26th March - 30th March 2025
ROYAL EXHIBITION BUILDING
& CARLTON GARDENS

STAY UP TO DATE

2025 Outdoor Package Sites

Site Fees

18m2 Package (Southern Drive)

SITE FEERATE PERIODRATE EXPIRYPRICE
NGIV MembersEarly Bird4th August 2024$4,988 inc GST
Non-MembersStandard No Expiry $6,144 inc GST
NOTE – Applications submitted after the Early Bird Rate Expiry date will not be eligible for the Early Bird Rate

18m2 Package (Carlton Gardens)

SITE FEERATE PERIODRATE EXPIRYPRICE
NGIV MembersEarly Bird4th August 2024$6,374 inc GST
Non-MembersStandard No Expiry $7,880 inc GST
NOTE – Applications submitted after the Early Bird Rate Expiry date will not be eligible for the Early Bird Rate

36m2 Package (Carlton Gardens)

SITE FEERATE PERIODRATE EXPIRYPRICE
NGIV MembersEarly Bird4th August 2024$7,623 inc GST
Non-MembersStandard No Expiry $9,524 inc GST
A limited number of 36m2 Package Sites can be increased to 54m2 Package Sites. If you are interested in learning more about availability please reach out to Event Management.
NOTE – Applications submitted after the Early Bird Rate Expiry date will not be eligible for the Early Bird Rate

Location

18m2 Package (Southern Drive)

D Section – Outdoor sites located on the sealed road directly South of the Royal Exhibition Building.

Marked as Dark Blue squares (numbered 1-20) running horizontally along the centre of the Show Map.

18m2 Package (Carlton Gardens)

A & B Sections – Outdoor sites located on the grass within the World Heritage listed Carlton Gardens.

Marked as Dark Blue squares (various numbers) spread through the green areas (indicates the areas on grass) found on the Show Map.

36m2 Package (Carlton Gardens)

A & B Sections – Outdoor sites located on the grass within the World Heritage listed Carlton Gardens.

Marked as Light Blue squares (various numbers) spread through the green areas (indicates the areas on grass) found on the Show Map.

Please note the linked map refers to the numbers and dates from the 2024 Show. It will be updated closer to the 2025 Show once the final details and site numbers are confirmed. Not all sites will have the same designation for the 2025 Show.


Suitability

Preference for all outdoor sites will be given to products that are directly related to the horticulture industry. If the volume of applications for the Show or within a certain Site Type are above the volume available, priority will be given to those that are exhibiting a product or service that has a closer link to the content of the Show, as well as to NGIV Members.

Examples of suitable products (including, but not limited to):

  • Green life
  • Garden tools
  • Garden equipment
  • Garden Decor
  • Outdoor products
  • Products with a focus on the use of plant life

Show Dates & Times

  • Wednesday 26th March – 9am to 5pm
  • Thursday 27th March – 9am to 5pm
  • Friday 28th March – 9am to 9pm
  • Saturday 29th March – 9am to 5pm
  • Sunday 30th March – 9am to 5pm

NOTE – All times remain subject to change


Site Inclusions

FEATURE18m2 Package (Southern Drive)18m2 Package (Carlton Gardens)36m2 Package
Marquee6x3m6x3m6x6m
Space18m2Up to 30m2 (Marquee plus space to main path)Up to 48m2 (Marquee plus space to main path)
FlooringNot includedUp to 30m2 (Marquee plus space to main path)Up to 48m2 (Marquee plus space to main path)
Power1 x 10amp power outlet1 x 10amp power outlet1 x 10amp power outlet
Lighting1 x fluorescent light1 x fluorescent light1 x fluorescent light
SignageMarquee gable signMarquee gable signMarquee gable sign
Staff Passes6 per day6 per day6 per day

In addition to the above, each exhibitor will receive:

  • Exhibitor listing in the Official Show Program
  • Exhibitor listing on the Show’s official website including hotlink to your business website and social media
  • Free parking (limited availability) within close proximity during bump in and out days (not available on Show days)
  • Access to discounted Show tickets to use for promotional purposes

Bump In & Out

18m2 Package (Southern Drive)

Exhibitors are able to commence bump in from Saturday 22nd March up until Tuesday 25th March.

Exhibitors are only permitted vehicle access (one vehicle only) directly to their site all day on on Saturday 22nd and Sunday 23rd. Direct vehicle access (one vehicle only) is only permitted from 3-5pm on Monday 24th and Tuesday 25th, with access via foot only for the remainder of those days.

Exhibitors are able to commence bump out from Sunday 30th March, with no vehicle access before 7pm. All bump out must be completed prior to the end of Monday 31st March.

18m2 Package (Carlton Gardens) & 36m2 Package

Exhibitors are able to commence bump in from Thursday 20th March up until Tuesday 25th March.

Exhibitors are permitted vehicle access throughout the bump in period, but should only bring vehicles to their site if they are required for deliveries or hold essential tools. Further details around alternative parking options will be provided within the Exhibitor Manual.

Exhibitors are able to commence bump out from Sunday 30th March, with no vehicle access before 7pm. All bump out should be completed prior to 12pm Tuesday 1st April.


