Geographical Association Annual Conference and Exhibition

THE UNIVERSITY OF SURREY • THURSDAY 20–SATURDAY 22 APRIL 2017

INCLUSIVE GEOGRAPHIES?

Booking Information for Exhibitors

Official Conference sponsors:

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Exhibiting at the GA Annual Conferencegives you direct access to hundreds ofdelegates with an interest in geographyincluding primary, secondary and FEteachers, lecturers, advisors, inspectors,head teachers, heads of department andco-ordinators, NQTs, students and overseasvisitors.

The Exhibition is an integral part of theConference programme and an excellentopportunity to promote your products andservices directly to a targeted audience. OurConference regularly attracts over 750delegates, with delegates attending frommore than 23 countries in 2016.

The Conference will run over two full dayswith major events and high profile lecturesprogrammed to maintain maximumpresence throughout both days.

VenueThe University is set in beautifullylandscaped gardens, only a 10-minute walkfrom Guildford town centre and railwaystation. Only 40 minutes by train fromLondon, with frequent services throughoutthe day, and served by the M25, M3 andA3, this venue is very well placed. There isalso free car parking on site.

Exhibition spaceExhibition stands are available on a firstcome, first served basis. Each standmeasures 2.5 x 1.5m, price £495 each(£475 for registered charities).The stand price includes:• Organisation contact details and brief

description in the Conference Handbook• Organisation logo, description and link

from the GA website Conference pages• Refreshments each day (for two people

per pitch maximum)• Tables and chairs (available by pre-

booking only)• Internet access via the University WiFi

network.Please request how many stands you need,indicating your first, second and thirdchoices for location. If your requests cannotbe accommodated, alternative space maybe offered.

FurnitureThe Exhibition stands comprise of floorspace only. Exam size tables (measuring61x61cm) and chairs, though free ofcharge, do need to be booked in advance.Please note we are not able to supplydisplay boards or table cloths.

Electric pointsElectric sockets also need to be booked inadvance. Sockets supplied are intended forlight use only – a single socket is notsufficient for running a four-pointextension. Any exhibitors requiring heavierusage must notify the GA in advance andwe will pass on your requirements to theUniversity. Sockets will be positioned withinthe area of your stand at the discretion ofthe contractor. Please ensure that allelectrical items have an up-to-date PATmark to comply with Health and Safetyguidelines. Price per socket: £40.NB electricity cannot be supplied to stands31–40.

The 2017 GA AnnualConference and Exhibitionwill be held at theUniversity of Surrey onThursday 20–Saturday 22 April, with setting upand pre-Conference eventson 20 April.

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Set up andbreak downSetting up hours are 13.00–17.30 on Thursday 20 April. Please ensure thatyou allow sufficient time to get your standfully set up within these hours. Last arrivalswill be at 17.00. Contractors should also bemade fully aware of these times. For Healthand Safety reasons there will be noopportunity for setting up outsidethese hours. If you have only a displayroller banner to site please contact LucyOxley (loxley@geography.org.uk) at GA HQ.

Break down is from 16.00–17.00 onSaturday 22 April. As delegates will stillbe present in the area, it is essential thatyou do not start to pack away your standbefore this time.

Security and storageThe Exhibition area will be locked as soonas the Exhibition closes each day. However,while open it is also open to the public,and exhibitors are responsible for ensuringtheir belongings are kept safe at all times.

Luggage and small valuables, e.g. laptops,may be stored in a lockable room at theowner’s risk. Space will be available on afirst come, first served basis, and it isadvisable to ensure all items are adequatelyinsured. Please note that this area is notavailable for the storage of empty boxes orpacking cases. For access to this facility,please see a member of staff at theWelcome and Information Desk (open13.00–17.30 Thursday and 08.30–18.30Friday).

DeliveriesParcels will be accepted between 08.00and 16.00 from Tuesday 18 April. Pleasenote that deliveries will not be acceptedbefore this date.

An address label for parcels will beprovided with your booking confirmation.Parcels can be collected from the Universityafter Conference. Details available onrequest.

