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    Executive overview

    The NZFFA Annual Conference is a joint exercise between the National Executive and one of the NZFFA branches.  It normally runs over 3 or 4 days and consists of a mix of formal meetings (for which the National Executive is responsible) and site visits and social events arranged by the local branch. 

    The conference attracts people with a wide range of interests and it is important that the programme is arranged in such a way that it makes it as easy as possible for each group to attend the sessions they are interested in. For this reason, the business sessions are normally grouped together and held on a weekday as this minimises the time required to attend the formal sessions and allows those professionally involved in forestry to attend as part of their normal work.

    The site visits normally follow the formal conference business and, again, grouping these together means that those who are primarily interested in this aspect of the conference are not having to fill in time while the business sessions are in progress.

    A typical conference programme looks like this:

    Sunday Afternoon:  National Executive Meeting followed by Neil Barr Trustees meeting.
    Sunday evening: Dinner for Organising Committee hosted by National Executive.
    Monday:  Branch Management Meeting, Council Meeting, Annual General Meeting, Invited Speakers.
    Monday evening: Welcome Dinner.
    Tuesday: Field visits.
    Tuesday evening: Awards Dinner.
    Wednesday: Field visits.
    Wednesday evening: Free evening.
    Thursday (optional): Field visits.

    While the order of the various events can be changed, it is important that the formal meetings are kept together and similarly the field visits.

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    Background

    The Annual Conference is held alternately in each island.  The responsibility of the National Association to stage a conference is delegated to the chosen branch.  The designated branch forms a Conference Committee to organize the Conference.  The National Association remains ultimately responsible for the Conference and the Conference Committee reports to it.

    A branch considering holding a conference should apply to Council at least three years in advance.  Considerations include:

    • Sufficient accommodation for conference participants. (Set a realistic upper limit on attendance.)
    • A venue large enough for those attending (especially Opening and Awards Dinners and AGM).
    • Anterooms for the National Executive meeting usually the day before the Conference, and the Council, and Branch Management, usually held on the first day of the conference.  Meeting audio-visual equipment requirements are detailed elsewhere.
    • A core of 5-8 keen people to organise the conference.
    • A support group of up to 20 people to assist during the conference (driving, directing buses, etc).
    • Adequate transport, public address systems and catering.

    The National Association provides a float, usually of $1,000 (but organising committees who use professional conference organizers like EventMergers often require $3,000), use of the Association’s conference GST number (76-367-043), and the assurance that any loss will be covered.  On the other hand, if there is a net profit it is distributed as follows:

    • the branch hosting the conference is entitled to 30% of the net audited profit of the conference – the rest goes to the NZFFA National Office
    • usually the entire audited profit plus the float is sent back to the Association – the 30% share is then send back to the host branch

    The organising Branch will decide how they wish to spend their share of Conference profits.  Some projects to date include:

    • Establishment of demonstration trial areas
    • Establishment of charitable trusts
    • Supply of books to local schools and libraries
    • Supply of equipment for branch field days (speaker systems)
    • Support a local arboretum

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    Planning a Conference

    Liaise with the National Executive, who will require a draft programme and budget by the July Executive Meeting prior to the conference.

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    Conference committee and functions

    These responsibilities may be combined depending on the strengths and interests of your committee.

    1. Chairperson/Convenor

    • Arrange speakers and prepare notes of introduction
    • Arrange people to thank speakers
    • Arrange facilitators for workshops, if required
    • Prepare programme to present to National Executive
    • Be strong on organisation and delegation
    • Support and supervise committee members
    • Control proceedings during conference
    • Is responsible for overseeing each day’s events
    • Liaise with National Executive

    2. Secretary

    • Write letters and maintain correspondence file - access to a word processor and email required
    • Record committee minutes and decisions
    • Advise National Office of the number of registrants so that sufficient Annual Report documents can be printed.
    • Make information requests to National Office

