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Conference Manual Exhibitor Booking

Conference Exhibitor Booking

Business and Staff Information

Booker Details

Title*:
Forename(s)*:
Surname*:
Email*:
Company Name*:
Mobile*:
Company Phone*:

Main Contact Details

Same details as above

If the main contact details are not as above please ensure you fill out the fields below.

Title:
Forename(s):
Surname:
Email:
Company Name:
Mobile:
Company Phone:

Additional Details

Special Requirements:



























If 'Other' Please Specify:

Billing details

Name:*
House Number/Building Name:*
Address Line 1:*
Address Line 2:
City/Town*:
County:
Country*:
Postcode*:

Stand and Exhibition Details

If you are exhibiting under a different company name to that of your billing and booking information please inform events@trees.org.uk

Description of Exhibition (Max 40 words):

This text will be used to advertise your stand in the exhibitor web listings.

Business Class* Required:

Please select the appropriate Business Class and Business Type from the options below:


Plots

Plot layout for Conference 2022

Please Note: Plots greyed out are no longer available

Prices

For commercial businesses each plot is £500 and non-commercial is £450.

Choose a plot

Please choose your preferred plot(s) from those shown below (Please note all plots are listed even those currently booked):









IMPORTANT: If the plot you have selected here is not available a member of our team will contact you to arrange an alternative plot(s).
All prices shown above are exclusive of VAT.

Advertising and Sponsorship Opportunities

Sponsorship:




Advertising Options:








All prices shown above are exclusive of VAT.

Set-up/Take Down Arrangements

Please select a preferred slot from those below.

You may set-up during the following times ONLY:


You may take down during the following times ONLY:

Between 16:00 & 19:00 on Wednesday 11th Sep

Main Booker Delegate Option

Do you wish to also attend the conference talks and workshops (if yes please select from the options below)?


If you said NO, click here to scroll to additional Staff Member 1

If you do not want any additional staff members attending, click here to jump to the notes

Early Bird Booking (Ends 8 August)

Select package

Full Residential Conference - 4 Day Full Conference attendance including all dinners plus bed and breakfast on Sunday, Monday and Tuesday night.

£690 – Early Bird

£800 – Normal

Residential Conference - 3 Day Full Conference attendance including all dinners plus bed and breakfast on Monday and Tuesday night. Does not include Sunday dinner, Sunday bed and breakfast or the Sunday Field Trip.

£600 – Early Bird

£725 – Normal

Individual Options (only select if you have not opted for a Package)

Our rates (Excl. VAT) for the conference are as follows:

Select option

Sunday 4 September 2022

Sunday Field Trip

£50

Sunday Dinner

£35

Bed & Breakfast Sunday

£65

Monday 5 September 2022

Day Delegate Monday

£150 – Early Bird

£190 – Normal

Monday Dinner

£35

Bed & Breakfast Monday

£65

Tuesday 6 September 2022

Day Delegate Tuesday – Member

£150 – Early Bird

£190 – Normal

Tuesday Dinner

£35

Bed & Breakfast Tuesday

£65

Wednesday 7 September 2022

Day Delegate Wednesday

£150 – Early Bird

£190 – Normal

Additional Stand Staff

Refreshments and meals for 1 person (your named contact) are included for all 3 days in your stand fee. If additional staff will be attending please add them below and indicate which days they will be attending - you will be charged per day for each additional member of staff. These charges do not include access to Conference lectures, dinner and accommodation. If you require these, please book as a delegate in the form below (you will not be charged the £40 exhibitor staff rate).

Additional stand staff member 1:

Title:
Forename(s):
Surname:
Email:
Special Requirements:


























If 'Other' Please Specify:

Please select attendance days:



Additional stand member 1: If you also wish to be a delegate please indicate your requirements from the options below:

Additional staff member 1

Do you wish to also attend the conference talks and workshops (if yes please select from the options below)?


If you said NO, click here to scroll to additional Staff Member 2

If you do not want any additional staff members attending, click here to jump to the notes

Early Bird Booking (Ends 8 August)

Select package

Full Residential Conference - 4 Day Full Conference attendance including all dinners plus bed and breakfast on Sunday, Monday and Tuesday night.

£690 – Early Bird

£800 – Normal

Residential Conference - 3 Day Full Conference attendance including all dinners plus bed and breakfast on Monday and Tuesday night. Does not include Sunday dinner, Sunday bed and breakfast or the Sunday Field Trip.