AccommodationThe Holiday Inn Guildford is offering specialConference rates for bed and breakfastaccommodation. Rooms at the hotel are£115 a night single occupancy and £125 anight double occupancy. Call 0871 9429036 quoting Promo/Corporate Code G5Fto receive the discounted rates. Please notebookings cannot be made online using thiscode. You can also find your ownaccommodation on the Visit Guildfordwebsite (www.guildford.gov.uk/visitguildford).

RefreshmentsTea and coffee will be available from therefreshment points all day on Friday andSaturday.

There will be a buffet lunch served from12.00–14.00 on 21 and 22 April, price £12per person per day by pre-booking only.Alternatively there are outlets on campusserving sandwiches and cold snacks.

Conference DinnerThe Conference Dinner will be held at theLakeside Restaurant, University of Surrey on20 April following the Public Lecture,Awards Presentations and wine reception.The price of £36 includes a three-coursemeal, coffee, and two bottles of wine oneach table.

MenuPanko bread brie (v)

A wedge of summerset brie coated in crisppanko bread crumbs & smoked bacon

mayonnaisevvv

Tapenade chickenA chicken breast filled with an olive

mousse, chard green beans tossed withtoasted almonds & parmesan mash

ORMushroom & spinach stroganoff (v)Sautéed mushrooms & spinach in a cream

sauce with paprika ricevvv

Chocolate truffle cake (v)Dark chocolate ganache & light sponge

with cherry compotevvv

Tea/coffee with after dinner mints

Beer TastingA chance to taste a selection of beers fromthe Hogs Back Brewery and hear abouttheir humorous approach to the naming oftheir beers, along with other anecdotesabout the brewery and its history. HogsBack now has its own hop garden, employsaround thirty staff and will shortly becelebrating its 25th year in production. Thetasting will be held at the University ofSurrey on 20 April. Price £15, includingbeer samples and pie and pea supper.

Networking andGeography QuizJoin us at the University of Surrey on 21April for networking and a free hot buffetfollowed by a fun geographical quizincluding a Q&A round, a picture roundand a creative task! A cash sale bar will beavailable.

Please note: all bookings must be madeby Tuesday 28 February 2017. NB Space may sell out before this date.

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Saturday 22 AprilFriday 21 AprilThursday 20 April

Setting up 13.00–17.30

Pre-Conference events, including the Association at Work 12.00–16.00

Evening events Public Lecture 17.45–18.30GA Awards 18.30–19.00Wine Reception 19.00–20.00

Conference Dinner 20.00–22.00

Beer Tasting 20.00–22.00

Registration/delegate enquiries 08.30–18.30 08.30–16.00

Exhibition open 08.30–18.30 08.30–16.00

Conference sessions 09.00–12.35 09.00–12.3513.50–18.25 13.50–15.45

Morning break 11.00–11.45 11.00–11.45

Lunch 12.35–13.50 12.35–13.50

Afternoon break 15.45–16.30

TeachMeet 18.45–20.00

Networking and Quiz 20.00–22.30

Break down 16.00–17.00

Programme at a glanceDetails of all Conference sessions will be available via the GA website soon. See www.geography.org.uk/conference for further information.

Flyer dropOne flyer (maximum size A5) will be placedon every delegate’s chair before either thePresidential Lecture or Keynote Address.One flyer per lecture is available. Directly reach over 300 delegates in thisone flyer drop. (350 required).£365 per flyer (exhibitor)£600 per flyer (non-exhibitor)

Booking InformationadvertsBetween January and March every year,10,000 copies of the GA AnnualConference Booking Information are mailedto all GA members and primary andsecondary schools in a 50 mile radius ofthe Conference venue. A limited number of adverts are available.Full page (inside front cover) £2400Full page £1800Half page £1020

Handbook advertsThe A4 ConferenceHandbook will place your full, half orquarter page colour advert in the hands ofevery delegate, speaker and exhibitor. Space is limited so please book early toavoid disappointment.Full page £435 (exhibitor)

£780 (non-exhibitor)Half page £315 (exhibitor)

£540 (non-exhibitor)Quarter page £225 (exhibitor)

£420 (non-exhibitor)

2017 advertising opportunitiesFull details including when and how to supply your literature and/or otheritems will be confirmed upon booking.

