Agenda

___________________________________________________________________________

Committee : Board
Date : Monday 19 October 2015
Time : 08.30 – 16:30 hrs. (lunch will be arranged)
Place : Regina Palace Hotel, Stresa, Italy
Reference : 2015_milan_board_agenda.doc
Chairman : Mr. Vic Krahn, AIPH
Secretary : Mr. Tim Briercliffe, AIPH
___________________________________________________________________________

1. Opening by the chairman, AIPH president Mr. Vic Krahn and approval of the agenda

2. A. Minutes
Minutes of the Board meeting 18 March, 2015, Paris (annex 1) – already approved by email.
- Matters arising

3. Incoming items, announcements, correspondence.

3.1. Open membership fees 2015
3.2. Full Membership application – ANVE, Italy (annex 2a, 2b, 2c and 2d), Hellenic Plant
Material Exporters Association, Greece (annex 3a, 3b, 3c, 3d, 3e)
3.3. Full Membership enquiries – update on current prospects - Bord Bia (Ireland),
Floriculture Products producers and Exporters Association (Sri Lanka), Asocolflores
(Colombia)
3.4. Affiliate Membership application – Val’hor, France (annex 4a, 4b), HortiAlliance,
Netherlands (annex 5), Doppelmayr, Austria (annex 6 – to follow), Philips (annex 7)
3.5. Affiliate Membership enquiries

4. Financial update
4.1. Update on legal case against Mr. Langeslag
The final court hearing should take place on 20 October. Mr Vic Krahn will provide an
update to the Board
4.2. Request for payment of historical expenses from Mr. Doeke Faber (Annex 8)
Mr Tim Briercliffe will summarise a request from Mr. Faber for payment of historical
expenses. The Board needs to make a decision on whether payment is appropriate.
4.3. 2014 P&L and Balance Sheet and Explanatory Notes (annex 9a and 9b).
These were discussed during the last Board meeting so are provided for information.
These accounts were the basis for the Assurance Report provided by the accountants
and will be presented to members at the General Meeting on 21 October.
4.4. 2014 Assurance Report (Annex 10)
As agreed by the Board through email the 2014 accounts were not subjected to a full
audit. Instead the AIPH bookkeeper/accountants were contracted to prepare an
Assurance Report to provide an independent evaluation of AIPH financial affairs.
4.5. 2015 P&L, Balance Sheet to date and Explanatory Notes (annex 11a, 11b and 11c - to
follow)
4.6. Cash flow forecast (annex 12)
In light of the fact that funds will run low until the first gate fees are collected from
Antalya and Tangshan Expos a cash flow forecast has been prepared.
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 4.7. 2016 Budget and long term forecast (annex 13a, 13b)

5. Report of the Secretary General (annex 14)

6. AIPH Governance
6.1. Election process (annex 15)
Mr Tim Briercliffe will outline the election process to take place during the General
Meeting. According to the re-election schedule within annex 15 the following positions
will be open for election:
President – Candidate: Mr. Bernard Oosterom (Netherlands)
Vice President – Candidate: Mr. Tim Edwards (UK)
Chair Novelty Protection Committee – Candidate: Mr. Tim Edwards (UK)
Chair Green City Committee – Candidate: Ms. Karen Tambayong (Indonesia)
Representative Region 2 – Candidate: Mr. Gijs Kok (Netherlands)
6.2. Regional representation on AIPH Board (annex 16)
During the last meeting Board approved new regions to be proposed to the General
Meeting. These changes have also been incorporated within proposed changes to AIPH
Regulations to be discussed in 6.3.
6.3. AIPH Elections procedure – Regional Representatives (annex 17)
A new procedure for electing regional representatives has been added to the AIPH
Regulations (Section V.4).
6.4. Revision of AIPH Regulations (annex 17)
In addition to 6.3 other small changes have been made to the AIPH Regulations. These
are highlighted in Annex 17. Board requested to recommend approval of revised
Regulations to General Meeting.

7. AIPH Strategy
7.1. AIPH Strategic Plan – Action Plan Update (annex 18)
Mr Tim Briercliffe will update the Board on progress of Strategy Actions

8. Committees
8.1. Committee work plans and budgets (annex 19)
The chairs of the Committees will explain workplan activity since the last meeting and
proposals for 2016.
8.2. Terms of reference (annex 20)
Updated Terms of Reference for each Committee will be presented to the General
meeting:
8.3. Relevant issues for the committees
8.4. Science and Education
Mr. Tim Briercliffe will update the Board on the development of a Growers conference in
2018.

9. Statistical yearbook
9.1. Update on sales of the 2014 edition and launch of 2015 edition
Mr Andras Treer and Ms Maria Wallin will update the Board.

10. International Grower of the Year

10.1. Launch of new IGOTY competition
Mr. Tim Briercliffe will update the Board on progress with the new-look competition.

11. New Projects

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 11.1. International Vision for Global Ornamental Horticulture project to evaluate the future for
the production industry (annex 21)
Mr. Tim Briercliffe will introduce to the Board this new project funded by the former Dutch
Product Board. There will be a specific session on this project for members on 20
October.
11.2.Proposed new group for Flower Auction Markets
Mr. Kevin Chung proposed the idea of a new group within AIPH to address the common
issues for Flower Auction Markets. This idea has been welcomed by FloraHolland and
Holambra (Brazil) and will be proposed to the Board to approve investigating the concept
further.

12. Exhibitions
12.1. Revision of the regulations on exhibitions (annex 22a and 22b)
Mr. Tim Briercliffe will introduce the proposed new Regulations for Exhibitions. These
draft regulations take on board points raised during the last meeting of the Marketing
Committee and the last Board meeting. These draft regulations will be proposed to the
Marketing Committee on 21 October 2015 to secure final agreement.
12.2.Contracts for Expo Oraganisers
Mr. Tim Briercliffe will introduce the contracts that have been signed (Almere, Annex 23)
and those to be signed for Tangshan (Annex 24), Taichung (Annex 25), Beijing (Annex
26)
12.3.Expo Antalya 2016 – progress concerns (annex 27)
Mr. Tim Briercliffe will detail the current situation regarding progress at this Expo

13. Preparation of future meetings.

13.1. Proposals
Spring 2016 – Vancouver, Canada – Mr. Bill Hardy will update the Board on
preparations for the next meeting which will include a Green City Conference.
See http://www.cnla-acpp.ca/greencity
Congress 2016 – Antalya, Turkey (joint event with Union Fleurs)
Spring 2017 – no proposal
Congress 2017 – Holambra, Brazil (to be confirmed)
Spring 2018 – Taichung, Chinese Taipei
Congress 2018 – Almere, Netherlands

14. Contacts with related organizations.

See Secretary General report (annex 14).

15. Other matters

16. Closure
After this meeting all participants are invited to dinner

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Minutes (Final)
___________________________________________________________________________

Committee : Board
Date : Tuesday 17 March, 2015
Time : 09.00 – 16:30 hrs.
Place : Paris Marriott Opera Ambassador Hotel, Paris, France
Reference : 2015_paris_board_minutes_draft.doc
Chairman : Mr. Vic Krahn, AIPH
Secretary : Mr. Tim Briercliffe, AIPH
___________________________________________________________________________

Present:
Mr Vic Krahn Chairman
Mr Shinya Wada Vice-Chairman and Representative Region VI
Mr Bernard Oosterom Vice-Chairman and Chair of Novelty Protection Committee and
Representative Region II
Mr Tim Edwards Representative Region I
Mr Bill Stensson Representative Region IV
Ms Karen Tambayong Chair Green City Committee
Ms Haiyan Kong Representative Region VI
Mr Osman Bagdatlioglu Representative Region V
Mr Andras Treer Chair Statistics Committee and Representative Region III
Mr Gery Heungens Chair Environment Committee
Mr Kevin Chung Chair of Marketing Committee

In attendance:
Mr Tim Briercliffe Secretary General
Ms Maria Wallin AIPH Business & Events Manager
Prof Qixiang Zhang China Flower Association
Ms Sevgin Utlulig OAIB, Turkey

Apologies:
Mr Bill Hardy Chair Science & Education Committee

1. Opening by the chairman, AIPH president Mr. Vic Krahn and approval of the agenda
The Chairman welcomed everyone, including Professor Zhang and Maria Wallin. Mr. Krahn
told Board members that we need to work to keep relevant to growers and all that we are
engaged in. He is excited about the new Expo Conference and this helps us keep relevant.
Also we’re working now to our Strategic Plan so a lot has been put in place.

2. A. Minutes
Minutes of the Board meeting 15 September, 2014, Qingdao (annex 1) – These had already
been approved by email. This was noted by the Board.
- Matters arising- none

3. Incoming items, announcements, correspondence.

3.1. Open membership fees 2014 – T Briercliffe reported that fees are outstanding from
COHA and JardinSuisse. Note: subsequently found that COHA had paid. T Edwards
said that he has good contact with JardinSuisse through ENA and that he would pass
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 this contact to T Briercliffe to stimulate more engagement with AIPH. T Briercliffe also
informed the Board that Victor Santacruz (CNLA) had encouraged JardinSuisse to
participate during a recent International Garden Centre Association meeting in
Switzerland.
Regarding the entry of members on the new AIPH website it was suggested by H Kong
that only the actual member should be listed. T Briercliffe agreed but noted that in many
countries the organisations underneath the member were more widely known and we do
not want to lose our public association with them. It was agreed that we should include
reference to these organisations but more as a sub-level on the website. V Krahn
suggested that we could include a paragraph summary for each member and include
this information there.
3.2. Full Membership application – AmericanHort, USA (annex 2a, 2b and 2c). Board were
pleased to receive this application and agreed to recommend approval to General
Meeting. All in favour.
3.3. Full Membership enquiries – T Briercliffe updated the Board on current prospects - Bord
Bia (Ireland), Floriculture Products producers and Exporters Association (Sri Lanka),
Val’hor (France). Work is ongoing to engage with each of these. T Briercliffe also had
the opportunity to give a presentation about AIPH at a recent ENA meeting and ENA
members have subsequently been contacted and invited to the Spring Meeting. G
Heungens has contact with a French organization through CopaCogeca and would
follow this up for AIPH.
3.4. Affiliate Membership application – The new Affiliate Membership category was promoted
during IPM Essen. Under the AIPH Charter Affiliate membership can be approved by
the Board without having to go to General Meeting. Applicants were MPS, Netherlands,
and Bavaria, UAE.
MPS application (supported by Dutch member NTR) – proposed W Stensson, Seconded
K Chung. Approved
Bavaria application – T Briercliffe explained that there was no AIPH member in UAE so
the application was supported by references, i.e. details of membership of Chamber of
Commerce. K Tambayong suggested that we need more information on verifying quality
of affiliate members. Chamber of commerce membership was not adequate. W
Stensson suggested that we have the ability to terminate Affiliate membership if deemed
appropriate in future. It was suggested that we should write to them with lists of do’s and
don’ts, i.e. a Code of Conduct for Affiliate members. On this basis the approval of
membership for Bavaria was proposed by W Stensson, Seconded by B Oosterom.
Approved
Agree to send letter detailing expectations of membership and acceptance for them to
agree. All in favour.
3.5. Affiliate Membership enquiries – T Briercliffe reported on interest from the following
companies which would be pursued: Fleuroselect (Netherlands), Guernsey Clematis
(Guernsey), Floramedia (Europe), IPM Essen (Germany)
K Tambayong informed the Board about her efforts to get Singapore into membership.
She has met with Landscape Industry Association of Singapore (LIAS) who would like to
join however, plans to hold a congress there this year have had to be postponed as the
dates do not suit LIAS. K Tambayong said that with more time they will come on board
and that the Singapore parks authority, NParks are also supportive. V Krahn
recommended inviting LIAS to the Green City conference in Vancouver to engage them
with AIPH.

4. Financial update
4.1. Update on legal case against Mr. Langeslag

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 V Krahn updated the Board. Following the negative result last year from the Dutch
courts AIPH was permitted to appeal. The appeal was prepared by Diusens lawyers.
To ensure that all arguments were fully covered V Krahn and B Oosterom met with
another legal firm in November and it was agreed that they should audit the appeal
prepared by Diusens. This was done and the Diusens work was endorsed. The appeal
was due to be heard in January but it was delayed. The judge was supposed to reach a
verdict by the end of February but this will now be 29 March. We do not yet know the
outcome.
K Tambayong asked what the consequences would be of the outcome. V Krahn said
that this depends on the outcome. K Tambayong advised caution in not spending too
much more pursuing this. V Krahn confirmed that there would be no further spending on
this issue without Board approval.
4.2. Bank account status
T Briercliffe informed the Board that AIPH had finally opened a bank account with
Barclays in the UK. Within this account we will run a Euro and Sterling (GBP) account.
4.3. 2014 P&L, Balance Sheet and Explanatory Notes
T Briercliffe introduced the draft 2014 P&L and Balance Sheet to the Board along with
the explanatory notes which were appreciated. T Briercliffe explained the foreign
currency exchange losses figure. T Edwards suggested that we could seek to reduce
this loss by hedging money and buying currency forwards. H Kong asked whether we
could pay UK bills in Euros but it was pointed out that this would still be converted to the
exchange rate and UK companies would not take the currency risk on this. H Kong
asked whether this risk could be shared with the supplier. W Stensson advised that
forward buying of currency is usually only done for large transactions and that the
amounts discussed here would probably be too small to make this worth considering. A
Treer suggested increasing the amount of income gained in GBP. It was agreed that
when large sums are being billed (e.g. expo gate fees) then AIPH should consider the
most favourable currency for that transaction.
Board asked for a more detailed breakdown on the income and expenditure from the
2014 Green City Conference in London.
4.4. 2015 P&L and Balance Sheet to date
T Briercliffe introduced the reports to end of January 2015. There were no comments on
this.
4.5. Updated long term best and worst case forecasts and Income Generation Plan
T Briercliffe introduced the different forecasts which were provided to the Board to flag
issues to consider when planning the 2016 budget.
K Tambayong suggested that costs could be reduced by making more use of members
within a region rather than always sending the President or SG. This would also help
reduce carbon footprint.
W Stensson pointed out that the ‘worst case’ forecast still assumes new income from
IGOTY and gate fees. A true worst case forecast should allow for these not coming
through. H Kong supported the comment by W Stensson and also proposed evaluating
SG performance against financial income success and rewarding accordingly.
T Briercliffe mentioned that there will also be new income from the FloraHolland project
but as this has only just been discovered there are no numbers included for this.

5. Report of the Secretary General (annex 7)

T Briercliffe proposed taking the report as read. He referred to discussions with Floralies. G
Heungens explained the relationship between Floralies of Nantes and Belgium.
V Krahn asked the Board whether the SG Report covered the information they wanted to
see. K Tambayong suggested it should include more pictures and also more information

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 from members on what they are doing for AIPH in their own countries. A Treer noted that he
was very happy with the reporting.

6. AIPH Governance
6.1. Election process for Vice President
T Briercliffe outlined the election process to take place during the General Meeting and
informed the Board that only one nomination had been received – Professor Zhang
(CFA)
6.2. Re-election process for Board members
T Briercliffe explained the process of re-election for Board members. During the General
Meeting W Stensson and A Treer would stand down and be put forward for re-election to
the Board.
6.3. Regional representation on AIPH Board (annex 9)
T Briercliffe introduced Annex 9 which had been prepared following the
recommendations made at the last Board meeting in Qingdao. Board commented on
the proposal.
S Wada – Region 4 (N America) is too small. W Stensson suggested including Central
America, down to Panama.
H Kong challenged the need for having regional representation and highlighted that
keeping key experience and skills on the Board is more important. She also questioned
the need to separate SE Asia from Asia and putting SE Asia and Oceania in the same
region. K Tambayong said there was a good reason for SE Asia to be a specific region.
W Stensson noted that we need to formalize the regional election procedure within our
Regulations. H Kong suggested that AIPH can provide certified documents when any
AIPH member from any country or region needs to apply for funding support from local
governments.
H Kong recommended leaving scope for the Board to be able to co-opt someone with
particular skills/benefits to the association.
V Krahn raised the issue of whether we need to specify what part of the world Vice
Presidents should come from or whether this is best left to Board discretion.
W Stensson suggested that we add a statement to the Regulations that says the Board
is encouraged to think about an east/west split when making appointments.
S Wada commented that Vice Presidents should be at least from different regions. T
Briercliffe urged the Board not to create too many rules that may later be regretted.
T Edwards said that we should state that the Board is encouraged to create a
geographically balanced mix. Therefore not too prescriptive.
H Kong suggested that the SG be asked to propose new Regulations for the election of
both regional representatives and committee chairs.
V Krahn suggested that a decision on this could be formulated as follows:
Motion to propose a new regional structure, revised according to the opinions of the
Board, to the General Meeting in Congress 2015 including the change that Central
America will be included with North America. Proposed T Edwards, seconded W
Stensson. All in favour.
V Krahn proposed that new regulations for elections within regions and for committee
chairs be prepared for the next meeting. All in favour.

7. AIPH Strategy and Brand

7.1. AIPH Brand and core statement (annex 10)
T Briercliffe presented the conclusion of this work and final brand along with proposed
roll-out plan.

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 S Utlulig noted that the new logo looks similar to the Apple iphone photos icon. T
Briercliffe said that this had been noted before and checked with the designers. It had
been agreed that it was sufficiently different not to be a concern.
K Tambayong said that she did not really like the Green City sub-brand and asked if it
could it be expanded to open up more. T Briercliffe noted that this was a section of the
main brand and if you changed it then that link would not work. W Stensson suggested
that rather than a separate design for Green City you could just make the whole flower
shape green for Green City work. A Treer suggested that maybe Green City did not
need a separate brand at this stage but this might be useful for the future. S Wada
suggested that the black and white version of the logo seemed a bit harsh and maybe it
could be more greys than blacks.
T Briercliffe explained that he had been in discussion with a trademark lawyer to look
into protecting the new brand. However, due to the number of countries where the
brand would have to be registered the cost was prohibitive (i.e. over 150,000 euro). T
Edwards suggested that we could just register it in the countries where there will be an
expo and we should start with Turkey. A Treer suggested we just get it trademarked in
UK. W Stensson suggested building the cost of registration into the expo fees to
organisers. K Tambayong said that she would get an alternative registration quote
within Indonesia as she thinks she may be able to achieve this at a lower cost.
7.2. AIPH Strategic Plan – Action Plan Update (Annex 11)
T Briercliffe updated the Board on progress against Strategy Actions. The update was
taken as read.
7.3. Region VI Secretariat Support
T Briercliffe informed the Board that V Krahn, B Oosterom and T Briercliffe had met with
Ms Hongmei Liu during the FloraHolland Trade Fair in November 2014. Ms. Liu is a
grower with nurseries in China and Germany. During this meeting Ms. Liu offered to
provide help to AIPH as she believes in the importance of the association. Following
that meeting T Briercliffe contacted H Kong to suggest that AIPH appoint Ms Liu as a
Regional Manager for Region VI, reporting to the SG. This proposal was not supported
by CFA and subsequently Ms. Liu withdrew her offer to work with AIPH in this capacity.
It was noted by V Krahn and T Briercliffe that Ms Liu had some particular skills in relation
to her knowledge of the Chinese and European nursery industries and these may prove
valuable to AIPH in future. It was agreed that in the event that Ms Liu could provide
valuable support on a particular issue or project then she could be engaged to do this by
agreement between AIPH and CFA.

8. Committees
8.1. Review of Committee work plans and budgets (annex 12)
Green City Committee – K Tambayong asked about the status of the Terms of
Reference and these need to be updated. For example she would like to see them
include a statement that AIPH will include one conference and one exchange platform
each year. We also need to include reference to the health benefits of Green Cities. V
Krahn questioned whether ‘green’ is the right term to use. K Tambayong agreed this
should be reviewed. V Krahn suggested that the Green City Working Group become a
virtual group as exists with Novelty Protection Committee.
Novelty Protection Committee – B Oosterom updated the Board on the work on EU
implementation of Nagoya protocol and the extra funding raised from members and
outside sources. Also the EU is deciding on whether to adopt patent laws which we
think is harmful to the sector. B Oosterom requested that AIPH should be an observer to
CPVO. This will cost 10,000 euro per year. Would like to fund one third from members
and other orgs, one third with money saved from the NP Budget and one third from
FloraHolland. V Krahn asked whether it will affect this year? Yes. This would involve
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 seeking to raise additional funds from members again and half would be required this
year. G Heungens asked whether AIPH would be looking to collect money from all
members or just the SPG. B Oosterom said all members would be invited to contribute.
T Edwards suggested getting companies that would benefit to become affiliate members
and use the income from this to support this activity. V Krahn pointed out that if funding
requests are being sent to members then these need to be explained very clearly and
must come through the SG. Board members agreed to this request on the basis that it
will require no further financial input from AIPH beyond the existing budget. The financial
situation will be reviewed at the next meeting.
8.2. Terms of reference
Committee chairs should ensure that Committee Terms of Reference are updated ahead
of the annual congress.
8.3. Relevant issues for the committees- no further issues raised.
8.4. Science and Education (annex 13)
T Briercliffe summarised the discussions held during the meeting of the new AIPH
Science Group, held at IPM Essen on 28 January 2015. As part of this AIPH members
will be surveyed to find out the key areas of research where they feel that an
international growers conference would be most beneficial. If a draft programme can be
pulled together then this could be held in association with the ISHS congress in Istanbul
in 2018. Also the group is looking at developing a database of researchers operating in
horticultural science along with their areas of interest. The group plans to meet again at
IPM 2016.
8.5. New Projects (annex 14)
V Krahn outlined a proposal for a procedure for members who wish to initiate new
projects/initiatives within AIPH. V Krahn explained that this form should be used when
requesting work from the secretariat or additional funds. W Stensson asked what the
rules should be for using this and when it should be submitted. He suggested that
funding requests should be circulated to the Board six weeks before a meeting. T
Edwards suggested that a budget timeline is circulated to the Board.
Board agreed on the adoption of this procedure.

9. Statistical yearbook
9.1. Update on sales of the 2014 edition and report on plans for online sales and the 2015
edition
A Treer updated the Board following the recent working group meeting with Hannover
University and Union Fleurs at IPM Essen on 30 January 2015. We are continuing
discussion on how to make the PDF available but still protecting it from being circulated
to those that have not paid for it. There is no clear solution on this yet. A Treer said that
the current pricing was being discussed. Currently the CD costs 110 euro + VAT; we
would look to increase this but make the report also available in sections. The possibility
of a special rate for students has been discussed but it was felt that students have no
money so any price will be too high. He informed the Board that CD format is not the
future and that the next edition will only be available as an online download from the
AIPH website.
In terms of content A Treer said that we would like more data codes for categorising the
trade data and that he hoped B Oosterom could assist us in accessing more detailed
information from the Dutch auctions. We also want to fill the gaps for countries where
we lack information and suggested that ENA could maybe help with this too.
T Briercliffe reminded members to ensure that they completed the survey that was
circulated recently. G Heungens said that Belgium carry out an annual survey of
members and he was happy to share this.

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10. International Grower of the Year
10.1. Launch of new IGOTY competition
T Briercliffe updated the Board on discussions with FCI and IPM regarding the plan to
hold the next IGOTY Awards Gala Dinner during IPM 2016 in January 2016. This was
welcomed by the Board. T Edwards suggested that we stop using the existing ‘rose’ logo
and replace with our own. He also suggested selling tables at the dinner for countries.
Regarding categories A Treer suggested combining nursery stock and trees and adding
cut flowers. G Heungens suggested making the categories cut flowers, outdoor produced,
undercover produced, young plants.
G Heungens said that we should consider some form of support to potential winners to
incentivize participation and maybe keep the subsidy for travel.
Q Zhang asked whether the competition includes fruit and vegetables. V Krahn said that
it does not but this is something we need to consider for the longer term.
T Briercliffe said that this would be presented to members at the General Meeting but with
modified categories following this discussion.

11. Exhibitions
11.1. Revision of the regulations on exhibitions (annex 15)
T Briercliffe introduced the proposed new Regulations for Exhibitions. These draft
regulations take on board points raised during the last meeting of the Marketing
Committee as well as some new ideas. These draft regulations will be proposed to the
Marketing Committee on 18 March 2015 but agreement on a final version is not expected
until the annual congress.
Comments on Annex 15:
Section 1 – K Tambayong suggests ‘increase global appreciation for the use of
plants’ rather than ‘appreciation for horticulture’. Also should include objective to
improve local economy (through tourism, etc)
Section 3 – T Edwards suggested that the proposed new 2% gate fee for A1 expos
should say ‘up to 2% as determined by AIPH’. This gives flexibility to AIPH to add
further controls (and costs) if deemed necessary to make the expo successful but
avoid penalizing those already experienced and established in expos.
Section 4 – T Edwards suggested that experts should be used for site inspections
and K Tambayong suggested that all Board members should be given the
opportunity to take part in these. B Oosterom suggested that if site inspections are
held in the four years before an expo then these should be done by experts (e.g.
engineers, etc). W Stensson agreed with this and suggested that this cost be
incorporated in the fees.
Section 8 – Regarding the provision of a AIPH staff member on site if was
suggested that we should have the option of requiring this depending on the view of
the application.
Section 9 – Fees. It was suggested that a fee called a ‘gate fee’ cannot be charged
before gate income has been gained. T Edwards suggested that we call it a ‘license
fee’ and we make this a fixed fee, not linked with visitor numbers or gate income.
This could be different for each category or based on predicted numbers/income.
The Board were keen that we further investigate this proposal.
H Kong said that whatever is agreed it is important to have this detailed within a
contractual agreement with the organisers.
K Tambayong made the point that promotion of Green City principals should be
incorporated.
11.2.Guide for Expo Organisers (annex 16)
T Briercliffe had circulated the final draft of the Expo Guide. This was welcomed by the
Board.
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 11.3.Expo Antalya 2016 – progress concerns (annex 17)
T Briercliffe and B Oosterom presented their concerns about the progress at Antalya
following recent visits. T Briercliffe explained that we had only just received a response to
the letter that was sent in December 2014. It was felt that a change in leadership and
management at the Expo Agency would improve the situation.
11.4.Expo Antalya 2016 – AIPH communications with Antalya Expo Agency
O Bagdatlioglu explained to the Board his disappointment that the December report was
sent to the Antalya Board without his final approval. However, since this time the matter
had been discussed with the SG and a new working arrangement agreed. O Bagdatlioglu
said that AIPH needs to be more active in insisting on expo inspections which are very
important for stimulating activity. He also supported the use of professional inspectors.

At this point T Briercliffe raised a concern from the organisers of Floriade Almere 2022.
They had been sent a contract to sign which referred to compliance with the Regulations
that would be agreed at the Annual Congress 2015. Almere said that they could not sign
an open-ended contract like that. The Board agreed to leave it to the Executive
Committee to develop a suitable contract for Almere.

11.5. AIPH Exhibition Tours

T Briercliffe informed the Board that he was facilitating a meeting between Inbound China
(branch of Wendy Wu Travel) and the Tangshan organisers as they were proposing to be
the preferred travel agent for the Expo. If successful then AIPH would take a commission.

12. Preparation of future meetings.

12.1. Proposals
Congress 2015 – options – South Africa (Cape Town), Italy (Milan), Netherlands. K
Tambayong requested that we review the comparative costs of these options before a
decision was made. That was agreed.
Spring 2016 – Vancouver, Canada
Congress 2016 – Antalya, Turkey (proposed joint event with Union Fleurs)
Spring 2017 – no proposal
Congress 2017 – Holambra, Brazil

13. Contacts with related organizations.

See Secretary General report (annex 7).

14. Other matters

There were no further matters

15. Closure
V Krahn thanked Board members for their participation.

Motion to adjourn from T Edwards, all in favour.

8/8
AIPH Membership Application Form
Active Membership
Please complete and return the application form, in English, to AIPH Secretary General, Tim
Briercliffe at sg@aiph.org. AIPH meetings and communications are in English. Please ensure the
named contacts are able to speak, read and understand the English language.

Along with your application please also include:

 A copy of the Charter or Articles of Association and Regulations for your association.
 The most recent statement of financial accounts for your organisation

1 Name of organisation ANVE – ASSOCIAZIONE NAZIONALE VIVAISTI ESPORTATORI

2 Postal Address VIA DI BADIA 14, 51100 PISTOIA - ITALY

3 Country ITALY

4 Email Address SEGRETERIA@ANVE.IT

PRESIDENTE@ANVE.IT
5 Telephone number +39 377 6919478
+39 0573 534402
6 Fax number +39 0573 933175

7 Website WWW.ANVE.IT

8 Contact 1 SECRETARY – EDOARDO SCIUTTI

Name
VIA DI BADIA 15, 51100 PISTOIA
Postal Address SEGRETERIA@ANVE.IT
Email address +39 377 6919478
Telephone number
Mobile/cell number

9 Contact 2 PRESIDENT – MARCO CAPPELLINI

Name VIA DI BADIA 14, 51100 PISTOIA
Postal Address PRESIDENTE@ANVE.IT
Email address +39 0573 534402
Telephone number
Mobile/cell number

10 Description of organisation ANVE – is the National Association of Nurserymen Exporters represents

Italian nursery companies. Nationwide, it unites, serves, and supports
nursery entrepreneurs engaged in the import-export of ornamental
plants, promoting Italian plant-nursery varieties and the Italian Style.