    3. Conference Registrar

    • Will require a computer, email, postal address and answerphone. A P.O. Box address and special conference email address can be prudent in case you have to change Registrars or want to share the Registrar’s duties 
    • Prepare registration form for November and February issue of the NZ Tree Grower (previous forms are a good guide).  Check the deadline date for delivery of the forms to the NZ Tree Grower.  The publisher can arrange printing of the forms but a local printer is usually more cost effective.
    • Make sure the programme is on the form and includes the timing of the Branch Management and Council meetings.  Indicate that day registration is an option.
    • Keep forms clear and simple to follow - trial on a volunteer to check clarity and programme.  Prices to be GST inclusive – have the conference GST number on the form.
    • Include registration for Special Interest Groups if they are holding field trips.
    • Consider sending registration forms to non-NZFFA members who attended the last conference
    • Liaise with National Office regarding placing registration form and other conference material on the NZFFA website.
    • The online system for recording and sorting registrations will be set up for you on the NZFFA website once your registration form is available to work from.
    • A master list of registrants can be downloaded from the online database for name tag printing.  The tags can have a code to indicate which events registrants are attending. Sometimes different coloured tags are used for Conference Committee, National Executive, Patron and First Timers.
    • Organise/control registration desk
    • Ensure limited office facilities are available during conference. It is especially useful to have someone who can assist people who turn up late after buses have gone
    • Liaise with catering officer to ensure meals for day attendees
    • Be aware that if the Registrar is the only contact given in conference advertising, he/she will get all the calls.  Better idea is to bracket the Registrar as contact with another person who can handle non-registration matters (e.g. Conference Convenor or Organiser, or even just another committee member who has good access to communication media and desirably is available during the day).

    4. Conference Treasurer

    • Requires familiarity with accounting and banking procedures and liaison with the Registrar
    • Open conference bank account – usually the branch’s own bank will set up a special conference account.  Two of the branch’s existing bank account signatories have to request this and then remain signatories of both accounts, but additional signatories may be added to the conference account
    • If required, request a float from National Office one year before conference - $1,000 to $3,000 is usual but the amount is negotiable
    • Ensure all monies received are banked. The Registrar will often bank the cheques but needs to inform the Treasurer of the individual amounts for each registrant.  Likewise the Treasurer needs to inform the Registrar of registration payments received by direct credit through the banking system.
    • Table a report on the finances to each committee meeting.
    • Prepare a budget to allow a comfortable surplus, say of the order of $10,000.
    • For convenience, budgeting can be on a GST inclusive basis but the accounts must be prepared on a GST exclusive basis.
    • Budget for extra or alternative functions (e.g. day registrations)
    • Use NZFFA special conference GST Number (76-367-043).  The GST returns will be sent to you from National Office to fill in – payments basis, 6-monthly periods Jan-June and July-Dec.
    • If registrations are not being handled by a professional organiser, you can use the National Office credit card clearing facility - contact the administration officer for advice on this.  If using National Office, the registration form must have the statement: Sorry, American Express not accepted. National Office receives the money from credit card payments it clears manually and also from registrants who register themselves online – these receipts are credited to the conference bank account at about fortnightly intervals.
    • Determine cancellation policy, e.g. $20 charge for early cancellation and $50 for within a fortnight or month of conference
    • Prepare budget by previous July for presentation to National Executive
    • Liaise with registrar re money still owed
    • Complete final budget – request examples from previous conference committees or national office
    • Assist other branches with their planning for future conferences as requested
    • After the conference close the bank account and send the remaining balance to National Office.  National Office will remit the local branch’s share back to the local branch.
    • Format for conference surplus funds to National Office
      1. Send surplus funds back to National Office as a single payment after all the accounts have been finalized, or else if finalising the accounts is delayed, transfer instalments to National Office
      2. Finalise accounts and provide a profit and loss statement
      3. Send the documentation to National Office to enable the accounts to be audited – including registrations received on paper, invoices, bank statements, correspondence, minutes, agreements with sponsors.  Auditing takes place in the February following the conference.
      4. Close the conference bank account.
      5. Provide a spreadsheet of all conference registrants to head office after Conference
    • If conference committees are unsure about any aspect regarding the conference profit they need to contact the National Executive

