors may have up to two locations for the same brand, provided each location is in a different precinct and is displaying a different product relevant to the precinct. | |
3.0 Agribusiness | ||
| 3.1 | Fieldays intends to showcase products and services that will assist primary sector activities and production. As such, products and services exhibited on Agribusiness sites must be appropriately related to the business of agriculture, horticulture, aquaculture, apiculture, food production, cropping or relevant primary production. | |
| 3.2 | The Agribusiness areas include Agribusiness Indoor, Heavy Equipment, Motor Vehicle & Leisure Craft and all other non-specified outdoor Sites. | |
| 3.3 | Clothing and accessories will only be considered eligible where its primary design purpose is either: | |
| a) | Outdoor work-related, hunting, fishing or farming wear, | |
| b) | Outdoor work-related wet weather gear, | |
| c) | Work-related health and safety clothing & accessories | |
| 3.4 | Both outdoor and indoor Agribusiness exhibitors must: | |
| a) | exhibit products and/or services that are utilised within the core business of agriculture, horticulture, aquaculture, apiculture, food production, predator control, cropping, or relevant primary production; | |
| b) | have a main visual display that focuses on the agribusiness application of their product/service(s); and | |
| c) | only display a minimal number of products/services that do not meet the Exhibiting Area criteria. This is only permitted if it is not part of the main visual sales activation display, does not compete for prominence with your site's main products, and is not highlighted via marketing anywhere on your site. Those wishing to have a larger or more prominent display of products/services that do not meet the criteria may apply in writing to the Fieldays team for consideration. | |
| 3.5 | Exhibitors whose primary products are specifically designed for residential/non-commercial use are not eligible to exhibit within the Agribusiness areas. | |
| 3.6 | In the Mystery Creek Pavilion, a maximum of four sites (which can include a maximum of one corner site) per company can be booked. | |
| a) | These restrictions do not apply to Society or Event Partners and Sponsors. | |
| b) | Exceptions may be considered at the sole discretion of the Society where an Exhibitor has more than one confirmed sublet exhibitor included in their allocation. | |
4.0 Heavy Equipment | |
| 4.1 | The Heavy Equipment area includes Heavy Equipment Exhibitors and products directly related to the heavy machinery/equipment sector. |
| 4.2 | ‘Heavy Equipment’ Exhibitors must: exhibit products directly related to the heavy machinery/equipment sector. Heavy equipment or heavy machinery refers to heavy-duty vehicles, specifically designed for executing construction tasks, most frequently ones involving earthwork operations or other large construction tasks; |
5.0 Motor Vehicle & Leisure Craft | ||
| 5.1 | The Motor Vehicle & Leisure Craft area includes Motor Vehicle Exhibitors, Motor Vehicle Accessory Exhibitors, and Leisure Craft Exhibitors. | |
| 5.2 | ‘Motor Vehicle’ Exhibitors must: | |
| a) | be a national brand company. Individual motor vehicle dealerships will not be permitted to exhibit as Motor Vehicle Exhibitors at Fieldays; | |
| b) | display and exhibit vehicles which are predominately light commercial vehicles, utilities (including sport utility vehicles/suburban utility vehicles); | |
| c) | ensure the display is clearly targeted at the commercial use of the vehicles; | |
| d) | ensure that only your brand's accessories and merchandise products are offered for sale, and not those of other brands. | |
| e) | not sell or display heavy motor vehicles | |
| 5.4 | ‘Motor Vehicle Accessory’ Exhibitors must display and exhibit motor vehicle accessories that have a direct application to the business of relevant primary production; this does not include trailers. | |
| 5.5 | 'Leisure Craft' Exhibitors must: | |
| a) | have a main visual display featuring either campervans, caravans, motorhomes, boats, or rooftop camping attachments. | |
| b) | ensure that any products not listed in clause 5.5a are secondary to the main display and sufficiently related to outdoor leisure. | |
6.0 Health & Wellbeing | ||
| 6.1 | The Fieldays Hauora Taiwhenua Health & Wellbeing Hub is designed to educate and inform visitors about health and wellbeing issues and the variety of solutions and services available in an interesting and interactive way. | |
| 6.2 | To be considered for this area, exhibitors must: | |
| a) | have direct involvement in the delivery of health services or a core focus on community wellbeing; | |
| b) | have services/cover available to rural areas or have active strategies in place to be working towards this; | |
| c) | be focused on education rather than sales; although sales are permitted. | |
| d) | be a national organisation or a regional organisation with potential benefits available to a wide cross-section of Fieldays visitors. | |
| e) | be providing the majority of their services to visitors for free at the event; and | |