Ordinary and supporting members participate in ANVE, thus ensuring

maximum national representation thanks to direct contact with local

Version: 17 Feb 2014

 conditions.
The association was formed by nursery companies interested in
participating in the government’s industry consultation forums and in
having access to support policies.

ANVE consists of a general assembly of members, a board of directors

made up of the president and council members from the main regions
in Italy with a strong plant-nursery presence, and a panel of auditors.
The administrative staff includes a general secretary and coordinates
communications and marketing, with whom institutional and
promotional activities of interest to member companies may be
discussed and developed.

Membership in ANVE, the only national association of plant-nursery

producers, means:

• Representing the Italian nursery sector’s needs and propositions

before political, administrative, union, and social bodies; addressing
safety, environmental, and labor issues;
• Adopting local, national, and EU incentive opportunities;
• Developing relationships with lenders;
• Extending the market to foreign countries;
• Providing constant and timely updates and finding all useful
information related to the sector;
• Being leaders of various civic projects;
• And providing a business network to promote the bundling of joint
projects and the exchange of ideas, information, and experiences.

ANVE offers its members useful services as well as support for

production activities resulting from special agreements with private
companies and public institutions. Among the services available are:

• Help with specific aspects of plant protection;

• Assistance with customs practices;
• Participation in training sessions on industry topics;
• Participation in trade fairs;
• Promotional activities in European and non-European markets;
• Access to credit;
• Legal advice;
• Tax advice;
• Natural disaster insurance;
• Export credit insurance; machinery, equipment, and facilities
insurance;
• Company energy efficiency;
• And environmental, process and product certifications.

From 2012 to 2014, ANVE held the presidency of ENA, the European
Nurserystock Association. Currently, its two delegates are in the plant
protection and promotion working groups. The latter draws up
mediumterm strategies for the sector and recommends structural
policies to the most important European institutions, such as the

Version: 17 Feb 2014

 European Commission and the European Parliament.
To strengthen its own institutional representation, ANVE works with the
most important Italian authorities and participates in ministerial forums
by contributing to the improvement of industry policies.

ANVE has been designated by the Ministry of Economic Development

as a contact association for the plant-nursery industry thanks to which it
has been possible to enter into agreements that promote firms in
foreign markets.

It is also part of the Ministry of Agriculture, Food, and Forestry Policies’

Industry Coordination Group, which works to set out the multi-year
guidelines to be followed and which are included in the national plan for
the plant-nursery sector.

11 Total number of members 859 MEMBERS (Ordinary and supporting members) AND PARTNERSHIP
AGREEMENT WITH “DISTRETTO FLORICOLO INTERPROVINCIALE LUCCA-
PISTOIA” AND “ASSOCIAZIONE ITALIANA ARCHITETTURA DEL
PAESAGGIO”
12 Number of ornamentals plant 803
and flower growers
represented

13 Type of growers; for example 1 – Nurserystock; 2 - Flowers

flowers, nursery stock, house
plants, bedding plants

14 Number of landscaping 32
businesses represented

15 Areas of activity for your

members (for example; policy POLICY, LOBBYING, MARKET RESEARCH, PROMOTION, EXHIBITIONS,
lobbying, market research, PHYTOSANITARY ISSUES, CUSTOMS, PROCESS CERTIFICATIONS, YOUNG
promotion, exhibitions, etc) FORMATION, INFORMATION.

16 Why you want to join AIPH TO JOIN OF A INTERNATIONAL AND WORLD WIDE NETWORK; MAKE
PROMOTIONAL ACTIVITIES; LOOKING FOR NEW MARKETS; ENHANCE
THE KNOWLEDGES; SHARE INFORMATIONS.

17 Estimated value of national FLOWERS + ORNAMENTAL PLANTS = 2,5 BILLIONS €

production of
flowers/ornamental plants
(euros)

Version: 17 Feb 2014

 ALLEGATO "B" ALL'ATTO N.46.184 DI RACCOLTA
STATUTO
Art.1 – E’ costituita, con sede legale in Roma (RM) via
Bertoloni n.55, una libera Associazione a norma dell'art. 36
del C.C., sotto la denominazione:
"ANVE – ASSOCIAZIONE NAZIONALE VIVAISTI ESPORTATORI".
Il Consiglio Direttivo dell'Associazione ha facoltà di
stabilire uffici distaccati, sezioni locali, gruppi e simili
fissandone anche modalità organizzative e poteri di
rappresentanza.
Art.2 – L’Associazione, che non ha scopo di lucro, si
propone:
- di riunire, rappresentare, assistere e tutelare gli
imprenditori agricoli vivaisti soprattutto quelli che
svolgono l’attività di import – export di piante ornamentali;
- realizzare iniziative utili allo sviluppo degli scambi
commerciali;
- promuovere nei mercati nazionali ed esteri le varietà
vivaistiche italiane e l’”italian style”;
- coordinare i rapporti con la Pubblica Amministrazione e
sollecitare agevolazioni e contribuzioni per il settore;
- fornire servizi informativi e di consulenza;
- formare gli associati ed i loro collaboratori;
- migliorare le opportunità di occupazione e le condizioni
del mercato del lavoro;
- rappresentare la categoria presso le istituzioni nazionali
ed europee;
- firmare i contratti collettivi nazionale di lavoro
riguardante il settore.
Art.3 – Per il conseguimento dei suoi scopi l’Associazione
può aderire ad organizzazioni di più vasto campo di attività
economica nazionale od internazionale; l’eventuale adesione è
deliberata dal Consiglio Direttivo.
Art.4 – La durata dell'Associazione è illimitata. In quanto
Associazione volontaria, l’Assemblea ne determina lo
scioglimento e le modalità, fermo restando:
- il divieto di distribuire utili o avanzi di gestione nonché
fondi, riserve o capitale durante la vita dell’Associazione,
salvo che la destinazione o la distribuzione non siano
imposte dalla legge;
- l’obbligo di devolvere il patrimonio dell'Associazione, in
caso di suo scioglimento per qualunque causa, ad altra
Associazione con finalità analoghe o ai fini di pubblica
utilità sentito l’organismo di controllo di cui all'art.3,
comma 190 della Legge 23 dicembre 1996 n. 662 e salvo diversa
destinazione imposta dalla legge;
L’Associazione si conforma integralmente alle seguenti
clausole che, ove difformi, prevarranno comunque rispetto
alle clausole statutarie o regolamentari vigenti:
- disciplina uniforme del rapporto associativo e delle
modalità associative volte a garantire l'effettività del
rapporto medesimo, escludendo espressamente la temporaneità
della partecipazione alla vita associativa e prevedendo per
gli associati o partecipanti maggiori d’età il diritto di
voto per l’approvazione e le modificazione dello statuto e
dei regolamenti e per la nomina degli organi direttivi
dell'Associazione;
- obbligo di redigere e di approvare annualmente un
rendiconto economico e finanziario;
- eleggibilità libera degli Organi Amministrativi statutari,
principio del voto singolo, sovranità dell'assemblea dei
soci, associati o dei partecipanti e i criteri di loro
ammissione od esclusione, criteri e idonee forme di
pubblicità delle convocazioni assembleari, delle relative
deliberazioni, dei bilanci e rendiconti. Non è ammesso il
voto per corrispondenza;
- intrasmissibilità della quota o contributo associativo, ad
eccezione dei trasferimenti a causa di morte e non
rivalutabilità della stessa.
Art.5 – Ferma restando la disciplina uniforme del rapporto
associativo di cui all'art.4 del presente statuto per i soci
effettivi, sono ammessi, eccezionalmente, all'Associazione
soci sostenitori e soci onorari, che dovranno versare a
favore dell'Associazione un contributo, mai definito come
quota associativa.
Art.6 – Possono essere soci effettivi dell'Associazione le
persone fisiche, le società di persone, le società di
capitali e le cooperative agricole che ne facciano domanda e
che siano in possesso dei requisiti seguenti:
- siano iscritti alla Camera di Commercio, Industria
Artigianato e Agricoltura provinciale;
gli Associati effettivi hanno tutti gli obblighi e tutti i
diritti derivanti dal presente Statuto; in particolare i soci
effettivi devono comunicare all'Associazione gli elementi,
notizie e dati di carattere non riservato che siano ad essi
richiesti nell'interesse generale della categoria;
Art.7 – Possono essere ammessi, a loro domanda, e senza
diritto di voto deliberativo, quali soci sostenitori, gli
spedizionieri, le banche ed in genere tutti coloro che,
indirettamente o direttamente, hanno rapporti di interesse
con il commercio vivaistico all'interno ed all'estero. Gli
Associati sostenitori sono soggetti al pagamento della sola
quota associativa in misura fissa.
Art.8 – L’Assemblea potrà eleggere od acclamare Associato
Onorario, Persone, Associazioni, Istituti od Enti che abbiano
titolo alla pubblica riconoscenza per benemerenze acquisite,
direttamente od indirettamente, nel settore economico di
interesse dell'Associazione. L’Associato Onorario non ha
alcun obbligo e partecipa, volendo e con voto consultivo,
alla vita sociale.
Art.9 – Con la propria adesione ogni Associato si obbliga a
riconoscere il presente Statuto e le delibere legalmente
assunte dai suoi organi.
Art.10 – In qualunque momento avvenga l’iscrizione
all’Associazione, è dovuto il contributo per tutto
l’esercizio annuale in cui essa è avvenuta.
Art.11 – Si cessa di far parte dell'associazione:
- per recesso per comprovate ragioni da comunicarsi al
Consiglio Direttivo mediante lettera raccomandata almeno tre
mesi prima della fine dell'esercizio annuale. Sulla domanda
di recesso delibera il Consiglio Direttivo nella più prossima
seduta consigliare.
- per deliberazione del Consiglio Direttivo, in caso di
inadempienza ad alcuno degli obblighi assunti a norma dello
Statuto Sociale o del Regolamento Interno;
- per deliberazione del Consiglio Direttivo quando venga a
mancare, nei riguardi di un socio, uno dei requisiti
essenziali stabiliti per l’ammissione;
- per morosità contestata e persistente, accertata e
deliberata dal Consiglio Direttivo, oltre l’esercizio
annuale, ai sensi dell'art.13, ultimo comma.
Art.12 – La perdita della qualità di socio non costituisce
diritto al rimborso dei contributi versati, né all'abbuono di
quelli dovuti per l’esercizio in corso e non dà inoltre alcun
diritto a divisione o pretese a quote sul patrimonio
dell'Associazione stessa.
Art.13 – Gli associati sono tenuti a corrispondere
all'associazione una quota di iscrizione ed una quota annua
nelle misure che verranno di anno in anno determinate
dall'Assemblea Generale degli Associati, in sede di
approvazione del bilancio preventivo.
Le quote di iscrizione e le quote annue, stabilite
dall'Assemblea, saranno esigibili nei termini e nei modi
fissati dal Consiglio Direttivo. La morosità temporanea
comporta la decadenza del diritto di assistenza e di
informazioni associative.
La morosità contestata e persistente oltre l’esercizio
annuale comporta l’esclusione automatica dall'Associazione,
fermo restando l’obbligo di corrispondere le quote dovute.
Art.14 - Sono organi dall'Associazione:
- La Presidenza;
- Il Consiglio Direttivo;
- L’Assemblea Generale dei Soci;
- Il Collegio dei Revisori dei Conti.
Art.15 – L’Assemblea Generale è composta dagli associati in
regola col pagamento dei contributi associativi. Ogni
associato può farsi rappresentare da altro associato a mezzo
di delega scritta. Ogni partecipante non può avere più di una
delega.
Art.16 – Le Assemblee ordinarie e straordinarie sono valide
in prima convocazione allorchè sia presente la maggioranza
degli associati; almeno ventiquattro ore dopo in seconda
convocazione, qualunque sia il numero degli associati
presenti. Le decisioni sono prese a maggioranza assoluta di
voti, qualunque sia il numero dei votanti, tranne che per lo
scioglimento dell'Associazione e per le modifiche dello
statuto; in tali casi occorre l’approvazione di almeno i tre
quarti degli associati.
Art.17 – L’Assemblea viene convocata dal Presidente
dell'Associazione o da chi ne fa le veci. l’Assemblea
ordinaria è convocata ogni anno entro il 31 marzo mediante
avviso raccomandato, telefax, o messaggio di posta
elettronica, da spedire a ciascun associato almeno otto
giorni prima del giorno fissato per l’adunanza.
L’Assemblea straordinaria è convocata quando il Presidente
dell'Associazione lo ritenga opportuno, oppure a domanda:
- di almeno un terzo dei Membri del Consiglio Direttivo;
- del Collegio dei Revisori dei Conti;
- di almeno un quinto degli Associati.
I richiedenti indicheranno gli argomenti da porre all’Ordine
del Giorno.
Art.18 – L’Assemblea ordinaria:
- elegge il Presidente dell'Associazione che potrà essere
scelto anche al di fuori degli associati;
- fissa tra cinque e quindici il numero dei Componenti del
Consiglio Direttivo, compreso il Presidente, salvo le
integrazioni previste dall'art.20; provvede alla loro
elezione;
- elegge i Componenti del Collegio dei Revisori dei Conti,
dei quali tre effettivi e due supplenti;
- approva il conto dell'esercizio precedente ed il bilancio
preventivo dell'anno in corso, procedendo, se del caso, al
suo assestamento;
- delibera sulla misura della quota di iscrizione e della
quota annua, secondo le necessità del bilancio preventivo,
per ogni categoria di associato;
- delibera su ogni altro argomento proposto all'ordine del
giorno.
Art.19 - Il Consiglio Direttivo è composto, oltre che dai
Consiglieri nel numero fissato dall'Assemblea ai sensi
dell'art. 18, anche dal Presidente. Per salvaguardare la
rappresentatività delle varie regioni viene fissato che non
ci possono essere più di 1 consigliere per regione eccetto le
regioni Lombardia,Toscana,Sicilia,Puglia e Lazio che ne
potranno avere 2. Eventuali deroghe saranno decise a
maggioranza dall'Assemblea.
Il Consiglio Direttivo è convocato dal Presidente o da chi ne
fa le veci ogni volta che lo ritenga necessario e tutte le
volte che lo richiedono tre dei suoi componenti, od il
Collegio dei Revisori dei Conti per la materia di loro
competenza. L’avviso di convocazione potrà essere effettuato
con qualunque mezzo scritto, sotto la personale
responsabilità del Presidente. Dovrà essere data
comunicazione della convocazione anche ai Revisori, i quali
possono partecipare alle sedute del Consiglio senza diritto
di voto. Le deliberazioni del Consiglio sono prese a
maggioranza di voti e sono valide se adottate con la presenza
di almeno i due terzi dei Consiglieri in carica. In caso di
parità, prevale la parte che comprende il voto del
Presidente.
Art.20 - Spetta al Consiglio Direttivo di deliberare sulle
questioni di competenza dell'Associazione e su ogni altro
oggetto rimesso alla sua competenza dallo Statuto.
Specificatamente:
- delibera il regolamento dell'Associazione anche con
riferimento ad organizzazione associativa sul territorio
nazionale in applicazione dell'art.1 del presente statuto;
- delibera sui contratti di locazione, alienazione acquisti e
appalti di opere e cose;
- autorizza le liti passive ed attive, le transazioni, la
compromissione in arbitri e la nomina dei legali;
- delibera sull'ammissione, recesso, esclusione degli
Associati;
- delibera sulle spese eccedenti l’ordinaria amministrazione;
- nomina, se necessario, un Direttore Generale;
- delibera su adesione ad altre organizzazioni di categoria
od enti in genere, nazionali od internazionali;
Art.21 – Il Presidente dell'Associazione rappresenta la
stessa ad ogni effetto di legge e statutario. Ne ha la firma
che può delegare e compie gli atti relativi
all'amministrazione in base alle direttive del Consiglio
Direttivo. Nei casi di assenza o di impedimento del
Presidente, le sue funzioni verranno esercitate da un
Vicepresidente o da un Consigliere delegato. Il Presidente
non è rieleggibile per più di tre mandati consecutivi.
Art.22 – Il Collegio dei Revisori dei Conti è composto da
cinque Membri, di cui tre effettivi e due supplenti, nominati
dall'Assemblea. Il Collegio adempie le sue funzioni ispettive
sull'amministrazione dell’Associazione e ne riferisce
all'Assemblea generale nella sua convocazione ordinaria. In
occasione del suo insediamento, il Collegio provvederà a
nominare nel suo seno il proprio Presidente, che dovrà essere
iscritto nel Registro dei Revisori Contabili.
Art.23 - L’esercizio finanziario decorre dal 1° gennaio al 31
dicembre di ogni anno.
Art.24 - I proventi dell'Associazione sono costituiti da:
- quote di iscrizione ed annue e da eventuali contributi
straordinari;
- interessi attivi ed altre rendite patrimoniali;
- oblazioni volontarie dei soci o di terzi, donazioni,
lasciti;
- compensi e/o rimborsi spese per servizi istituzionali
specifici resi agli associati;
- contributi od erogazioni ad altre organizzazioni od enti
pubblici o privati.
Art.25 – La risoluzione delle controversie che potessero
sorgere fra gli associati e l’Associazione e relative
all'interpretazione delle disposizioni contenute nel presente
Statuto, nonché quelle eventualmente sorgenti dalle
deliberazioni degli organi collegiali dell'Associazione, sarà
devoluta,in tutti i casi non vietati dalla legge, ad un
Collegio di tre arbitri nominati dal Presidente del Tribunale
di Mantova. Essi giudicheranno come amichevoli compositori e
senza formalità di procedura. Il lodo è inappellabile.
Art.26 – Il Presidente, il Vice Presidente e il Tesoriere
durano in carica due (2) anni e potranno essere rieletti,
assumendo la medesima carica, una sola volta; gli stessi
potranno assumere altre cariche sociali. Il Collegio dei
revisori dei Conti dura in carica tre anni e potrà essere
rieletto; salvo dimissioni o decadenza verificatesi per
assenza del titolare da tre sedute consecutive senza
giustificato motivo. In caso di vacanza della carica di
Presidente, ne prende il posto quale Presidente interinale, e
fino alla prossima elezione, un Consigliere designato dal
Consiglio Direttivo.
Art.27 - Tutte le cariche ricoperte nell'Associazione da
parte di associati effettivi, dati gli scopi assistenziali
che essa si propone, sono gratuite. Il Consiglio Direttivo
può, però, autorizzare il rimborso delle spese vive sostenute
per l'esercizio delle funzioni o per l’espletamento di
incarichi determinati di natura particolare.
F.TO MARCO CAPPELLINI
F.TO ROBERTO DORIA NOTAIO L.S.
ANVE – Charter/Constitution – Translation to English (Google Translate)

Art. 1 - Constituted, with registered office in Rome (RM) via

Bertoloni 55, an independent association under Article. 36
the Civil Code, under the heading:
"ANVE - NATIONAL ASSOCIATION NURSERYMEN EXPORTERS".
The Executive Council of the Association is entitled to
establish branch offices, local branches, and similar groups
fixing also organizational and powers
representation.

Art.2 - The Association, which has no profit, you

It proposes:
- To bring together, represent, assist and protect the
nurserymen farmers especially those who
engage in import - export of ornamental plants;
- Implement initiatives useful for the development of trade
Business;
- Promoting in domestic and foreign varieties
Italian nursery and l '"Italian style";
- Coordinate relations with the Public Administration and
solicit concessions and contributions to the field;
- Providing information services and consulting;
- Training of the members and their staff;
- Improving employment opportunities and conditions
the labor market;
- Representing the category at national institutions
and European;
- Sign the national collective agreements of work
covering the field.

Art.3 - To achieve its goals, the Association

can join organizations in the broader field of activity
economic national or international law; the possible accession is
decided by the Board.

Art.4 - The duration of the Association is unlimited. Because

Voluntary association, the Assembly determines the
dissolution and methods, provided:
- Prohibiting the distribution of profits or surpluses as well as
funds, reserves or capital during the life of the Association,
unless the destination or distribution is required
imposed by law;
- The obligation to donate the assets of the Association, in
If its dissolution for any reason, for other
Association with similar purposes or for the purpose of public
utility heard the control body under article 3,
paragraph 190 of the Law of 23 December 1996. 662 and unless otherwise
target set by law;
The Association complies in full with the following
clauses that if dissimilar, however, prevail over
the statute or regulations:
- Uniform rules of membership and
associative mode to ensure the effectiveness of
same report, by expressly excluding temporary
of participation in community life and providing for
the members or participants the right to more age
vote for the approval and modification of the statute and
Regulations and for the appointment of the executive bodies
Association;
- Obligation to draw up and approve an annual
economic and financial;
- Free of the Administrative Bodies statutory eligibility,
the principle of the single vote, the Assembly of sovereignty
members, associates or participants and the criteria for their
admission or exclusion criteria and appropriate forms of
advertising convenor Shareholders, its
resolutions, budgets and reports. It is not permitted
voting by mail;
- Intrasmissibilità share or membership fee, for
except for transfers due to death and not
rivalutabilità thereof.

Article 5 - Subject to the uniform regulation of the relationship

associated in article 4 of this Statute for Members
actual, are allowed, exceptionally, to the Association
supporting members and honorary members, who will have to pay to
favor of the contribution, defined as ever
membership fee.

Art.6 - can be effective members of the Association of the

individuals, partnerships, companies
capital and agricultural cooperatives which apply for it and
who meet the following requirements:
- Are members of the Chamber of Commerce, Industry
Craft and Agriculture Provincial;
Associates Auditors have all the obligations and all
rights under the present Charter; in particular the members
auditors should communicate the Association elements,
news and data which are not confidential to them
required in the general category;

Article 7 - can be allowed, at their request, and without

right to vote, such as supporting members, the
shippers, banks and in general all those who,
directly or indirectly, they have relations of interest
with the nursery trade at home and abroad. The
Associated supporters must pay alone
membership fee in a fixed amount.
Art.8 - The Assembly will elect or acclaim Associate
Honorary, people, associations, institutions or entities that have
title to the public gratitude for merits acquired,
directly or indirectly, in the economic sector
interest of the Association. The Honorary Associate has
no obligations and participate, and wanting an advisory,
in social life.

Art.9 - With its membership each Associate agrees to

recognize the present Charter and the resolutions legally
taken by its governing bodies.

Art.10 - At any time the registration occurs

Association, is due to the contribution for all
the financial year in which it took place.

Art.11 - It ceases to be part of the association:

- For withdrawal for proven reasons to be communicated to
Board of Directors by registered letter at least three
months before the end of the financial year. The application
withdrawal determined by the Board of Directors in closer
sitting advice.
- Resolution of the Board of Directors, in case of
non-compliance with any of the obligations assumed under the
Articles of Association or the Internal Regulations;
- Resolution of the Board of Directors when it comes to
lacking in respect of a partner, one of the requirements
essential requirements for admission;
- For non-payment dispute and persistent, determined and
decided by the Board, after one year
year, according to Article 13, last paragraph.

Art.12 - The loss of membership is not

entitled to a refund of contributions, or rebate of
the fee payable for the current year and also does not give any
right division or claim to share the wealth
Association itself.

Art.13 - The members are required to pay

the association a membership fee and an annual fee
in the measures which will be determined from year to year
by the General Assembly of Members, when
approval of the budget.
Registration fees and annual contributions, established
by the Assembly, will be payable in the terms and conditions
fixed by the Board. Delinquency temporary
It implies the loss of the right to assistance and
membership information.
The contested arrears and persistent after one year
Annual means an automatic exclusion from the Association,
subject to the requirement to pay dues.

Art.14 - The bodies of the Association:

- The Presidency;
- The Board of Directors;
- The General Meeting of Shareholders;
- The Board of Auditors.

Art.15 - The General Assembly is composed by the members in

standing with the payment of membership fees. Each
associate may be represented by another member by
a written proxy. Each participant can not have more than one
delegation.

Art.16 - The Ordinary and Extraordinary apply

When, on first call there is a majority
of members; at least twenty-four hours in the second
convocation, whatever the number of members
present. Decisions are taken by absolute majority of
helpful, whatever the number of voters, except for the
dissolution of the Association and to the amendments to the
statute; in such cases, the approval of at least three
fourths of the members.

Art.17 - The Assembly is convened by the President

Association or his guardian. Assembly
Meeting is convened annually by 31 March through
alert recommended, fax, or e-mail
mail, to be sent to each member at least eight
days before the day fixed for the meeting.
The extraordinary meeting is convened when the President
Association deems it appropriate, or question:
- At least one third of Members of the Executive Council;
- Of the Board of Auditors;
- At least one-fifth of the Members.
Applicants will indicate the matters to be put to the Order
of the day.

Art.18 - The Ordinary General Meeting:

- Elects the President of the Association who will be
chosen from outside the members;
- Fixed between five fifteen the number of components
Board of Directors, including the President, subject to the
additions listed dall'art.20; shall ensure their
election;
- Elect the Members of the Board of Auditors,
of which three and two alternates;
- Approve the bill in the previous year and the budget
estimate of the current year, taking action, where appropriate, to
it sits;
- Decides on the extent of the registration fee and
annual fee, according to the needs of the budget,
for each category of associate;
- Decide on any other subject of the proposed order
day.

Art.19 - The Board of Directors is composed not only by

Councillors in the number fixed by the senses
art. 18, by the President. To safeguard
representation of the various regions is not fixed
there may be more than 1 director for the region except
Lombardy, Tuscany, Sicily, Puglia and Lazio who
2. Any exceptions will have to be decided
by the majority.
The Council shall be convened by the President or by his
guardian whenever it sees fit all
often as requested by three of its members, or the
College of Auditors for the matter of them
competence. Notice of the meeting will be made
with any written form, under the personal
responsibility of the President. It must be given
communication of the summons also to the Auditors, which
They may attend meetings of the Board without the right
voting. The Board's resolutions are passed by
majority vote and are valid if adopted in the presence
at least two-thirds of the members in office. In case of
tie, the part that includes the vote of
President.

Art.20 - The Board of Directors to decide on

matters pertaining to the Association and on any other
object put to its competence by the Articles.
Specifically:
- Regulation of the Association resolution also
reference to membership organization in the territory
national application of Article 1 of this Statute;
- Resolution on leases, purchases and disposals
procurement of works and things;
- Authorizes the passive and active litigation, transactions,
impairment in arbitration and the appointment of lawyers;
- Decide on the admission, resignation, exclusion of
Associates;
- Adjudicate upon costs beyond ordinary administration;
- Appointment, if necessary, a General Manager;
- Decides on membership in other professional organizations
or bodies in general, national or international;

Art.21 - The President of the Association represents the

same with all legal and statutory. It has the signature
He can delegate and performs actions relating
administration in accordance with the directives of the Council
Steering. In the case of absence or incapacity of the
President, his functions will be exercised by a
Vice president or a CEO. President
not be re-elected for more than three consecutive terms.

Art.22 - The Board of Auditors is composed of

five members, including three and two alternates appointed
Assembly. The Board fulfills its inspection functions
on the administration of the Association and shall report
the General Assembly in its convocation ordinary. In
his inauguration, the Board will
appoint among its members its President, who will be
entered in the Register of Auditors.

Art.23 - The financial year runs from 1 January to 31

December each year.

Art.24 - The proceeds of the Association consist of:

- Registration fees and annual and any contributions
overtime;
- Interest income and other income assets;
- Voluntary donations by members or third parties, donations,
bequests;
- Compensation and / or reimbursement of expenses for institutional services
Specific rendered to members;
- Contributions or donations to other organizations or bodies
public or private.

Art.25 - The resolution of disputes that could

arise between the members and the Association and its
the interpretation of the provisions contained in this
Statute, as well as any that may be sources from
deliberations of the governing bodies of the Association, will be
devolved, in all cases not prohibited by law, to a
Panel of three arbitrators appointed by the President of the Court
Mantua. They will judge how friendly and composers
without formal procedures. The arbitration award is final.

Art.26 - The President, Vice President and Treasurer

hold office for two (2) years and may be re-elected,
assuming the same position, one time; same
will assume other responsibilities. The Board of
Auditors of Accounts is appointed for three years and may be
re-elected; except for resignation or disqualification occurred
the member is absent from three consecutive meetings without
justification. In case of vacancy of the office of
President, takes over as interim President, and
until the next election, a Director appointed by the
Executive board.