Geographical Association Annual Conference and Exhibition

THE UNIVERSITY OF SURREY • THURSDAY 20–SATURDAY 22 APRIL 2017

INCLUSIVE GEOGRAPHIES?

Conference Handbook

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Booking form

Handbook listingPlease email logo, website address and 50 word description of yourorganisation to Lucy Oxley (loxley@geography.org.uk). This willappear in the Exhibitors Listing in the Conference Handbook andon the GA website.

Please note: entries over 50 words, or including direct advertisingor prices, will be cut without notice.

If you require a straightforward repeat of the 2016 description,

please tick here ■.

Exhibition requirementsTotal number of pitches■

Please refer to the Exhibition plan (page 6) for pitch numbers thenmark your first, second and third choices below. Cost: £495 (£475 charities) per pitch.

1st choice■ 2nd choice■ 3rd choice ■

Total number of:

Exam size tables 61x61cm (free) ■Chairs (free) ■Electric points (£40 each) ■

AdvertisingCopy requirements and deadlines will be sent with your bookingconfirmation.

Conference Handbook advertsSize Price Price

(exhibitor) (non-exhibitor)

Full page £435 ■ £780 ■Half page £315 ■ £540 ■Quarter page £225 ■ £420 ■Booking Information adverts

Full page (inside front cover) £2400 ■Full page £1800 ■Half page £1020 ■

Please indicate no. required

Flyer drop £365 ■ £600 ■

Buffet lunchCost: £12 per person per day 21 April 22 April

Name ___________________________ ■ ■Name ___________________________ ■ ■Name ___________________________ ■ ■Name ___________________________ ■ ■

continued overleaf

Price Price(exhibitor) (non-exhibitor)

Contact detailsName of organisation _____________________________________________________________________________________

Contact name __________________________________________________________________________________________

Address _______________________________________________________________________________________________

_____________________________________________________________________________________________________

_____________________________________________________________________ Postcode ________________________

Registered Charity No. ____________________________________________________________________________________

Tel __________________________________________________________________________________________________

Email ________________________________________________________________________________________________

Total number of staff attending ■ (Maximum 2 per pitch – additional staff will need to book as delegates – see www.geography.org.uk/conference)

Conference Dinner Cost: £36 per person

Please select a main course for each person. Chicken Stroganoff (V)

Name _____________________ ■ ■Name _____________________ ■ ■Name _____________________ ■ ■Name _____________________ ■ ■

Beer TastingCost: £15 per person

Name __________________________________________

Name __________________________________________

Name __________________________________________

Name __________________________________________

Networking and QuizFree of charge

Name __________________________________________

Name __________________________________________

Name __________________________________________

Name __________________________________________

Booking summary

All prices include VAT where applicable. The GeographicalAssociation reserves the right to amend charges should VAT rateschange from the date of printing.

Payment details

■ I enclose a cheque for £ __________________________

made payable to The Geographical Association

■ Please invoice me for £ __________________________

Purchase order number/reference ___________________

Bookings will only be accepted with an official order number/ reference. Payment terms strictly 30 days.

■ Please charge my credit/debit card for £ ______________

Card number

■■■■ ■■■■ ■■■■ ■■■■ ■■Expires ■■/■■ Valid from ■■/■■Issue no ■■ Security code ■■■

Cancellation policyBy returning this completed booking form you are agreeing thefollowing terms and conditions.

Cancellations received before 28 February 2017 will be subject to acancellation fee of 50% of the total cost. The full charge will bemade for cancellations received after 28 February 2017.

Details Total £

Pitches

Electric points

Handbook adverts

Booking info adverts

Flyer drop

Buffet lunch

Conference Dinner

Beer Tasting

Total

Please indicate any special dietary requirements for any of theabove meals.

Name _________________________________________

Requirement _____________________________________

Name _________________________________________

Requirement _____________________________________

Please send your completed booking form to arrive no later than 28 February 2017 to:Lucy Oxley, Geographical Association, 160 Solly Street, Sheffield S1 4BFTel: 0114 296 0088 Fax: 0114 296 7176 Email: loxley@geography.org.uk

Booking form continued