    5. Accommodation Officer

    • Contact motels and hotels to pencil in block bookings as soon as possible before the conference. This should attract discount tariff; possibly also free services such as meeting rooms and equipment if the accommodation is at the main conference venue.
    • It makes transport easier if accommodation is on one transport route or a small number of circuits.
    • National Executive normally arrive a day early and all stay at the same venue
    • Arrange to meet all delegates who arrive by public transport
    • Work closely with registrar - liaise on almost daily basis by last few weeks
    • Co-ordinate incoming and departing transport arrangements
    • In the past, conference committees often made all the accommodation arrangements, and if so the accommodation officer would do this and the following two points apply:
      1. Obtain guaranteed rates in writing before advertising in the NZ Tree Grower
      2. Band accommodation into price ranges for registration form in November and February issue of the Tree Grower.  Full range of prices needed.  Majority of delegates request cheaper accommodation
    • Latterly conferences have offered some assistance to the delegates to find accommodation, such as listing and pre-booking those on the bus routes, but the actual arrangements are left to the delegates themselves.

    6. Transport Officer

    • Obtain quotes for full size coaches, smaller buses and minibuses
    • Oversee field day transport arrangements
    • Arrange local transfer of arriving delegates to accommodation
    • Arrange local transfer of delegates to conference venues and meetings, and back to accommodation - if appropriate arrange bus stop signs at pick-up points
    • Arrange local departing transport of delegates to transport hubs
    • Provide each bus driver with maps and clear instructions, and practise with dry runs to get timing guides – desirably a fully-informed committee member or other courier should travel on each bus.  Be aware that despite the arrangements you make with the bus company, on the day some of the bus drivers may not be familiar with the local roads.
    • All buses require a working PA system with good mikes that are easy to use
    • Ensure a spare bus is available to cover for mechanical break-downs
    • Travel field trip routes in advance with senior driver or manager, take at least one bus and ute on dry run
    • Plan routes to allow sufficient parking, plus turning room when other buses are parked
    • Check that farm roads/tracks can cope with up to 8-10 buses whatever the weather
    • Check routes just before conference (overgrowth/scratch the paintwork/weather damage/road works, etc, cut branches back etc.)
    • Allow at least 20 minutes to load buses at field stops (but when conditions are good it can take less and so field day organizers should have a Plan B to absorb a few extra minutes from time to time)
    • Organise head courier; lead all briefing/debriefing sessions with couriers
    • Obtain a low slung 4WD to transport aged, disabled and pregnant people
    • Load juice, apples and snacks daily on each bus
    • Ensure that the courier or another person on each bus has first aid training.  In some districts a 4WD medic aid ambulance is available to accompany field trips.
    • Arrange for 2 people to have transport on hand and act as gofers during the conference
    • Install identifying numbers and/or destination labels front and back of each bus – a kerbside bus number sign makes it easy for people if the order of the buses has changed.
    • During the conference, check that any repairs needed are carried out, and that buses carry spare tyres
    • Smaller buses can be more efficient at pick-ups and drop-offs than larger buses but minimising the size of the circuits could have the same effect.  Using minibuses for morning pickups can have the advantage of reducing the working day hours for the drivers of the main buses, thus enabling the field trip return journeys to be later in the evenings. 

    7. Head Courier

    • Allocate one courier per bus to give a commentary describing the area being driven through. Couriers should know the area themselves, and not just read someone else’s notes. Commentaries to be interesting but brief - people on the buses like to chat to each other
    • Couriers to be responsible for food on bus trips and rubbish bags
    • Make sure there are back-up couriers in case any are unavailable on the day.
    • Make sure each bus courier has a cellphone
    • With transport officer, brief the couriers before each day’s excursions - allow up to 30 minutes. Debrief each evening
    • Useful to have couriers confirm to passengers at end of each day what the next day’s programme is, and when/where it starts. If next day’s programme extends into evening without returning to base it is especially desirable to confirm this the day before

    8. Field Day Officer

    There can be an overall Field Day Officer but often this is a shared role with a different person taking responsibility for each day.