Art.27 - All the positions held in the Association by

part of associated actual, the data welfare purposes
which it proposes, they are free. The Executive Council
may, however, authorize the reimbursement of expenses incurred
for the performance of or for the performance of
certain assignments of a special nature.
F.TO MARCO CAPS
F.TO ROBERTO DORIA NOTAIO L.S.
 ANVE ASSOCIAZIONE NAZIONALE VIVAISTI ESPORTATORI

Codice fiscale 93048240209 – Partita iva 09117411000

STRADA PROVINCIALE 87 KM 24,225 - 51100 -– PISTOIA(PT )
Numero R.E.A 1143451
Registro Imprese di n. 93048240209
Capitale Sociale -

SITUAZIONE CONTABILE AL 31/12/2014

SITUAZIONE PATRIMONIALE AL 31/12/2014 DAL AL 31/12/2014

Conto Descrizione conto Saldo dare Saldo avere
** A T T I V I T A`
03/20/010 MARCHI DI FABBRICA E COMMERCIO 120,00
03/20/*** CONCESSIONI, LICENZE, MARCHI 120,00
03/**/*** IMMOBILIZZAZIONI IMMATERIALI 120,00
06/30/040 ARREDAMENTO 3.600,00
06/30/*** ALTRI BENI 3.600,00
06/**/*** IMMOBILIZZAZIONI MATERIALI 3.600,00
14/00/*** CREDITI V/CLIENTI 37,50
18/20/080 ERARIO C/COMPENSAZIONI 339,00
18/20/*** CREDITI TRIBUTARI 339,00
18/45/040 CREDITI VERSO ASSOCIATI 2.000,00
18/45/090 CREDITI DIVERSI 3.786,23
18/45/*** CREDITI VARI 5.786,23
18/**/*** ALTRI CREDITI 6.125,23
24/05/005 UNICREDIT C/C 40546270 27.680,81
24/05/*** DEPOSITI BANCARI E POSTALI 27.680,81
24/15/005 DENARO IN CASSA 396,00
24/15/*** DENARO E VALORI IN CASSA 396,00
24/**/*** DISPONIBILITA' LIQUIDE 28.076,81
26/10/005 RISCONTI ATTIVI 29,59
26/10/*** RISCONTI ATTIVI 29,59
26/**/*** RATEI E RISCONTI ATTIVI 29,59
48/05/040 ERARIO C/IVA 2.706,00
48/05/*** DEBITI TRIBUTARI 2.706,00
48/**/*** DEBITI TRIBUTARI 2.706,00
*** TOTALE ATTIVITA` 40.695,13
** P A S S I V I T A`
07/30/040 F/AMM. ARREDAMENTO 3.600,00
07/30/*** F/AMM. ALTRI BENI 3.600,00
07/**/*** F/AMM IMMOB. MATERIALI 3.600,00
28/05/010 FONDO DI DOTAZIONE 3.840,07
28/05/*** CAPITALE 3.840,07
28/35/091 ALTRE RISERVE DI AVANZI D’ESERCIZIO 5.915,16
28/35/*** ALTRE RISERVE 5.915,16
28/**/*** PATRIMONIO NETTO 9.755,23
40/00/*** DEBITI V/FORNITORI 341,93
41/05/005 FATTURE DA RICEVERE 4.881,34
41/05/*** ALTRI DEBITI V/FORNITORI 4.881,34
41/**/*** ALTRI DEBITI V/FORNITORI 4.881,34
50/05/005 INPS C/CONTRIBUTI SOC. LAV. DIP. 267,20
50/05/*** DEBITI V/IST.PREV.E SICUR.SOC. 267,20
50/**/*** DEBITI V/IST.PREV.E SICUR.SOC. 267,20
54/10/005 RISCONTI PASSIVI 11.800,00
54/10/*** RISCONTI PASSIVI 11.800,00
54/**/*** RATEI E RISCONTI PASSIVI 11.800,00
*** TOTALE PASSIVITA` 30.645,70
**** AVANZO DI ESERCIZIO 10.049,43
***** TOTALE A PAREGGIO 40.695,13 40.695,13

Pagina 1 di 2
 SITUAZIONE ECONOMICA AL 31/12/2014 DAL AL 31/12/2014
Conto Descrizione conto Saldo dare Saldo avere
** COSTI, SPESE E PERDITE
66/30/025 CANCELLERIA 322,78
66/30/491 ALTRI ACQUISTI INDEDUCIBILI 22,90
66/30/*** ALTRI ACQUISTI 345,68
66/**/*** COSTI P/MAT.PRI,SUSS.,CON.E MER. 345,68
68/05/160 PRESTAZIONI COLLEGIO SINDACALE 1.346,84
68/05/220 RIMB. PIE' LISTA ATTIN. ATTIV. 5.552,44
68/05/261 COMP.PROF. ATTINENTI ATTIVITA' 15.613,01
68/05/265 COMP.PROF.NON DIR.AFFER.ATTIVITA 1.483,78
68/05/300 PARTECIPAZIONE FIERE MANIFEST. 81.944,35
68/05/325 SPESE CELLULARI 494,28
68/05/330 SPESE POSTALI E DI AFFRANCATURA 7,08
68/05/341 PASTI/SOGGIORNI-SPESE DI RAPPRES 1.045,30
68/05/346 SPESE PER VIAGGI 901,66
68/05/360 SPESE PER BORSE DI STUDIO 2.000,00
68/05/370 ONERI BANCARI 341,80
68/05/386 TEN.PAGHE,CONT.,DICH.DA LAV.AUT. 3.339,67
68/05/490 ALTRI SERVIZI DEDUCIBILI 3.949,30
68/05/520 SPESE PER PASTI E PERNOTT. 2.701,31
68/05/*** COSTI PER SERVIZI 120.720,82
68/**/*** COSTI PER SERVIZI 120.720,82
74/20/010 AMM.TO MARCHI DI FABB.E DI COMM. 120,00
74/20/*** AMM.TO CONCESS.,LICENZE,MARCHI 120,00
74/**/*** AMM.TI IMM. IMMATERIALI 120,00
75/30/040 AMM.TO ORD.ARREDAMENTO 90,00
75/30/*** AMM.TO ALTRI BENI 90,00
75/**/*** AMM.TO IMM. MAT. - ORDINARIO 90,00
84/05/005 IMPOSTA DI BOLLO 100,00
84/05/070 DIRITTI CAMERALI 30,00
84/05/*** IMPOSTE E TASSE 130,00
84/10/005 PERDITE SU CREDITI 6.032,50
84/10/035 MULTE E AMMENDE INDEDUCIBILI 23,40
84/10/055 SOPRAV. PASSIVE ORD.INDEDUCIBILI 367,13
84/10/090 ABBUONI/ARROTONDAMENTI PASSIVI 17,59
84/10/190 ALTRI ONERI DI GEST. DEDUC. 79,20
84/10/191 ALTRI ONERI DI GEST.INDEDUCIBILI 4,11
84/10/*** ALTRI ONERI DIVERSI DI GESTIONE 6.523,93
84/**/*** ONERI DIVERSI DI GESTIONE 6.653,93
88/20/046 INTERESSI PASSIVI INDEDUCIBILI 5,00
88/20/*** VERSO ALTRI (0NERI FINANZIARI) 5,00
88/**/*** INT. PASS.E ALTRI ONERI FINANZ. 5,00
*** TOTALE COSTI 127.935,43
** RICAVI E PROFITTI
58/10/005 RICAVI PER PRESTAZ. DI SERVIZI 8.000,00
58/10/506 RICAVI PARTECIPAZIONE FIERE 73.944,35
58/10/*** RICAVI DELLE PRESTAZ. - IMPRESE 81.944,35
58/**/*** RICAVI 81.944,35
64/05/100 ABBUONI/ARROT. ATTIVI IMP. 0,01
64/05/115 SOPRAVVENIENZE ORDINARIE ATTIVE 9.238,73
64/05/155 PROVENTI PER LIBERALITA' 6.000,00
64/05/390 QUOTE ASSOCIATIVE 40.800,00
64/05/*** ALTRI RICAVI E PROVENTI 56.038,74
64/**/*** ALTRI RICAVI E PROVENTI 56.038,74
87/20/035 INT.ATT.SU DEPOSITI BANCARI 1,77
87/20/*** PROV. DIVERSI DAI PRECEDENTI 1,77
87/**/*** ALTRI PROVENTI FINANZIARI 1,77
*** TOTALE RICAVI 137.984,86
**** AVANZO DI ESERCIZIO 10.049,43
***** TOTALE A PAREGGIO 137.984,86 137.984,86

Pagina 2 di 2
 AIPH Membership
Application Form

Please complete and return the application form, in English, to AIPH Secretary General, Tim
Briercliffe at sg@aiph.org.
AIPH meetings and communications are in English. Please ensure the named contacts are able to
speak, read and understand the English language.

Along with your application please also include:

 A copy of the Charter or Articles of Association and Regulations for your association.
 The most recent statement of financial accounts for your organisation

1 Name of organisation HELLENIC PLANT MATERIAL EXPORTERS ASSOCIATION

2 Postal Address 30, ROUBESI STR, 152 34 HALANDRI , ATHENS, GREECE

3 Country GREECE

4 Email Address info@esefy.gr // thymakis@agroartistico.com

5 Telephone number +306958104535 // +306932318271

6 Fax number

7 Website www.esefy.gr (under constraction)

8 Contact 1 THYMAKIS NIKOS-Honorary President

Name

Postal Address 30, Roubesi str, 152 34 Halandri, Athens Greece

Email address thymakis@agroartistico.com

Telephone number +302106820056
Mobile/cell number +306958104535
9 Contact 2
Name MICHALAS PANTELIS

Postal Address
MICHALAS NURSERIES, FRAGAVILLA, AMALIADA 27200 GREECE

Email address info@michalas.gr

Telephone number +302622026454
Mobile/cell number +306932318271

Version: 17 Feb 2014

10 Description of organisation
HEPMEA is a non-profit organiation, established after FLORADE 2012
to enlarge the potential of growers in world market and penetrate into
new markets. Also, do “green” politics and promote the Greek plant
production and make brand the “Hellenic Garden”.

11 Total number of members 32

12 Number of ornamentals plant Around 130 indeed

and flower growers
represented

13 Type of growers; for example GENERAL NURSERYSTOCK AND CUT FLOWERS

flowers, nursery stock, house
plants, bedding plants

14 Number of landscaping The promo team has 8 members, landscape market professionals. All
businesses represented Greece has more or less 3000 professionals

15 Areas of activity for your

members (for example; policy POLICY LOBBYING , EXHIBITIONS, BRAND OF “HELLENIC
lobbying, market research, GARDEN”, MARKET RESEARCH
promotion, exhibitions, etc)

16 Why you want to join AIPH TO ENLARGE OUR FORCE AND EXCHANGE EXPERIENCE AND
KNOW HOW

17 Estimated value of national About 7.000.000 euros (tension for this year)- last year about 4.5 million
production of euro (the exports)
flowers/ornamental plants
(euros) About 12.000.000 euros circulation (estimation for this year)

Version: 17 Feb 2014

About HE.P.M.EA
After the successful participation in FLORIADE 2012 (Venlo , Holland), the most
important nursery stock and plant material production companies in Greece, decided
to establish an organization to promote their products and to do lobbying in
international organizations with relevant subject and activities.

In January 2013, Hellenic Plant Material Exporters Association(HE.P.M.E.A)(ESEFY

in Greek language) had the first meeting and in July 2013 is legally established and
authorized. During this period, a lot of research and efforts in other markets (such us
Iran, Turkey, Ukraine, Russia, Holland, Italy , Qatar and Kenya) and participation in
the 1st round table of E.N.A (European Nursery stock Association) (Catania, 25-27
June 2013), gave a remarkable potential to HE.P.M.E.A efforts to start to expand the
exports of plant materials , with important results already.

The companies and cooperatives that are members of HE.P.M.E.A cover an important
range of varieties of plant materials such us:

-garden plants (boxwood, hibiscus, photinia etc)

-mediterranean plants (olives, figs, herbs etc)

-subtropical climate plants (citrus, kalamodin, bougainvillea, polygala, callistemon

etc)

-indoors and tropical plants (ficus, orchids, ardisias , small plants in special
complexes pots etc)

-fruit trees (for all climates)

-north climate conifers (cedars, abies, cupressus etc)

-splendid and unique Gardenias compact (traditional from Mountain Pelion)

-special architecture trees (gnarled trunk olives, platanus etc)

-cactus and succulents (more than 800 species)

-turf grass varieties (for all climates)

-water plants (nuphars, bog plants, iris etc)

-palms (rarity Phoenix theophrasti)

-classical and traditional rose varieties (more than 1000)

-cut flowers (Proteaceae family, unique cultivation in mediterranean region)

-seedlings of bio-produced vegetable and herb varieties with special techniques

Also, among the members are the most important Greek manufacture in pots, special
editions about gardening and landscape and a worldwide logistic platform about
plants.

The Hellenic Garden team (www.hellenicgardenteam.gr), the professionals that create

the Greek garden in FLORIADE is , honorary, the Promotion Team of the
Association.

The vulnerable rare plant of Cerastium theophrasti (Herba Olympica), surviving in

high altitude difficult conditions, is the emblem of HE.PMEA. The original, is a
donation craftwork of “Friends Of Balkan Flora”.

The founding members are:

AVRAMIS ROSES, GLAVAKIS NURSERIES, HORTICULTURE COOP OF

THESSALONIKI, MODAGRI, MILIS NURSERIES, GARDENIA GROWERS
GROUP, MAMMOS NURSERIES, HELLASOD, DELTA TREES NURSERIES,
POULIMENOS CACTI NURSERIES, DIMITRIOU POTPLANTS, LAPPAS
SYNTHESIS, FYTAGORA ZACHAROGIANNI, GRYLLIS WATER LILLIES,
MARIGOLD PLANTS, KITANTZIS GROUP OF COMPANIES, TANI, BAIKAS
NURSERIES, ANASTASOPOULOS NURSERIES, RHODOLAND, RODOPLANT,
MICHALAS PLANTS, CRESSA LAND, LOUKISSAS FARM and PLASTONA,
LABROPOULOS EDITIONS (related founding members)

These companies are the most important Greek Exporters in this field of
horticulture/garden market.
The importance of these Association reflects also great garden design and landscape
planning approach, construction and maintenance that guides to full “eco-system
services” in sustainable development, as E.U newly “Green Infrastructure”
Programme asks for. Also, HE.P.M.E.A, will focus to exchange “know how” with
foreign countries and participate in E.U programmes.

(*) the first permanent council are : Thanos Vaiopoulos (TANI), Sotiris Mammos
(MAMMOS NURSERIES), Aristos Triantafyllou (MODAGRI) , Vasilis
Zafeiropoulos (RHODOLAND), Stathis Kornaros (CRESSA LAND COOP) and
Pantelis Michalas (MICHALAS PLANTS)

INFO: NIKOS THYMAKIS / Expert Consultant, Agronomist.

info@esefy.gr // thymakis@agroartistico.com

mob: +306958104535
 18/09/2015

HELLENIC
PLANT METERIAL
EXPORTERS ASSOCIATION

About HE.P.M.EA

After the successful participation in FLORIADE

2012 (Venlo , Holland), the most important
nursery stock and plant material production
companies in Greece, decided to establish an
organization to promote their products and to do
lobbying in international organizations with
relevant subject and activities.

1
 18/09/2015

• The Hellenic Garden team

(www.hellenicgardenteam.gr), the
professionals that create the Greek garden in
FLORIADE is , honorary, the Promotion Team
of the Association.

HELLENIC GARDEN TEAM-PROMO TEAM OF HE.P.M.E.A

“SYNERGIA”
FLORIADE-HOLLAND 2012

2
 18/09/2015

The new established HELLENIC PLANT MATERIAL EXPORTERS

ASSOCIATION (HEPMEA), has the ambition to create strong relations
between Greek producers-plant exporters and foreign trade centers,
lobbying and put strategic aims for the upcoming years, defending the
crisis conditions. The vulnerable rare plant of Cerastium theophrasti
(Herba Olympica), surviving in high altitude difficult conditions, will be
the emblem of HE.PMEA. The Hellenic Garden team(*) , the
professionals that create the Greek garden in FLORIADE is , honorary,
the Promotion Team of the Association and Nikos Thymakis is the Expert
Consultant.

In January 2013, Hellenic Plant Material

Exporters Association(HE.P.M.E.A)(ESEFY in
Greek language) had the first meeting and in
July 2013 is legally established and authorized…
(*) the first permanent council are : Thanos Vaiopoulos (TANI), Sotiris
Mammos (MAMMOS NURSERIES), Aristos Triantafyllou (MODAGRI) ,
Vasilis Zafeiropoulos (RHODOLAND), Stathis Kornaros (CRESSA LAND
COOP) and Pantelis Michalas (MICHALAS PLANTS)

3
 18/09/2015

First movements….
During this period, a lot of research and efforts in other markets
(such us Iran, Turkey, Ukraine, Russia, Holland, Italy , Qatar and
Kenya) and participation in the 1st round table of E.N.A
(European Nursery stock Association) (Catania, 25-27 June
2013), gave a remarkable potential to HE.P.M.E.A efforts to start
to expand the exports of plant materials , with important results
already.

The companies and cooperatives

that are members of HE.P.M.E.A
cover an important range of
varieties of plant materials such us:

4
 18/09/2015

• -garden plants (boxwood, hibiscus, photinia etc)

• -mediterranean plants (olives, figs, herbs etc)

• -subtropical climate plants (citrus, kalamodin, bougainvillea, polygala,

callistemon etc)

• -indoors and tropical plants (ficus, orchids, ardisias , small plants in special
complexes pots etc)

• -fruit trees (for all climates)

• -north climate conifers (cedars, abies, cupressus etc)

• -splendid and unique Gardenias compact (traditional from Mountain

Pelion)

• special architecture trees (gnarled trunk olives, platanus etc)

• -cactus and succulents (more than 800 species)

• -turf grass varieties (for all climates)

• -water plants (nuphars, bog plants, iris etc)

• -palms (rarity Phoenix theophrasti)

• -classical and traditional rose varieties (more than 1000)

• -cut flowers (Proteaceae family, unique cultivation in mediterranean region)

• -seedlings of bio-produced vegetable and herb varieties with special techniques

5
 18/09/2015

The best production units…

Popular products

6
 18/09/2015

Used in gardens worldwide…

TARGETING-LOBBYING WITH OTHER COUNTRIES

SIMILAR ASSOCIATIONS AND FLOWER COUNCILS

The importance of these Association reflects also

great garden design and landscape planning
approach, construction and maintenance that
guides to full “eco-system services” in
sustainable development, as E.U newly “Green
Infrastructure” Programme asks for. Also,
HE.P.M.E.A, will focus to exchange “know
how” with foreign countries and participate in
E.U programmes.

7
 18/09/2015

The founding members are:

• AVRAMIS ROSES, GLAVAKIS NURSERIES,

HORTICULTURE COOP OF THESSALONIKI, MODAGRI,
MILIS NURSERIES, GARDENIA GROWERS GROUP,
MAMMOS NURSERIES, HELLASOD, DELTA TREES
NURSERIES, POULIMENOS CACTI NURSERIES,
DIMITRIOU POTPLANTS, LAPPAS SYNTHESIS,
FYTAGORA ZACHAROGIANNI, GRYLLIS WATER
LILLIES, MARIGOLD PLANTS, KITANTZIS GROUP OF
COMPANIES, TANI, BAIKAS NURSERIES,
ANASTASOPOULOS NURSERIES, RHODOLAND,
RODOPLANT, MICHALAS PLANTS, CRESSA LAND,
LOUKISSAS FARM and PLASTONA, LABROPOULOS
EDITIONS (related founding members)

INFO: NIKOS THYMAKIS

Expert Consultant, Agronomist.
info@esefy.gr
mob: +306958104535

8
 HEPMEA Members
HELLENIC PLANT MATERIAL EXPORTERS ASSOCIATION (HE.P.M.E.A)
COMPANY NAME
AVRAMIS ROSES CO
GRYLLIS WATER LILLIES
GLAVAKIS PLANTS
RHODOLAND
FYTAGORA ZACHAROGIANNIS
KITANTZIS PLANTS AND SUPPLIES
MARIGOLD PLANTS SA
CRETA LAND
HELLASOD
POULIMENOS CACTI NURSERIES
TANI
MICHALAS FLOWERING PLANTS
RODOPOULOS PLANTS
ANASTASOPOULOS NURSERIES
MODAGRI
GARDENIA GROWERS GROUP
MAMMOS NURSERIES
MILIS NURSERIES
BAIKAS P & KONSTA A SA
DELTA TREES NURSERIES
LAPPAS NURSERIES
POT PLANTS
LOUKISSAS FARM
VASILEIADIS PLANTS - MAMI
ALEXANDRA
THEODOROU NURSERIES
KARAVAGGELAS -KLINGOS
NURSERIES
KALANTZIS PLANTS
TSAKIRIS NURSERIES
VIOMA FARM
MANOSI-TSAKIRIDI NURSERIES
NAME OF MEMBER WEBSITE
PLANT PRODUCERS AND
TRADE
AVRAMIS TAKIS www.avramis.gr
GRYLLIS IOANNIS www.greekponds.gr
GLAVAKIS GEORGIOS www.glavakis.gr
ZAFEIROPOULOS VASILIOS www.rhodoland.gr
ZACHAROGIANNIS CHRISTOS www.fytagora.gr
KITANTZIS IOANNIS www.kitantzis.gr
KITANTZIS KRITON www.marigoldplants.gr
KORNAROS EFTATHIOS www.cressaland.com
KOKOVAS NIKOLAOS www.hellasod.gr
POULIMENOS ARISTEIDIS www.poulimenos.gr
VAIOPOULOS ATHANASIOS www.tani.gr
MICHALAS PANTELIS www.michalasplants.gr
RODOPOULOS IOANNIS www.rodoplant.gr
www.anastasopoulos-
ANASTASOPOULOS VASILEIOS nurseries.com
TRIANTAFYLLOU ARISTEIDIS www.modagri.gr
TSALOUCHOS STAVROS www.gardenia.gr
MAMMOS SOTIRIOS www.mammos.gr
MILIS VASILEIOS www.fytoriamilis.gr
BAIKAS POTHITOS
DOUROUKIS LABROS www.delta-trees.com
LAPPAS ATHANASIOS www.lappas_synthesis_plants.gr
DIMITRIOU DIMITRIOS www.potplants.gr
LOUKISSAS KONTSANTINOS www.loukfarm.gr
VASILEIADOU DESPOINA www.efitorio.gr
THEODOROU TRIANTAFYLLOS
KLINGOS NIKOLAOS
KALANTZI CHARA www.kalantzisplants.gr
TSAKIRIS KONTSANTINOS
MACHAIRIDIS DIMITRIOS www.bioma.gr
MANOSIS ALDO www.fytoria-mmt.gr
 OTHER MEMBERS
RELATED
PLASTONA DIAKOUMAKOS PANOS plastona@plastona.com
LABROPOULOS EDITIONS LABROPOULOS PANOS info@gardenguide.gr
ANAGNOSTOU SOIL ANAGNOSTOU MICHALIS www.xomata.gr

HONORARY MEMBER

Vaiopoulos Thanos
HELLENIC GARDEN
TEAM-THE PROMO
TEAM OF HEPMEA
Thymakis Nikos www.agroartistico.com
Gounidis Panagiotis www.giardino.gr
Vekkos Cornelious www.vekkosgarden.gr
Kanaki Matina
Ktenakis Giannis
Gryllis Giannis www.greekponds.gr
Nikoloudis Konstantinos www.consultit.gr
Anagnostou Michalis www.xomata.gr

EXPERT CONSULTANT
Thymakis Nikos

LAWYER
Apostolaki Aryro

Accountant
MANTO KARALI
Annex 4a – Affiliate Membership application from Val’hor, France

AIPH Board Meeting, 19 October 2015

To AIPH Board:

I am pleased to say that Val'hor (France) would like to become a member of AIPH. As we heard in
Paris they are heavily involved in promoting the industry in France, especially through their Green
City project and other promotional initiatives. They are particularly keen to participate in AIPH work
and information sharing in this area.

However, due to the nature of their organisation they are not able to join as a Full Member.
Although they do meet the criteria from an AIPH perspective they cannot do this from their own
governance perspective. The true growers association in France is FNPHP. Val'hor have discussed
AIPH membership with FNPHP but this is a small and struggling organisation that does not have the
time or funds to support a commitment to AIPH membership. Val'hor would like to be involved with
AIPH but cannot formally represent the interests of French growers so would not be permitted to
take this role. Val'hor is an organisation funded through a levy (tax) on the industry which it uses to
fund its promotional initiatives.

Therefore, Val'hor will apply for Affiliate Membership of AIPH as this is the only route they are
permitted to follow from their own governance perspective. They have the same arrangement with
Union Fleurs where they are also Affiliate Members. Their request to join as an affiliate is not
related to the cost of membership but is because of the role they play in the French horticulture
industry.

I propose to the Board that we should accept Val'hor as an Affiliate Member of AIPH for the reasons
outlined above.

Regards

Tim Briercliffe
Secretary General
AIPH – International Association of Horticultural Producers
AIPH Affiliate Membership
Application Form

Please complete and return the application form, in English, to AIPH Secretary General, Tim
Briercliffe at sg@aiph.org.
AIPH meetings and communications are in English. Please ensure the named contacts are able to
speak, read and understand the English language.

Business/Organisation HORTIALLIANCE
name:

Address: PO BOX 440

2990 AK BARENDRECHT
THE NETHERLANDS

Key Contact name: JOEP HENDRICKS

Contact tel: +31 653 398519

Contact email: J.HENDRICKS@HORTIALLIANCE.COM

Website: WWW.HORTIALLIANCE.COM

Description of applicant Integrated platform of suppliers of services, capital goods,

business/organisation: consumables, seeds and cuttings to growers world-wide.

Reference
AIPH Full Member Reference:
(Visit www.aiph.org to find whether there is a current member in your country)
Organisation name: VBN or NTR

Contact name: Mr. George Franke or Mr. Bernard Oosterom

Contact email: g.franke@vbn.nl

Trade Reference:
(If no AIPH Full member in your country)
Organisation name:

Contact name:

Contact email:
AIPH Affiliate Membership
Application Form MPH
Please complete and return the application form, in English, to AIPH Secretary General, Tim
Briercliffe at sqaiph.orq.
AIPH meetings and communications are in English. Please ensure the named contacts are able to
speak, read and understand the English language.

BusinesslOrganisation Philips Horti LED Solutions

name:

Address: HTC 45 P.046.1

Ground Floor, PC Box 80020 Eindhoven
5600 JM
Netherlands

Key Contact name: Mariëlle de Jong

Contact tel: +31 (0)6 316 41 093

Contact email: Marielle.de.jonqphNips.com

Website: www.philips.comlhorti

Description of applicant Having completed hundreds of projects, Philips Lighting has many
businesslorganisation: years of experience investigating the effects of LED on a broad range
of crops. In every project we are on the lookout for the optimum light
recipe”. This is an instruction based on our knowledge of how to use
light to grow a certain crop under certain conditions.

Reference
AIPH Full Member Reference:
(Visit www.aiph.org to find whether there is a current member in your country)
Organisation name: VBN

Contact name: George Franke

Contact email: G.franke@vbn.nl

Trade Reference:
(If no AIPH Full member in your country)
Organisation name:

Contact name:

Contact email:
I declare that the information above is correct and this business is applying to become an Affiliate Member of
AIPH. I agree to pay the annual subscription charge (currently 500 Euro + VAT) and for this application to be
considered at the next AIPH General Meeting.

