All exhibitors must complete the Site Safety Form via the Exhibitor Portal.

The form helps the Society assess any activities, equipment, structures or operational requirements that may require review, additional information or approval before the event.

Topics covered include:

• Contractors and suppliers
• Hazardous substances
• Temporary structures and marquees
• Demonstrations and activations
• Animals onsite
• Emergency evacuation requirements
• Media activations
• High-risk activities

Exhibitors are responsible for obtaining and providing information from any contractors, suppliers or service providers associated with their site.

Protecting your products, equipment and personal belongings is an important part of planning your Fieldays experience.

While reasonable security measures are in place across the event site, exhibitors remain responsible for the security of their site, products, equipment and personal belongings at all times. The New Zealand National Fieldays Society accepts no liability for the loss of, theft of, or damage to exhibitor property.

Exhibitors are encouraged to:

• Arrange suitable insurance for products,equipment, displays and other property brought onsite.
• Consider appropriate Public Liability Insurance for their activities and operations.
• Ensure valuable items are secured whenever the site is unattended.
• Arrange for a representative to receive and sign for freight deliveries.
• Provide secure storage for staff personal belongings where possible.
• Lock away smaller items and secure larger equipment outside event operating hours.

Security During Pack-in

A dedicated security team is onsite throughout pack-in.

Exhibitors should:

• Ensure valuable items are not left unattended.
• Arrange secure storage for products and equipment where required.
• Have a representative available to receive freight and deliveries.
• Ensure all contractors, suppliers and staff comply with site access requirements.

Security During the Event

Visitors are required to leave the exhibition area at the close of each event day.

Before leaving your site each day:

• Secure products, equipment and promotional materials.
• Lock away valuables and sensitive items.
• Remove cash and other high-value property.
• Confirm your site is left in a safe and secure condition.

Security cameras operate in selected areas across the venue; however, exhibitors should not rely on venue security as a substitute for their own security measures.

Any theft, loss, suspicious activity or security concerns should be reported immediately to Fieldays staff or Exhibitor Services.

All exhibitors are responsible for ensuring their staff, contractors and representatives are familiar with their emergency procedures before arriving onsite.

Emergency procedures help exhibitors respond appropriately to incidents that may occur during pack-in, event days or pack-out, including:

• Fire
• Medical emergency
• Flood
• Earthquake
• Chemical spill or release
• Bomb threat
• Police incident or security alert
• Property damage

If an Emergency Occurs

If you discover a fire or any other emergency that may present a risk to people or property:

1. Remain calm and call for help.
2. Fire only: Activate the nearest manual alarm call point (if available in your area).
3. Dial 111 and provide emergency services with the details of the incident.
4. Notify the Fieldays team immediately by calling 07 843 4497.
5. If it is safe to do so, assist injured persons and provide reassurance.
6. Follow instructions from emergency services, wardens or event staff.
7. Evacuate the area if directed.

Assembly Areas

If evacuation is required, move to the nearest roadway or open area clear of immediate danger and follow the instructions of event staff, wardens or emergency services. Further directions will be provided at the time of the incident.

Emergency Services Contacts

Fieldays Address:
Gate 2, 125 Mystery Creek Road, Ōhaupō
Nearest intersection: Airport Road and Mystery Creek Road

Emergency: 111

Fieldays Assistance: 07 843 4497

Emergency Services Onsite during Event days

Emergency services and response providers may be operating onsite throughout the event period, including:

New Zealand Police

Medical Response Industries (MRI)

Fire and Emergency New Zealand (FENZ)

See also: Site design

Site Design

Careful planning of your site helps ensure a safe, professional and compliant exhibiting experience. Exhibitors are responsible for ensuring all structures, displays, signage and activities remain within their allocated site and comply with Fieldays requirements.

Before finalising your design, refer to the Site Measurement Map to understand the dimensions and layout of your allocated site.

Site Boundaries

All structures, displays, equipment, products and promotional materials must remain within the boundaries of your allocated site.

Displays or activities must not obstruct roadways, walkways, neighbouring sites, emergency access routes or venue infrastructure.