    • Liaise with hosts and presenters over arrangements for field trips; obtain copies of speeches to go in the proceedings.
    • Time the field trips.  Allow a minimum of one hour in and out to look at anything or get on and off bus.  Not too many stops - but try to plan venues so that people aren’t sitting on a bus for more than about an hour at a time
    • Arrange port-a-loos - allow one port-a-loo per 50 people
    • Make sure shade/shelter and drinking water are available
    • Arrange practical details such as signs, taking down fences, ensuring gates are/can be unlocked
    • Arrange robust sound system, with good batteries, fitted to 4WD vehicle/farm bike and roving hand-held mikes, for all groups. Make sure people know what plugs in where.
    • Organise back-up sound system
    • Make sure speakers know how to use the mikes and face the group
    • Educate speakers to repeat the question
    • Coordinate with couriers on buses with interesting range of information and local knowledge
    • Check out the position as regards public liability, OSH requirements, etc.  The Association’s public liability insurance covers the conference field days.
    • Arrange hi-viz jackets for committee members (and helpers) on field trips
    • Arrange supply of cardboard/felt pens
    • Appoint a time-keeper for each venue and someone (especially younger people/women) to give vote of thanks
    • Useful if basic washing facilities can be organised after long visits
    • Note that people become weary after a long day, especially if they do not get a break back at their accommodation before the evening meal.
    • Ensure there are off-road vehicles available for those with limited mobility or to extricate someone in an emergency.

    9. Catering Officer

    • Organise all meals from beginning to end of conference, including lunches, AM and PM teas
    • Conference costs generally include all meals except breakfast and one evening meal
    • To ensure food is served promptly, allow at least one dispensing point per 50 people.  Buffet tables can be set up so that people can serve themselves from both sides.  Separate the tea/coffee dispensing point from the food tables – even separating the tea from the coffee point is a good idea.
    • If serving tables, allow at least one waiter per 25-30 patrons.
    • Have at least two helpers exclusively responsible for the alcohol area/ supervising the bar and have a few others who can help on demand at pressure times. Often a local service club will man the bar in return for a donation.
    • Be sure to check out the situation regarding liquor licence requirements and apply for the necessary liquor licences in good time.
    • At more recent conferences registrants have been issued with tickets for two “free drinks” (wine, beer or fruit juice) at each social hour – a cash bar operates if they want more.  About one bottle of wine is provided per four diners on the tables at the dinners – a selection of red and white wines to suit different preferences.
    • Set a top table for President and distinguished guests on Opening night and Awards night
    • Arrange place names for distinguished guests
    • Having tables that aren’t too big for people to talk across (rectangular better than round) can be a consideration
    • Encourage new people to mix in with old hands
    • Arrange a meal with the National Executive and Conference Committees and their spouses on the night before the conference (Association expense)
    • Executive arrive on the day before conference and usually require a light lunch for executive and spouses plus afternoon tea. (Association expense)
    • Arrange morning tea for the conference debrief (if one is being held) on the day after the conference.
    • A packed lunch is adequate for field trips: e.g. a bread roll, 2 sandwiches, a muffin, a cake and a piece of fruit (or equivalent).  Arrange sufficient hot water and plastic or disposable cups for fast serving of tea/coffee.  Supply fruit juice and drinking water
    • Arrange morning and afternoon tea (fruit/drink/energy snacks) to accompany each bus – can be cost effective to purchase supermarket specials or from a grocery warehouse – people do not take one of everything every time, and so overall numbers work out at less than the total delegates multiplied by total morning and afternoon teas.
    • Remember to include bus drivers and field day helpers in the numbers for catering
    • Allow 5 extra dinners and 5 extra lunches per 100 people.  Liaise with registration desk to make sure these amounts will cater for day attendees
    • In the past local organisations have been used to supply lunches, but food handling regulations now make professional caterers desirable
    • Cater for vegetarians, i.e. people who eat eggs and dairy products but not meat or fish – should be provision for recording special dietary requirements on the registration form.
    • Obtain all quotes in writing