Date: 2/ /

1
j
Profit & Loss (Euro)

AIPH - International Association of Horticultural Producers 

1 January 2014 to 31 December 2014 
31 Dec 14

Income 
Cautions retained 28,851
Gate fees 219,919
Interest Income received 4,038
Membership fees 27,899
Publications (EC sales) 4,077
Publications (no vat) 2,831
Publications (vat) 2,574
Receipts (other) 124,858
Total Income 415,047

Less Cost of Sales 

Award costs 8,869
Expenses - Environment & Plant 5,594
Expenses - Green City 12,860
Expenses - Marketing & Exhibitions 22,038
Expenses - Novelty Protection 38,956
Jury costs 5,872
Publication expenses 16,792
Spring Meeting Costs 6,931
Total Cost of Sales 117,912

Gross Profit 297,135

Less Operating Expenses 

Audit & Accountancy Fees 9,379
Bad Debt Provision 6,266
Bank Charges 3,279
Communication & PR 40,094
Depreciation Expense 31
Donations & Subsidy 5,385
Employers National Insurance 561
Expenses - board 31,714
Foreign Currency Gains and Losses 37,565
Grower of the Year 17,788
Insurance 537
Interest Paid 1
IT Software and Website costs 16,536
Legal Expenses 4,494
Miscellaneous Expenses 39,724
Office expenses 6,816
Postage, Freight & Courier 295
Printing & Stationery 198
Salaries 152,505
Staff Training 82

Profit & Loss (Euro)  |  AIPH - International Association of Horticultural Producers   |  18 September 2015   Page 1 of 2
Profit & Loss (Euro)

31 Dec 14
Telephone & Internet 790
Travel expenses - President 15,033
Travel expenses - Secretary General 19,680
Total Operating Expenses 408,753

Net Profit (111,618)

Notes

Figures converted into Euro using the following rate:

1.28769 EUR Euro per GBP. Rate provided by XE.com on 31 Dec 2014.

Profit & Loss (Euro)  |  AIPH - International Association of Horticultural Producers   |  18 September 2015   Page 2 of 2
Balance Sheet (Euro)

AIPH - International Association of Horticultural Producers 

As at 31 December 2014 
31 Dec 2014 31 Dec 2013

Assets 
Bank 
Rabobank - Current **8952 12,620 170,417
Rabobank - Savings **6503 391,914 486,814
Total Bank 404,534 657,232

Current Assets 
Accounts Receivable 94,679 91,142
Other Debtors - 5,100
Prepayments 219,612 -
Provision for Bad Debts (84,671) (79,058)
Total Current Assets 229,620 17,184

Fixed Assets 
Computer Equipment 1,092 -
Less Accumulated Depreciation on Computer Equipment (31) -
Total Fixed Assets 1,061 -
Total Assets 635,216 674,415

Liabilities 
Current Liabilities 
Accounts Payable 9,779 25,444
Accruals 56,369 7,701
Historical Adjustment (1,684) (1,576)
Net Wages (8) -
Other Creditors - Cautions 114,344 113,000
PAYE Payable 1,773 -
Rounding - -
VAT (7,038) (6,668)
Total Current Liabilities 173,535 137,900
Total Liabilities 173,535 137,900

Net Assets 461,681 536,515

Equity 
Capital 536,200 501,796
Current Year Earnings (111,618) 1,576
Retained Earnings 37,099 33,142
Total Equity 461,681 536,515

Notes

Figures converted into Euro using the following rates:

Balance Sheet (Euro)  |  AIPH - International Association of Horticultural Producers   |  18 September 2015   Page 1 of 2
Balance Sheet (Euro)

1.28769 EUR Euro per GBP. Rate provided by XE.com on 31 Dec 2014.
1.20507 EUR Euro per GBP. Rate entered by John Donovan on 31 Dec 2013.
1.28769 EUR Euro per GBP. Rate provided by XE.com on 31 Dec 2014.
1.20507 EUR Euro per GBP. Rate entered by John Donovan on 31 Dec 2013.

Balance Sheet (Euro)  |  AIPH - International Association of Horticultural Producers   |  18 September 2015   Page 2 of 2
 Accountant’s Independent Assurance Report

on the Unaudited Financial Statements of

International Association of Horticultural Producers

We have performed certain procedures in respect of the association’s unaudited financial statements for the year ended
31 December 2014, made enquiries of the association’s officials and assessed accounting policies adopted by the board, in
order to gather sufficient evidence for our conclusion in this report.

This report is made solely to the association’s board in accordance with our terms of engagement. It has been released to
the board on the basis that this report shall not be copied, referred to or disclosed, in whole (save for the board’s own
internal purposes or as may be required by law or by a competent regulator) or in part, without our prior written consent.
Our work has been undertaken so that we might state to the board those matters that we have agreed to state to them in
this report and for no other purposes. To the fullest extent permitted by law, we do not accept or assume responsibility to
anyone other than the association and the association’s board for our work, for this report or the conclusions we have
formed.

Respective responsibilities
You have confirmed that you have met your duty. You consider that the company is exempt from the requirement for an
audit for the year. Our responsibility is to form and express an independent conclusion, based on the work carried out, to
you on the financial statements.

Scope
We conducted our engagement in accordance with the Institute of Chartered Accountants in England and Wales Interim
Technical Release AAF 03/06. Our work was based primarily upon enquiry, analytical procedures and assessing accounting
policies. If we considered it to be necessary, we also performed limited examination of evidence relevant to certain
balances and disclosures in the financial statements where we became aware of matters that might indicate a risk of
material misstatement in the financial statements.

The terms of our engagement exclude any requirement to carry out a comprehensive assessment of the risks of material
misstatement, a consideration of fraud, laws, regulations or internal controls, and we have not done so. We are not
required to, and we do not, express an audit opinion on these financial statements.

Conclusion

Based on our work, nothing has come to our attention to refute the board’s confirmation that the financial statements give
a true and fair view of the state of the association’s affairs as at 31 December 2014 and of its income and expenses for the
year then ended and have been properly prepared.

Kirkpatrick and Hopes Ltd

Overdene House
49 Church Street
Theale
Reading
Berkshire
RG7 5BX

Date ...16th September 2015.......

2015 P&L to date and predicted
outcome
Profit & Loss account
Profit and loss account (Euro) 2015 predicted 2015 to end July Budget 2015
Revenues Debit Credit Debit Credit Debit Credit
8000 - Membership fee 33,000 30,768 30,000
8100 - Publications sold 13,000 4,440 10,000
8200 - Interest 500 4 2,000
Grower of the Year 0 0 40,000
Expo Conference 28,429 28,429
Spring Meeting 6,160 6,160
Annual congress 40,000 0 0
Green City Committee 0 0 0
Marketing Committee 4,000 0 0
International Vision project 60,000
8400 - Receipts (other) 150 0 24,000
Revenues Exhibitions
8300 - Cautions retained 0 0 12,000
8320 - Gate fee 0 0 0
8330 - Support and advice 0 0 0
Total: Revenues Exhibitions 0 0 12,000
Total: Revenues 185,239 69,801 118,000
Expeditures
International Vision project 40,000
4010 - Publication expenses 16,000 314 15,000
Costs Exhibitons
4040 - Jury costs 0 0 0
4050 - Awards 0 0 0
4060 - AIPH Expo garden 0 0 0
Total: Costs Exhibitons 0 0 0
Depreciation
4800 - Depreciation inventory 400 234 0
4810 - Depreciation receivables (fees, book ) 0 0 600
4820 - Provision bad debts (adm. 2008-2012) -8,275 -8,275 0
Total: Depreciation -7,875 -8,041 600
Working expenses committees
4093 - Science and education 0 0 0
4094 - Expenses Green City 16,000 3,004 16,000
4095 - Expenses Environment and Plant Health 4,000 2,409 6,000
4096 - Expenses Economics and Statistics 0 0 0
4097 - Expenses Marketing and Exhibitions 9,000 2,367 15,000
4098 - Expenses Novelty Protection 22,500 14,812 22,500
4099 - Expenses Executive Committee 0 0 1,000
Total: Working expenses committees 51,500 22,592 60,500
Working expenses other
Travelling expenses President 6,000 3,455
Travelling expenses SG 16,000 8,489
Travelling expenses Business & Events Mgr 5,000 3,925
4106 - Travelling expenses President/Secr.Gen. 28,000
4110 - Office expenses (incl. insurance) 120,000
Employers National Insurance 27,500 10,317
Insurance 2,000 675
Office expenses 10,000 2,356
Postage, freight and courier 300 239
Printing and stationery 1,400 1,177
Staff salaries 223,000 128,447 160,000
Staff training 200 0
Telephone and internet 1,500 1,018
Fee - Marketing Comm chair 600 0 5,000
4201 - Fee President 15,000 6,659 20,000
4210 - Expenses board 30,000 22,648 26,000
4300 - Grower of the Year 0 5,473 22,000
4600 - Bank charges 2,000 1,423 2,000
4660 - Bookkeeping and audit 12,000 7,742 7,500
Foreign currency gains and losses 75,000 72,625
4700 - Costs for website 18,000 17,650 5,000
4750 - Communication and PR 12,000 7,788 10,000
Legal expenses 6,000 4,964
4900 - Miscellaneous 2,000 131 10,000
4905 - Donation and subsidy 0 0 0
Total: Working expenses other 465,500 307,201 415,500
Spring meeting and annual congress
4102 - Annual congress 40,000 40,000 0
Expo Conference 20,067 20,067
4103 - Spring Meeting 33,999 33,999 5,000
Total: Spring meeting and annual congress 94,066 94,066 5,000 0
Total: Expenditures 619,191 416,132 496,600 0
Result -433,952 -346,331 -378,600
Balance Sheet (Euro)

AIPH - International Association of Horticultural Producers 

As at 31 July 2015 
31 Jul 2015 31 Dec 2014

Assets 
Bank 
Barclays Current - EUR 251,039 -
Barclays Current - GBP 43,517 -
Rabobank - Current **8952 3,652 12,620
Rabobank - Savings **6503 954 391,914
Total Bank 299,162 404,534

Current Assets 
Accounts Receivable 166,760 109,679
Prepayments 21,836 219,612
Provision for Bad Debts (79,058) (79,058)
Total Current Assets 109,537 250,233

Fixed Assets 
Computer Equipment 1,207 1,092
Less Accumulated Depreciation on Computer Equipment (268) (31)
Total Fixed Assets 939 1,061
Total Assets 409,638 655,828

Liabilities 
Current Liabilities 
Accounts Payable 1,077 9,779
Accruals 57,418 51,644
Historical Adjustment (1,861) (1,684)
Net Wages - (8)
Other Creditors - Cautions 139,668 126,434
PAYE Payable - 1,773
Rounding (1) -
Suspense (32) -
VAT (4,889) (7,038)
Total Current Liabilities 191,380 180,899
Total Liabilities 191,380 180,899

Net Assets 218,259 474,929

Equity 
Capital 592,323 536,200
Current Year Earnings (306,380) (98,370)
Retained Earnings (67,684) 37,099
Total Equity 218,259 474,929

Notes

Balance Sheet (Euro) - July 2015  |  AIPH - International Association of Horticultural Producers   |  1 September 2015   Page 1 of 2
Balance Sheet (Euro)

Figures converted into Euro using the following rates:

1.42247 EUR Euro per GBP. Rate provided by XE.com on 31 Jul 2015.
1.28769 EUR Euro per GBP. Rate provided by XE.com on 31 Dec 2014.
1.42247 EUR Euro per GBP. Rate provided by XE.com on 31 Jul 2015.
1.28769 EUR Euro per GBP. Rate provided by XE.com on 31 Dec 2014.

Balance Sheet (Euro) - July 2015  |  AIPH - International Association of Horticultural Producers   |  1 September 2015   Page 2 of 2
Annex 11c – AIPH Board Meeting – 19 October 2015

1. 2015 Year to Date and Predicted P&L – Explanatory Notes

Incomes
Incomes are on track and will exceed forecast. This is due to the following reasons:
Addition of the International Vision Project – This project is funded by the Dutch PT and
provides 60,000 euro per year for three years. The exact details of when and how we get
this money are still to be finalised at a meeting with George Franke on 2 October. There will
of course also be expenditure for this project (Project Manager and travel and reports etc).
Incomes from Spring Meeting and Congress are included here. Expenditures are shown
separately rather than just showing a net figure in the Expenditure section as in previous
years.
The Expo Conference is a new line with new income.
Expenditures
‘Provision Bad debts’ – this is a positive expenditure due to the Exchange Rate issue as
explained at the last meeting.
‘Green City’ – exact spending for the rest of this year depends on decisions made during
Congress.
‘Environment Committee’ – the Board are urged to discuss whether or not we should
continue membership of FSI.
‘Office Expenses’ – this spend is now broken down into separate cost codes for greater
clarity and management.
‘Staff salaries’ – The predicted figure includes salaries for T Briercliffe and M Wallin
whereas the budget just shows SG salary. Also predicted costs are high due to exchange
rate.
‘Expenses Board’ – Despite the reduced allowance for Board members in both Paris and
Milan the overall cost of covering Board expenses is still higher than budgeted. This is
largely due to the high cost of accommodation and services in these cities and
underestimated figure in the budget. This policy should be reviewed by the Board.
‘Grower of the Year’ – all incomes and expenditures for this will be allocated to 2016
accounts.
‘Bookkeeping and audit’ – This includes residual costs from the previous accounting system
as well as the cost of the Assurance Report and ongoing bookkeeping support which we
have kept at the same level due to workload. It is hoped to reduce this a little in 2016.
‘Foreign currency gains and losses’ – See below explanation as provided at last meeting.
This is a new line within the P&L and is somewhat complex to explain. During 2014 the
AIPH bank account was completely in Euros and all transactions were in Euros. The new
‘Xero’ accounting package used by AIPH bookkeepers operates in British Pounds Sterling
(GBP). Each time a Euro value is entered the software calculates the GBP value at that
exact moment. This means that from the time when an invoice is raised to the time when it
is paid the Euro/GBP exchange rate may have changed and the system records this as
either a gain or loss.
Annex 11c – AIPH Board Meeting – 19 October 2015

The chart below shows the exchange rate fluctuations during 2014-2015 as the Pound
strengthened against the Euro. Since the end of 2014 the pound has gone on to achieve a
high of 1.36 euros to the pound.

Chart: GBP/EUR Exchange Rates 2014-2015

The payments made from Euros to Pounds will be actual losses to AIPH. These include
staff and office costs as well as website, brand development costs and the Spring Meeting
2014 costs. The actual loss in real terms is defined as a ‘realised’ loss.
Unrealised losses would only become ‘realised’ if all the money in the AIPH bank account
was converted to GBP at the exchange rate that existed on 31 July 2015. In reality of
course that did not happen but because we are using a GBP based accounting system this
is the calculation made. If the pound weakens in future then we will see a currency ‘gain’
rather than the loss. However, as AIPH will be retaining a Euro account, even when we are
using the new UK bank we can ensure that sums are only exchanged when most
advantageous to AIPH.
It is hard to predict what the final figure will be for 2015.
‘Website’ – costs higher than budgeted because the delay in website completion (due to
branding project delay) meant that the final payments for this did not happen until 2015.
‘Communication and PR’ higher than budgeted because HTA PR costs have been
allocated here rather than to ‘Office costs’ where they were budgeted.
‘Legal expenses’ – these relate to the claim against Auxon. They had been budgeted
within Miscallaneous which will see a saving against budget.
Annex 11c – AIPH Board Meeting – 19 October 2015

Overall committee and general working expenses will come out below budget due to cost
saving measures put in place wherever possible. This excludes the foreign currency costs
which of course push the costs over budget.
‘Expo Conference’ – this event made a profit of 8,362 Euro.
‘Spring Meeting’ – This figure shows a net cost for the 2015 Spring Meeting (Paris) of
27,839 Euro against a budgeted cost of 5,000 Euro. Before the final accounts for 2015 are
calculated this figure will be reduced because at the moment it still includes some of the
costs that should be allocated to the Green City Committee for the costs associated with the
Working Group meeting held on 19 March. However, when this is done it will still show a
large than budgeted cost for the Spring Meeting and this is due to the high number of free
places (i.e. Board members) and the fact that AIPH tried to keep the costs for members
close to those for the London Spring Meeting by subsidising meals and venue costs. Paris
is an expensive place for meetings. Milan is also expensive but it was decided to recover
the costs fully for this event hence higher than normal delegate fees.

2. Budget 2016
2016 is an important year for AIPH with two exhibitions bringing in gate fee. The final
amount of this fee will have a significant impact on what can be budgeted for 2017 and
beyond. Therefore the long term forecast for 2017-2020 should not be seen as a budget. It
contains many assumptions and the outcome figures should not be seen as those that we
are planning to achieve. However, it is useful for viewing income that we do know about.
2016 is also important as we seek to gain funding for the Green City work. If this is
successful then it will have a significant impact on what AIPH can do and how it operates,
but at the moment there is no guarantee of this income.
Whether or not there is an Expo in Gold Coast (Australia) in 2018 will also have a significant
impact.
Under the way AIPH runs at the moment the association is still heavily reliant on regular
expo gate fee income. Other income streams are developing (i.e. affiliate membership, new
model for statistical yearbook, sponsorship from expo conferences, profitable Grower of the
Year awards and delivery of contracted projects like ‘International Vision’) but these are not
yet significant enough and growth has be strong to make useful contribution to overheads.
During the Board meeting in Paris (March 2015) the Board considered an Income
Generation Plan. This is repeated below with updates shown in red italics.
AIPH Income Generation Plan
Exhibitions
For exhibitions there is a short term and a long term solution and they are different.
Short term objectives:

 Work to ensure that existing scheduled expos reach their potential in terms of gate
fee income. The lower than expected numbers to Qingdao raises the possibility that
this might be the same in Tangshan. Also with Antalya wanting to charge a
maximum of 5 euro per head to enter their expo then potential income to AIPH is
Annex 11c – AIPH Board Meeting – 19 October 2015

likely to be less than 200,000 euro. Amend regulations to reduce risk on income flow
and to set minimum fee to enable reliable budgeting.
 Establish rules for payment of expenses by organisers and establish consultancy
fees for additional support.
 Ensure we are getting expo applications for 2020 and beyond. – We are expecting an
application for 2021 from China and then hopefully others (UK, Turkey) for after.
Short term Actions:

 Get signed contracts with Tangshan and Antalya and seek to incorporate a minimum
payment. – Contracts have been submitted to Antalya (including minimum gate fee
charge), Tangshan, Taichung and Beijing. This will make this income safer.
Awaiting confirmation that these will be signed.
 Get Antalya to agree to payment of a minimum agreed gate fee. In their application
they specified 80 million euro entrance income which would give AIPH 800,000 Euro.
No-one thinks this is achievable now but maybe we could agree at least 250,000
euro this year? Osman wants to help with this. – Contract includes minimum
payment of 380,000 Euro
 Get approval on new regulations with minimum gate fee payments, increased
financial guarantees and phased payment before the expo (although won’t apply until
post-2019 expos) – by October 2015 (first milestone – Spring Meeting). – In
proposed new regulations.
Adoption of these new regs is key, for example, if Geochang re-applies for 2020 this
year under the new proposed regs then there will be a 50,000 euro financial
guarantee. If we change this to ‘application fee’ (of which 80% is non-refundable)
then we can put 80% of it onto the P&L result this year too. Regarding gate fee if
their expo was in 2020 then we would start getting income from 2017, ie about
80,000 euro in that year.
 Identify a target list of countries that we would hope will be making an expo
application. Develop action plans for each country and carry out a ‘sales and
awareness raising trip’ to promote the concept to countries that may benefit from this.
Countries include: Singapore, Australia, India, UK, Thailand, UAE, UK, Malaysia,
Brunei, Brazil. These may not all need ‘visits’ but we need to find ways to speed up
their interest to get some applications on the table soon. Maybe we should more
publically advertise available years and encourage competition? – during 2015/16 –
Active promotion in Australia. New applications expected from China, Turkey, UK.
Visit being planned for Singapore.
 Aim to get a speaking slot at the next BIE General Assembly to promote the new Hort
Expo Guide and to stimulate interest in horticultural expos. – By November 2015. –
Not finalised
Long term objectives

 I think we need to consider a completely new model for expos and our role in
approving expos and other horticultural events in the future. Traditionally our role is
in authorising international participation in expos. However, as highlighted by the fact
that Qingdao paid for all their international participants and the difficulty being
experienced by Antalya in attracting countries who have to pay for themselves the
old model of countries funding a garden at an expo is disappearing. Germany have
already embraced this changed and run international expos without inviting other
countries. The Netherlands is perhaps the only organiser who has really worked to
make this succeed.
Annex 11c – AIPH Board Meeting – 19 October 2015

 If, in the future, this continues then the need for AIPH reduces and we need to
redefine our role. However, alongside this the need to restrict the number of expos
also reduces. During 2015 we should develop a longer term strategy for AIPH role in
expos, linked much more to the added value we provide (marketing, consultancy,
international network/contacts) along with the financial considerations. We should
also evaluate whether ‘horticulture’ is the right hook to have in the names of
exhibitions. Should we consider food, environment and leisure more in the niche
offering we have (without losing sight of why we exist!)? We need to develop this
soon to ensure that AIPH is an indispensable component of international hort expos
regardless of whether countries actively participate in each others expos.
Long term actions:

 Develop new expo strategy that addresses these issues – by Spring 2016. – In
discussion with Sven Stimac on these ideas and further developing the support
structure with guides and consultancy
IGOTY
Objectives

 To generate a 40,000 euro ‘profit’ from the next IGOTY competition with gala dinner
at IPM in Jan 2016.
 To increase profit as follows: 45,000 euro in 2017, 50,000 euro in 2018, etc.
Actions

 Develop full Business Plan for the Jan 2016 event by April 2015 – Plan and budget
developed
 Confirm agreement with IPM by end March 2015 – agreement confirmed
 Launch new competition at Spring Meeting 2015 - done
 Identify sponsor target list, develop sponsorship brochure and begin targeting in April
2015 - done
 Sponsor target meetings (SG and AIPH members with contacts) during May/June
2015 – T Briercliffe and B Oosterom visited major international hort companies in
July. 75,000 euro sponsorship secured to date.
Green City
Objectives

 To develop a ‘Green City Standard’ to which cities can be audited against, scored
and benchmarked – by end 2015
 To have 20 cities audited by 2018
 To generate ‘profit’ for AIPH as follows: 150,000 euro in 2016, 150,000 euro in 2017
and 150,000 euro in 2018. These are ambitious goals and the most likely way for
this to be achieved is through the securing of a major international sponsor who
would commit sponsorship of about 1 million euro over a 3-4 year period. Possible
sponsors include Vanke (China), BP and UN but more work would be required (and
possibly consultancy advice) to identify the right targets and the routes to access
them. This is a new and unproven route for AIPH to date.
An alternative route would be to develop the standard and then market this directly to
cities and ask them to pay. It would be harder to generate the target profits using this
model.
Annex 11c – AIPH Board Meeting – 19 October 2015

Actions

 Complete ‘Green City Standard’ and Business Plan during 2015 – On track as will be
discussed in Green City Committee
 Identify target ‘sponsors’ – by November 2015 – meeting with Beijing Expo during
congress. Investigating other options too.
 Develop sponsor specific action plans – by November 2015
 Conduct meetings and secure sponsorship – By Spring 2016 – in progress
Other incomes
Events
I do not see profit-making opportunities for the congress and spring meetings as we work
hard to keep attendance costs at a minimum for members and the events are not very
attractive for sponsors.
If the AIPH Expo Conference is a success on 19 March 2015 then I will look to repeat this
annually. The next opportunity would be in Antalya in October 2016. Income is based on
delegate fees (with a higher fee for non-members) and sponsorship income. So far for 2015
we have secured 9,000 euro of sponsorship. I am still hoping for some more. For 2016 I
would like to secure 15,000 euro profit from the Expo conference and in 2017 20,000 euro
profit.
The other major event planned is an international growers conference in 2018 possibly in
Istanbul alongside the ISHS Congress. I would like to achieve 30,000 euro profit from this
event. This will largely depend on sponsorship support.
AIPH could run other events like study tours but organising events like this is very time and
cost consuming and potential profits are probably too small to justify the activity at this stage.
Industry information
We should continue to drive the sales of the statistical yearbook to be profit-making. This
will be done through increasing the price, increased promotion and easier accessibility
through online download and the option to buy in sections.
AIPH will manage a project funded by the Dutch PT. This will bring in 60,000 euro per year
for three years but will require expenditure too.
Membership
I have planned for a steady increase in membership of full members. I have also planned a
slow increase in Affiliate Membership as we define the benefits further for Affiliates. This is
accommodated in the forecast.

3. Long Term Forecast

The long term forecast is based on successfully getting sponsorship for the Green City
project but assumes that there is no new Expo in 2018 as Australia are hoping for. It also
assumes growing profitability from the statistical yearbook and International Grower of the
Year as well as rising incomes from membership. However, the forecast is cautious.
 Cash Summary 2015
Including VAT
Actual Actual Actual Actual Actual Actual Actual Forecast Forecast Forecast Forecast Forecast
Jan 2015 Feb 2015 Mar 2015 Apr 2015 May 2015 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15

Income
Gate fees £0.00 £0.00 £158,684.09 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Interest Income received £3,138.55 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Membership fees £0.00 £3,519.60 £1,199.87 £0.00 £0.00 £1,200.00 £10,251.00 £5,000.00 £6,050.00 £0.00 £0.00 £0.00
Publications (EC sales) £728.28 £82.06 £161.61 £80.06 £158.08 £78.00 £208.00 £158.00 £158.00 £158.00 £2,000.00 £1,500.00
Publications (no vat) £261.73 £82.06 £0.00 £613.85 £0.00 £0.00 £0.00 £0.00 £0.00 £82.00 £500.00 £500.00
Publications (vat) £259.39 £152.25 £93.23 £67.25 £0.00 £0.00 £0.00 £60.00 £60.00 £60.00 £60.00 £60.00
Receipts (other) £0.00 £449.41 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £3,500.00 £0.00
Spring Meeting Revenue £291.22 £3,925.01 £7,288.62 £4,236.60 £3,458.19 £1,600.00 £842.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expo Conference £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Annual Congress £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £2,136.00 £7,000.00 £10,000.00 £10,000.00 £2,000.00 £0.00
International Vision project £44,000.00
Grower of the Year - Dinner tickets £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £2,000.00 £2,000.00 £2,000.00 £4,000.00
Grower of the Year - sponsorship £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £12,000.00 £12,000.00 £12,000.00 £6,500.00 £6,500.00
Accounts Receivable -£188.96 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Total Income £4,490.21 £8,210.39 £167,427.42 £4,997.76 £3,616.27 £2,878.00 £13,437.00 £24,218.00 £30,268.00 £24,300.00 £60,560.00 £12,560.00

Less Operating Expenses

Audit & Accountancy fees £628.00 £914.60 £687.40 £687.40 £1,486.40 £433.00 £1,364.00 £700.00 £700.00 £700.00 £700.00 £700.00
Bank Charges £461.26 £29.31 £0.00 £478.05 £24.00 £2.00 £471.00 £145.00 £145.00 £145.00 £145.00 £145.00
Bookkeeping £0.00 £93.20 £44.65 £45.12 £45.00 £45.00 £43.00 £45.00 £45.00 £45.00 £45.00 £45.00
Communication & PR £3,130.82 £13,800.00 £0.00 £0.00 £1,295.94 £1,255.00 £1,423.00 £0.00 £1,300.00 £0.00 £0.00 £1,300.00
Employers National Insurance -£2,000.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £6,500.00 £0.00 £6,500.00 £0.00 £6,500.00
Entertainment - 0% £69.58 £0.00 £0.00 £0.00 £0.00 £129.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - board £0.00 £1,095.98 £0.00 £2,386.04 £2,089.85 £952.00 £0.00 £0.00 £3,000.00 £3,000.00 £4,000.00 £0.00
Expenses - Executive Committee £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - Science & Education £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - Environment & Plant £0.00 £0.00 £0.00 £0.00 £4,215.88 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - Green City £0.00 -£228.00 -£144.00 £618.98 £408.05 £0.00 £0.00 £1,000.00 £0.00 £5,000.00 £5,000.00 £2,000.00
Expenses - Marketing & Exhibitions £0.00 £1,144.37 £0.00 £0.00 £0.00 £1,181.00 £0.00 £4,250.00 £1,250.00 £0.00 £2,700.00 £0.00
Expenses - Novelty Protection £1,862.24 £1,336.79 £0.00 £0.00 £2,815.86 £2,888.00 £472.00 £1,300.00 £1,300.00 £1,300.00 £1,300.00 £1,300.00
International Vision project £700.00 £2,000.00 £2,000.00
Expo Conference Costs £0.00 £0.00 £0.00 £14,785.60 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Fees - Presidential Stipend £0.00 £0.00 £0.00 £0.00 £2,465.20 £2,216.00 £0.00 £2,465.00 £0.00 £2,465.00 £0.00 £0.00
Fees - Marketing Committee chair £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £500.00 £0.00 £0.00 £0.00 £500.00 £0.00
Fees - Secretary General £10,825.99 £0.00 £3,132.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Grower of the Year £0.00 £7,893.66 £0.00 £993.75 £971.86 £1,644.00 £440.00 £12,000.00 £12,000.00 £6,000.00 £12,000.00 £6,000.00
Interest Paid £2.59 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
IT Software and Website costs £326.07 £384.30 £132.94 £73.91 £50.54 £1,200.00 £12,228.00 £150.00 £150.00 £150.00 £150.00 £150.00
Legal Expenses £0.00 £6,549.87 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £6,000.00 £0.00 £0.00 £0.00
Miscellaneous Expenses £0.00 £92.33 £0.00 £0.00 £0.00 £0.00 £0.00 £100.00 £0.00 £0.00 £0.00 £0.00
Office expenses £799.46 £87.84 £0.00 £0.00 £998.41 £6.00 £89.00 £1,000.00 £0.00 £0.00 £1,000.00 £0.00
Postage, Freight & Courier £85.57 -£3.96 £20.04 £0.00 £0.00 £23.00 £0.00 £0.00 £0.00 £100.00 £0.00 £0.00
Printing & Stationery £5.97 £344.90 £4.60 £230.51 £394.25 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Publication expenses £0.00 £10,442.57 £0.00 £0.00 £133.00 £0.00 £0.00 £500.00 £500.00 £0.00 £0.00 £0.00
Spring Meeting Costs £0.00 £856.86 £21,814.63 £1,314.26 £384.15 £651.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Staff training £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Annual Congress £0.00 £0.00 £0.00 £0.00 £0.00 £7,101.00 £0.00 £10,000.00 £10,000.00 £10,000.00 £2,000.00 £0.00
Telephone & Internet £171.83 £223.97 £54.00 £54.00 £275.87 £108.00 £0.00 £300.00 £54.00 £275.87 £54.00 £100.00
Travel expenses - Business & Events Manager£0.00 £0.00 £178.75 £325.31 £1,695.70 £0.00 £525.00 £800.00 £100.00 £1,500.00 £200.00 £200.00
Travel expenses - President £1,142.74 £0.00 £0.00 £0.00 £1,285.79 £0.00 £0.00 £0.00 £0.00 £1,500.00 £500.00 £500.00
Travel expenses - Secretary General £2,515.15 £407.32 £141.60 £111.42 £3,158.90 £50.00 £272.00 £1,000.00 £500.00 £1,000.00 £1,000.00 £500.00
Creditors - French Vat -£58.25 £58.25 £0.00 £0.00 £2,395.24 £0.00 £0.00 -£3,000.00 £0.00 £0.00 £0.00 £0.00
Net Wages £8,618.22 £8,620.86 £8,667.85 £8,678.24 £8,564.96 £8,598.00 £9,920.00 £8,600.00 £8,600.00 £8,600.00 £8,600.00 £9,500.00
PAYE Payable £2,944.52 £4,185.14 £5,784.27 £5,795.75 £4,191.30 £5,289.00 £12,308.00 £5,500.00 £5,500.00 £5,500.00 £5,500.00 £6,500.00
Rounding £0.08 £0.08 £0.01 £0.05 £0.01 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Suspense £0.00 £22.81 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
VAT £0.00 £0.00 -£5,493.03 £0.00 -£6,810.01 £0.00 £0.00 -£6,000.00 £0.00 -£6,000.00 £0.00 £0.00
Total Operating Expenses £31,531.84 £58,353.05 £35,025.71 £36,578.39 £32,536.15 £33,771.00 £40,055.00 £47,355.00 £51,144.00 £48,480.87 £47,394.00 £37,440.00