Exclusion Zones

All temporary structures (including temporary buildings, marquees, tents, transportable homes and similar structures) must be positioned so that no part of the structure is within half a metre (0.5m) of an adjoining Site boundary. The 0.5m setback shall be maintained as an exclusion zone and must remain clear at all times. All such structures must comply with Waipā District Council building control requirements, the New Zealand Building Code and Regulations, and any restrictions specified by the Society from time to time.

Signage Requirements

All signage must be safely installed and suitable for outdoor conditions.

Outdoor signs must be fixed using bolts or screws. The use of nails to secure signs or structures is prohibited.

Signage must remain within the allocated site boundaries and must not create a hazard to visitors, exhibitors or vehicles.

1m signage rule

Decks & Raised Platforms

Decks and raised platforms must be designed, constructed and maintained in a safe condition throughout the event.

Any deck or raised platform that is more than 1 metre above ground level and accessible to the public must be fitted with suitable handrails.

Temporary Structures

Temporary structures must be suitable for their intended use and may require additional approvals, certifications or supporting documentation.

Examples include:

• Temporary buildings
• Viewing platforms
• Custom-built structures
• Elevated installations
• Multi-level displays
• Additional information may be requested as part of the planning or approval process.

Marquees

Marquees must be installed and maintained in a safe condition throughout the event.

Outdoor exhibitor marquees 300m² or larger must have:

• An accessible evacuation alarm system
• Directional exit signage

Exhibitors are responsible for ensuring any marquee supplier or installer complies with applicable regulatory and Fieldays requirements.

Evacuation Scheme Requirements

A Temporary Structure Evacuation Scheme may be required where:

• More than 10 staff will occupy the structure; or
• More than 100 total occupants are expected within the structure.
• There are hazardous substances present

Where required, exhibitors must complete and submit all requested evacuation scheme documentation prior to the event.

The Society may request additional information or approvals for structures that require an evacuation scheme or present elevated safety risks.

Exhibitors are responsible for ensuring all contractors, subcontractors, suppliers and service providers engaged by them comply with Fieldays requirements while onsite.

Contractor Responsibilities

Contractors must carry out their work in a safe and professional manner and comply with all relevant Health & Safety requirements, event rules and site instructions.

Exhibitors remain responsible for the activities of contractors working on their site.

Induction Requirements

All contractors entering the venue during pack-in and pack-out must complete the Fieldays Health & Safety Induction before arriving onsite.

Contractors may also be required to provide additional information relating to their activities, equipment or work methods.

Site Access Requirements

Contractors must be registered through the Exhibitor Portal before attending site.

Access to the venue may be restricted if contractor information has not been submitted or required inductions have not been completed.

Contractors must comply with all site access procedures, vehicle restrictions and event instructions while onsite.

Freight & Delivery Providers

Exhibitors are responsible for coordinating freight providers and ensuring deliveries are managed safely and efficiently.

Exhibitors should:

• Provide freight providers with relevant site access information
• Arrange for a representative to receive deliveries
• Ensure deliveries do not obstruct roads, walkways or neighbouring sites
• Coordinate deliveries within approved access times

Any freight provider undertaking onsite work beyond the delivery of goods may also be required to be registered as a contractor.

Do not dig, drill or peg between parallel red lines. Live power cables are located underground throughout our site, so it is compulsory for you to contact us before you dig, drill or peg.  

Mark the ground, then call us to arrange approval to proceed. 

Before you dig/drill/peg

Exhibitors on red sites must call the Fieldays team on 07 843 4497 before penetrating the ground.

See the Digging Map below for red sites.

Site colour key

Please check your site colour and make sure you adhere to the below guidelines:

Site Colour Key

Speed Limits

A strict 15km/h speed limit applies throughout the venue, including all gate entrances.

Use of Onsite Roadways

• Storing equipment, supplies or stock on roadways is prohibited.
• Vehicles may temporarily stop in front of their allocated site for loading and unloading, provided they do not obstruct traffic flow or emergency access routes.
• Follow all directions provided by Fieldays staff and traffic management personnel.

