Before arriving on-site  

As well as the Health and Safety Induction, Exhibitors need to complete the Compliance - Site Plan & Hazard Identification / Management in the Exhibitor Portal. To complete these forms, you need to assess the following for potential risks and advise us how you are going to manage these:  

• Site layout 
• Site pack-in  
• Your exhibition on event days  
• Site pack-out  
   

At the event

All exhibitors must provide at least one dry powder extinguisher of a minimum 2kg capacity. Each extinguisher must be mounted near an exit, clearly marked with approved signage, and visible within the marquee or building .

Any displays intruding onto walkways or roads not part of the assigned site boundary are prohibited. 

Avoid storing rubbish in boxes behind partitions as this can attract pests and create fire hazards. Broken glass is a safety risk and cannot be recycled, so please handle it carefully if you have glass recycling bins. 

Important links

Digging map - View the Digging Map to ascertain if a site needs sign-off before digging/pegging  

Hazardous Substances Register - clicking the link will download an editable form for you to complete.

Exhibitor Emergency Procedure Form - complete and display on your event site.

LPG Bottle Checklist Fieldays Form –  complete.

Site Specifications Map – satellite imagery showing measurements on all sites.

Security

• Maintaining the security of your products and your team’s personal items is an important aspect to consider when planning your site .
• For private security, see the private security section of the Guide, under 'Site services and add-ons'
• While all reasonable security and safety precautions are taken, the Society shall not be held liable for loss or damage to Exhibitors’ property while on the Fieldays Site  
• All items you bring on-site are your responsibility and need to be covered by your insurance  
• Arrange for your products to be stored securely during the pack-in period  

Before the event  

• Our dedicated security team will be on-site from Monday 5 May and patrol during the pack-in period  
• Exhibitor gates are patrolled, and persons checked in and out of the venue  
• Arrange for a staff member to meet, check and sign for your freight delivery  

During the event  

• Provide a secure place within your site for your on-site team to store personal items  
• Visitors must leave the exhibition area immediately at 5pm Wednesday – Friday and 4pm Saturday  
• Immediately close at the end of each event day and secure your site before exiting the venue  
• Lock small items away and secure larger items at night  
• There are security cameras operating in selected areas  

Insurance

We strongly recommend exhibitors:  

• Take out their own personal and other appropriate insurance covering their displays, employees, and unforeseen events  
• Arrange adequate General (Public) Liability Insurance. The amount and level of cover is to be determined by you. The Society, or our insurers, may seek recovery from an exhibitor if they believe any loss/damage to our property is a result of an exhibitor’s negligence  

The  Exhibitor Emergency Procedure Form must be printed,  completed and displayed on your site during the entire event.    

This provides your team with information about what to do in an emergency such as:   

• Fire   
• Medical emergency   
• Flood   
• Earthquake   
• Chemical spill/release   
• Bomb threat   
• Police alert   
• Property damage   

If you discover a fire or other emergency that may present a potential hazard to yourself and/or other attendees:   

1. Remain calm and call for help   
2. Fire only - activate the nearest manual alarm call point (If located in your area)   
3. Dial 111 and report the emergency to Fire and Emergency NZ
4. Report the incident immediately to the Exhibitor Services on 07 843 4497 for both emergency and non-emergency assistance. Alternatively, visit Exhibitor Services, the NZ Police base, or Medical Response Industries (MRI)
5. If applicable and if it is safe to do so, attend to any casualties and provide reassurance   
6. If required evacuate the area
    

Assembly areas   

Make your way to the nearest road clear of any immediate danger and follow the warden or first responders’ instructions to move to a safe assembly point.   

Emergency services contacts

Fire evacuation processes

If your marquee or temporary structure can accommodate 10 or more staff, 100 or more guests, or contains any hazardous substances, you are required to complete a Temporary Structure Evacuation Scheme Application. This is a requirement set by Fire and Emergency New Zealand to help ensure the safety of everyone on site.

To proceed, download the application form.
 

Building and fire safety  

Waipa District Council have granted exemption for a need to obtain building permit approval for the placement of any tent or temporary building over 30m² in area, platform, or seat over 1m and any structure, pole etc., up to 7m in height.  Exemption also applies to shipping containers up to 4 high.

The council will, however, continue to complete inspections on the siting of marquees, fire safety requirements, signage, and structures to ensure they comply with the Building Code. Inspections will begin at least one week before the event.  

Oversized buildings and loads  (Outdoor Exhibitors only) 

• Maximum width for buildings or loads onto the site is 8.2m  
• Transportable buildings require solid packers under the bearers (not wedges).   
• Any packing higher than 600mm will require the building to be braced to the satisfaction of Waipa District Council.  