Operating Surplus (Deficit) -£27,041.63 -£50,142.66 £132,401.71 -£31,580.63 -£28,919.88 -£30,893.00 -£26,618.00 -£23,137.00 -£20,876.00 -£24,180.87 £13,166.00 -£24,880.00

Foreign Currency Gains and Losses

Bank Revaluations -£10,534.95 -£7,562.97 £636.07 £2,425.90 -£4,900.46 -£3,264.00 -£3,122.00 £0.00 £0.00 £0.00 £0.00 £0.00
Realised Currency Gains £3.63 £381.30 -£13,535.91 £17.54 -£199.25 -£28.00 -£152.00 £0.00 £0.00 £0.00 £0.00 £0.00
Total Foreign Currency Gains and Losses
-£10,531.32 -£7,181.67 -£12,899.84 £2,443.44 -£5,099.71 -£3,292.00 -£3,274.00 £0.00 £0.00 £0.00 £0.00 £0.00

Net Cash Movement -£37,572.95 -£57,324.33 £119,501.87 -£29,137.19 -£34,019.59 -£34,185.00 -£29,892.00 -£23,137.00 -£20,876.00 -£24,180.87 £13,166.00 -£24,880.00

Summary
Opening Balance £314,154.67 £276,581.72 £219,257.39 £338,759.25 £309,622.08 £275,602.49 £241,417.49 £211,525.49 £188,388.49 £167,512.49 £143,331.62 £156,497.62
Plus Net Cash Movement -£37,572.95 -£57,324.33 £119,501.87 -£29,137.19 -£34,019.59 -£34,185.00 -£29,892.00 -£23,137.00 -£20,876.00 -£24,180.87 £13,166.00 -£24,880.00
Closing Balance £276,581.72 £219,257.39 £338,759.26 £309,622.06 £275,602.49 £241,417.49 £211,525.49 £188,388.49 £167,512.49 £143,331.62 £156,497.62 £131,617.62

Notes:
1: Figures converted into British Pound using the following rate:
1.36877 EUR Euro per GBP. Rate provided by XE.com on 30 Apr
2: Figures converted into British Pound using the following rate:
1.38044 EUR Euro per GBP. Rate provided by XE.com on 31 Mar
3: Figures converted into British Pound using the following rate:
1.37889 EUR Euro per GBP. Rate provided by XE.com on 28 Feb
4: Figures converted into British Pound using the following rate:
1.33477 EUR Euro per GBP. Rate provided by XE.com on 31 Jan
5: Figures converted into British Pound using the following rate:
1.28769 EUR Euro per GBP. Rate provided by XE.com on 31 Dec
CASH FLOW 2016

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Income Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast
Gate fees £0.00 £0.00 £0.00 £0.00 £0.00 £250,000.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Interest Income received £0.00 £1,380.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Membership fees £0.00 £10,000.00 £10,000.00 £3,500.00 £0.00 £0.00 £400.00 £400.00 £0.00 £400.00 £400.00 £0.00
Publications (EC sales) £500.00 £500.00 £500.00 £500.00 £500.00 £500.00 £500.00 £500.00 £500.00 £500.00 £1,500.00 £1,000.00
Publications (no vat) £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00
Publications (vat) £60.00 £60.00 £60.00 £60.00 £60.00 £60.00 £60.00 £60.00 £60.00 £60.00 £60.00 £60.00
Receipts (other) £290.00 £290.00 £290.00 £290.00 £290.00 £290.00 £290.00 £290.00 £290.00 £290.00 £290.00 £290.00
Spring Meeting Revenue £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expo Conference + Events £0.00 £0.00 £0.00 £0.00 £0.00 £2,000.00 £3,000.00 £2,000.00 £2,000.00 £1,000.00 £0.00 £0.00
Annual Congress £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Grower of the Year - Dinner tickets £10,000.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £2,000.00 £2,000.00 £2,000.00 £4,000.00
Grower of the Year - sponsorship £5,000.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £12,000.00 £12,000.00 £12,000.00 £6,500.00 £6,500.00
Green City Committee
Accounts Receivable £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Total Income £16,150.00 £12,530.00 £11,150.00 £4,650.00 £1,150.00 £253,150.00 £4,550.00 £15,550.00 £17,150.00 £16,550.00 £11,050.00 £12,150.00

Less Operating Expenses

Audit & Accountancy fees £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00
Bank Charges £115.00 £115.00 £115.00 £115.00 £115.00 £115.00 £115.00 £115.00 £115.00 £115.00 £115.00 £115.00
Bookkeeping £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Communication & PR £1,400.00 £0.00 £0.00 £1,400.00 £0.00 £0.00 £1,400.00 £0.00 £0.00 £1,400.00 £0.00 £0.00
Employers National Insurance £6,500.00 £0.00 £0.00 £6,500.00 £0.00 £0.00 £6,500.00 £0.00 £0.00 £6,500.00 £0.00 £0.00
Entertainment - 0% £69.58 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - board £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £8,000.00 £0.00 £0.00 £0.00
Expenses - Executive Committee £0.00 £0.00 £400.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - Science & Education £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - Environment & Plant £0.00 £0.00 £0.00 £0.00 £4,215.88 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - Green City £2,000.00
Expenses - Marketing & Exhibitions £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00 £300.00
International vision £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00 £2,000.00
Expo Jury Costs £0.00 £0.00 £0.00 £4,000.00 £4,000.00 £0.00 £2,000.00 £2,000.00 £0.00 £4,000.00 £4,000.00 £0.00
Expo Awards £0.00 £4,000.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £9,800.00 £0.00 £0.00
AIPH Expo Garden £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Expenses - Novelty Protection £1,862.24 £1,336.79 £1,250.00 £1,250.00 £2,815.86 £1,300.00 £1,300.00 £1,300.00 £1,300.00 £1,300.00 £1,300.00 £1,300.00
Expo Conference Costs £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £5,000.00 £1,000.00 £1,000.00 £0.00 £0.00
Fees - Presidential Stipend £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Fees - Marketing Committee chair £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Fees - Secretary General £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Grower of the Year £15,000.00 £0.00 £0.00 £5,000.00 £0.00 £0.00 £0.00 £8,000.00 £8,000.00 £8,000.00 £8,000.00 £8,000.00
Interest Paid £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
IT Software and Website costs £200.00 £200.00 £200.00 £200.00 £200.00 £200.00 £200.00 £200.00 £200.00 £200.00 £200.00 £200.00
Legal Expenses £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Miscellaneous Expenses £575.00 £575.00 £575.00 £575.00 £575.00 £575.00 £1,125.00 £575.00 £575.00 £575.00 £575.00 £575.00
Office expenses £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00
Postage, Freight & Courier £85.57 -£3.96 £20.04 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £100.00 £0.00 £0.00
Printing & Stationery £5.97 £344.90 £4.60 £230.51 £394.25 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Publication expenses £0.00 £10,442.57 £0.00 £0.00 £133.00 £0.00 £0.00 £500.00 £500.00 £0.00 £0.00 £0.00
Spring Meeting Costs £0.00 £1,000.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Staff training £0.00 £0.00 £138.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Annual Congress £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £2,000.00 £0.00 £0.00
Telephone & Internet £150.00 £150.00 £150.00 £150.00 £150.00 £150.00 £150.00 £150.00 £150.00 £150.00 £150.00 £150.00
Travel expenses - Business & Events Manager £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00 £600.00
Travel expenses - President £575.00 £575.00 £575.00 £575.00 £575.00 £575.00 £575.00 £575.00 £575.00 £575.00 £575.00 £575.00
Travel expenses - Secretary General £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00 £1,000.00
Creditors - French Vat £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Net Wages & PAYE £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50 £13,512.50
PAYE Payable - see above £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Rounding £0.08 £0.08 £0.01 £0.05 £0.01 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Suspense £0.00 £22.81 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
VAT £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Total Operating Expenses £44,850.94 £37,070.69 £23,740.15 £38,308.06 £31,486.50 £21,227.50 £31,677.50 £36,727.50 £38,727.50 £54,027.50 £33,227.50 £29,227.50

Operating Surplus (Deficit) -£28,700.94 -£24,540.69 -£12,590.15 -£33,658.06 -£30,336.50 £231,922.50 -£27,127.50 -£21,177.50 -£21,577.50 -£37,477.50 -£22,177.50 -£17,077.50

Foreign Currency Gains and Losses

Bank Revaluations £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Realised Currency Gains £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00
Total Foreign Currency Gains and Losses £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00

Net Cash Movement -£28,700.94 -£24,540.69 -£12,590.15 -£33,658.06 -£30,336.50 £231,922.50 -£27,127.50 -£21,177.50 -£21,577.50 -£37,477.50 -£22,177.50 -£17,077.50

Summary
Opening Balance £131,617.62 £102,916.68 £78,375.99 £65,785.84 £32,127.78 £1,791.28 £233,713.78 £206,586.28 £185,408.78 £163,831.28 £126,353.78 £104,176.28
Plus Net Cash Movement -£28,700.94 -£24,540.69 -£12,590.15 -£33,658.06 -£30,336.50 £231,922.50 -£27,127.50 -£21,177.50 -£21,577.50 -£37,477.50 -£22,177.50 -£17,077.50
Closing Balance £102,916.68 £78,375.99 £65,785.84 £32,127.78 £1,791.28 £233,713.78 £206,586.28 £185,408.78 £163,831.28 £126,353.78 £104,176.28 £87,098.78
2016 Draft Budget & Long Term
Forecast 2015-2020
Profit & Loss account
Profit and loss account (Euro) Forecast 2020 Forecast 2019 Forecast 2018 Forecast 2017 Budget 2016
Revenues Debit Credit Debit Credit Debit Credit Debit Credit Debit Credit
8000 - Membership fee 50,000 50,000 50,000 45,000 40,000
8100 - Publications sold 25,000 25,000 25,000 20,000 17,000
8200 - Interest 500 500 500 1,000 500
Grower of the Year 170,000 170,000 160,000 160,000 147,000
Expo Conference 35,000 35,000 30,000 30,000 30,000
Spring Meeting 0 0 0 6,000 0
Annual congress 0 0 0 0 0
Green City Committee 360,000 360,000 345,000 340,000 380,000
Marketing Committee 0 0 0 0 0
International Vision project 0 0 0 60,000 60,000
8400 - Receipts (other) 0 0 0 0 0
Revenues Exhibitions
8300 - Cautions retained 0 15,000 12,000 0 32,000
8320 - Gate fee 0 500,000 110,000 0 550,000
8330 - Support and advice 2,000 2,000 2,000 2,000 2,000
Total: Revenues Exhibitions 2,000 517,000 124,000 2,000 584,000
Total: Revenues 642,500 1,157,500 734,500 664,000 1,258,500
Expeditures
International Vision project 0 0 0 40,000 40,000
4010 - Publication expenses 15,000 15,000 15,000 15,000 15,000
Costs Exhibitons
4040 - Jury costs 0 18,000 5,000 0 30,000
4050 - Awards 0 20,000 0 0 20,000
4060 - AIPH Expo garden 0 0 0 0 0
Total: Costs Exhibitons 0 38,000 5,000 0 50,000
Depreciation
4800 - Depreciation inventory 400 400 400 400 400
4810 - Depreciation receivables (fees, book ) 0 0 0 0 0
4820 - Provision bad debts (adm. 2008-2012) 0 0 0 -8,000 -8,000
Total: Depreciation 400 400 400 -7,600 -7,600
Working expenses committees
4093 - Science and education 0 0 0 0 0
4094 - Expenses Green City 320,000 320,000 305,000 300,000 340,000
4095 - Expenses Environment and Plant Health 6,000 6,000 6,000 6,000 6,000
4096 - Expenses Economics and Statistics 0 0 0 0 0
4097 - Expenses Marketing and Exhibitions 12,000 12,000 12,000 12,000 12,000
4098 - Expenses Novelty Protection 22,500 22,500 22,500 22,500 22,500
4099 - Expenses Executive Committee 1,000 1,000 1,000 1,000 1,000
Total: Working expenses committees 361,500 361,500 346,500 341,500 381,500
Working expenses other
Travelling expenses President 15,000 15,000 10,000 10,000 15,000
Travelling expenses SG 20,000 20,000 18,000 18,000 20,000
Travelling expenses Business & Events Mgr 5,000 5,000 5,000 5,000 5,000
4106 - Travelling expenses President/Secr.Gen.
4110 - Office expenses (incl. insurance)
Employers National Insurance 28,500 28,500 28,500 28,500 28,000
Insurance 2,000 2,000 2,000 2,000 2,000
Office expenses 8,000 8,000 8,000 8,000 8,000
Postage, freight and courier 300 300 300 300 300
Printing and stationery 400 400 400 400 400
Staff salaries 244,000 244,000 242,000 241,000 235,000
Staff training 200 200 200 200 200
Telephone and internet 1,000 1,000 1,000 1,000 1,000
Fee - Marketing Comm chair 0 0 0 0 0
4201 - Fee President 0 0 0 0 0
4210 - Expenses board 1,000 1,000 1,000 1,000 1,000
4300 - Grower of the Year 125,000 125,000 125,000 130,000 120,000
4600 - Bank charges 2,000 2,000 2,000 2,000 2,000
4660 - Bookkeeping and audit 5,000 5,000 5,000 5,000 8,000
Foreign currency gains and losses 30,000
4700 - Costs for website 2,000 2,000 2,000 2,000 2,000
4750 - Communication and PR 12,000 12,000 12,000 12,000 15,000
Legal expenses 2,000
4900 - Miscellaneous 5,000 5,000 5,000 5,000 5,000
4905 - Donation and subsidy 0 0 0 0 0
Total: Working expenses other 476,400 476,400 467,400 471,400 499,900
Spring meeting and annual congress
4102 - Annual congress 0 0 0 0 0
Expo Conference 20,000 20,000 20,000
4103 - Spring Meeting 5,000 5,000 5,000 11,000 5,000
Total: Spring meeting and annual congress 5,000 0 5,000 0 25,000 0 31,000 0 25,000 0
Total: Expenditures 858,300 0 896,300 0 859,300 0 851,300 0 963,800 0
Result -215,800 261,200 -124,800 -187,300 294,700

Cumulative balance 61,729 277,529 16,329 141,129 328,429

 AIPH Secretary General Report
March to September 2015
Tim Briercliffe
Spring Meeting – Paris

 We received good feedback from members regarding the Spring Meeting in Paris.
The venue and accessibility was appreciated.
Expo Conference

 Feedback from the Expo conference was positive. Overall members and expo
organisers found it a worthwhile activity and felt that it is something we should repeat.
 The provision of interpretation services for Chinese and Turkish delegates helped to
maximise their benefit from the event and this is a service that can be used again for
Expo Conferences in future if the delegates attending are willing to cover the cost.
 Two AIPH Expo Conferences are being considered for 2016.
o Tangshan – April 2016 – This provisional event would be run in partnership
with China Flower Association and Tangshan Expo. The aim will be to attract
other prospective city hosts from within China and also to invite other Asian
expo hosts. It will also be an opportunity to promote expos to other
Asian/Pacific countries who may be considering an expo (e.g. Singapore,
Australia, Japan, Brunei, etc)
o Antalya – October 2016 – This would potentially be run as an additional day
at the AIPH Congress in Antalya. .
 Attracting sponsorship is important for the viability of these events. We were able to
attract sponsorship from Dopplemayr (cable cars) and some smaller sponsors and
will look to attract more sponsors for future events.
Congress 2015 – Stresa, Italy

 Without a member in Italy this event has been organised by AIPH alone. Maria
Wallin (AIPH Business & Events Manager) has organised all the logistics, venues,
promotion, booking process, etc.
 We have benefited from the help of Mr. Arturo Croci in Italy. He has great knowledge
and experience of the Italian industry and will provide an overview of the industry in
Italy during the Opening Ceremony.
 We have identified a national Italian growers organisation (www.anve.it) who will join
the first day of the congress and have applied to become AIPH members. They are
assisting us with invitations for visa applications where necessary.
 The delegate and accompanying persons costs are higher than in previous years as
without having a member in Italy it is harder to subsidise costs. Using a hotel in
Stresa is much cheaper than being in central Milan and we believe we have secured
a very good deal on hotel costs. However, the Milan area, especially during the
World Expo, is expensive.
Spring Meeting 2016 – Vancouver

 Plans are firmly in place for this event which incorporates a Green City conference
and Green City tour. The AIPH meetings will run in parallel with meetings held by
ELCA and Canadian Landscape associations. The programme will incorporate a

1
 meeting between AIPH and ELCA Board members. The event is being organised by
Rebecca Doutre at CNLA with guidance from Bill Hardy and a steering group
including AIPH. Bill Hardy intends to provide more information to members during
the Congress.
Annual Congress 2016 – Antalya

 We have agreed to run this event in conjunction with Union Fleurs. We will plan
sessions together and separately.
Exhibitions

 Antalya 2016 – I visited Antalya on 6-7 July. The former Secretary General was
replaced following our previous inspection report in December 2014. The new SG,
Mr. Hasmet Suicmez, is moving the project forwards as fast as possible. Site
construction, including all buildings, is on track for completion before December
2015. I still have concerns about the lateness of much of the planting on the site but
they are doing what they can in the time they have. We have made detailed
recommendations on this and on the marketing and promotion underway for the
expo.
 Tangshan 2016 – I visited Tangshan on 2-3 June with Kevin Chung and CFA. We
were pleased with progress being made. This is set to be an impressive Expo. CFA
are working with the organisers to develop the rules for competitions.
 Taichung 2018 – I visited Taichung on 29-
30 May with Kevin Chung. It was good to
see that the new mayor is committed to the
Expo. We participated in a press conference
with the mayor where he publically affirmed
his support. This was widely reported by
Chinese Taipei media. They now need to
move quickly to commence site
development.
 Beijing 2019 – I visited Yanqing and Beijing
on 4-5 June with Kevin Chung and CFA. We
received a report on progress with the masterplan and development and promotional
activity. I also toured the organising office which is in the building formerly used for
the 2008 Beijing Olympics.
 Almere 2022 – The Almere council has formerly confirmed support for the 2022
Floriade in Almere. There was a formal signing of the AIPH contract, in the presence
of the media, in Almere on 1 September. I carried out a site inspection with Bernard
Oosterom in March and we visited again on 15 July to discuss their planned Green
City event in Milan Expo in October. The event in Milan will take place on 16 October
and follows the launch of the Milan Urban Food Policy Pact on 15 October. Cities
from around the world will sign the Pact which will then be presented to UN Secretary
General Ban Ki Moon. The seminar will provide a forum for cities to discuss how
they will implement the pact within their cities and Almere will highlight the link with
city greening and the 2022 Floriade.
 There has been no further contact from Geochang (Korea). There is potentially an
application from Gold Coast (Australia) to be considered during the Congress. The
request for an Expo in the UK has been submitted to the UK Government by the
industry, this has received a good response so discussion will continue.

2
AIPH Expo Guide

 The Expo Guide was formally released to members in

June. This was been welcomed by Expo organisers.
CFA will translate it into Chinese.
 Manuela Dimuccio worked for AIPH on a short 3
month project to prepare a section, within the Guide,
on ticketing systems. Manuela is was supervised by
Sven Stimac for this. This new section should be
announced to members at the Congress.
 Sven Stimac is also preparing additional sections for
the Guide which will be announced to members as
they are completed. One of these sections will cover
mobility systems and this is being sponsored by
Dopplemayr.
BIE

 I attended the BIE General Assembly in Paris on 9 June. Updates were given from
Antalya and Beijing.
 During the meeting I made contact with the organisers of Expo Astana 2017
(Kazakstan). We will try to meet to assess potential for enhancing horticulture on
their expo site.
Green City

 A Green City working group meeting was held in Paris on 20 March. This included
academics and experts from around the world. From this a draft plan has been
developed which splits into three phases:
1. Development and implementation of a Green City audit
2. Production of new Green City Guidelines
3. Development of a Green City Awards programme
 Work has started on drafting a Green City audit and I have a proposal from a Green
Infrastructure consultant to progress this further. This will be presented at the
Congress.
 Niek Roozen and Michele de Roo are also working on a proposal for new Green City
Guidelines and Niek will present this at the Congress too.
 Crucially I also need to focus on finding funding for this work. We are hoping to
attract significant external funding to make this project possible.
 Bill Hardy and CNLA are working hard on developing a strong Green City conference
programme for Vancouver in March 2016. The programme is almost complete and
will be launched soon.
 Antalya will also organise a Green City conference to be held during the Expo.
Karen Tambayong has put work into developing potential content for this event.
 AIPH is an Official Partner for GreenUrbanScape Asia 2015 which is being held in
Singapore in November 2015.
Novelty Protection

3
  Thomas Leidereiter has been confirmed
to speak at the NP Committee in Milan
Congress. He is an international IP
expert who will bring a fresh look on the
topic for AIPH members.
 Tim Edwards and I attended the UPOV
Technical Working Group for
Ornamentals meeting held in
Cambridge, UK on 14 September. This
included meeting key personnel from
UPOV and CPVO.

Environment

 We are planning to discuss plant health issues during this Committee in Milan
Congress. This will include a presentation from the Italian association on their own
threat from the pathogen Xylella.
Statistics

 Work is underway to complete the 2015 edition of

the yearbook. This will be published as a PDF but
only available for purchase and download online
from the AIPH website. There will also be a new
pricing structure and the ability to purchase just
part of the publication (the yearbook will be
available in three sections).
 Members will be provided with a free copy of the
Yearbook. The new sale prices will be:
 190 euros for the entire yearbook
 140 euros for sections of the yearbook. The
two sections on offer will be:
o Introduction + Production data
o Introduction + Trade data
 A new agreement will be put in place with Union
Fleurs regarding their involvement in the yearbook.
 We have recently discussed with Ron at FloraCulture International a proposal to
revamp this publication and provide more detailed country analysis in future editions.
Science and Education

 A number of companies that supply growers have expressed interest in supporting a

growers conference alongside the ISHS congress in Istanbul in 2018.
International Grower of the Year

4
  The promotion of this event has been a major focus
of AIPH activity over recent months. With the new
rules in place it was critical that we received a good
number of candidates for each of the three new
categories. We are pleased to have participation
from Netherlands, Germany, Belgium, China, UK,
Canada, USA, Australia, Japan, Italy, Turkey and
Thailand.
 The international jury will consist of: Jaap Kras,
Gery Heungens, Tetsu Nomura, Andras Treer, Bill
Stensson, Tim Edwards and Peter van de Pol. This
new jury includes specialists covering each of the
new categories. The jury will review entries and
meet at the congress.
 We have been very active in pursuing sponsorship
for the awards. This is critical for their financial viability. During 14-16 July I was with
Bernard Oosterom in Netherlands to visit possible sponsors that had shown interest.
FloraHolland have confirmed that they will take up the Headline Sponsorship. Other
sponsors so far include Expo 2016 Antalya, Rabobank and Royal Brinkman. A long
list of other possible sponsors are also being pursued.
 FloraCulture International is confirmed as the media partner and they are providing
extensive promotion for the contest including whole page adverts from June-
December. This magazine is now owned by FloraHolland.
 Awards will be announced and presented at IPM Essen on the evening of 28 January
2016. We will start selling tickets and tables from the end of September. Details will
be available at www.aiph.org/groweroftheyear.
Membership

 AmericanHort was confirmed as a member at the Spring Meeting.

 Membership applications have also been received from ANVE (Italy) and HEPMEA
(Greece). This will be put to members at the General Meeting.
 New Affiliate Members were confirmed at the Spring Meeting. These are MPS
(Netherlands) and Bavaria (UAE).
 Affiliate membership applications have been received from Val’hor (France), Philips
Lighting (Netherlands), HortiAlliance (Netherlands) and Dopplemayr (Austria).
 A database of prospective members is being developed. Each prospective member
is added to the newsletter circulation list and invited to AIPH meetings. Associations
from the following countries are on the database: Ireland, Colombia, Kenya, South
Africa, Ecuador, Ethiopia, Sri Lanka, India, Bulgaria, Poland, Serbia, New Zealand,
Spain, Russia, Singapore, Guatemala and Ukraine.
AIPH Brand/Logo

 The new logo, brand and purpose for AIPH was agreed at the Spring Meeting.
 This new look must be used in all AIPH communications from now on.
 The new look has received a lot of positive comments.
Website

 The new website launched at the end of April. This is a great new tool for AIPH and
much positive feedback has been received. This will continue to develop over time.