Keys in Vehicles

Vehicle keys must not be left in unattended vehicles. Unattended vehicles with keys accessible present a significant safety risk and create the potential for unauthorised vehicle movement within the event site. All vehicles must be secured when unattended, and keys retained by the driver or a nominated representative at all times.

Children & Dogs

Children under 16 years of age and dogs are not permitted onsite during pack-in and pack-out periods.

Alcohol

Alcohol is prohibited onsite before, during and after the event, except where supplied or served under an approved catering or liquor licence.

Fires & Open Flames
Fires, fire pits, braziers and other open flames are prohibited onsite before, during and after the event unless specifically approved by the Fieldays team. The burning of waste or other materials is not permitted.

Good housekeeping helps reduce fire risks, trip hazards and other safety concerns.

Exhibitors are responsible for maintaining a clean and safe site throughout the event.

• Keep walkways, exits and work areas clear at all times.
• Do not store rubbish, equipment or stock in accessways.
• Avoid storing rubbish behind displays, walls or partitions.
• Manage waste and recycling appropriately.
• Ensure displays, products and activities remain within your allocated site boundary.

All machinery and equipment must be displayed and operated in a safe manner.

• Isolate sharp, moving or hazardous components using suitable barriers or guarding.
• Machinery must only be operated by competent persons.
• Public access to hazardous operating areas must be restricted.
• Hydraulic equipment displayed in a raised position must have suitable mechanical stops fitted to eliminate the risk of hydraulic failure, even where load-lock valves are installed.
• Raised hydraulic equipment must be lowered at the end of each day unless otherwise approved.

Demonstrations and activations must be conducted in a manner that protects staff, contractors and visitors.

Exhibitors are responsible for ensuring:

• Activities are operated in accordance with any approvals granted by the Society.
• Appropriate controls, barriers and supervision are in place.
• Demonstrations do not present unreasonable risks to visitors or neighbouring exhibitors.
• Staff involved in demonstrations are appropriately trained and competent.

High-risk activities may be subject to additional review, inspection or operating conditions.

Site and signage compliance, along with the safe operation of activities, is an important part of creating a successful exhibiting experience.

If you are unsure about any requirement, contact the Customer Team on 07 843 4497 or sales@fieldays.co.nz before proceeding.

The Fieldays Customer Team may:

• Review submitted site plans and supporting documentation before the event.
• Conduct onsite inspections during pack-in, event days and pack-out.
• Request modifications to structures, signage, displays or activities that do not meet Fieldays requirements.
• Require corrective actions where safety or compliance concerns are identified.

Fieldays staff and volunteers are available throughout the event to provide guidance and assist with any compliance or operational queries.

Vehicle movements increase significantly during pack-out and extra care must be taken.

• Follow all instructions from Fieldays staff and traffic management personnel.
• Observe venue speed limits at all times.
• Keep roadways and emergency access routes clear.
• Load vehicles safely and ensure loads are appropriately secured before departing the venue

See also: Key Event Dates and Times

Exhibitors are responsible for dismantling, removing and transporting all structures, equipment, products, signage and materials brought onto site, and for returning their site to its original condition.

During pack-out:

• Maintain a tidy and safe work area.
• Remove all structures, displays, equipment, products and materials.
• Remove all rubbish and waste from your site.
• Take appropriate precautions when dismantling structures or equipment.
• Ensure contractors comply with all Health & Safety requirements.
• Repair any exhibitor-caused damage where required.
• Comply with all published pack-out deadlines.

Late Removal Penalties:

All items must be removed from your site before the applicable pack-out deadline by either the exhibitor or their nominated freight provider.

Please note:

• Exhibitors remain responsible for any items left onsite awaiting collection.
• All items must be properly packaged, clearly labelled and collection arrangements confirmed prior to the pack-out deadline.
• Items awaiting freight collection are not exempt from pack-out deadlines.

If any items remain onsite after the pack-out deadline, the exhibitor may be liable for any associated legal costs, plus a site rental charge of $100 + GST per day, per occupied site, until all items have been removed.