£600 – Early Bird

£725 – Normal

Individual Options (only select if you have not opted for a Package)

Our rates (Excl. VAT) for the conference are as follows:

Select option

Sunday 4 September 2022

Sunday Field Trip

£50

Sunday Dinner

£35

Bed & Breakfast Sunday

£65

Monday 5 September 2022

Day Delegate Monday

£150 – Early Bird

£190 – Normal

Monday Dinner

£35

Bed & Breakfast Monday

£65

Tuesday 6 September 2022

Day Delegate Tuesday – Member

£150 – Early Bird

£190 – Normal

Tuesday Dinner

£35

Bed & Breakfast Tuesday

£65

Wednesday 7 September 2022

Day Delegate Wednesday

£150 – Early Bird

£190 – Normal

Additional stand staff member 2:

Title:
Forename(s):
Surname:
Email:
Special Requirements:


























If 'Other' Please Specify:

Please select attendance days:



Additional stand member 2: If you also wish to be a delegate please indicate your requirements from the options below:

Additional staff member 2

Do you wish to also attend the conference talks and workshops (if yes please select from the options below)?


If you said NO, click here to scroll to additional Staff Member 3

If you do not want any additional staff members attending, click here to jump to the notes

Early Bird Booking (Ends 8 August)

Select package

Full Residential Conference - 4 Day Full Conference attendance including all dinners plus bed and breakfast on Sunday, Monday and Tuesday night.

£690 – Early Bird

£800 – Normal

Residential Conference - 3 Day Full Conference attendance including all dinners plus bed and breakfast on Monday and Tuesday night. Does not include Sunday dinner, Sunday bed and breakfast or the Sunday Field Trip.

£600 – Early Bird

£725 – Normal

Individual Options (only select if you have not opted for a Package)

Our rates (Excl. VAT) for the conference are as follows:

Select option

Sunday 4 September 2022

Sunday Field Trip

£50

Sunday Dinner

£35

Bed & Breakfast Sunday

£65

Monday 5 September 2022

Day Delegate Monday

£150 – Early Bird

£190 – Normal

Monday Dinner

£35

Bed & Breakfast Monday

£65

Tuesday 6 September 2022

Day Delegate Tuesday – Member

£150 – Early Bird

£190 – Normal

Tuesday Dinner

£35

Bed & Breakfast Tuesday

£65

Wednesday 7 September 2022

Day Delegate Wednesday

£150 – Early Bird

£190 – Normal

Additional stand staff member 3:

Title:
Forename(s):
Surname:
Email:
Special Requirements:


























If 'Other' Please Specify:

Please select attendance days:



Additional stand member 3: If you also wish to be a delegate please indicate your requirements from the options below:

Additional staff member 3

Do you wish to also attend the conference talks and workshops (if yes please select from the options below)?


If you said NO, click here to jump to the notes

Early Bird Booking (Ends 8 August)

Select package

Full Residential Conference - 4 Day Full Conference attendance including all dinners plus bed and breakfast on Sunday, Monday and Tuesday night.

£690 – Early Bird

£800 – Normal

Residential Conference - 3 Day Full Conference attendance including all dinners plus bed and breakfast on Monday and Tuesday night. Does not include Sunday dinner, Sunday bed and breakfast or the Sunday Field Trip.

£600 – Early Bird

£725 – Normal

Individual Options (only select if you have not opted for a Package)

Our rates (Excl. VAT) for the conference are as follows:

Select option

Sunday 4 September 2022

Sunday Field Trip

£50

Sunday Dinner

£35

Bed & Breakfast Sunday

£65

Monday 5 September 2022

Day Delegate Monday

£150 – Early Bird

£190 – Normal

Monday Dinner

£35

Bed & Breakfast Monday

£65

Tuesday 6 September 2022

Day Delegate Tuesday – Member

£150 – Early Bird

£190 – Normal

Tuesday Dinner

£35

Bed & Breakfast Tuesday

£65

Wednesday 7 September 2022

Day Delegate Wednesday

£150 – Early Bird

£190 – Normal

IMPORTANT NOTES:

BOOKINGS ARE NOT SECURE until you have provided us with (a) FULL payment, (b) Risk Assessment AND (c) Insurance details that meet the Arboricultural Association’s requirements.

Appendix

Exhibitor Safety Guide

Please read the following notes to ensure that there are no problems when demonstrating/displaying your products.

AIM: Our aim is to enable you to exhibit your product as effectively as possible whilst observing the highest standards of best practice and public safety. We will work with exhibitors to meet this aim and demonstrate the industry’s commitment to safe working practices. As guests of the venue we are obliged to meet with their rigorous safety standards.

Risk Assessments

ALL Risk Assessments MUST cover the Set Up of the Stand, Time During the Event and Break Down of the Stand.

ALL Risk Assessments will be subject to the approval of the Safety Officer prior to the Conference.

ALL staff, agents and sub-contractors must be aware of and have access to the Risk Assessment.

An exhibitor Risk Assessment form is attached and must be completed by all exhibitors. If there are any queries, visit www.hse.gov.uk and download their leaflet ‘5 Steps To Risk Assessment’.