    10. Sponsorship Officer/Trade Display

    • Contact possible sponsors up to 12 months ahead – earlier is better
    • Possibilities:
      • Satchels
      • Name tags
      • Stationery/pens
      • Brochures
      • Trees
      • Happy Hours
      • AM/PM tea
      • Field trips
      • Product
      • Cash!!
      • Sponsorship of whole day
    • Obtain list of NZFFA major sponsors from National Executive  - at the moment Husqvarna (who sponsor the Farm forester of the Year Awards) are the main one
    • Liaise with National Office regarding Husqvarna Farm Forester of the Year Awards - vacuum cleaners, chainsaws and safety gear.  Ensure you know who is dealing with the Husqvarna representative and what his/her requirements are.  Husqvarna may want to involve their local agent.
    • Prepare sponsorship proposal and distribute.  Each conference should approach both local and national sponsors, including those used at recent previous conferences.  It is important that the propositions offered to sponsors address the value sponsors will get in return for their support.
    • Negotiate special deals and get advertising copy for proceedings (again coordinate with the Tree Grower advertising)
    • Follow up with a personal visit/phone call/letter to sponsor by local representative
    • It can save time, money and anguish to employ a professional sponsorship organiser - even if only for long enough to get things under way.  But the professional must understand your purpose/aims/culture
    • Draw up a sponsorship contract form setting out agreed obligations - this can provide comeback if the money isn’t paid
    • Arrange opportunities for sponsors to say a few words if possible
    • Consider a sponsorship appreciation certificate
    • Arrange trade display area for sponsors and others who wish to make a display
    • Allocate space for trade displays - preferably an area that is lockable or has another form of security
    • Maintain contact with those who have booked a display area – there are often changes
    • Be prepared for those who turn-up without a booking
    • Be there when they set up (to ensure they stay in their allocated space) and pack up, be prepared to help (trolleys, etc)

    11. Publicity Officer

    • Involve the local media, radio and trade magazines at least 6 months before the conference
    • Invite them to field days and keep them informed
    • Liaise with NZ Tree Grower editor about publicity for the Conference
    • Complimentary registrations may be provided for media people, but ensure it is a value for value situation (talk over with a National Executive person if in doubt)
    • Prepare a short promotional article for the August, November and February issues of Tree Grower.  Ensure the programme is in the promotional material
    • Organise a conference article for the May NZ Tree Grower
    • Arrange media coverage before, during and after conference
    • Liaise with local and national media
    • Arrange a photographer to cover the opening night speeches and awards.  Photographer on the opening night to take high quality colour photographs of:
    • Minister of Forests (if present)
    • Landcare Trust Award for Innovation in Sustainable Farm Forestry
    • Husqvarna North and South Island Farm Forester of the Year Award Winners
    • Others, i.e. President

    Proofs to be available next day for:

    • Press statements on the above
    • Branches to use immediately, i.e. distribute to local newspapers and not have to wait for photos to arrive two weeks later.
    • With modern digital photography, photos taken during the conference can be displayed on a screen during formal dinners, etc.

    12. Proceedings Editor

    • Once speakers have been confirmed, request papers for the Proceedings. Give deadlines and contact details
    • Biographical notes are helpful and should be asked for at the same time
    • Liaise with sponsorship officer for advertisements to be included.
    • Maintain close contact with the printer.
    • Delegates list (first names, surnames, town of residence) should be printed last to get all names, but note privacy issue – have box on registration form for delegates to tick if they want their names in the proceedings
    • Note that National Office requires 10 copies of the Proceedings for legal deposit at the National Library and supply to libraries.  It is a good idea to offer copies to your local libraries.

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    Health & Safety Plan / Risk management

    You must have a health & Safety / Risk Management Plan

    First Aid

    • Arrange first aid courses for sufficient committee members, couriers and others prepared to be dedicated first-aiders so that there can be one at least one trained first-aider on each bus.  Some of your helpers may already have current practising first aid certificates.
    • In some districts a specialist Paramedic with a 4WD ambulance may be available to accompany each Field trip. His equipment will include a comprehensive First Aid Kit, including a defibrillator and Epipen.  In some areas St Johns may provide this or similar service.
    • A comprehensive First Aid Kit including a defibrillator and Epipen should accompany each Field Trip.
    • A trained basic first aider should be on each field trip bus.
    • Buses usually have basic First Aid kits and fire extinguishers on board – check they are going to have these or make alternative arrangements
    • Have laminated sheets with the names of your first-aiders and their cellphone numbers, plus the numbers of other key personnel and the GPS coordinates of the sites you will visit.  Also information about lack of cellphone coverage and in that case nearest cellphone coverage and landline.
    • Have a spare vehicle to take back people who become unwell or suffer a minor injury.