Considerations

Do not assume that the space outside your marquee is available for use, even if it was used in previous years. If you wish to request the use of additional space please submit your request to Event Management for consideration.


Official Suppliers

Marquees

Harry the Hirer is the official marquee supplier at the Show. All Package sites at the Show will include a marquee that will be installed prior to your arrival.

For all 18m2 Package (Southern Drive) sites, click here to view the specs of the marquee you will receive.

For all 18m2 Package (Carlton Garden) sites, click here to view the specs of the marquee you will receive.

For all 36m2 Package sites, click here to view the specs of the marquee you will receive.

The above links outline the size of the marquee and how the structure will be set up at the Show. This includes the walls that are attached to each marquee. Harry the Hirer will contact you in the planning phase of the Show to confirm your walling preference. More information will be provided on this is in due course.

The below images showcase the following marquee set ups:

  • 18m2 Package Site (Carlton Gardens) with no front walls (default setup)
  • 36m2 Package Site (Carlton Gardens) with front walls (please note the additional marquee leg in the middle and weights required on the ground)

Marquees will be set back approx. 1-2m from the path, depending on the location of surrounding trees, the surface slope etc.

In some cases, due to existing Tree Protection and Structural Root Zones, weights will be used to secure marquees instead of pegs. The weights will be positioned on each corner of the marquee.

We strongly encourage any additional structures are ordered through our official marquee supplier, Harry The Hirer, and not personally installed structures.

If you intend to bring your own marquee, Event Management must be notified before your arrival on site and the City of Melbourne engineering requirements must be adhered to. Below are the rules to consider regarding the use of your own structure:

  • Front of House
    • Must be branded i.e. not generic marquee with no company branding
    • Must be in good condition
    • Must be weighted/tied down as per the Event Management specifications
  • Back of House
    • Must be in good condition
    • Must be weighted/tied down as per the Event Management specifications

Appropriate weights and tie-down equipment will be available at the Show for hire for a fee which will be detailed in the Exhibitor Manual.

Flooring/Grass Protection

No Fuss Event Hire is the official flooring supplier at the Show. All Package sites at the Show will include flooring as grass protection that will be installed prior to your arrival.

As a package site, the entire space under the marquee will be floored, as well as the space joining the marquee to the main path and included in the price of the site. Any additional flooring will be at the cost of the exhibitor.

The exception to this is the 18m2 Package Sites (Southern Drive), which are not set up on the grass and therefore do not need grass protection.

As a requirement of the City of Melbourne, all sites must have a grass protection method in place wherever foot traffic is expected within the site. Where a design is not used to protect the grass, exhibitors must use protective flooring from the Show’s official supplier, No Fuss Event Hire.

In 2024 the Show transitioned to Supa-Trac flooring for all package sites at the Show. This product is preferred by the Show due to it’s increased accessibility, durability, reliability and capacity to protect the grass within the venue, a requirement of the venue hire from City of Melbourne. Exhibitors are able to order the standard No Fuss Flooring (Profloor) if desired for 2025, but the preference is for all sites to have Supa-Trac where possible.

It is the responsibility of exhibitors to ensure that areas within your site you expect/want Show visitors to enter should be suitably floored, and any negligence or failure to order sufficient flooring may result in the Show passing on any subsequent costs received due to damage to the turf.

If you wish to use alternative flooring methods you must seek approval form Event Management prior. Examples of unauthorised grass protection includes astro-turf, carpet tiles and trak mat.

Power & Lighting

Garnet Electrical is the official power & lighting supplier for the exhibitor sites at the Show. All package sites will receive 1 x 10amp power outlet and 1 x LED light within your marquee.

You are permitted to bring lights and other electrical fittings of your own, noting anything intended to be used on site must have an in date Test & Tag applied. No other electrical companies are permitted to complete works on site.

If you wish to make any additional power or lighting orders, an order form and contact will be provided for Garnet Electrical in the planning phase of the Show.


Sharing/Sub Assignment of Sites

The Show reserves the right to limit the sharing or sub assignment of a site across multiple brands/businesses. If you intend or wish to promote multiple brands/businesses at your site, you will need to provide information to Event Management prior to the Show for them to review.


Payment Info

Early Bird Applications

  • 10% of Site Fee payable upon notification of the application being accepted and receival of a tax invoice
  • 30% payable no later than 6th December 2024, or, if the application occurs at a later date, upon notification of the application being accepted
  • 60% payable no later than 31st January 2025

Standard Applications

  • 40% payable no later than 6th December 2024, or, if the application occurs at a later date, upon notification of the application being accepted and receival of a tax invoice
  • 60% payable no later than 31st January 2025, or, if the application occurs at a later date, upon notification of the application being accepted and receival of a tax invoice

Should any payment of the Exhibition Fee be paid by you via credit card, please note a 1.5% surcharge on all credit cards will apply.

Please refer to the Terms and Conditions for full payment and general exhibitor information.


Fill out the below form to apply for an Indoor Site at the Show

NEWSLETTER SIGNUP

Subscribe to receive all the latest information and exciting news about the Melbourne International Flower & Garden Show via email.

Translate Website