5
Office

 Maria Wallin (AIPH Business & Events Manager) has now successfully completed 9
months at AIPH. She has worked hard to make AIPH events successful. She
successfully organised the Paris Spring Meeting and has organised the Annual
Congress. At the same time she is managing the International Grower of the Year
Awards. This is a considerable workload for her first year.
 Amanda Wallace (AIPH Communications Manager) is continuing to provide PR
support for AIPH on a one day/week basis. She worked intensively for AIPH as the
website was finalised and made that project happen.
Finances

 The process of opening the bank account with Barclays in the UK is complete and
funds have now been transferred from the Rabobank account. From now on all
transactions will be through the Barclays account.
 We expect two gate fee payments next year (Antalya and Tangshan) but in the
period until these payments come in AIPH funds will run low. We have prepared a
cash flow forecast which indicates the need for careful spending control during the
first half of 2016. This situation is manageable but will require a disciplined approach
to spending and weighting spending to later into next year where possible. The
situation is not helped by the strength of the pound against the euro. Monies are
held in the Euro account for as long as possible.
 The following activities are being pursued to secure predicted income and identify
new income:
o Contracts with minimum payments for expo organisers
o Aiming for around 60,000 Euro of cash sponsorship for International Grower
of the Year
o Seeking funding for Green City plans
o FloraHolland / Product Board project
o New yearbook pricing and sales strategy
 To comply with German VAT rules AIPH is registering for VAT in Germany for the
IGOTY dinner costs/incomes.
Misc

 During my visit to China I met with CFA and discussed the important relationship
between our two associations. I also toured Beijing Forestry University and met with
key personnel including Prof Zhang Qixiang.
 The legal case against Auxon is ongoing with no new developments to report.
 The project for developing a vision for international ornamental horticulture is being
developed. This will be funded by the Dutch Product Board (PT). I am currently
sourcing a Project Manager and developing a detailed work plan. The Steering
Group will hold its first meeting in Aalsmeer (Netherlands) on 2 October. The
Congress will include a session on this project.
 A powerpoint presentation has been prepared that summarises the work and plans of
AIPH. This can be used by AIPH delegates to present back to their associations and
Boards on what AIPH is doing thus demonstrating the value of membership.
 A suggestion has been made that AIPH should establish a specialist international
group for flower auction markets. There is interest from Taipei Flower Auction,
FloraHolland and Holambra Brazil. It is proposed that AIPH facilitate an initial small

6
 meeting of interested auctions meet during IFTF (Netherlands) in November to
discuss the potential for this.
Other Organisations

 ISHS – Rob Bogers has discussed with the ISHS Board the potential for running a
AIPH growers conference alongside the 2018 ISHS Congress in Istanbul. They were
open to the idea but further discussion on how this would work is required.
 iVerde – No update.
 ELCA – Bill Hardy has agreed with ELCA that they will hold their 2016 meeting
alongside the AIPH Green City Conference to be held in Vancouver in March 2016.
 IFLA – no update.
 BIE – see above.
 Union Fleurs – President Herman de Boon and SG Sylvie Mamias attended the
Spring Meeting. It is being planned that the 2016 Annual Congress will be held in
association with Union Fleurs.
 ENA – No update.
 IPM – They are providing the venue for the IGOTY dinner on 28 January and will
assist us in promoting the competition to their database.
 CIOPORA – No update
 Fleuroselect – We have promoted the Fleuroselect winning varieties in the AIPH
newsletter. They have also provided us with a database of potential candidates for
the Young Plants category in IGOTY.
Media Activity

 Recent media releases are shown below. They can be viewed in full at
http://aiph.org/latest-news/.
 67th AIPH Annual Congress - September 22 2015
 FloraHolland to be Headline Sponsor at AIPH International Grower of the
Year Awards 2016 - September 21 2015
 AIPH approves horticultural world exhibition in Almere, The Netherlands –
Floriade Amsterdam Almere 2022 - September 4 2015
 Entry deadline extended for AIPH International Grower of the Year Awards
2016 - August 4 2015
 New members strengthen AIPH - May 19 2015
 New look AIPH International Grower of the Year Awards 2016 - May 5 2015
 AIPH re-brands and redefines its purpose - May 1 2015

 AIPH appoints new Vice President and Marketing Committee Chair -

April 13 2015
 AIPH Spring Meeting highlights strength in international collaboration - April 7
2015
 AIPH Expo Conference urges exhibitions to highlight the benefit of plants to
the world - March 24 2015

7
Timescale for election / re-election of AIPH Board 21/09/2015

board member number of years

country
start
Office Name 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022

President Bernard Oosterom

C C C 2 21/10/2015 Netherlands

Vice President Qixiang Zhang

S C C 0 18/03/2015 China

Vice President Tim Edwards

C C C 1 21/10/2015 UK

NP Committee Tim Edwards

C C C 1 21/10/2015 UK

Green City Karen Tambayong

C C C 2 13/10/2013 Indonesia

Marketing Committee Kevin Chung

C C C 1 17/09/2014 Chinese Taipei

Environment Committee Gery Heungens

C C C 2 13/10/2013 Belgium

Rep. Region 1 (Europe 1) Tim Edwards

C C C 1 17/09/2014 UK

Rep Region 2 (Europe 2) Gijs Kok

C C C 0 21/10/2015 Netherlands

Rep Region 3 (Europe 3) Andras Treer

S C C 2 13/10/2013 Hungary

Rep Region 4 (N & C America) Bill Stensson

S C C 2 13/10/2013 Canada

Rep Region 5 (S America) VACANCY

Rep Region 6 (W Asia & Middle East) Osman Bagdatlioglu

C C C 2 13/10/2013 Turkey

Rep Region 7 (Asia) Haiyan Kong

C 2 13/10/2013 China

Rep Region 8 (Oceana & SE Asia) Karen Tambayong

C C C 2 13/10/2013 Indonesia

Rep Region 9 (Africa) VACANCY

meaning of abbreviations and hatchings

current board members
S= reelection during spring meeting
C= reelection during Congress
 AIPH Board Meeting, 19th October 2015, Milan, Italy
Annex 16

AIPH Board and Committee/Regional Representation

Following discussion during the Board meetings in Qingdao 2014 and Paris 2015 the
following Board structure is proposed for approval by the General Meeting:
 President
 Vice-President 1
 Vice-President 2
 Up to 9 regional representatives
 Committee Chairs for Novelty Protection, Marketing, Environment and Green City

Summary of changes proposed:

 Remove Board positions for Chairs of Science & Education Committee and Statistics
Committee. These would be reported to the Board through the Secretary General.
 Add three new regions by splitting Asia/Oceana and adding South America and
Africa.
 Require that Vice Presidents be elected from the Board (therefore will not take an
additional Board position)
 Encourage Committee Chairs to take a regional representation role where possible to
reduce Board numbers. The Charter sets a maximum of 15 for the Board.
 Two Vice Presidents but not more than one from each region. The Board should
seek to ensure a good east/west split to ensure good geographic and cultural mix
within the Executive Committee.
 Encourage Vice Presidents to hold an additional role as either a Committee Chair or
Regional Representative

Proposed Regional Classification

EXISTING PROPOSED PROSPECTIVE

REGION I REGION I (Europe 1) REGION I
 Denmark  Denmark  Norway
 Finland  Finland  Sweden
 UK  UK  Ireland

REGION II REGION II (Europe 2) REGION II

 Belgium  Belgium  France
 Germany  Germany  Spain
 Netherlands  Netherlands  Italy
 Switzerland  Austria

REGION III REGION III (Europe 3) REGION III

 Czech Republic  Czech Republic  Poland
 Hungary  Hungary  Bulgaria
 Switzerland  Slovakia
 Serbia
 Ukraine
 Greece

REGION IV REGION IV (North & Central REGION IV

 Canada America)  Costa Rica
 USA  Canada  Guatemala
 USA  Mexico
 AIPH Board Meeting, 19th October 2015, Milan, Italy
Annex 16

EXISTING PROPOSED PROSPECTIVE

REGION V REGION V(South America) REGION V
 Brazil  Brazil  Colombia
 Ecuador
 Chile
 Argentina

REGION VI REGION VI (West Asia & Middle East) REGION VI

 Turkey  Turkey  Russia
 Kazakhstan
 Israel
 UAE
 Pakistan
 India
 Sri Lanka
 Bangladesh

REGION VII REGION VII (Asia) REGION VI

 China  China
 Chinese Taipei  Chinese Taipei
 Korea  Korea
 Japan  Japan

REGION VIII REGION VIII (Oceana & SE Asia) REGION VII

 Australia  Australia  Malaysia
 Indonesia  Indonesia  Singapore
 Thailand  Thailand  Vietnam
 Philippines
 New Zealand

REGION IX REGION IX (Africa) REGION IX

 Kenya
 Ethiopia
 Tanzania
 Uganda
 South Africa
 Rwanda
 Formatted: Font: (Default) Arial
Regulations
of the
International Association of Horticultural Producers

Proposed changes (highlighted) for approval at AIPH General Meeting, Milan, 21 October
2015 Deleted: Approved AIPH Annual Congress, 17 September
2014, Qingdao, China
Formatted: Font: (Default) Arial, 11 pt
I Membership

In accordance with Article 6 of the AIPH Charter an organization applying for Active/Full Formatted: Font: (Default) Arial, 11 pt
membership shall submit to the AIPH General Secretariat, the required documents; these
shall include:

 The Charter or Articles of the organisation,

 Regulations of the organisation,

 The most recent statement of financial accounts

 Completed application form which will cover:

o Details of membership – number and type of members

o Reason for application

o Intentions for participation in AIPH activities

Additional information may be requested by AIPH.

The application will be processed according to Article 6 of the AIPH Charter.

Applications for Affiliate Membership require completion of an Application Form and a

supporting reference from their national AIPH member or, in absence of an existing national
member, a trade reference. Applications for Affiliate Membership will be approved by the
Board, in accordance with the AIPH Charter. Formatted: Font: (Default) Arial, 11 pt

II Membership Fees

1. The membership in their General Meeting will establish the membership fee annually
for the following year. Subscriptions must be paid before April 1 of the same year.

2. Annual Membership fees must be paid within 60 days of invoice. Members who have
not paid their membership within that period cannot vote and will have membership
privileges withdrawn.

Date of approval 17 September 2014 1/7

 3. If a membership receivable exceeds that of four months, the Chairman (hereinafter
referred to as the President) will inform the members at the General Meeting and they
will determine the action to be taken.

4. Each Active Member is entitled to one vote during the General Meeting.

5. Affiliate Members are not entitled to vote.

III Rights and Obligations of the Members

1. The services provided by AIPH are at the disposal of all the members, provided they
respect the confidentiality of information provided by other members and adhere to
decisions based on it. Within the framework of its Charter, AIPH is committed to
extend its activities to all areas of the ornamental horticulture industry. This requires
the co-operation of the member organisations, which are obliged in particular to
contribute information to and views on issues under discussion. This will include the
provision of information, when it is requested by the General Secretariat and by the
secretaries of the Standing Committees.

2. It is the responsibility of the member organizations to represent AIPH interests in

dealings with governmental authorities, other public bodies and non-statutory
organizations in their respective countries. When appropriate, however, AIPH itself
will present its policy directly to inter-governmental and other international bodies.
The Executive Committee, the Board of Directors and the members have an
obligation to identify issues of importance to AIPH, both national and international.
The Board of Directors represents the members in the daily management and are
thus governed by the rules of the Charter. The President and the Executive
Committee may also initiate other discussions within AIPH; any policy or financial
decision taken as a result of these, however, requires the ratification by a subsequent
General Meeting.

3. The flow of all information and issues will be through the General Secretariat.

IV Budget and Financial Management

1. All income and expenditure will be recorded under the agreed general Ledger
headings in the form of a profit and loss sheet and a balance sheet keeping track of
the property, the separate committee budgets, and the exhibition profit and expenses
by the Secretary General (SG).

2. The SG will assist the committee chairpersons in building their budgets and work
plans for the following year as an agenda item for the spring meeting. Work plans
must be finalized and submitted to the SG by June 1 of any given year for the
following years’ budget. The SG and Board of Directors will use these budgets as a
basis for the entire AIPH budget to be proposed to the Members at the General
Meeting for their approval.

3. Expenditure on exceptional items requires the approval of the Board of Directors or,
in the absence of a Board meeting, of the President. The President will report such
expenditure to the board electronically as soon as possible.

Date of approval 17 September 2014 2/7

 4. AIPH will hire a Professional accountancy company every year. The company will be Deleted: auditor
at arms length of AIPH. The company will be required to report to the General Deleted: auditor
Meeting once each year on the finances of AIPH and the propriety and efficiency of Deleted: auditors are
their management. This can either be in the form of an Assurance Report or Full Audit
Deleted: Council
as determined by the Board.

5. The President or any other active member may at any time inspect the financial
records of the Association.

V Regional Structure

1. The present members of AIPH are grouped into regions (see Annex 1) to facilitate
communication and information exchange. AIPH also requires an updated contact
person with fluent English capability as the primary liaison between the member and
AIPH.
2. New members will be allocated to a region by the Board of Directors. New regions
can be added if required.
3. From among the members within a region, one member will be nominated, to
represent that region on the AIPH Board of Directors. It is assumed that this position
will rotate to other members within the regions from time to time. Deleted: Additional members may be nominated by these
4. A region is responsible for the nomination of a representative following the procedure regions when there are more than six countries within a region,
one additional member being nominated for each additional six
below: countries in that region.
a) When it is known that there is a vacancy for a regional Board representative this Deleted: .
will be made known to members in that region by the Secretary General.
Formatted: Numbered + Level: 1 + Numbering Style: a, b,
Members within that region will be invited to propose a candidate for the role c, … + Start at: 1 + Alignment: Left + Aligned at: 1.25 cm +
within a timescale as set by the Secretary General, but no less than four weeks. If Indent at: 1.88 cm
the existing representative intends to stand for re-election then members will be
informed of this at the same time.
b) Following the deadline for nominating candidates the Secretary General will
inform members in the region, by email, who the candidates are and in the event
that there is more than one candidate, will request them to vote for their preferred
representative within the timescale determined by the Secretary General which
will be at least two weeks. Candidates will be invited to supply a CV and any
supporting statements that can be shared with the members that will be voting.
c) The candidate that has the majority of votes from the members in the region, by
the deadline date, will be nominated for the position at the next General Meeting
according to the procedure in Section IX.
d) In the event that there is only one candidate then the Secretary General will ask
members whether they support that candidate to be their representative. If the
majority of members in the region support the nomination then they will be
nominated at the next General Meeting according to the procedure in Section IX.
Deleted: <#>¶
5. The member organisations, within a region, may establish a regional AIPH secretariat <#>In order to ensure a wide regional coverage, regions will
take account of the membership of the Board of Directors
and/or form a regional committee structure. The Board representative for the region when nominating their representatives.¶
will be the co-ordinator of activities in her/his respective region and s/he will inform Deleted: A regional representative, appointed to the
member organisations within the region of such activities. Executive Committee,

VI Board of Directors and Executive Committee

1. The Board of Directors will be constituted in accordance with Article 10 of the Charter.
Persons eligible to be appointed to the Board of Directors (up to 15 people) are:
 President/Chairperson
 Deputy Chair x 2

Date of approval 17 September 2014 3/7

  Regional representatives (in accordance with V.3)
 Chair of Standing Committees

2. The Executive Committee will be constituted in accordance with Article 15 of the

Charter and will consist of:

 Chairperson of Board of Directors

 Deputy Chair x 2
 Secretary General

VII Standing Committees

1. Standing Committees can be established by the General Meeting in order to oversee

activities within the main areas of interest of AIPH as the members see fit. In addition,
temporary working groups or ad hoc committees may be appointed, either by a
Standing Committee or by General Meeting itself, to consider specific issues of a
temporary nature.

2. Established Standing Committees will have a chair, and the SG, or other nominated
person, will act as the official secretary. The committee may have an additional
expert serving within the committee as it sees fit, their membership may include
representatives of members and experts nominated by General Meeting. The
Chairpersons of the committees will have a three year term and be subject to
reappointment. The process for election or re-election of Committee Chairs will be
subject to Section IX of the Regulations. Each Committee will prepare their own Formatted: Font: (Default) Arial, 11 pt
Terms of Reference for approval at each General Meeting submitted with their report.

3. Any AIPH Active and Affiliate member is entitled to attend and participate in meetings Formatted: Font: (Default) Arial, 11 pt
of the Standing Committees. Formatted: Font: (Default) Arial, 11 pt
Deleted: , to participate
VIII Agendas and Minutes

1. The SG, with the approval of the Board of Directors, will prepare agendas for General
Meetings and Board meetings. The Chairpersons and SG will prepare agendas for
meetings of their respective Standing Committees and working groups. The SG is
responsible for the correct and timely distribution of the agendas of all meetings; they
are sent direct to members of the body concerned, with copies for information
available to Members through the website.

IX Elections and Voting Procedure

The conduct of elections and the voting procedure within the General Meeting, will
conform to the following regulations.

1. All discussions will be suspended during an election or vote.

2. The voting right of Members in the General Meeting is contained in Article 6 of the
Charter and II of these Regulations. Proposals and decisions made within
Committees will be voted on at the General Meeting.

3. The Chair of the meeting will preside over elections unless he is a candidate, in which
case members present will appoint another person to discharge this role. The chair or
person so appointed will be responsible for the proper conduct of the election and the

Date of approval 17 September 2014 4/7

 announcement of the result.

4. Members will be informed of any vacancies of offices in the Board of Directors, the
Executive Committee or the Standing Committees six months in advance if this is
known by the Secretariat that far ahead. Members will be informed of the timescale
for re-election of current Board members. Members wishing to stand for election to
those positions, regardless of whether the incumbent is standing for re-election, will
be aware of this and can prepare their nominations accordingly. Formatted: Font: (Default) Arial, 11 pt
Formatted: Font: (Default) Arial, 11 pt
5. Proposals for nominations for any positions within AIPH should be submitted to the
SG at least one month before the spring meeting of AIPH in order for the Board of
Directors to consider the proposals. Proposals for nominations with names of
candidates for vacant offices will be stated on the agenda of the General Meeting.

6. The exiting chair will seek in consultation with the EC a suitable candidate for the
position to the members at the General Meeting. It is advisable to have CV and
permission from the candidate to let their name stand before the General Meeting.

7. In the event that a member of the Board steps down within 6 months of the General
Meeting then the SG will inform members of the vacancy that has arisen at the
earliest opportunity to allow time for nominations to be made and communicated to
members in good time.

8. Clause IX 7 above does not change the fact that members have the right to propose
candidates for vacant functions from the floor at the General Meeting. It is hoped and
advisable that the candidates’ names be submitted to the SG at least 6 weeks before
the next General Meeting.

9. The General Meeting will elect candidates by voting. A simple majority elects the
candidate.

X Expenses

1. Member organisations will normally bear the travelling and accommodation expenses
of their delegates to the Annual Congress and other meetings of AIPH. Travelling and
accommodation expenses of the President and the SG will be reimbursed by AIPH.

2. Travelling expenses for the Board of Directors to attend two meetings a year can be
claimed by Board members. This is to be in accordance with the AIPH Travel Policy
and is dependent on budget allocation.

3. The reimbursement of the travelling and accommodation expenses, in whole or in

part, will be made on the basis of evidence submitted to the SG.

Date of approval 17 September 2014 5/7

 Annex 1

AIPH membership regions

Based on membership in 2015 the regions are shown below: Deleted: 4

Formatted: Font: (Default) Arial, 11 pt
Members in 2015 Potential Future Members Deleted: as follows
REGION I (Europe 1) REGION I Formatted: Font: (Default) Arial, 11 pt
 Denmark  Norway
 Finland
 UK  Sweden

 Ireland

REGION II (Europe 2) REGION II

 Belgium  France
 Germany
 Netherlands  Spain
 Switzerland
 Italy

 Austria

REGION III (Europe 3) REGION III

 Czech Republic  Poland
 Hungary
 Bulgaria

 Slovakia

 Serbia

 Ukraine

 Greece

REGION IV (North & Central America) REGION IV

 Canada  Costa Rica
 USA
 Guatemala

 Mexico

REGION V(South America) REGION V Formatted Table

Brazil  Colombia

 Ecuador

 Chile

Argentina
REGION VI (West Asia & Middle East) REGION VI
 Turkey  Russia

 Kazakhstan

 Israel

 UAE

Date of approval 17 September 2014 6/7

  Pakistan

 India

 Sri Lanka

 Bangladesh

REGION VII (Asia)  REGION VI

 China
 Chinese Taipei
 Korea
 Japan

REGION VIII (Oceana & SE Asia) REGION VII

 Australia  Malaysia

 Indonesia  Singapore

 Thailand  Vietnam

 Philippines

New Zealand
REGION IX (Africa) REGION IX
  Kenya

 Ethiopia

 Tanzania

 Uganda

 South Africa

 Rwanda

Deleted: Region I¶
Denmark¶
Great Britain and Guernsey¶
Finland¶
Region II¶
Belgium¶
Germany¶
The Netherlands¶
Region III¶
Czech Republic¶
Hungary¶
Switzerland¶
Region IV¶
Canada¶
Brazil¶
Region V¶
Turkey¶
Region VI¶
Australia¶
P R China¶
Japan¶
Chinese Taipai¶
Thailand¶
Indonesia¶
Rep Korea
Formatted: Font: (Default) Arial, 11 pt
Formatted: Indent: Left: 1.27 cm, Space After: 16 pt, No
bullets or numbering

Date of approval 17 September 2014 7/7

 AIPH Board Meeting, 19 October 2015, Milan, Italy
Annex 18

AIPH Strategy – ACTION PLAN – September 2015

Objective Timescale Responsibility Progress
February 2015
Purpose 1 – To stimulate increased demand for ornamental trees,
plants and flowers worldwide

International Horticultural Exhibitions

To review AIPH Horticultural Exhibitions Regulations and update Oct 2014 TB Final proposed version to be presented to
Congress for approval in October 2015
To review funding mechanisms for AIPH activity with expos to facilitate Dec 2014 TB/SW Included in Regulations re-draft for October
improvements, benefits to organisers and alignment with BIE 2015
To develop and begin implementation of an annual inspection of Sep 2014 TB/SW Outline is not yet ready but inspections
approved expos in the five years before each expo. This will cover all undertaken by SG in ’14/’15 (Qingdao,
aspects of expo organization but with particular emphasis on ensuring Beijing, Tangshan, Antalya) have started
high horticultural standards. Proposed outline for review at Congress process of identifying criteria.
To define horticultural standards for sites, planting and maintenance Dec 2015 TB/SW Not progressed
for expos

To establish an AIPH Media Centre from which information from expos Dec 2014 TB Completed
can be promoted worldwide

To develop an AIPH ‘Exhibition Services’ offer which makes available Mar 2015 TB/SW To trial this consultancy has been offered to
consultancy skills and expertise to assist expo organisers. This would Antalya although not taken up yet.
be funded by customers of the service but would exploit AIPH’s Regulations update will also include
experience and contacts to ensure organisers have the best possible provision.
support from the outset.
To develop a brochure and website that promotes the concept and Dec 2015 TB This has been completed within the AIPH
benefits of expos to potential organisers and governments. This Expo Guide launched at the Expo
should then actively be promoted to potential organisers, with an Conference in Mar 2015.
emphasis on poorly represented regions A new section on ticketing systems should
also be completed by Oct 2015 and a new
module on Mobility in expos will also be
commissioned.

1
 AIPH Board Meeting, 19 October 2015, Milan, Italy
Annex 18

Promotional work is outstanding.

To develop a AIPH ‘Expo Tours’ programme to drive international Dec 2014 TB Piloted with Wendy Wu Tours during 2014.
visitors and generate revenue Not enough interest to run tours. Developing
new tour plan for Tangshan 2016
Green City

To hold at least one profitable international green city conference each Ongoing TB/KT Plans well underway for Vancouver 2016. A
year Green City Conference will take place in
Antalya in 2016.
To develop a standard for the Green City that can be independently Dec 2015 TB/KT First working group meeting of experts to
inspected took place in Paris on 20 March. Following
this work has commenced on developing a
Green City Audit and funding routes are also
being investigated.
To identify a pool of ‘Green City consultants’ that can be promoted to Jun 2015 TB/KT See Green City Strategy above
countries around the world, with a commission to AIPH
To have agreed a working relationship on Green City with interested Jun 2015 TB/KT See Green City Strategy above. Vancouver
organisations (i.e. ELCA, iVerde, ENA, etc) conference to be developed in association
with ELCA. Meetings have been held with
iVerde and SG gave presentation to ENA
meeting.
To develop an international Green City newsletter Jun 2015 TB/KT See Green City Strategy above

Purpose 2 - To protect and promote the interests of the industry

Novelty Protection

To improve member engagement in the Novelty Protection Committee Jun 2014 MB Completed and group now operating
through the development of a sparring partner group that will discuss
the issues and define AIPH position and actions.
To produce you-tube films on PBR issues, and the AIPH position, that Sep 2014 MB Not progressed to date due to lack of budget
can be promoted to growers worldwide. Project and funding plan to and other NP priorities
be developed

2
 AIPH Board Meeting, 19 October 2015, Milan, Italy
Annex 18

To work towards a common position paper on minimum distances Dec 2014 MB AIPH supports CIOPORA position paper and
between AIPH and CIOPORA that will enable an effective lobby within have proposed the recommendations within
UPOV this to UPOV.
To engage in discussions with UPOV on all the relevant issues on Ongoing MB Ongoing. Joint AIPH/CIOPORA letter sent to
which the working of the PBR system could be improved (like UPOV SG in February 2015. AIPH is also in
minimum distances, the breeders exemption, scope and exhaustion of communication with President of CPVO
the right, EDV, enforcement, avoiding of monopoly positions of regarding possible observer status for AIPH.
breeders, sufficient supply of propagating material to the market
against reasonable prizes and conditions etc).
To produce at least three press releases per year raising awareness Ongoing MB/TB Completed and well publicised in
of AIPH activity in this area international trade press (especially
HortiDaily)
Certification Schemes

To be active members within the Floriculture Sustainability Initiative Ongoing TB/GF Ongoing
(FSI) working groups to argue the case for growers and ensure that
sustainability standards do not compromise industry competitiveness.
To respond to ongoing FSI consultation
Plant Health

Proposal: To develop an international Code of Practice that defines an Sep 2015 TB/GF The Environment Committee in Milan 2015
AIPH minimum acceptable standard in relation to international plant will discuss plant health issues and a
movement procedures. Scope to be discussed at 2014 Congress. possible role for AIPH
Science

To define a clear mechanism and working relationship between AIPH Dec 2014 TB/WH/RB Inaugural AIPH Science Group meeting held
and ISHS at IPM Essen in January 2015 with ISHS
represented. R Bogers has discussed with
ISHS IHC Istanbul 2018 organisers potential
for a collaborative growers conference.
To determine the potential for an AIPH Science & Education working Sep 2014 TB/WH Completed. See above
group
To plan to run a specialized symposium, in conjunction with ISHS, at Dec 2016 TB/RB
an international horticultural expo

3
 AIPH Board Meeting, 19 October 2015, Milan, Italy
Annex 18

To develop a ‘science plan’ with expos that include scientific lectures Dec 2017 TB
from experts and the potential for an ISHS display booth.
To identify a mechanism for the effective exchange of R&D Dec 2015 TB Discussed during the AIPH Science Group
information relevant to ornamental horticulture meeting. Initial ideas for a researcher
database to be progressed.
To organize an annual international conference/event for growers to Dec 2016 TB In principle agreed at the AIPH Science
hear how they can apply the latest global R&D, potentially in Group Meeting in January 2015
partnership with ISHS
To raise awareness of information and events produced by ISHS and Ongoing TB/RB Relevant symposia highlighted on AIPH
to encourage grower participation website
Purpose 3 - To be the place where growers come to for
international industry information and knowledge exchange
AIPH will commence a 3 year project, funded
by Dutch Product Board, on developing an
‘International Vision’ for ornamental
production. This will include detailed
analysis of countries worldwide and lead to
publication of an authoritative report. First
steering group meeting 2 Oct 2015.
To increase sales of the Statistical Yearbook to break-even point Dec 2014 TB Net cost in 2014 was 7310 euro. Plan to
breakeven for 2015 through higher prices,
and website availability.
To develop a new website with strong SEO (Search Engine Sep 2014 TB Website completed.
Optimisation), compelling promotion and the ability to enable Yearbook will be available to be purchased
immediate purchase online directly online for 2015 edition
To conduct a review of the Statistical Yearbook to review user Dec 2014 TB Considering ideas for improving the Stats
feedback, industry demand, perceived value, publication frequency, Yearbook from FloraCulture International for
publication format, etc the 2016 edition, i.e. more case studies and
interpretation.
To develop a regular (quarterly?) grower-focussed newsletter that Apr 2015 TB Completed. E-Newsletter now published
enables/encourages members to share current developments, frequently and sent to broad database.
projects and information and is of sufficient quality and interest for
members to share with their own grower members
To develop a regular (bi-monthly?) newsletter for members to Apr 2014 TB Completed. Currently the same as above
communicate AIPH news and activities

4
 AIPH Board Meeting, 19 October 2015, Milan, Italy
Annex 18

To improve media reach for AIPH press releases through subscription Apr 2014 TB Completed. This is activated through
to a global media contact database subscription to CISION media database.
To increase followers of AIPH on Twitter to 1000 Dec 2014 TB Currently 434 followers for @AiphGlobal.
@TimBriercliffe has 2365 followers so AIPH
messages also out through that.
To establish a grower discussion forum via LinkedIn Dec 2014 TB Completed. This is active with Karen
Tambayong being the main contributor
To establish a AIPH Facebook page Dec 2014 TB To be completed following completion of the
website
To develop a programme of international info/knowledge exchange Apr 2015 TB
events (conferences/study tours, webinars, etc) for growers

Purpose 4 - To promote best practice in ornamentals production

To increase participation in the International Grower of the Year Sep 2014 TB This has been achieved
(IGOTY) competition to 10 countries

To gain sponsorship for IGOTY that enables the competition to break Sep 2014 TB The 2016 competition is budgeted to make a
even during 2014. profit with sponsorship secured already
exceeding 75,000 euro by Sep 2015
To promote the best practice exhibited by nominated businesses Ongoing TB
through trade press articles

Further requirements to successfully implement the strategy

More members

Development of promotional brochure outlining features and benefits Sep 2014 TB Still to be completed although website
of membership contains all the content.
Affiliate membership brochure developed and
promoted to prospective affiliate members at
IPM Essen.
New website that clearly articulates membership benefits and provides Sep 2014 TB Completed and widely welcomed by
a mechanism for application members and stakeholders

5
 AIPH Board Meeting, 19 October 2015, Milan, Italy
Annex 18

Increased awareness of AIPH activities through more press releases Sep 2014 TB Ongoing
and improved reach of these press releases within the trade media of
every major producing nation.
Improvement in the usefulness of AIPH meetings to justify attendance Apr 2015 TB/VK Spring Meeting has been separated from
and participation Expo progress reports to benefit those with
interests in different areas.
Congress to include a session on the
international vision project and clear
business focused discussions within the
committees.
More direct contact/communication with growers

Investigate the development of a magazine and/or email news bulletin Apr 2015 TB Not progressed to date however there is a
that can be sent directly to growers. This could be a new publication very close working relationship with
or AIPH could consider purchasing an existing one. FloraCulture International which is now
owned by FloraHolland.