Fires and heaters 

• Braziers are only permitted on outdoor sites, where the brazier is sited on a mounting tray. All braziers are to be fully extinguished each day by 5pm. i.e. no burning embers are to be left  
• Live solid fuel heater displays shall comply with the following conditions:  
  - Fixed protective screening/railing must be placed no less than 500mm from the face of the fireplace  
  - If the railing is not fixed down, then it must be 750mm from the face of the fireplace   
  - The top of the rail needs to be at least 900mm from the floor  
  - Fire must be fully extinguished each day by 5pm, i.e., no embers are to be left
• The site must have personnel always servicing any running appliances
• Exhibitors using a gas heater inside any type of structure must ensure it is well ventilated
• Heaters must be at least 1m from marquee walls unless protected with an approved firewall  
• Hay bales are permitted providing the exhibitor can provide documented evidence of the treatment with fire retardant. Loose straw, hay, flammable fluids, bituminous building paper, and crepe paper are prohibited  
• Areas with highly combustible items, i.e. hay bales or similar, also include the following conditions:  
  - No open fires, braziers or solid fuel heaters  
  - Gas patio heaters or similar are to be located at a distance that is greater than either the height of the heater or, one meter  
  - Plastic film and reinforced plastics are not recommended  
  - Polystyrene is permitted for letter work only, restricted to approximately 20% of wall area in display. Sheets of polystyrene will not be permitted  
  - No paper in sheet form is to be used (maximum size A1)  
  - Any cloth used in backdrops, ceilings, and the like, must be an approved type and treated with a fire retardant  
  - Wool cloth is recommended and is very durable to constant re-use (50% or more wool content)  
  - If using cooking or heating appliances, approval must be obtained from Waipa District Council. 

Standard health and safety processes 

Pack-in and pack-out times are deemed HIGH RISK and the entire site is classed as a construction site. 

The following is mandatory for anyone involved in pack-in and pack-out activities:  

Appropriate clothing  

• High-visibility clothing and closed-toe shoes must be worn at all times during pack-in and pack-out  
• High-visibility clothing can be purchased at the Gate 1 induction marquee if required  
• Access to site is not permitted without the appropriate clothing.  

Marquees, tents, and buildings must be built at least 0.5m away from site boundaries, giving a total of 1m between neighbouring marquees. This is to meet Waipa District Council building compliance regulations designed to minimise the risk of fire spreading. 

Edge or fall-protection must always be used when working above 2m off the ground.  

Cover tent pegs and other tripping hazards  need to be painted a fluorescent colour for visibility.  

15km/h On-site speed limit  -  A strict 15km/h speed limit applies on-site, including all gate entrances.  

Cable lanes (not relevant for Indoor Exhibitors)

• Are marked by parallel red lines on the ground  
• Should always kept clear of vehicles and boxes  
• House plumbing and live power cables.  
• Call 07 843 4497 prior to any ground penetration on a  red site.  
• On-site power distribution boards must only be accessed by our on-site electricians.  

Machinery must be operated and displayed within safe practices.  

No children or dogs - Children (under 16 years) and dogs are not permitted access to site during pack-in and pack-out.  

No alcohol - It is prohibited for anyone except those holding approved catering alcohol licences to bring any alcohol onto the site at any time before, during or after the event. 

Cable lanes and ground penetration

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 for red sites.

Site colour key

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

Site Colour Key

Vehicle movement and speed 

• You must always adhere to the 15km speed limit when driving on the event site  
• Standard road rules apply when driving within the Site 
• You must obtain permission to use an ATV on your site during pack-in and pack-out. These cannot be used during the event.
• All ATV, motorbike, e-scooters and quad bike riders must be trained and wear a helmet as well as a seat belt , if fitted
• Do not carry passengers on tractors, quadbikes, or ATVs 
• Seat belts must be worn when driving, including ATV’s
• Helmets must be worn when riding scooters  and bikes 

Note: During event hours, vehicles of any kind may only be ridden in demonstrations on exhibitor sites or in designated/pre-approved areas 

Use of on-site roadways during pack-in and pack-out

• Storing equipment, supplies and/or stock on any roadway is prohibited
• Vehicles may temporarily park out the front of their allocated site, provided this does not obstruct the roadway or prevent access for other vehicles to pass safely

Reinstating your site after Fieldays

Exhibitors are required to take all steps to ensure their site is cleared and reinstated to its original condition within the designated pack-out time.   

Any exhibitor who does not reinstate their site by the pack-out deadline may be charged for the work incurred by the organisers, as well as Late Removal Penalty Fees, and the potential for future applications to exhibit being declined.  

Reinstatement within the designated pack-out time includes, but is not limited to:  

• Removal of all stock, equipment, decorations, building materials 
• All rubbish must either be removed or bagged ready for collection
  - This includes but is not limited to nails, cable ties, food and packaging  
  - Cardboard can be broken down and stacked for collection
  - Larger building materials, or hazardous substances must be removed by you and not left with other rubbish for collection
• Removal of all landscaping materials   
• All holes filled with sand and compacted with 200mm topsoil

Late removal penalties 

All items must be transported from your site, by you, or your designated freight transporter, before the pack-out deadline.

At the pack-out deadline, if any items remain on the property, you may be liable for any legal costs, plus site rental of $100 + GST per day per site occupied until the items are removed. This is regardless of whether they have been sold and awaiting collection by a freight transporter.  

• Exhibitors are responsible for any items left and awaiting collection during pack-out.   
• You must ensure all items are properly packaged, clearly labelled and collection is booked for prior to the pack-out deadline.