Club Stands and Traders, 2025

The closing date for bookings for trade and club stands will be 11pm on Friday 19 September, 2025.

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General Information

Trader and Club stands should be booked in advance by 11pm on Friday 19 September, 2025. For preference, please use the Booking Form for Traders and Club Stands.

Alternatively, you can contact clubstands@... or traders@..., as appropriate. We need at least a few days' notice before the event because we need to draw up a layout plan of the exhibition hall.

Pitches are usually about 1.8 m (6 ft) square and provided with a table and chairs (see note below).

Tables are likely to be 1.5–1.8 m × 0.75 m (5–6 ft × 2.5 ft). However, we cannot guarantee this; nor can we guarantee that your tables will all match. We have to hire in the tables, and what we get depends on what the company can supply.

Back-boards, screens and display stands will not be provided – you must bring your own.

Power will be provided to traders' stands but not to club stands unless you request it in advance. For all stands, power is only for computer equipment and must not be used for kettles, toasters or the like. Traders should tell us their power requirements in advance.

Chairs are in limited supply. We can only provide two chairs per pitch, up to a maximum of four per booking. Please do not take chairs from other pitches, but ask the Trade Hall manager.

Temperature and Humidity in the Trade Hall. The 2025 venue is essentially a large marquee so, if the weather is cool or humid, then the trade hall will also be cool or humid. If you have products for sale that are likely to be affected by such conditions (e.g. books, magazines) then you will need to take suitable precautions.

Safety is paramount and we will require you to remove any equipment that is likely to be a hazard to people, or to cause damage to the infrastructure. In particular, please note that if you have any heavy equipment you must bring suitable load-spreaders (e.g. battens or 1" boards). We also reserve the right to refuse a power connection to any equipment that we consider to be electrically unsafe.

Pricing and other arrangements are similar to those for last year, and are explained below.

Club Stands

Caving clubs can benefit from reduced-rate pricing – your first table is free. We will be running the usual prize for Best Club Stand. BCRA's Special Interest Groups are considered to be clubs, as are the national bodies affiliated to BCA, such as the Regional Caving Councils.

Pricing is as follows...

First table and two chairs only free
Subsequent tables, and upto 4 chairs £10 each
Power feed (computer equipment only, no kettles or toasters) £5
Admission tickets not included

How to Book your Club Stand

For preference, please use the Booking Form for Traders and Club Stands. Alternatively, you can contact clubstands@... by 11pm on Friday 19 September, 2025. We will invoice you for any payment due.

Traders

The Exhibition Hall is expected to be open on Friday evening from 7 pm to 11 pm for setting up. Registration for delegates is expected to open at 8 pm, closing at 22:30. (These times are provisional and will be confirmed nearer the date). The Exhibition Hall will re-open for traders at 8:30 am on Saturday. The room will be locked overnight.

If you have a preferred location in the Exhibition Hall, please let us know. However, please note that we cannot guarantee to place you in a specific plot. The number and location of power points will be limited, so it is essential that we know your requirements, including the total power (e.g. 2 × 150 W) of equipment used. Don't forget to tell us about kettles, lights, computers and any other electrical equipment you will be using. We reserve the right to refuse to connect any equipment that we consider to be electrically unsafe. Please bring suitable load-spreaders (e.g. battens or 1" boards) if you have any heavy equipment.

Parking and access arrangements

Information on access to the exhibition hall – to be announced

Camping information

Information on tents, motorhomes and caravan pitches – to be announced

Pricing

Each table £40
Power feed included, but you must specify requirements
Admission Tickets Usually one per pitch, but please ask.

How to Book your Trade Stand

For preference, please use the Booking Form for Traders and Club Stands. Alternatively, you can contact traders@... by 11pm on Friday 19 September, 2025. We will invoice you for payment. Please tell us...

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This page, www.forms.hidden.earth/stands.html, was last modified on Sat, 30 Aug 2025 19:07:33 +0100