| f) | not partake in fundraising at the event without prior written approval from Fieldays | |
7.0 Fieldays® The Pantry | ||
| 7.1 | The Pantry is a dedicated space for showcasing premium New Zealand made food, beverage, and food related products. | |
| 7.2 | To be considered for this area, exhibitors must: | |
| a) | be selling or promoting a New Zealand made food, beverage (including alcohol) or food/beverage related product or equipment; and | |
| b) | be a New Zealand company representing its own New Zealand made product. | |
| 7.3 | Priority allocation will be given to exhibitors: | |
| a) | that have new and innovative products; | |
| b) | who have products where ingredients are predominantly grown/sourced in New Zealand; and | |
| c) | whose products offer variety for the visitor. | |
| 7.4 | Food in The Pantry cannot be sold for immediate consumption, those wishing to sell food for immediate consumption must apply as a food vendor. | |
| 7.5 | Exhibitors in The Pantry can provide samples of their food and beverages for immediate consumption; however, the samples cannot be sold. | |
| 7.6 | Alcohol exhibitors: | |
| a) | must have at least two Duty Managers on their site, in accordance with Waipa District Council regulations; | |
| b) | may only provide up to 15ml samples for beer or wine and up to 10ml samples for any spirits or liquors; and | |
| c) | who breach their licence conditions will not be considered for the next event. Strict alcohol guidelines apply as outlined in Clause 13 of the Fieldays Exhibiting Terms and Conditions. | |
8.0 Rural Living | ||
| 8.1 | The Rural Living areas include Rural Living Indoor and Rural Living Outdoor. | |
| 8.2 | Site booking restrictions: | |
| a) | A maximum of two sites per company can be booked for Rural Living Outdoor sites unless approved by the Society. | |
| b) | A maximum of two corner sites (or one double corner), and a total of eight sites per company, can be booked in Rural Living Indoor. | |
| c) | These restrictions do not apply to Society or Event Partners and Sponsors. | |
| 8.3 | Products and services exhibited in the Rural Living areas must be sufficiently related to or complement a rural lifestyle. | |
| 8.4 | Priority will be given to exhibitors that: | |
| a) | have a core product that is made or manufactured in New Zealand; | |
| b) | demonstrate a commitment to environmental sustainability; | |
| c) | offer a product or service that is not otherwise easily accessible for the rural community; | |
| d) | align with the Society’s pillars of innovation, education or globalisation; and | |
| e) | offer diversity from other exhibitors. | |
| 8.5 | Exclusions: | |
| a) | the sale or promotion of R18 products and services; and | |
| b) | the sale or sampling of alcohol is prohibited in this area. | |
9.0 Food Vendors | ||
| 9.1 | ‘Food Vendors’ refers to any food or beverage vendor that is allocated a site for the sale of ready-to-eat food for immediate consumption. This definition excludes barista coffee vendors that meet the ‘Coffee Vendor’ criteria, as well as vendors privately arranged by site holders solely to provide complimentary food or beverages to their own visitors or customers. | |
| 9.2 | Food Vendors are limited to exhibiting in one location at the event, with the exception of those under a specific contract. | |
| 9.3 | Food Vendor sites may be a maximum of 9m wide (front) and 6.5m deep. | |
| 9.4 | Priority will be given to Food Vendors who: | |
| a) | Demonstrate a strong commitment to environmental sustainability across all operations, including food preparation and packaging; | |
| b) | offer diversity from other Food Vendors with their menu; and | |
| c) | demonstrate a commitment to food and hygiene practices, including adequate and safe food storage. | |
10.0 Coffee Vendors | ||
| 10.1 | 'Coffee Vendors' refers to any vendor selling barista-made coffee who is allocated a site within a designated Food Court or other approved space at the event. This definition excludes vendors privately arranged by site holders solely to provide complimentary food or beverages to their own visitors or customers. | |
| 10.2 | To qualify as a Coffee Vendor, applicants must: | |
| a) | Sell barista-made coffee | |
| b) | Offer barista coffee as their primary product, not as a secondary item to food or other beverages. | |
| 10.3 | Coffee Vendors may apply for registration both as a Coffee Vendor and as a Food Vendor, provided they meet the respective criteria for each category. | |
| 10.4 | Coffee Vendors may request approval for multiple vending sites within the event. Approval is at the discretion of The Society and will depend on the specific requirements and suitability of each location. | |
| 10.5 | Priority will be given to Coffee Vendors who: | |
| a) | Demonstrate a strong commitment to environmental sustainability across all operations, including food preparation and packaging; | |
| b) | Have a proven track record of successfully servicing large-scale events; | |
| c) | Adhere to high standards of food safety and hygiene, including safe and adequate food storage practices. | |
Partner and Premier Sponsor
