EXHIBITORS GUIDE
WEDDING EXPOS AUSTRALIA EVENTS
This guidebook provides exhibitors instructions for participating in a Wedding Expos Australia event. All exhibitors must adhere to these requirements. Wedding Expos Australia is committed to maintaining a secure and healthy working environment while minimising adverse environmental effects.
EVENT TIMETABLE
Bump In Schedule
7.00am - 9.45am Exhibitor Bump In
9.45am - 10.00am Exhibitors to have stand ready for doors open at 10 am.
10.00am - 3.00pm Expo Operational
3.00pm - 6.00pm. Bump Out Commences
Saturday Bump is available for the below events from 12.00pm - 4.00pm
- Claremont Showgrounds
- Perth Convention and Exhibition Centre
- Sydney Showgrounds
- Melbourne Convention Centre
If an exhibitor fails to attend the expo by 9:45am the stand will be removed from the venue and taken down. The exhibitor's fee will not be refunded.
VENUE DIRECTIVES
The following guidelines must be observed at the event:
- The use of lit candles is strictly prohibited.
- TVs are permitted to be displayed in the stand area.
- All power cords must undergo tagging and testing before use.
- Animals are not allowed on site except for guide or therapy animals.
- Smoking is prohibited in all venues except for designated smoking areas.
- Any harassment or violence at the expo will not be tolerated, and the individual or group responsible will be asked to leave the premises.
- Keeping all passageways clear and maintaining easy access to fire hydrants and fire extinguishers is of utmost importance.
- Please ensure that your stand is clean and presentable and that all rubbish is disposed of properly.
- Closed-in shoes are required to be worn for bump in/out sessions.
- No open-toe shoes for bump in/out periods.
- Children under 15 are not allowed in the venue for bump-in/out sessions.
- If driving a car in the halls then hazards must be turned on.
- No forklifts are available on-site.
BRIDAL BAG PROMOTION
The Bridal Bag promotion includes 600 copies of any shape, size, or sample of your company collateral in the iconic gold I'm Getting Married show bags, distributed complimentary to the attendees at the expo's entrance. This promotion is viral and well-loved by the attendees, who love checking the bags for the goodies and expo specials. The cost for this is $249 per expo.
STAFFING
Exhibitors are reminded that it is their sole responsibility to ensure their stall is staffed for the entire duration of the event, including setup and pack down.
MUSICIANS
- The following guidelines apply to musical performances at the event:
- Musicians are allotted a maximum of 15 minutes of playtime per hour.
- All music played at the expo must be kept at a low volume level to ensure that conversations between vendors and attendees occur without disruptions.
- Musicians are responsible for bringing and setting up equipment within their designated stand space.
- A maximum of 4 musicians are allowed per expo.
SOCIAL MEDIA PROMOTION
As an exhibitor, you will receive promotional Facebook posts on the Wedding Expos Australia event page. These posts will inform visitors of your attendance and increase exposure for your business at the event. If you plan on distributing promotional items, samples, or any other special offers, please inform us, and we will promote them. If you create reels or videos from the expo, we would love for you to share or tag us, too.
PHOTOGRAPHY, VIDEO
Exhibitors attending the photography and videography event have booked a year in advance, and only they are permitted to promote photos, videos, photo booths, or any other related material at the event. You cannot promote such material at the event if you are not included in this category.
ONE BRAND, ONE STAND
Exhibitors are reminded that their stand is reserved solely for marketing collateral related to the company or business name for which the booking was made. Brand cross-over and stand sharing with other businesses in the exact stand location are strictly prohibited. If there is any confusion about this policy, please contact our team.
HIGH VISIBILITY VESTS
All exhibitors are required to wear high-visibility vests during bump-in and bump-out sessions. Access to the venue will not be allowed without a vest. Pre-purchased vests will be available at your stand location upon arrival. Exhibitors are welcome to wear their vests.
FOOD AND BEVERAGE SAMPLING
Please note that the venue must approve any sampling of food and beverages at the event. The sale of food or drink is prohibited, as the venue holds exclusive catering rights.
SPECIAL EFFECTS
All exhibitors planning to use fireworks, sparklers, and dry ice during the event must seek pre-approval. This process includes submitting a risk assessment, which must be completed and submitted two weeks before the expo date.
EVENT ETIQUETTE
Exhibitors should respect the boundaries of their stands and avoid walking around the venue to distribute marketing materials to attendees. This ensures a fair and orderly environment for all exhibitors and attendees alike. Exhibitors should focus on providing a quality experience at their stand and engaging with potential customers who approach them.
