Outdoor Exhibitors: Site boundaries  

The walls of any structures, marquees, and tents must be a minimum of half a metre (0.5m) from adjoining site boundaries and must meet the requirements of Fire and Emergency NZ guidelines, and any restrictions specified by the Society.  

Stay within your allocated site boundary to prevent damaging land/grass.  Site boundaries are marked in white.

Driving, parking and/or storing materials on another exhibitor’s site during pack-in is prohibited. If an exhibitor, their staff, or their supplier/contractor causes damage to another exhibitor’s site, the Society will arrange for repairs to restore the site to its original condition, with all costs charged to the responsible exhibitor.

Outdoor Exhibitors: Structure height  

Any structures higher than 7m on your site will be subject to approval by the Society. 

Full details of these plans must be outlined in the Compliance - Site Plan - confirmation form.
 

Outdoor Exhibitors: Signage  

Exhibitor signage that is facing into another exhibitor’s site must be at least 1m away from their site boundary. However, exhibitors can gain the approval of their neighbours to mitigate this rule. and you must notify the Fieldays Team of this by the 30 May.

Non-compliance may result in the exhibitor being asked to remove their signage at their own expense, this may occur either before or during the event.  

Note: Signs facing towards a neighbouring exhibitor must be at least 1 meter from your site boundary.

Plugs and sockets

A new clause has been added to the Exhibiting Terms & Conditions to protect infrastructure and ensure safe setups. It prohibits connecting lower-rated plugs (e.g. 16A) into higher-rated sockets (e.g. 32A) unless certified by a licensed electrician. Non-compliant setups may be disconnected immediately, and exhibitors may be liable for any resulting damage or disruption.

Learn more about power to your site: Outdoor Exhibitors - Site services and add-ons

Earthworks/landscaping 

All earthworks must be included in your  Compliance - Site Plan - confirmation form. See Exhibitor Portal and form deadlines.

It is the responsibility of the exhibitor to ensure all landscaping materials and polythene groundsheets are disposed of. If this service is not offered by your chosen contractor, BrandX and Showscape offer post-event site reinstatement services.  

Topsoil storage requirement 

All topsoil removed from a site during pack-in will need to be stored in a designated location. Contact the Customer Team to arrange topsoil storage sales@fieldays.co.nz 

Sustainability Tip: Where possible, all groundcover should be untreated, chemical free; colours or dyes used should be environmentally acceptable (no leaching etc).

Sorting guidelines

Place your items in the correct wheelie bins at the nearest waste station. Here’s what goes where:

• General waste/landfill: This bin is for items like disposable gloves, plastic types 3, 4, 6, and 7, drink cartons, non-certified serveware and packaging, and dirty recycling. 
• Recycling: Please deposit soft plastic bags, clean plastics (1, 2, and 5 only), steel and aluminium cans, newspapers, magazines, cardboard, and glass (sorted by colour and ideally placed in a separate bag to prevent breakage). 
• Compostable waste: This bin is for food scraps and certified home compostable serveware.

We use clear bin liners in wheelie bins across the site to make sorting easier. This helps our sorters quickly identify which bags need opening for sorting and which are landfill-only.
 

Rubbish and recycling collection

During the event: If your bins fill up, tie the bags and place them in the correct bin at a waste station. Most stations have landfill and recycling bins. Food Courts have landfill, recycling and compost. Our waste management crew will circulate the event site throughout the day, emptying waste station bins. If these are full, you can leave tied bags just outside your site for our team to collect. The waste team won't enter exhibitor sites to empty bins.

Daily collection: At event close each day, you may leave your sorted waste bags outside your site for collection. Please note: The waste team will not enter the Exhibitors site footprints to empty bins.

Waste minimisation plan

While Waste Minimisation Plan is not compulsory, we highly recommend having one to help you manage your waste responsibly by reducing what you bring, reusing items where possible, and ensuring proper disposal of any leftover materials.

How to create a waste minimisation plan

• List items you need to bring to the event (e.g., packaging, promotional items). Consider using reusable or recyclable packaging where possible that you can take home with you after the event.
• Identify the items that could generate waste (landfill) and limit single-use items like flyers or plastic.
• Plan to separate waste into recycling, compost, and landfill streams. Label bins clearly at your site. Use event-provided waste stations correctly.

Ensure your team knows how to follow the waste minimisation plan.

Accepted serveware for Fieldays

Your current packaging supplier may already stock items from the Approved Packaging List. Contact them early to secure your products and quantities in time for the event.

Non-approved packaging and accessories

Gain recognition for your sustainability efforts across energy, waste, transport, and site design by entering the Fieldays® Sustainability Awards, in association with Instep.