If you require further guidance, please email or call Tony Lane (Safety Officer) at tony@amlane.co.uk or on 01884 840386.

This form MUST be completed before booking will be confirmed. The Safety Officer, or his deputy, will be visiting each plot before the Conference opens to check and discuss safety standards with exhibitors.

Please note that an HSE inspector may also be on site and has the power to close our event where safety issues are compromised.

The Safety Officer and other members of the organising committee are empowered to close down any stand that does not reach the required standard.

1. General Safety
  • During the Conference, including the set-up and take down period, you are operating fully under the provisions laid down in the Health and Safety at Work (etc.) Act 1974 and associated Regulations.
  • Each exhibitor should appoint one person to represent their company/event on safety matters and liaise with the event Safety Officer.
  • Exhibitors MUST carry out a Risk Assessment covering their time at the event.
  • Please obey ALL venue speed limits.
  • Exhibitor's vehicles, equipment, materials etc., must not obstruct emergency access routes.
  • Operators of certain plant must be trained and certificated to do so. Evidence of competency should be available for inspection where applicable.
  • Any area marked and taped off is out of bounds and must not be entered.
2. Slips, Trips and Falls:
  • Guy ropes, fixing pins, frames and other trip hazards will be clearly marked and protected.
  • Exhibits, merchandise, stands and other items will be positioned to minimise the risk of trip or the obstruction of public walkways.
  • All low-level Exhibits, merchandise, stands and other items will be marked to minimise the risk of trip.
  • All surfaces will be slip resistant in all conditions whether wet or dry.
  • Wires or cables will be routed safely to avoid trip, and/or placed within a cable protector.
  • Edges of staging or steps must be suitably guarded against accidental falls.
3. Tables, Stands, Exhibits, Signs and Display Boards
  • Free from sharp edges or edges are adequately protected.
  • Stable and will not collapse or fall over if accidentally knocked.
  • Adequate for the loads applied.
  • Are secure in windy conditions.
  • Any items likely to cause cuts, penetrating wounds, pinch or crush injuries are suitably masked and/or secured.
4. Manual Handling
  • All exhibitors MUST comply with the Manual Handling Operations Regulations 1992.
  • All personnel engaged in manual handling will be adequately trained for the task and should hold a nationally recognised award e.g. NEBOSH, Lantra.
  • All manual handling tasks MUST be assessed by a competent person and effective controls put in place.
5. First Aid
  • First aid facilities will be available on the days of the event via the AA Conference desk.
  • The Event Safety Officer MUST be informed of any accident immediately.
6. Fire Safety and Smoking
  • SMOKING is prohibited in all venues, areas, and buildings except in areas designated and indicated by the venue organisers.
  • Exhibitors MUST NOT obstruct designated fire doors, fire escape routes or emergency access points.
  • No fires, barbeques, gas burners, cookers are permitted within the grounds of the venue without the safety officer’s permission.
  • In the event of fire within the Venue Buildings:
    • i. Raise the alarm using the nearest FIRE ALARM
    • ii. Contact the nearest event official who will contact an AA Staff member.
    • iii. Move the public away from the fire.
    • iv. Follow the directions of the FIRE SAFETY signs.
7. Hazardous Substances
  • Exhibitors will comply with Control of Substances Hazardous to Health Regulations 2002.
  • Any Substance marked with hazard symbol MUST be accompanied by a Material Safety Data Sheet and a CoSHH Assessment.
8. Generators and Electricity
  • All electrical leads must be protected against accidental damage and causing a trip hazard.
  • All electrical equipment must carry an electrical test certificate (Portable Appliance Testing) in accordance with BS 7671:1992. Any electrical equipment deemed unfit by the conference safety officer or their deputy may not be used until checked by a competent person.
9. Set Up and Take Down
  • Conference set up and take down will only occur during the times specified in the booking form.
  • All personnel operating machinery MUST wear HI VIS clothing.
  • Please observe the site speed limits.
  • Before setting up or taking down a stand the exhibitor MUST liaise with adjoining stands to ensure health and safety is maintained at all times.
10. Rubbish
  • ALL rubbish and packaging generated by the stand MUST either be taken away by the exhibitor or deposited in the designated containers.
11. Working at Height, Scaffolds, Ladders and Steps
  • All work at any height must be in accord with the Working At Height Regulations 2005.
  • All ladders, step ups and scaffolds must be fit for use and inspected by a competent person.
  • Scaffolds MUST be inspected before use and after use on each day or prior to use on the following day. A record of inspection MUST be available for inspection.

Risk Assessment

Download Risk Assessment Form

Payment

If you have a purchase order number, please request an invoice using the checkbox below and add your purchase order number in the field provided.

I require an invoice

Purchase Order Number:

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