10AMP POWER ACCESS
Power access at the expos for exhibitors is available to all stands on the floor plans unless specified. A 10amp power board supplied to a stand costs $50 per expo. This must be booked and payable before the expo date.
FLOOR PLANS
Wedding Expos Australia events are designed to be open-plan, meaning that the space provided to exhibitors does not include walls, shell scheme booths or partitions. Instead, exhibitors are encouraged to bring their own marketing materials, media walls, trusses, partitions, or any other design elements they feel will help them showcase their brand or service effectively within their boundaries.
However, we ask that exhibitors remain respectful and considerate of their neighbouring stands, ensuring that their displays do not obstruct or impede the visibility of other exhibitors. Exhibitors are also prohibited from freely walking around the venue and distributing marketing materials to attendees. We encourage all exhibitors to remain within their stand's boundary area and be respectful and kind to their neighbours.
NETWORKING - MEET THE TEAM & EXHIBITORS
We believe in the power of networking and building relationships in the industry, which is why we encourage exhibitors to connect and collaborate whenever possible. Our team is always available to assist you and answer any questions. You can find our team at the entrance to the expo or on the floor, and we are more than happy to help in any way we can to ensure the event is a success for everyone involved.
We value your feedback and are constantly working to improve our events and services, so please don't hesitate to contact us if you have any suggestions or concerns. Together, we can create a memorable and successful event that benefits the entire industry.
FURNITURE PACKAGE
Wedding Expos Australia can provide a trestle table, chairs, and a cloth for your stand and set it up before you arrive at the expo. The tablecloths are not on the ground. The furniture package costs $50.00 per expo. The cloth is either white or black.
LANYARDS
Wedding Expos Australia will provide exhibitor lanyards for all exhibitors to wear throughout the entire event. All exhibitors must wear their lanyards, which serve as identification and help with crowd control.
CATEGORY CAPACITY LIMITS
We need to maintain a diverse range of exhibitors and avoid saturation of any one particular category to ensure a well-rounded and enjoyable experience for both exhibitors and attendees. Therefore, we apply strict category limits for each wedding-related business area, including photography, videography, photo booths, venues, and celebrants, among others. This approach ensures that every vendor has a fair opportunity to promote and market their brand while also providing attendees with a broad selection of vendors.
MOTOR VEHICLES ON DISPLAY
- Fuel tank caps were locked, and the minimum amount of fuel in the tank and the ignition keys were removed.
- Refuelling is not permitted in any buildings, this must be done outdoors and at least 30 metres from buildings.
- Vehicles must arrive before 9.00am, and exiting is not required until after 3pm.
- Only the vehicles booked to attend the event are permitted.
- No revving of engines at the exhibition.
TWO BUSINESS LISTINGS FOR ALL EXHIBITORS
All exhibitors are listed on two websites to increase exposure and ensure that attendees at the expos can connect with your business for wedding planning.
The National Wedding Directory
www.thenationalweddingdirectory.com.au
Wedding Expos Australia
www.weddingexposaustralia.com/who-will-be-there/
SIZING OF STAND AREA
Single Stand 3m length x 2m depth
Double Stand 6m length x 2m depth
Extended Stand 12m length x 2m depth
DISC JOCKEYS
If you are exhibiting as a DJ, please be mindful of your neighbours and ensure your music is kept to a low level to allow conversations between attendees and vendors. If there are any problems, please let us know.
RECOMMENDED SUPPLIERS
STAND AND DISPLAY PRINTING
Media Walls, flags, brochures, stickers etc
Easy Signs - easysigns.com.au
COURIER SERVICES
Pack and Send - packsend.com.au
1300 668 000
STAFFING
Sidekicker - sidekicker.com/au
Party Hire Group (Hire Only for Sydney and Melbourne)
Sydney Party Hire Company:
https://www.partyhiregroup.com.au/
In Any Event (Purchase to keep)
Wholesale event supplies:
https://inanyevent.com.au/
SPAM EMAILS
We have received reports of exhibitors receiving spam emails from imposters offering to sell a database. Please be aware that all our emails will be sent from @weddingexposaustralia.com email addresses only. Do not click on any links or reply to emails from any other email address.
We value your feedback and are constantly working to improve our events and services, so please don't hesitate to reach out to us if you have any suggestions or concerns. Together, we can create a memorable and successful event that benefits the entire industry.
Thank you for exhibiting with Wedding Expos Australia.
If you have any questions please don't hesitate to get in touch with us:
