The art and infrastructure of large-scale events

Pictured above: Some of the Exhibition Hire Services team at the MEETINGS National tradeshow.

From Laneway Festival set-up to infrastructure coordination for Synthony, Māori family-owned Exhibition Hire Services has been delivering successful events across Aotearoa for over 25 years. Providing everything from marquees to custom-built stages, National Manager for New Zealand Dane Botherway speaks to the business’ growth over the years, and how its well-positioned to navigate the challenges facing the hospitality industry.

Exhibition Hire Services is part of Coast Group, a collection of businesses that have come together over time to create a one-stop shop for event infrastructure in New Zealand.

With more than 250 team members across four branches in Auckland, Hamilton, Wellington, and Christchurch, the company has grown significantly from its humble beginnings.

Over time, it merged with several other businesses, including Displayworks, which specialises in signage and branding, Carpet & Rug, which focuses on event flooring, Carlton Party Hire, which supplies event furniture and structures, and Show Light & Power, which provides lighting, staging, and power solutions.

While integration did not happen overnight, it has allowed Exhibition Hire Services to expand its offering to a seamless full-service solution for event organisers. Instead of dealing with multiple suppliers, clients have a single point of contact for everything.

“Our competitors realised that it made more sense to collaborate than to compete,” Dane says.

But despite the significant scaling of the company, Dane says that it’s retained a strong team and family-like culture that has kept clients coming back over the years.

“We operate like a family. Many of our team members have been with us for over 20 years, which is rare in this industry.”

The art of event execution

Dane says that the event industry is built on relationships and adaptability, two key strengths he believes Exhibition Hire Services has in bucketloads.

“We have built strong ties with venues and event organisers nationwide, which means we are often involved from the early planning stages. To stay ahead, we also make sure our equipment is up to date, whether that is furniture, flooring, lighting, or digital signage.”

Among the many events the company has facilitated, Dane says one stands out for its sheer complexity: The Barfoot & Thompson 100-Year Celebration in 2023.

Auckland did not have a venue large enough to host 4,000 guests, so the team built three interlinked marquees at Ellerslie Racecourse, complete with three external kitchens, ventilation, and heating systems.

Planning began months in advance, with setup starting in January 2023. Then, Cyclone Gabrielle struck New Zealand just weeks before the event.

“The ground became unstable, and we had to remove and rebuild sections of the structure. We brought in excavators, reinforced the flooring, and redesigned the drainage system, all while staying on schedule.”

Despite the challenges, the event was a huge success.

“Seeing it all come together on the night made it worth it. That is what this industry is about, thinking on your feet and making the impossible happen.”

Another milestone project was setting up an event for the event industry itself: The Meetings Conference in Rotorua in 2024.

For the conference’s gala dinner, the Exhibition Hire Services team built a marquee on a runway at Rotorua Airport. It was one of their most logistically challenging and unique setups.

“Coordinating with aviation authorities, ensuring safety regulations were met, and working around flight schedules added an extra layer of complexity.”

To elevate the experience, the event featured a Matariki-themed drone show over Lake Rotorua, which the company helped set up.

“It was an emotional and exciting night.”

The future is looking bright

Despite the challenging economic times impacting many businesses across the hospitality sector, Dane is optimistic about the industry’s future.

There’s huge growth in the industry with three new major venues opening: the NZ International Convention Centre in Auckland  set to open in February  2026, Tākina in Wellington in 2023, and Te Pae in Christchurch in 2022. These venues are game-changers, and attracting large-scale conferences that previously would have gone overseas.”

“New Zealand is a fantastic event destination. We have world-class facilities, stunning locations, and a team of professionals who know how to pull off incredible experiences. The next few years are looking exciting.”

When asked what keeps him motivated after 15 years in the business, Dane’s answer is simple: the people and the problem-solving.

“No two days are the same. Every event has unique challenges, and we thrive on finding solutions. We never say: ‘that is impossible.’ We just figure out how to make it happen.”