Expo Bookings

Connect with over 3,000 engaged daily visitors, at the Southern Hemisphere's largest mass-participation MTB event.

EXPO OPTIONS
There Whaka100 has two expo opportunities:

  • Available Exhibitor Sites- Pink 
  • Booked Exhibitors Site - Purple 

Athlete Registration Expo, Located in Jean batten Square in the Rotorua CBD (MAP), this is a great location for brands that are looking to sell their products direct to the participants. It is also located 200 metres away from the XC Eliminator race that is held on Friday Night

  • Friday 21 October, 2pm until 9am
  • Saturday 22 October, 11am until 4pm 

 

Finish line Festival Expo, Located in the Waipa MTB Carpark (MAP), this is a great location for brands that are looking to sell and have interactions with their products. 

  • Saturday 22 October, 10am until 3pm
  • Sunday 23 October, 10am until 5pm  

 

http___pluspng.com_img-png_book-now-button-png-book-now-button-659

 

SITE COST

Athlete Registration   3x3m $200
3x6m $300
Finishline Festival
 3x3m
$395
3x6m $592.50
3x9m $888.75
6x6m $1185

*sites are not confirmed until payment has been made

Optional activations

  • 2 day VIP Lounge passes $90 including all food and two drinks
  • Site power $50 +gst
  • Pre-pitched marquees (POA)
  • Discounted branded gazebo available from Branddisplay.co.nz
  • POS in official Whaka 100 merch shop tent (POA)
  • Customer hosting opportunities with shuttles, VIP tent access etc
  • Demo space for products ​
  • Discounted race entry

EXHIBITOR GUIDELINES

Restrictions
The following products categories/products are subject to approval for sale or display at  the event, please contact us 07 213 1040 or hello@whaka100.co.nz if your product is listed below:

  • Motor vehicle brands 
  • Beer products
  • Bicycle care
  • Bike Tools
  • Helmets
  • Tyres
  • Hydration packs and bottles
  • Skincare excluding sun protection products

Brand presentation Guide & site guidelines
On purchase of a site, the exhibitors and vendors accept, acknowledge and agree to abide by the brand presentation guide & site guidelines and agree to service the site for the duration of the site opening hours, unless by prior arrangement.

How many brands can we display?
Exhibitors must provide detail of all brands that will be displayed in the expo site, this is done during the application process. External branding on the site must only display the one brand. If the company has booked two or more sites, one brand can be displayed per site. All activity must be contained within the site.

How can we advertised on our site?
As outlined only one brand maybe promoted per site, all advertising material must be installed within the site. Flags can we attached vertical to tents within the site. No signage is to impact the public common space. Bike racks must be contained within the allocated site. All hand out flyers must be pre approved before being handed out.

Can we have alcohol on site?
There is strictly NO ALCOHOL to be brought into the event at any time, this includes pack in and out and during the event. Emerson’s Brewing, are onsite and hold the special license for the event. Security will be conducting spot checks as required by the conditions of the liquor license.

Do I need to peg my tent down?
All tents must have sufficient fastening to the ground by either using sufficient weights or large marquee pegs. Typical 10cm camping pegs are not suitable.

Other site rules for Exhibitors

  • Exhibitors are solely responsible for the ongoing and final clean-up of their site in a timely manner. All rubbish and recycling must be removed daily.
  • Expos sites cannot be shared or sublet to another partner without permission from the event.
  • Exclusivity is not guaranteed to exhibitors; however the event will ensure reasonable effort is made to prevent clashes.

FOREST ACTIVITIES
The land on which the Redwoods (Tokorangi & Whakarewarewa Forests) sits is privately owned by iwi through CNI Iwi Holdings Ltd. The forests are managed by the Rotorua Lakes Council and Kaingaroa Timberlands who work together with iwi, Ngati Whakaue and Tuhourangi Tribal Authority, to manage them as productive plantation forests alongside recreational use, recognising the direct and indirect value recreation has to the district.

All parties have agreed to manage recreational activity under the Recreational Use of the Tokorangi and Whakarewarewa Forests Policy. This Policy requires any activity, except for general public access on foot, bike and horse, to obtain a permit or concession to allow the activity to take place.

Activities that require a forest permit or concession outside of the expo space include:

  • Demonstrating bikes and other equipment
  • Function hosting
  • Brand promotion
  • Photography and video

If you would like further information such as guidelines for holding an event/activity/filming or to hold a concession, or to obtain an application form please go to www.redwoods.co.nz/permits-concessions

CANCELLATIONS & REFUNDS
If your brand can no longer activate in the Expo, an expo fee refund can be requested up until 5pm on the 1st of October 2022 to receive 70% of the site fee. It is the sole responsibility to the exhibitor to ensure the Whaka100 office has received your communication via email hello@whaka100.co.nz. If you have not heard from us within 7 days of this request, please call us on (64) 07 213 1040. Please allow up to 7-14 days for your refund to be processed. The refund is automatically issued to the credit card originally used to pay for the booking.

FORCE MAJEURE EVENT
You, the exhibitor, further understand and agree that the Event may be cancelled, modified, delayed, re-routed or brought to a premature end without notice if a natural disaster, fire, flood or other similar major events (including without limitation, wind, rain, hail, hurricane, earthquake, acts of terrorism, labour difficulty, work stoppage, insurrection, pandemic and war) beyond Nduro’s control makes it impossible for the event to take place on the scheduled dates or to continue. There shall be no refund of the site bookings or any costs that a participant may incur in connection with the Event should a force majeure event cause the cancellation, postponement, alteration, or early termination of the Event.