6
Annex 19 – AIPH Board Meeting- 19 October 2015

Committee Work Plans and Budgets

Novelty Protection Committee
Budget 2016:
Preliminary clarification: the forthcoming years the NP keeps trying and expects to lower the
travel and accommodation expenses. At the same time the activities for the functioning of
the new way of working of the NP (the SPG work: to collect information, to maintain the
network thereto, input for and exchange thoughts and discussion within the SPG) do raise
the expenses for activities and work done by Mia Buma Advies.
Costs Meetings & Symposia Sept 2015/Sept 2016
- 26 and 27 Oct. 2014 Geneva , including UPOV CAJ meetings. (Costs travel and
accommodation (2 days/2 nights hotel, flight, food) € 600.
- AIPH spring meeting 2016: estimated costs € 1300
- March 2016, UPOV CAJ meeting and Council. Estimated costs 2 days (3 nights): € 800
- AIPH congress September 2016. Estimated costs: € 1200
- P.M. estimated costs: € 1500. Unexpected invitations/extra actions/activities can be the
case in Brussels, Angers (CPVO, think of the seminars CPVO organizes and where we have
been asked to be one of the speakers for several times) or Brussels ( European
Commission) or from other organizations (think of CIOPORA, ISF, Union Fleur ).
Participation by Mia Buma will only take place after the approval of AIPH.
Total travel and accommodation costs meetings, seminars, symposia etc:
€ 5400,-
Costs Mia Buma Advies in her function of secretary NP
€ 14.350,- vat excluded on year basis.
Costs external expertise
€ 2.500,-
Total budget: € 22.250,-

1
Annex 19 – AIPH Board Meeting- 19 October 2015

Green City Committee

AIPH should work towards developing:

 AIPH Green City Audit – based on a ‘governance standard’ that will assess the
attitude, ambition, policy, progress and practice of a city administration in becoming
greener.
 AIPH Global Green City Guidelines – a new, updated and expanded version of the
‘Green City Guidelines’ publication that clearly shows to cities how to become Green
and the characteristics of a Green City.
 AIPH Green City Awards – alongside recognition of cities that ‘pass’ the audit AIPH
should also develop a programme of awards that recognise specific developments or
greening projects within cities anywhere in the world.

AIPH Green City Audit

What is the Green City Audit?

 This will assess city authorities against a ‘standard’ that can be expected from a city
that claims to be a ‘Green City’
 It will be conducted through completion of a questionnaire and on-site inspection by
approved independent inspectors.
 Crucially it will be a standard based on policy and ambition for ‘green’ within the
authority rather than a quantitative evaluation of plant use in the city. Therefore the
content will have a political imperative and should stimulate change and improvement
rather than just acknowledgement of what already exists.
How will it be developed?

 An initial draft will be created based on the outcome of the Green City working group
discussion in Paris. This will then be sent to Beijing Forestry University, Sheffield
University and the working group for further comments and development. Additional
consultation will be conducted if required.
 It will then be necessary to test the audit on ‘volunteer’ cities if funding permits, eg.
Qingdao, Tangshan, Almere, etc
 Cities can pass or fail the audit and we should consider a gold, silver, bronze level for
those that pass to stimulate continual improvement.
Objectives of the audit

 To stimulate cities to invest more attention and finance into developing the ‘green’
aspect of their city.
 To have 50 cities approved as ‘AIPH Green Cities’ (or other appropriate name) by
2020.
 To promote AIPH Green Cities globally to Governments, policy makers, and citizens

AIPH Global Green City Guidelines

Objectives

 To complement the audit AIPH will produce new Green City Guidelines to update the
past edition.
 These guidelines will provide specific examples and case studies to illustrate how to
achieve a Green City

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Annex 19 – AIPH Board Meeting- 19 October 2015

 To be the leading global resource on green city development for city decision makers
How will the guidelines be developed?

 A proposed structure and content will be developed by the working group

 A lead author/editor will be identified (possibly from Niek Roozen as previously)
 Expert contributions will be sourced
 Website will be developed and used for communicating/promoting the guidelines
 PR and communication plan will be developed

AIPH Green City Awards

Objectives

 To globally promote exemplars and best practice to stimulate interest, media

coverage and uptake of Green City principles and practices
 To publically recognise cities that have passed the AIPH Green City audit
 To highlight specific notable developments in addition to whole cities
How will the awards be developed?

 A steering group will be established to develop a mechanism and jury process

 Communication plan for attracting applicants from specific ‘green’ developments
 Appropriate awards venue/location/event to be identified. May be in association with
existing horticultural event (e.g. International Grower of the Year) or international
cities event.

Funding, scale of project and 2016 budget request

 It is estimated that the project will cost 1.5-1.8 million euro over the next five years if
all aspects are to be completed. A breakdown of these costs is shown in the table
below.
 Work is underway to identify a sponsor. Initial focus is on gaining sponsorship from
Beijing 2019 Expo and using the project to assist the Expo in achieving its
international promotional objectives. An initial meeting with the Beijing Expo Co-
ordination Bureau has been organised for 21 October 2015.
 In the absence of a sponsor to cover the whole project then we will seek funding for
specific elements.
 To make it easier for a potential sponsor to say yes we have already commissioned
some initial work on the Green City Audit and essentially a feasibility study, from
Green Infrastructure Consultant Anne Jaluzot. Anne will present her work so far at
the congress. For a relatively small investment of around 14,000 Euro the audit
could be developed and tested and much of this will be covered within the 2015
Green City Committee budget.
 The budget requested for 2016 is for an expenditure of 340,000 Euro which is based
on an income (sponsorship) of 380,000 Euro. These expenditures would only be
incurred if the income was already confirmed to fund it.
 In the case that we are unsuccessful in securing external funding then a ‘Plan B’ will
be developed. This will involve a lower key promotion of the audit developed and the
search for other funders. The Committee is not requesting more from AIPH funds.

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Annex 19 – AIPH Board Meeting- 19 October 2015

Cost Cost Cost

Cost (Euro) Cost (Euro)
Task Who Days (Euro) (Euro) (Euro)
Year 1 Year 2
Year 3 Year 4 Year 5 TOTAL
2016 2017 2018 2019 2020
AUDIT
Develop content T Briercliffe (AIPH) 10 5500 10000 10000 10000 10000
Consultant 20 15000
Expenses 4000 3000 3000 3000 3000
Working group
6000
meeting Paris 6000 6000 6000 6000
Pilot cities 10000
Second working
6000
grp mtg
Produce audit docs 5 3000

SUBTOTAL 49500 19000 19000 19000 19000

Promote audit
Recruit cities - marketing materials 10000 10000 10000 10000 10000
PR campaign 15000 15000 15000 15000 15000
Event attendance/sponsorship to promote 30,000 30,000 30,000 30,000 30,000
Website development 10,000 10,000 10,000 10,000 10,000
PR resource 15 7000 7000 7000 7000 7000

SUBTOTAL 72000 72000 72000 72000 72000

City inspections
Review QA 2 1400 1400 1400 1400 1400
Conduct inspection 5 3500 3500 3500 3500 3500
Write inspection report 2 1400 1400 1400 1400 1400
Award presentation 1 470 470 470 470 470
Award costs 900 900 900 900 900
Travel expenses 3000 3000 3000 3000 3000

SUBTOTAL 10670 10670 10670 10670 10670

Office Costs
Project Manager 60000 60000 60000 60000 60000
Admin support (1 FT) 13000 28000 28000 28000 28000
Office consumables 2000 2000 2000 2000 2000
Additional Office rental 2000 2000 2000 2000 2000
IT equipment/mobiles 4000 1000 1000 1000 1000
Insurances 1500 1500 1500 1500 1500
Travel expenses 15000 10000 10000 10000 7000

SUBTOTAL 82500 94500 94500 94500 94500

Inflation escalator 2% 0 5844 11688 23376 46752

TOTAL AUDIT PROJECT COSTS (incl 10 cities per year) 310700 298044 303888 315576 338952 € 1,567,160.00

AIPH GLOBAL GREEN CITY GUIDELINES

Data, case study and info collection 30 18000

Writing up 20 12000
Editing 5 3000
Design 10 6000
Web development 10000
Project management T Briercliffe (AIPH) 10 5500 1650 1650 1650 1650
Print (limited run) 2000
Promotion/marketing 10000 5000 5000 5000 5000

TOTAL GUIDELINES COSTS 66500 6650 6650 6650 6650 € 93,100.00

AIPH GREEN CITY AWARDS

Develop rules/criteria 10 6000 6000 6000 6000

Jury expenses 15000 15000 15000 15000
Marketing 10000 10000 10000 10000
Project management 60 27000 27000 27000 27000
Admin support 60 15000 15000 15000 15000
PR support 20 9000 9000 9000 9000
Venue hire 5000 5000 5000 5000
Catering 70 euro per head 300 people 21000 21000 21000 21000
Trophies 5000 5000 5000 5000
Dinner guest income -25000 -25000 -25000 -25000
Sponsorship income -50000 -50000 -50000 -50000

TOTAL GREEN CITY AWARDS 38000 38000 38000 38000 € 152,000.00

GRAND TOTAL 4 € 1,812,260.00

Annex 19 – AIPH Board Meeting- 19 October 2015

AIPH Marketing & Exhibitions Committee

The Committee is requesting 12,000 Euro for 2016 to fund the time of Mr. Sven Stimac
(International Expo Consultant) in supporting the development of AIPH Expo Services and
adding further value to AIPH Approval of Expos.
This will include:
Completion of the following additional sections for the Expo Guide

 Post expo planning

 Visitor analysis
 Tourism
 Hospitality
 Guided tours
 Personnel and training
 Volunteers
 Security
 Food and beverage
 Traffic management
 Pre-opening tests
 Financial analysis

Development of the annual pre-expo annual audit plan

Advice on managing competitions
Assistance with programme for AIPH Expo Conferences
Attendance at AIPH Marketing Committee meetings and Expo conferences when required
Securing sponsorship from related companies
Advice on AIPH B2B program for International Horticultural Exhibitions
Meetings with Expo organisers and Doppelmayr
Advice on how to attract new countries to organize A1 International Horticultural Exhibitions.
For the BIE the A1 Expo can an interesting Expo category for countries who are not able to
organize a World Expo or International Specialized Expo. Here we will work on the value of
the Expo for the development of international relations. Still many stakeholders think that the
A1 Expo is just a trade fair or flower park for the consumer.

Further work may be carried out but where possible we would look to identify external
funding for Mr. Stimac’s time

This budget request is strongly linked with income generation for AIPH and should be seen
as an investment for that purpose. Mr. Stimac has good relationships expo suppliers who
are potential sponsors of AIPH activities. It is hoped (although not included in the budget)
that some of this cost will be recovered from sponsorship.

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Annex 19 – AIPH Board Meeting- 19 October 2015

Work Plan 2015 Committee for Environment & Plant

Health

The Committee for Environment & Plant Health functions as a platform to exchange
information and opinions of the member countries. The main objectives and work areas of
the committee are:
1. Informing AIPH-members about relevant environmental issues and political
developments in the field of environment in member countries and in the organisations;
2. Looking after the interest of the ornamental sector in international organisations like EU,
EPPO regarding environmental and phytosanitary issues;
3. Following developments in eco labels and certification schemes like FSI, MPS, Global
GAP;
4. Cooperation with EPPO in the field of invasive alien species;
5. New Plant Health regime in EU;
6. Biodiversity and genetic engineering;
7. Water management policies;
8. Peat;
9. CITES

Work plan
1. In Brussels the discussion will continue about the package on plant health, animal
health, seeds and official controls, published in 2013 by the European Commission. As a
stakeholder AIPH will contribute in meetings, seminars and conferences about these
proposals and will prepare statements and opinions from the point of view of the
ornamental sector, whether or not in consultation with other organizations.
2. EPPO organises yearly a panel meeting on invasive alien plants. As observer AIPH will
attend that meeting and will discuss the progress of the Code of Conduct on invasive
alien plants for horticulture. In 2015 the meeting takes place in Paris.
3. AIPH has become a member of FSI. There has to be find out which role AIPH may play
within FSI, e.g. in working groups;
4. Collection of relevant information on the above mentioned items and distribute it to the
members or put it on the agenda of the committee meeting(s)

Budget
Meetings EPPO and EU Plant Health 550,00
FSI membership 5.250,00
------------
Total budget € 5.750,00

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Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates

Terms of Reference Updates

AIPH Novelty Protection Committee

Date of approval: 27 September 2011, Xi’an, China

Renewal date 1: 9 September 2013, Niagara, Canada
Renewal date 2: to be confirmed formally at Congress September 2015, Milan, Italy.

GENERAL PURPOSE

As established in AIPH Regulation VII, the Committee for Novelty Protection (NP) is a
standing committee reporting to the AIPH General Meeting through the Board. The objective
of the Committee is to clarify and communicate the views of growers (producers) in relation
to plant novelty protection and plant breeders rights (PBR) in particular, as well as supporting
the development and implementation of good intellectual property regulations for the
industry. Society is aware that the breeding of new plant varieties benefits the progress of
mankind. Therefore the availability of new and better varieties is very important, not only for
society but also for breeders and farmers. The goal of PBR is to stimulate plant breeding by
an intellectual property right system that supports and accelerates innovation in plant
breeding. Therefore AIPH has to clearly defend the interests of growers to treaty negotiators
and national legislators, like UPOV, EU and the national governments.
AIPH fully endorses the UPOV plant variety rights system and is of the opinion that the
system plays a positive role in the development of the sector and the relationship between
breeders, growers, wholesalers, retailers and consumers (http://www.upov.int/). AIPH
lobbies law and treaty writers on the national and international level to improve treaties and
regulations with the aim to create the best conditions for innovation in plant breeding. AIPH is
encouraging countries to accelerate the implementation of plant breeder’s rights and to bring
their legislation in line with the UPOV-Convention 1991. AIPH pleads for a strong and
balanced plant breeders right (PBR) system and related obligations of the breeders in acting
against infringement of their rights and therewith the rights of those growers who legally use
the protected varieties.

The Novelty Protection Committee of the AIPH is mandated to coordinate and to realize this
purpose. The committee fulfils this mandate by:

1. The exchange of information between the member organizations

2. The extension of the members’ knowledge about novelty protection and PVR
3. Issuing AIPH statements, press releases and/or positions papers in the field of novelty
protection and PVR.
4. Building up and maintaining positions, like observerships, at the relevant governmental
organisations, national and international (for example: UPOV ).
5. Building and maintaining relations and cooperation with other relevant stakeholders, like
CIOPORA, ESA, Fleuroselect.
6. Communicating to growers about the importance of an effective PBR-system, including
the enforcement of the system.
7. To act, where ever possible, together with the breeders in lobbying to strengthen the
PBR-system.
8. To support all AIPH member organisations to do their utmost to share knowledge,
contacts and networks in their own countries and if possible/needed to use these
Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates
sources for lobbying and influencing their own governments. (See also under Resources
below)

DUTIES/ASSIGNMENTS

To serve the members of AIPH, the Novelty Protection Committee will;

1. Identify and prioritize the issues affecting the horticultural sector internationally as it
relates to various PVR issues.
2. Maintain the working group, called the Sparring Partner Group, to improve the
structure of the NP and to enlarge the engagement and involvement of AIPH
members in the subject.
3. Prepare and select information papers on these issues for the meetings (prepared by
the chair and secretary or individual members).
4. Provide information on the issues by giving presentations at the meetings.
5. Build long term relationships with the various international associations and
organizations in the field (like UPOV, CPVO, CIOPORA), working closely with the
Secretary General to ensure a succinct and complete download to the AIPH
members of information and contacts arising from participation in these organizations.
6. Use the AIPH website to ensure that all pertinent information is updated at regular
intervals. Ensure that AIPH confers with pertinent agencies to link agendas and
inform the member organizations.
7. Share via the website, international programs that address PVR and novelty
protection issues on a priority basis.
8. Write articles to be published to support the growers position. (For example in the
magazine FloraCulture International).
9. Invite relevant speakers to address AIPH members during AIPH meetings when there
is time and when it contributes to the objectives of the Committee. Such speakers
could include representatives from governmental organizations (e.g. UPOV, CPVO),
national plant breeders rights authorities, relevant stakeholders (e.g. breeders
associations of ISF, CIOPORA, ESA, Fleuroselect and national breeders
organizations like Plantum or Bundesverband Deutscher Pflanzenzüchter) and
scientist or specialist in the PBR /IE field (e.g. advocates, lawyers or academics)
10. Prepare an annual operating plan including a budget and executive summary for
general activities associated with the committee.
11. Prepare an annual evaluation of the committee's achievements of these Terms of
Reference, recommending changes and amendments to AIPH Board.
12. Review the Terms of Reference annually with recommendations made to AIPH
General Meeting for the annual congress.

To serve the members of AIPH, the Sparring Partner Group is installed and maintained:
1. The aim/task of the SPG will be to take serious knowledge at an early stage of all the
information, developments and productions of the NP (Plant Breeders
Rights/Intellectual Property Rights (IP) developments, information papers ,
statements , presentations etc.) in such a way that the decisions can be taken
immediately (after final approval of the Board) or that decisions at the meetings are
prepared thoroughly and can be taken quickly.
2. Discuss the prepared information via e-mail and, if needed, agree AIPH action,
statements, position papers or press releases with finally publication on the website.
3. The members of the SPG have committed themselves to take time to take serious
knowledge of all the given information and to give reactions and needed support to
the secretary of the NP.
Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates
4. Way of working: see Update and the organization of the Sparring Partner Group
(SPG) of the Committee for Nov. Prot. Confirmed 2-4-2014 (spring meeting 2014,
London)

APPOINTMENTS AND COMPOSITION

The Chairperson of the Novelty Protection shall be a member of the Board of AIPH.

DURATION OF APPOINTMENT

Appointments to the committee will be for a three year term and is governed by the AIPH
charter.

COMMITTEE RESPONSIBLE FOR PREPARING TERMS OF REFERENCE AND

RENEWAL

The Standing Committee for Novelty Protection

RESOURCES

The Committee shall require the support of the Secretary General as ex-officio member and
as administrative support to committee activities.

The Committee shall require the support of all AIPH delegates:

1. To give contributions at the meeting or for the preparation of the meeting

2. To use all the received information in the meeting to inform or to lobby their own
government or to use for their own national activities in the field of novelty protection
and PVR.
3. To build up a long term relationship with their own national governmental delegates
with UPOV (or the other relevant national and international organizations, for example
CPVO)
4. To create publicity for AIPH statements, press releases and position papers (for
example: the checklist for license contracts and for the AIPH Growers point of view)
at their own national level.

The Committee will require an annual operating budget to meet travel, accommodation and
meeting expenses.

BUDGET REQUIRED FOR THIS COMMITTEE

€ 22.500,- (See work schedule NP 2015/2016).
Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates

AIPH Green City Committee

Approved: 20 October 2015 Renewal Date: October 2016

GENERAL PURPOSE:

In accordance with the AIPH Regulations, the Green City Committee is a standing committee
reporting to the Board of Directors. Reporting via its Chairperson, the Green City Committee
assists the Board of Directors in its function of governance by:

 Promoting the environmental, health, social and wellbeing benefits of horticulture and
ornamental horticulture in urban areas
 Working with National, Regional and International Organizations that promote,
enhance and improve urban landscapes from a horticultural perspective;
 To be the central archive point for all Green Industry promotional campaigns to
preserve history and assist other organizations with similar missions by being a
resource of information and contact networks;
 Provide an inclusive network and forum where issues, progress and results can be
shared and mutually beneficial to participating organizations’ whose purpose is Green
City promotion

DUTIES/ASSIGNMENTS

The Green City Committee is assigned the following tasks during the period of these terms of
reference:

1. To identify and liaise with a network or organisations supportive of the goals of AIPH,
including ELCA, iVerde, FloraHolland, IFLA
2. To organize and/or promote an annual International Green City Conference for the
purpose of promoting best practice in city greening and inspiring change
3. To identify a project and funding to promote the benefits of plants to cities worldwide
4. To collect information, marketing materials and strategies from existing organizations
promoting horticulture in society in a positive manner, and then having this
information accessible to member associations and allied green industry promotion
groups
5. To encourage a global social movement to increase, enhance, promote and sustain
green spaces in society, especially in urban centres for the present and future
generations
6. To offer a forum for organizations that promote Green Cities to work together in order
to save resources, save time and enhance their marketing campaigns for the
Environmental, Lifestyle and Economic benefits of society
7. To offer more positive promotion for the long term sustainability and positive image of
the industry
8. To prepare an annual operating plan including a budget
9. To prepare a Green City Committee report for the semi-annual meetings.
10. To prepare an annual evaluation of the committee’s achievements of these Terms of
Reference, recommending changes and amendments to the Board of Directors.
11. Review the Terms of Reference annually with recommendations made to the Board of
Directors at the annual meeting.
Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates
APPOINTMENTS AND COMPOSITION

The Board of Directors shall appoint, by motion, the Committee Chairperson and Secretariat.
Other committee members shall be appointed as recommended by the committee and
approved by the Board.

DURATION OF APPOINTMENT

The term of the appointment of the Chairperson shall be three years.

COMMITTEE RESPONSIBLE FOR PREPARING TERMS OF REFERENCE AND

RENEWAL

The Green City Standing Committee

RESOURCES

The committee shall require an annual operating budget to cover promotional activities,
travel, accommodation and meeting expenses.
Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates

AIPH Marketing and Exhibitions Committee

Approved: 21 October 2015 Renewal Date: October 2016

GENERAL PURPOSE:

As established in the AIPH Regulations, the Marketing Committee is a standing committee

reporting to the Board of Directors. Reporting via its Chairperson, the Marketing Committee
assists the Board of Directors in its function of governance by:

 Overseeing the schedule of international horticultural exhibitions;

 Assessing and approving applications for exhibitions
 Monitoring progress in exhibition construction and advising as necessary
 Monitoring compliance to AIPH Regulations for International Horticultural Exhibitions
 Stimulating interest in international horticultural exhibitions
 Encouraging participation in exhibitions
 Assisting exhibition organisers in delivering successful events

Horticultural exhibitions dramatically raise the profile of gardens and plants. They
demonstrate the importance of plants to the environment, society, economies and personal
health and wellbeing. They demonstrate how plants can be used domestically and
commercially to enhance urban areas and improve quality of life. They provide the
opportunity to promote horticulture for what it is; technologically advanced, pushing the
boundaries of science, economically significant and a sector with potential for future value
and growth.

Whilst AIPH does not directly organize exhibitions it has the role of approving them and
agreeing the international expo calendar in accordance with its regulations and the 1928
International Convention on exhibitions. Therefore AIPH has the responsibility to ensure
approved expos:

 Can meet the appropriate horticultural standards that will inspire increased domestic
and commercial consumption of ornamental trees, plants and flowers.
 Expos can generate sufficient visitor numbers to have a positive impact on sales.
 Are organized and delivered to a high and professional standard that leaves a
positive impression of the sector and what it can achieve.
 Are promoted worldwide, along with the positive stories they generate, to maximize
the benefit beyond the host country and to attract more international participation and
visitors.
 Maximise global impact through a wide geographical coverage – in every continent.

DUTIES/ASSIGNMENTS

The Marketing Committee is assigned the following tasks during the period of these terms of
reference:

1. To review and update AIPH Horticultural Exhibitions Regulations and update

2. To develop guidance for organisers to assist them in delivery of successful
exhibitions
Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates
3. To review funding mechanisms for AIPH activity with expos to facilitate
improvements, benefits to organisers and alignment with BIE.
4. To develop and begin implementation of an annual inspection of approved expos in
the five years before each expo. This will cover all aspects of expo organization but
with particular emphasis on ensuring high horticultural standards.
5. To define horticultural standards for sites, planting and maintenance for expos
6. To establish an AIPH Media Centre from which information from expos can be
promoted worldwide
7. To develop an AIPH ‘Exhibition Services’ offer which makes available consultancy
skills and expertise to assist expo organisers.
8. To develop a brochure and website that promotes the concept and benefits of expos
to potential organisers and governments. This should then actively be promoted to
potential organisers, with an emphasis on poorly represented regions
9. To encourage the sharing of other generic marketing schemes that could be used by
our members and share them via the website to the members.
10. To prepare an annual operating plan including a budget.
11. To prepare a Marketing Committee report ahead of each meeting.
12. To effectively coordinate activities so these shows happen without conflict from other
countries operating shows at the same time.
13. To prepare an annual evaluation of the committee’s achievements of these Terms of
Reference, recommending changes and amendments to the Board of Directors.
14. Review the Terms of Reference annually with recommendations made to the Board of
Directors at the annual meeting.

APPOINTMENTS AND COMPOSITION

The Board of Directors shall appoint, by motion, the Committee Chairperson. Other
committee members shall be appointed as recommended by the committee and approved by
the Board.

DURATION OF APPOINTMENT

The term of the appointment of the Chairperson shall be three years.

COMMITTEE RESPONSIBLE FOR PREPARING TERMS OF REFERENCE AND

RENEWAL

The Marketing and Exhibitions Standing Committee

RESOURCES

The committee shall require an annual operating budget to cover promotional activities,
travel, accommodation and meeting expense.
Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates

AIPH Environment and Plant Health Committee

Approved: 21 October 2015 Renewal Date: October 2017

GENERAL PURPOSE:

The Environment and Plant Health Committee of the AIPH is mandated to coordinate an
international overview and compile current information on the issues pertinent to ornamental
growers, brokers, wholesalers, and associated members focused on environmental
protection.

This will include issues surrounding air, water and soil conservation; protection of our
environment and safeguarding the industry in dealing with public and private concerns
regarding environmental matters.

The Environment and Plant Health Committee will help establish the international industry as
strong proponents of environmental safety and will continue to build and enhance its role and
image as responsible and ethical stewards and custodians of our environment on a global
basis.

The Environment and Plant Health Committee supports members and other relevant
organizations in the efforts of preventing the worldwide spread of harmful organisms.

DUTIES/ASSIGNMENTS

1. To maintain contact with the various international associations: review and report the
various environment issues, which are of concern for the industry.
2. Identify and prioritize the issues affecting the industry internationally as it relates to
various environmental issues. Using the AIPH website to ensure that all pertinent
information is updated at regular intervals. Ensure that AIPH confers with pertinent
agencies to link agendas and inform the member countries.
3. Share via website, international programs that address environmental issues affecting
the industry.
4. Provide a forum for members to exchange information regarding environmental
challenges faced as well as initiatives to tackle them
5. Prepare and submit an annual operating budget and a Committee Report in advance
of meetings of the Committee.
6. Review the Terms of Reference bi-annually with recommendations to the Board of
Directors at the annual meeting.

APPOINTMENTS AND COMPOSITION

AIPH shall appoint a chairperson and secretary. The Committee will also be supported by
the staff of AIPH. The secretary general of the AIPH shall be an ex-official member of the
committee. The chair of the Environment and Plant Health Committee shall answer directly to
the Board of AIPH.

DURATION OF APPOINTMENT

Terms of office shall be three years.

Annex 20 – AIPH Board Meeting, 19 October 2015, Milan
Committee Terms of Reference updates

Committee meetings will be held in conjunction with the spring AIPH meeting and the Fall
AIPH meeting

COMMITTEE RESPONSIBLE FOR PREPARING TERMS OF REFERENCE AND

RENEWAL

The committee shall require the support of the Secretary General as ex-official member of
the committee as administrative support to committee activities.

The committee will require an annual operating budget to cover travel accommodations and
meeting expenses as described in the Regulations of AIPH.
Annex 21 – AIPH Board Meeting – 19 October 2015

International Vision for Ornamental Horticulture

Background, objectives and proposed project plan
Tim Briercliffe, Secretary General, AIPH
27 August 2015

Issues for the international ornamentals sector

 New developing markets are emerging

 Increase in crop production in ‘new’ countries to meet these new market needs
 Stagnation/decline in production in traditional horticultural producing nations
 Stagnation/decline or slow growth in market demand in developed countries
 Globalisation of trade in all industry sectors is increasing
 Lack of adequate knowledge on how the dynamics of global ornamentals production and
demand is changing
 Need to identify new market opportunities and where these are in the world
 Need to identify countries with greatest potential for increasing competitive production
 Need to understand scope for increased international trade including barriers to trade

In the past the production and marketing of ornamentals has been focused around servicing demand
in developed countries. The associated trading and logistics infrastructure has developed around
this model. For many years the industry has been expanding production in developing countries
(with lower production costs) but still with a market focus on the traditional market, particularly
Northern Europe and North America. In these cases the majority of product exported from
developing countries has been cut flowers, rather than potted plants, due to transport costs.