    Communications

    • At the end-of-day housekeeping announcement for following, day include any H. & S. advisories as appropriate. E.g.  Weather expectations; reminder to wear Hi Viz vests, sturdy boots and safety helmets when visiting logging sites; taking care when boarding the bus on any narrow country road stops; remembering water bottles.
    • Ensure a safety briefing is given on arrival at sites where there are on-site hazards
    • Courier or organiser on each bus to have a cellphone, and also where appropriate to be aware of lack of cellphone coverage and nearest available coverage and landline.  Forestry company personnel and a specialist paramedic may have satellite phones.  Hand-held radios can also be hired.
    • The PA system at field sites facilitates outdoor emergency announcements.
    • Provision on registration forms for people to indicate medical or mobility issues.

    General

    • Hi Viz vests to be worn on all field trips by Paramedic, couriers, first aiders and committee members.
    • Safety helmets, Hi Viz vests or jackets, steel capped boots and safety helmets are required to be worn on all working logging sites.
    • Water and snacks to be available on each bus.
    • Portaloos to be provided on all Field trips unless alternative toilet facilities are available.
    • In rough terrain, and off-road vehicle is available to take someone who has a minor injury or is in some way not well enough to continue with the planned field trip.
    • A pilot vehicle with warning light is available to precede bus convoys along narrow roads and at narrow road venue stops.  Also deploy road cones if appropriate at stops.
    • Use hazard warning tape to indicate on-site hazards, e.g. steep slope beside track.

    Public Liability & Fire Insurance

    The National Office Association Liability Insurance Policy covers the conference. 

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    Pre-Conference Detail

    A. General

    • Organise someone to be gofer for National President throughout the conference\
    • Involve national press
    • Keep one evening free
    • Provide for all age groups and interests
    • Allow time to renew old acquaintances and to relax
    • The last night is a good time for an informal function
    • Have a contingency plan in case of bad weather or speakers who can’t turn up
    • Make time for thanking local committee
    • Liaise with National President’s regarding opening speaker – if you decide to invite a cabinet Minister the President usually extends the invitation
    • Presentation of Husqvarna Farm Forester of the Year and other Awards can be on different nights, but in recent years we have tended to have them all on an Awards Evening which then has a tendency to run over time.  A condition of the Landcare Trust Innovation Award is usually that it is presented during the Awards Dinner which includes the Farm Forester of the Year presentations.
    • If you have a guest speaker, no longer than 30 mins and in between courses
    • Have only a professional and entertaining after-dinner speaker - not necessarily on forestry subject
    • Any entertainment to be simple and short.  Background music not to be obtrusive
    • Consider liaising with/involving other environmental organisations
    • Remember to select local awardees for the Neil Barr Agroforestry and Peter Smail Shelter Awards which can be presented at a field trip.  The book tokens presented to mark these awards are arrange by National Office
    • Free night is mandatory
    • Be aware the some people will want to leave early on the last day.
    • If there is an evening speaker, delegates should be given time to change clothes after field day
    • All reports to the AGM are printed by National Office in the Annual Report document which should be available at registration – in recent years it has become customary to not place the Annual Report document in the conference satchels as not everyone wants one
    • Matters passed at Council meeting (or Business Session of the AGM) should be approved at AGM with discussion only
    • It has become customary in recent years for a “Business Session of the AGM” to be held separately from the Formal Session of the AGM.  This enables more free-ranging debate at the Business Session and more emphasis on the Executive providing information to members on the issues of the day facing the forestry industry and NZFFA.
    • The deadline for remits is the February National Executive meeting preceding Conference, and National Office usually informs branches of upcoming remits in January so that they can be discussed at branch annual meetings in February.
    • If conference committees are unsure about any aspect regarding the conference profit they need to contact the National Executive.

