Subletting
Subletting at Fieldays
Subletting is where an exhibiting company referred to as a ‘Main Exhibitor,’ shares part of their site with another company.
Main Exhibitors can sublet up to 49% of their total site footprint and can integrate their site with their sublet, or have clearly separated spaces.
Applications open in early October 2024.
Is Subletting right for you?
Apply for a ‘Standard Sublet’ site if:
1. You want to have a presence on an existing Main Exhibitor’s site.
2. The business you are applying for is a separate legal entity to the ‘Main Exhibitor’. This includes but is not limited to:
- parent, subsidiary and sister companies
- affiliated charities and organisations
- naming rights sponsorship arrangements with other entities
- a friend or family member promoting their products or services on your site (if not from the same company)
- stock, signage, branded vehicles, or promotional material or any kind not directly related to products or services sold/provided in the Main Exhibitor’s usual business
Not a separate company? If you want an additional listing so you can showcase more than one product/service, consider a Listing Only Sublet.
Sublet Inclusions & Requirements | Listing Only Sublet | Standard Sublet |
|---|---|---|
| Complete application form | x | ✓ |
| Accept Fieldays Exhibiting Terms & Conditions | x | ✓ |
| ‘Starter’ Exhibitor Listing | ✓ | ✓ |
| Can upgrade/edit listing | ✓ | ✓ |
| Can order power | x | ✓ |
| Can order Exhibitor Tickets | x | ✓ |
| Compulsory Hazard identification form | x | ✓ |
Information
Standard Sublet eligibility
1. Subletting Exhibitors must meet the exhibiting criteria for the precinct they are applying to sublet within, as outlined in the Fieldays 2025 Exhibiting Criteria.
2. Registered charities that meet the below conditions may apply to sublet in areas they do not meet the exhibiting criteria for, provided they:
- have a pre-existing affiliation with the Main Exhibitor
- provide a valid Registered Charity number
- advise of any intended fundraising activities at the time of application
3. Due to licencing and certification restrictions, exhibitors selling alcohol in The Pantry, as well as Food Vendors (except for the Good George bar areas), are not permitted to Sublet or have Sublets sharing their site.
4. The Subletting Exhibitor will need to obtain permission from the Main Exhibitor before submitting their application, and are permitted to Sublet on one site only.
Main Exhibitor conditions
1. A Main Exhibitor may not submit an application on the Sublet’s behalf.
2. Main exhibitors are permitted to have multiple Sublets on their site, as long as these collectively occupy no more than 49% of the total site area.
3. In cases where the ‘Main Exhibitor’ is facilitating a Hub with multiple Sublets, approval can be applied for to waive the 49% clause. This must be applied for and confirmed in writing to sales@fieldays.co.nz at least 10 days prior to the event.
4. Exhibitors may only exhibit in one location within the event, except:
- additional site(s) within the Innovation Awards Marquee
- when the additional exhibit represents a different owned brand and/or product range, with a different trading name listed
- Main Exhibitors can apply to hubs@fieldays.co.nz to have a second presence as a Sublet on a site, a relevant Fieldays Hub as well as their main site. Approval is at the discretion of the Society
Listing Only Sublet conditions
Companies wishing to promote multiple products or services that they usually sell/distribute can contact the Fieldays Customer team at sales@fieldays.co.nz to discuss the potential of adding an ‘Additional Listing’. This enables Exhibitors to promote specific products, services or departments, without needing to complete other forms such as Hazard identification and Site design. To achieve this, a new account is not created, the additional listings are managed in the same Exhibitor Portal.
While acceptance is at the sole discretion of the Society, there are a few key factors that are compulsory when considering the approval of a Listing Only Sublet:
- The additional listing is for the same company/legal entity as the Main Exhibitor
- A company may request to add a listing for a product they distribute, however if the distributer is exhibiting in their own right, the request will be declined*
*E.g. A distributor selling Case IH Tractors could not have an additional listing trading as Case IH, as they are already an Exhibitor. In all instances, the distributor takes precedence over the use of their trading name.
Fees and penalties
- Standard Sublets and Listing Only Sublets are both $255 + GST.
- Any additional financial arrangement for partial payment of main site fees between the Main Exhibitor and the Subletting Exhibitor must be dealt with externally from the Society.
- Main Exhibitors are prohibited from displaying or demonstrating goods and/or services of any company, person or separate legal entity where a Sublet has not been approved by the Society.
- Main Exhibitors who invite another person or entity to display or demonstrate goods and/or services on their site without a Society-approved Sublet will be liable to pay a penalty fee of $1,000 +GST, as outlined in the Exhibiting Terms & Conditions.
Apply to Sublet
Once the form opens in early October, Standard Sublets, including Registered Charities, may apply to Sublet via the APPLICATION – Sublet form in the Fieldays 2025 Exhibitor Portal.
The Fieldays Customer Team will contact the proposed Main Exhibitor and review the eligibility criteria prior to advising the application outcome.
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