    B. Opening and Awards Dinners

    • Chairperson or Conference Convenor to liaise with National President over programme
    • Arrange photographer and media (radio and newspaper) coverage of speeches and awards
    • Have at least 5 serving points or 10 waiters to cater for 300 people
    • During the evening inform delegates of procedures and details of the following day’s programme – remember some may leave early
    • Conclude the formal part of the evening by 9.30 p.m.
    • It has become customary to hold a separate Awards Dinner.  Presentation of Awards occupies most of the available time.  Awards include: Husqvarna Farm Forester of the Year for both North and South Islands, Landcare Trust Grants Award for Innovation in Sustainable Farm Forestry, possibly a Neil Barr Foundation Award, possibly the Neil Barr Award (agroforestry) and Peter Smail Award (shelter).  The latter two are chosen by the host branch and are often younger farm foresters, although there is no actual age criteria.

    C. Satchels & Registration

    • Pack these in the week before the conference - include Proceedings, a list of delegates (may be in the Proceedings), a map of the town and the district, and a card programme
    • The Annual Report document now has the accounts, President’s Report, Treaurer’s Report, all other reports, remits, agendas and minutes of previous AGM.  Liaise with National Office on the number that need to be printed – note in recent years the Annual Report documents have been available at registration but have not been placed in the conference satchels as not everyone wants them.
    • Coloured stickers or tickets may be included with the name tag as entry to specific functions. Identify first-time Conference goers.
    • The Executive and Patron may be given ribbons or different colour name tags
    • You may choose to have satchels waiting for delegates when they arrive at their accommodation so that they do not need to report to registration so soon, but this has to weighed up against the extra work and confusion it may create.
    • Ensure all accommodation has a copy of the programme at the front desk
    • When registering delegates, allow plenty of space and multiple desks (perhaps alphabetical)
    • Have a desk for general enquiries and pamphlet displays throughout the conference

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    Meeting Requirements

    1. Executive

    • Day before official opening starting 1:00 p.m. (or as otherwise arranged by Executive) – organise meeting room and afternoon tea, liaise with National Executive whether lunch also required.
    • Requirements:  Seating for 8-10 in boardroom setting, overhead projector, whiteboard with pens and eraser, photocopier or access to one nearby.

    2. Branch Management, Business session of the AGM and Council Meetings

    Please print the times in the Tree Grower registration form as well as in your programme (times are subject to consultation with preceding conference committees and the National Executive).  To help give an indication of numbers, have boxes to tick on the registration form if registrants expect to be at these meetings.  An indicative timetable follows:

    9.30 a.m.  Morning tea for 50
    10.00 a.m. - 12 noon Branch Management - (50)
    Lunch (Allow for the number expected for the Business Session)
    1.00 – 3.00 p.m. Business Session of AGM (80)
    3.00 p.m. Afternoon tea for 80
    3.30 - 5.00 p.m. Council Meeting for Branch Councillors (40)

    Requirements: Overhead projector and screen set up and working before, whiteboard, pens and eraser, extension cord, table at door for people to pick up papers, seating at front table for four, speaker system, roving microphones.  If required, Power Point projector with laptop and screen.

     3.  Neil Barr Farm Forestry Foundation Trustees

    Usually takes places place before the conference but avoiding a clash with the National Executive – expect 5 to 6

    4. AGM

    Requirements:

    • Public address system, lectern and standing microphone plus roving microphones
    • Record the proceedings
    • Power Point projector, laptop and screen
    • PA system, computer and overhead not on same circuit/plug, to reduce interference/static
    • All working before the meeting starts
    • Whiteboard, pens and eraser
    • Top table for 10 on a raised platform
    • Water and glasses on table
    • No other meetings organised at the same time as or before the end of the AGM.

    5. Special Interest Groups

    Contact the Special Interest Groups for their requirements - these meetings should not coincide AGM with the conference but organizers must make provision for these meetings at other suitable times and note that some delegates desire to attend more then one.

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    Historical guidelines

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