There are a number of countries undergoing rapid economic development and urbanisation. For
example Bloomberg Business reports on the top 20 fastest growing economies based on their survey
(Source: http://www.bloomberg.com/news/articles/2015-02-25/the-20-fastest-growing-economies-
this-year). Their analysis is below:

The world is expected to grow 3.2 percent in 2015 and 3.7 percent next year after
expanding 3.3 percent in each of the past two years, according to a Bloomberg survey of
economists. China, the Philippines, Kenya, India and Indonesia, which together make up
about 16 percent of global gross domestic product, are all forecast to grow more than 5
percent in 2015.

By comparison, the U.S. and U.K., which combined account for about a quarter of global
growth, are expected to grow 3.1 percent and 2.6 percent this year, respectively. The
euro area probably will expand just 1.2 percent as European Central Bank President
Mario Draghi deals with a fragile Greece and embarks on a bond-purchase program to
stimulate the region's growth.

1
Annex 21 – AIPH Board Meeting – 19 October 2015

China still remains the fastest-growing G-20 nation, even though the Asian economy
is no longer expanding at the pace it did a few years ago. China's economy grew 7.3
percent in the fourth quarter of 2014 from a year earlier, and is expected to slow to 7
percent in 2015.

To counter that slowdown, People's Bank of China policy makers are boosting monetary
stimulus. The central bank cut its benchmark interest rate in November for the first time
since 2012. This month officials lowered by 50 basis points the deposit reserve ratio,
which is the amount of reserves that banks need to keep on hand.

Nigeria, Africa's largest economy, is projected to expand 4.9 percent this year, according
to the Bloomberg survey. Kenya will probably grow 6 percent in 2015, even as
unemployment and poverty remain stubbornly high, with over 40 percent of Kenyans
living below the poverty line.

U.S. growth forecasts for 2015 are coalescing around 3 percent even as the dollar soars
to its highest level in more than a decade. As growth picks up, the Federal Reserve is
weighing whether to raise interest rates for the first time since 2006. Their benchmark
federal funds rate has remained near zero since December 2008.

These countries are changing the structure of international trade and developing their own
production capabilities and alongside this their own research and innovation which will in turn
strengthen their competitive position as they take control of their own industries rather than just
responding to or being led by the ‘old markets’.

Not all of them will develop an ornamentals production capability, export capability or market but
some of them will and the international ornamentals industry needs to understand what is

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Annex 21 – AIPH Board Meeting – 19 October 2015

happening and to forecast what may happen in the future. In East and South East Asia for example
urbanisation is being facilitated through the construction of high-rise housing to feed the economic
development of the cities. Without domestic gardens city planners are integrating trees, plants and
green spaces within cities driving significant growth in outdoor plant production. As countries
develop so personal wealth increases so spend on luxuries like flowers increases too. As countries in
Africa develop they may take a different path and of course climate plays a big role in assessing
scope for the use of ornamentals.

These developing countries will vary in their ability to produce and distribute ornamentals. Their
ability to understand and access both their own and global markets will vary too. Government
policies may restrict or promote production and export and the priority given to the development of
infrastructure will impact heavily on the growth potential of the sector.

Overall the power base for global ornamentals production is shifting. How and where needs to be
more fully understood for the benefit of growers in every country.

This project is designed to increase this understanding, forecast future changes in the structure of
the industry and to identify opportunities to grow the overall international market for ornamental
crops.

This will include an analysis of existing international organisations and it will propose a model to
improve future information sharing and collaboration to capitalise on this work and make it
increasingly beneficial to the industry in the future. The International Association of Horticultural
Producers (AIPH) is uniquely positioned to facilitate the collation and analysis of industry data,
information (quantitative and qualitative) and experience through its existing international network
with grower associations around the globe. The project will also identify how this role can be
strengthened for the future in a way that genuinely includes all the relevant nations of the world.

Project Plan

AIPH proposes the following project plan to achieve these objectives:

1. Establishment of a Steering Group and Management Group

For this project to be successful it requires the participation of many stakeholders worldwide. A
steering group will fulfil the following role:

 Recommend lines of research and information sources

 Help ‘open doors’ to information for researchers
 Help determine priorities and focus
 Monitor progress against the plan
 Ensure stakeholder interests are looked after
 Comment on findings and ‘sense check’ conclusions

It is proposed that the steering group consists of AIPH members including:

 Bernard Oosterom (NL) – AIPH Vice President

 Tim Briercliffe (UK) – AIPH Secretary General
 Gijs Kok (NL) – FloraHolland
 Project Manager – TBC
 Andras Treer (Hungary) – Chair AIPH Statistics Committee
 Tim Edwards (UK) – Chair ENA and AIPH Board member

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Annex 21 – AIPH Board Meeting – 19 October 2015

 Haiyan Kong (China) – CFA - AIPH Board – Asia regional representative

 USA representative

Remote access (by conference call or Skype) will be facilitated for group members that cannot
always be physically present.

It is proposed that the steering group meets in the following periods:

 September 2015 at FloraHolland, Aalsmeer

 January 2016 at IPM Essen, Germany
 October 2016 at AIPH Congress, Antalya, Turkey or November 2016 at IFTF or FHTF in NL
 January 2017 at IPM Essen, Germany
 November 2017 at IFTF, NL
 Other meetings to be agreed by the group.

These times and locations are selected as times when group members are most likely to be present
together anyway.

The first meeting is scheduled for September 2015 to maximise the benefit of the AIPH Congress in
Milan in October. Due to time and location this meeting may not involve all group members.

AIPH and the Project Manager will report progress to each Steering Group meeting by way of a pre-
circulated report and presentation at the meeting. Steering Group minutes will be recorded and
circulated within the group.

In addition a Management Group will be formed which will oversee day-to-day management of the
project, the use of project funds and the allocation of spending. The Management Group will consist
of:

 George Franke – VBN

 Gijs Kok – FloraHolland
 Tim Briercliffe – AIPH

2. Defining the information/knowledge required

The first task of the Steering Group will be to agree the project objectives. From this will be defined
the exact information that needs to be collected which could include:

Production (area and value) and consumption statistics (volume and value) for the last ten years (list
just a suggestion at this stage) broken down by product category (e.g. flowers, potted plants, trees,
bulbs, etc) for:

 Traditional producing nations: Australia, Austria, Belgium, Bulgaria, Canada, Denmark,

Finland, France, Germany, Greece, Hungary, Ireland, Italy, Japan, Netherlands, New Zealand,
Norway, Sweden, Switzerland, UK, USA
 Significant trading nations: Colombia, Ecuador, Ethiopia, Israel, Kenya, Poland, Spain, Turkey
 Potentially important nations (for production and/or consumption): Brazil, China, Chinese
Taipei, Costa Rica, Guatemala, India, Korea, Mexico, Morocco, Thailand, Philippines,
Indonesia, Nigeria, Malaysia, Peru, UAE, Kazakhstan, Saudi Arabia, Singapore, Russia,
Tanzania, Uganda, Rwanda, South Africa, Iran

Information is required to enable the project to identify:

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Annex 21 – AIPH Board Meeting – 19 October 2015

 The top 10 countries in terms of size of market for ornamentals

 The top 10 countries in terms of potential for market growth
 The top 10 countries in terms of production (area and value)
 The top 10 countries in terms of potential for increasing production

Within the countries with production and market potential we then need to identify:

 Factors affecting import and export potential - including Government policies, subsidies, tax
issues, plant health controls, bureaucracy (administration), logistics and accessibility,
infrastructure, IT capability, welfare conditions for staff, national security and terror threat,
certification, government involvement, level of foreign investment, environmental
responsibility and ability to produce sustainably
 Factors affecting potential to increase production – including ownership and investment
policies and practice, Government incentives/dis-incentives, attitude of banks/lenders,
availability of labour (skilled and unskilled), cost of labour, technical expertise, access to raw
materials and equipment (water, growing media, pots, greenhouses, machinery, pesticides,
etc), corruption and crime, climate, political stability, foreign investment policy and attitude
to foreign investors, union activity, attitude to plant breeders rights
 Factors affecting potential to increase consumption – including consumer confidence,
household income trends, taxes, national economic growth, GDP, unemployment, housing
construction, inflation, fashion, environmental awareness

3. Understanding current state of knowledge - Existing data sources

The project will review current data sources including the AIPH/UF Statistical Yearbook and market
research (contact Sheila Mahmood, FloraHolland), market information reports (e.g. Mintel etc),
Eurostat trade data, etc

There will be a session held during the AIPH Annual Congress in Milan on 21 October 2015. This will
include a structured session to identify information available and qualitative views on global trends.

4. Defining knowledge gaps

From this the gaps in knowledge can be identified and detailed.

5. Plan for filling the gaps in data and knowledge – including identifying information sources

At this stage the project will develop the following:

 Country questionnaire to be circulated to AIPH members and other contacts (e.g. UF

members and industry contacts). This will also request further data sources where
necessary or work to be done to make production/consumption estimates
 Planned interviews for ‘priority’ countries (i.e. those in Top 10 potential lists) – face to face
or telephone along with key people to be questioned.

The plan will be approved by the Steering Group.

6. Conducting the research

Questionnaires, interviews and data searches will be completed and recorded.

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Annex 21 – AIPH Board Meeting – 19 October 2015

7. Collation and analysis of results/findings

Results will be collated and a SWOT analysis carried out on each of the ‘priority’ countries as agreed
between AIPH and the Steering Group.

An event could be organised to ‘test’ the draft findings on an invited audience of industry players
and academics (e.g. via ISHS) alongside an existing international event (e.g. IPM Essen and/or IFTF,
ProFlora, etc). They could be provided with an ‘exclusive preview’ of the results as long as they give
their comment. This will be a double check that we have got it right!

8. Conclusions and recommendations

A final report will be prepared that lays out the work completed, the objectives, the findings as well
as the conclusions. These conclusions will form the basis of the ‘International Vision’ for the industry
and will be formulated in association with the Steering Group.

This will include recommendations on how national and international associations and
representative organisations can work together to identify and exploit the opportunities that exist to
grow the global market for ornamentals. This will include recommendations on how to strengthen
AIPH as an international leader on this topic for the good of growers worldwide. It could also
propose specific initiatives that will hasten progress towards the vision. These could relate to
market information, production and trade data collection/sharing, promotional/marketing
campaigns and resources and PR/communications.

9. International knowledge sharing – identify mechanism and communication plan

Important to the success of this project will be the effective international communication of the
results and conclusions to reach a genuinely shared international vision. The following could be
considered to deliver this:

 Formal report available in different languages (to be agreed by steering group) online from
AIPH, AIPH member and stakeholder websites
 Powerpoint presentation summarising the project to be available to all and promoted
through members, steering group network and national/international trade media.
Members will be encouraged to present and promote within their own countries
 Filmed presentation available online and promoted. This could be available in different
languages (e.g. with subtitles or voiceovers) to maximise global reach
 Presentations, debates and report circulation at international industry events e.g. IPM trade
shows, IFTF, Proflora, IFTEX, Cultivate, AIPH approved Expos, etc
 Promotion through the AIPH international media database
 Active ‘sell in’ to consumer and international business media could also be considered.

Project Delivery

Delivery of the project will be the responsibility of AIPH under the leadership of Secretary General,
Tim Briercliffe.

Reporting to the PT and VBN will be provided as required.

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Annex 21 – AIPH Board Meeting – 19 October 2015

AIPH will appoint an independent ‘Project Manager’ who will be tasked with delivering the project to
the agreed timescales and milestones.

Where necessary additional contractors (e.g. consultants and experts) will be appointed to assist in
supporting the data and information collection required in the project.

AIPH and the Project Manager will report to the Steering Group with project updates and for
guidance.

7
AIPH Regulations for International Horticultural Exhibitions (Expos) – DRAFT vs 4
September 2015
Introduction to the revising of the Regulations:
Since the AIPH Congress in Qingdao in 2014 there has been discussion regarding the
revision of AIPH Regulations for exhibition organisers to:

 Bring them up-to-date

 Enhance services provided to exhibition organisers
 Improve safeguards for AIPH and the organizers
 Reduce financial risk
 Improve clarity and simplify categories
 Introduce standards and formalised inspections to raise standards
 Improve alignment with BIE
This document highlights in red changes that are proposed. Most of these were proposed
and discussed during the AIPH Spring Meeting in Paris in March 2015. Subsequent
changes have been made following the consultation process that started at the Spring
Meeting. We believe that this new document reflects the views of members and the Board is
seeking approval for the adoption of these new Regulations during the Congress in Milan in
October 2015.
Some key changes to note:

 Most of the former exhibition categories have been replaced or combined.

 New category for B2B exhibitions.
 New financial guarantees have been applied requiring greater initial financial
commitment from the organiser but a greater proportion returned at the end.
 Gate fee is replaced by a License Fee which makes obligations clearer to organizers
from the outset and spreads payment over a longer period to reduce financial
exposure.
 Overall fees for A1 and B Class exhibitions will increase for most (not all) exhibitions.
This increase is used to fund enhanced services especially in relation to support for
development, management and conducting of competitions.
 New fees introduced for short term (Class C) exhibitions.
 Clarification of responsibilities regarding expenses incurred for inspections and other
site visits.
 Formalised inspection and review process and greater powers for identifying
problems and requiring these to be addressed.
To see all changes then refer to the other document provided that shows the current
regulations alongside the changes made.
Annexes will be completed before the Spring Meeting 2016.
Red – proposed new text
Blue italic – Notes and questions not to be included in final version

1
Proposed Regulations

Contents
1 AIPH Objective and Role
2 AIPH Governance and Regulatory Authority
3 Exhibition Categories
4 Application Process
5 Approval
6 Reporting to AIPH
7 Sanctions
8 Services Provided by AIPH
9 Fees
10 Use of AIPH Brand
11 Exhibition Requirements
12 Rules for Participation
13 Managing Disputes

Section 1
AIPH Objective and Role

The AIPH objective for international horticultural exhibitions (Expos) is to promote the products of the
horticultural industry to the general public, businesses and governments and to increase global appreciation
for horticulture in terms of its benefits to individuals and societies.

The role of AIPH is to ensure expos are successful through a defined approval and monitoring process and
through regulating the number of permitted expos.

Successful expos will:

 Stimulate the increased use of plants to improve the health and wellbeing of society, the enhancement
of the environment and the strengthening of economies.
 Clearly demonstrate society’s need for horticulture and the role it plays in linking people with their
environment.
 Bring together horticultural excellence from different countries to promote the best knowledge and
practice from all over the world and to celebrate cultural and horticultural diversity.
 Promote productivity and international co-operation in professional horticulture

Section 2
AIPH Governance and Regulatory Authority

The International Association of Horticultural Producers (AIPH) is an international non-profit association

registered in Brussels, Belgium. Registration number 546.558.178.

The approval and implementation of the AIPH Regulations for International Horticultural Exhibitions is done in
accordance with the Charter and Internal Regulations of AIPH as published on the AIPH website www.aiph.org.

AIPH has international responsibility for the approval of international horticultural exhibitions.

A1 Exhibitions:
According to Article 4.B.2 of the Convention Relating to International Exhibitions, the Bureau International des
Expositions (BIE) will grant recognition to A1 horticultural exhibitions approved by the International Association
of Horticultural Producers (AIPH), provided that there is an interval of at least two years between such

2
exhibitions in different countries and at least ten years between events held in the same country; due to be held
in the interval between two registered exhibitions.

A1 International Horticultural Exhibitions must comply with the Regulations of both AIPH and BIE.

Section 3
Exhibition Categories

Expo Expo name Frequency BIE Duration Application Specific Fees

class approval period provisions
A1 World Not more than Required Minimum 3 Application Minimum Financial
Horticultural one at any time months submitted 6- exhibition area guarantee €
Exhibition 12 years of 50ha of 150,000 (one
Not more than Maximum 6 before which a hundred and fifty
five per decade months opening date maximum of thousand)
10% is taken up
Not more than by buildings Licence Fee:
one per country (excluding
per decade buildings used <5 million visitors
for indoor € 500,000 (five
exhibitions) hundred
thousand)
At least 5% of
the exhibition 5-10 m visitors €
area reserved 750,000 (seven
for full-time hundred and fifty
international thousand)
participants
>10 m visitors €
Minimum of 10 1,000,000 (one
countries million)
participating

Invitations can
be issued
through
diplomatic
channels

B International Not more than No Minimum 3 Application Minimum Financial

Horticultural two at any one months submitted 3- exhibition area guarantee €
Exhibition time 10 years of 25ha of 100,000 (one
Maximum 6 before which a hundred
Not more than months opening date minimum of 3% thousand)
two per year is reserved for
international Licence Fee:
Interval of at participants
least 3 months <5 million visitors
between Minimum of 10 € 400,000 (four
respective international hundred
opening dates participants thousand)
when they take (not national
place on the governments) 5-10 m visitors €
same continent 600,000 (six
and at least 3 hundred
weeks on thousand)
different
continents >10 m visitors €
800,000 (eight

3
 Opening and hundred
closing dates thousand)
must not clash
with opening
and closing
dates of an A1
exhibition

C International Not more than No Minimum 5 Application Minimum Financial

Horticultural two at any one days submitted 3-7 exhibition area guarantee €
Show time years before of 6,000m2 of 10,000 (ten
Maximum opening date which a thousand euro)
Interval of at 20 days minimum of
least 3 months 10% is reserved Licence Fee:
between for
respective international <50,000 visitors €
opening dates participants 15,000 (fifteen
when they take thousand)
place on the Minimum of 6
same continent international 50,000-200,000
and at least 3 participants visitors € 3 0,000
weeks on (thirty thousand)
different
continents >200,000 visitors
€ 40,000 (forty
Opening and thousand)
closing dates
must not clash
with opening
and closing
dates of an A1
exhibition

D International Not more than No Application Exhibition Financial

Horticultural two at any one submitted 1-5 aimed at guarantee €
Trade time on the years before horticultural 20,000 (twenty
Exhibition same continent opening date trade visitors thousand euro)
and promoting
Opening and business to Licence Fee:
closing dates business
must not clash commerce € 10,000 (ten
with opening thousand)
and closing At least 60% of
dates of an A1 exhibition
or B Class participants
exhibition must be
involved in the
production of
horticultural
products or
supplying that
sector
Exhibitions can
incorporate
conferences
and symposia.

With each
Exhibition, AIPH
members
should
recommend at
least 5 trading

4
 organizations
for reference
list.

After every
Exhibition, AIPH
will integrate
the trading and
organizations’
information on
the website

Section 4
Application Process

Application for AIPH recognition must be supported by a Full Member organization of AIPH in the country where
the exhibition will be held.
In the case of a country where there is no Full Member of AIPH an application can be submitted without the
support of a Full Member of AIPH but the financial guarantee will be increased by 100% and AIPH may require
further investigative work which will be at the cost of the applicant.
A1 applications should also have the documented support of the national government.
The application must be submitted to the Secretariat General of AIPH at least 6 weeks prior to the next AIPH
Marketing & Exhibitions Committee and General Meeting. The Secretariat General reserves the right not to put
forward for approval any application received later than this.
An application will consist of the following documents:
 AIPH questionnaire
 Feasibility study
 AIPH Site inspection report
 Formal letter of support from the AIPH member (if applicable)
 Formal letter of support from the host city/region (for B)
 Formal letter requesting approval from the organization or authority making the application. This
should be signed by the most senior person in that organization
 Confirmation that the necessary finance will be provided to deliver the proposed exhibition
 Confirmation of support from national government (Class A1 only)
The relevant financial guarantee must be paid to AIPH 30 days prior to the AIPH meeting where the application
will be considered or before an AIPH Site Inspection, whichever is sooner.
The documents will be circulated to all AIPH members prior to the next Marketing & Exhibitions Committee and
General meeting.
The applicant will be invited to make a presentation of the application during the meeting of the AIPH Marketing
& Exhibitions Committee.
Section 5
Approval

5
AIPH will consider the application in closed session and inform the applicant of the decision at the earliest
opportunity. The General Meeting is entitled to grant approval subject to conditions.
In the event that there is competition for a particular time period for hosting an exhibition AIPH will reach a
judgement on the matter.
For Class A1 World Horticultural Exhibitions it is also necessary to gain recognition from the BIE (www.bie-
paris.org). AIPH approval is required prior to making an application to BIE.

Section 6
Reporting to AIPH

Class A1 and B Exhibitions

Following approval from AIPH, organisers are required to verbally report progress to AIPH meetings and field
questions from members. Reports must be presented in English. The frequency of reports required will be
specified by the AIPH Secretariat General but will be at least once per year following approval.

During the four years prior to an A1 and B Class exhibition organisers will be subject to the following on-site
inspections:

Four years before opening of exhibition

 One on site visit by AIPH inspector(s) – See Annex for ‘4 years before’ inspection

Three years before opening of exhibition

 One on-site visit by AIPH inspector(s) – See Annex for ‘3 years before’ inspection

Two years before opening of exhibition

 One on-site visit by AIPH inspector(s) – See Annex for ‘2 years before’ inspection

One year before opening of exhibition

 One on-site visit by AIPH inspector(s) – See Annex for ‘1 year before’ inspection

The number of inspectors within the AIPH inspection team will be determined by AIPH but will normally be two.
Following each inspection a report will be produced by the AIPH inspector. This report will be made available to
the organisers and to AIPH Full Members.

Note: We can develop annexes that specify the key areas that will be inspected during each inspection. These
will be different in each year.

AIPH reserves the right to require more frequent inspections if non-conformities are identified during an annual
inspection or if requested by the organiser.

Organisers are required to provide, at their cost, the following for up to two AIPH inspectors per visit:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs for the inspectors from their home destination. This includes flight costs (minimum of
‘premium economy / economy plus’ for flights over six hours), rail travel and car mileage depending on
the form of transport.

6
For any additional inspections required beyond the annual inspections (at request of AIPH or the organiser) then
an additional fee per day will be required to cover the additional time cost. Fees will be specified by Secretariat
General.

Class C and D Exhibitions

Following approval from AIPH, organisers are required to verbally report progress to AIPH meetings and field
questions from members. Reports must be presented in English. The frequency of reports required will be
specified by the AIPH Secretariat General but will be at least once per year following approval.

Class C and D exhibitions will not automatically require an on-site inspection in advance of the exhibition.
However, AIPH reserves the right to do so in the following circumstances:
 Concerns about progress
 If a complaint is raised by a member of AIPH
 If requested by the organiser
 If the exhibition is new and has never been run before

When an inspection is required then Organisers are required to provide, at their cost, the following for up to
two AIPH inspectors per visit:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs for the inspectors from their home destination. This includes flight costs (minimum of
‘premium economy / economy plus’ for flights over six hours), rail travel and car mileage depending on
the form of transport.

For any additional inspections required beyond the annual inspections (at request of AIPH or the organiser) then
an additional fee per day will be required to cover the additional time cost. Fees will be specified by Secretariat
General.

Final Reports
Exhibition organisers are required to submit a final report to the AIPH Secretariat within 90 days of the closing
of the exhibition. The report must include the points outlined in Annex #.

Section 7
Sanctions

If, after approval has been granted to an exhibition by AIPH, it transpires that the organizers have not respected
the provisions of the regulations, or have respected them only partially, the approval will be withdrawn, and all
members of AIPH will be informed of this decision.

In the event that inspection visits highlight serious concerns that could prevent the organisers from achieving
the quality of exhibition required by AIPH or if the exhibition fails to meet other obligations to AIPH then AIPH
reserves the right to withdraw its approval of the exhibition.

Any decision to withdraw approval would require majority approval by the AIPH General Meeting.

7
In the event that approval is withdrawn there would be no reimbursement of any of the financial guarantee and
the organisers would be liable to pay to AIPH the full gate fee payment as agreed at the original approval.

When approval is withdrawn the exhibition must remove all reference to AIPH in any communication relating to
the event.

For Class A1 exhibitions then AIPH would inform BIE of its decision.

Section 8
Services Provided by AIPH

AIPH will provide the following services to approved A1 exhibitions:

 AIPH assists in organizing 3 International Honorary Jury rounds and pays for the flight tickets (economy
class) and hotel rooms of 4 foreign Honorary Jury Members; at least two of them are to be nominated by
AIPH.

 AIPH will maintain and make available a list of skillful international Honorary Jury members.

 AIPH donates a prize for the International competition. This prize consists of an AIPH certificate, and an
‘AIPH award trophy’.

 AIPH will encourage its member organizations by all means to participate in the exhibition.

 AIPH can provide support (on site if necessary) in the development and organization of competitions
during the Expo. This includes the following:

 Assistance in preparing competition rules

 Assistance in organization and management of the juries (national and international competitions)

 Assistance in determining the results of jury deliberations

 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize winners
through the AIPH website, media releases and newsletters. AIPH will also seek to attract more
international visitors to the exhibition.

 AIPH will endeavour to respond to questions relating to technological, infrastructural and horticultural
aspects of exhibitions or to recommend appropriate consultancy support.

 AIPH will give access to the AIPH Guide for the Organisers of International Horticultural Exhibitions as well
as to related Technical Guidance Notes

 AIPH will provide access to the Final Reports from previous Exhibitions

 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial obligations
of AIPH. The organizing committee will be informed by AIPH if such a situation occurs.

AIPH will provide the following services to approved Class B exhibitions:

 AIPH assists in organizing 2 International Honorary Jury rounds and pays for the flight tickets (economy

8
 class) and hotel rooms of 4 foreign Honorary Jury Members; at least two of them are to be nominated by
AIPH.

 AIPH will maintain and make available a list of skilful international Honorary Jury members.

 AIPH donates a prize for the International competition. This prize consists of an AIPH certificate, and an
‘AIPH award trophy’.

 AIPH will encourage its member organizations by all means to participate in the exhibition.

 AIPH can provide support in the development and organization of competitions during the Expo. This
includes the following:

 Assistance in preparing competition rules

 Assistance in organization and management of the juries (national and international competitions)

 Assistance in determining the results of jury deliberations

 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize winners
through the AIPH website, media releases and newsletters. AIPH will also seek to attract more
international visitors to the exhibition.

 AIPH will endeavour to respond to questions relating to technological, infrastructural and horticultural
aspects of exhibitions or to recommend appropriate consultancy support.

 AIPH will give access to the AIPH Guide for the Organisers of International Horticultural Exhibitions as well
as to related Technical Guidance Notes

 AIPH will provide access to the Final Reports from previous Exhibitions

 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial obligations
of AIPH. The organizing committee will be informed by AIPH if such a situation occurs.

AIPH will provide the following services to approved Class C exhibitions:

 AIPH assists in organizing one International Honorary Jury rounds and pays for the flight tickets (economy
class) and hotel rooms of 4 foreign Honorary Jury Members; at least two of them are to be nominated by
AIPH.

 AIPH will maintain and make available a list of skilful international Honorary Jury members.

 AIPH donates a prize for the International competition. This prize consists of an AIPH certificate, and an
‘AIPH award trophy’.

 AIPH will encourage its member organizations by all means to participate in the exhibition.

 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize winners
through the AIPH website, media releases and newsletters.

 AIPH will endeavour to respond to questions relating to technological, infrastructural and horticultural

9
 aspects of exhibitions or to recommend appropriate consultancy support.

 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial obligations
of AIPH. The organizing committee will be informed by AIPH if such a situation occurs.

AIPH will provide the following services to approved Class D exhibitions:

 AIPH assists in organizing one International Honorary Jury round and pays for the flight tickets (economy
class) and hotel rooms of 2 foreign Honorary Jury Members nominated by AIPH.

 AIPH donates a prize for an International competition for the best stand. This prize consists of an AIPH
certificate, and an ‘AIPH award trophy’.

 AIPH will encourage its member organizations by all means to participate in the exhibition.

 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize winners
through the AIPH website, media releases and newsletters.

 AIPH will endeavour to respond to questions relating to technological, infrastructural and horticultural
aspects of exhibitions or to recommend appropriate consultancy support.

 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial obligations
of AIPH. The organizing committee will be informed by AIPH if such a situation occurs.

Section 9
Fees

Financial Guarantee:
Applicants for recognition of an exhibition by AIPH are obliged to pay a financial guarantee to AIPH directly as
the application is submitted, AIPH will send an invoice to the organization that applies for AIPH approval.

Provided that the organizers have fulfilled all their obligations, including the submission of a final report (format
as in Appendix 3) not later than ninety days after the closing date, AIPH will refund the following proportion of
the financial guarantee:
Class A1: € 100,000
Class B: € 60,000
Class C: € 6,000
Class D: € 12,500
If an application is not accepted by AIPH, or if within one year of definitive recognition the application is
withdrawn, 20% of the financial guarantee will be repaid by AIPH. If an application is withdrawn more than one
year after definitive approval, AIPH will retain the whole financial guarantee.

Gate Fee:
For all exhibitions, the organizers are bound to pay to AIPH the specified license fee (See section 3) depending on
the predicted number of visitors.

Class A1 and B – Fees in Euros

Predicted number of visitors Class A1 Class B

10
 Caution License Caution License
< 5 million € 150,000 € 500,000 € 100,000 € 400,000
5-10 million € 150,000 € 750,000 € 100,000 € 600,000
> 10 million € 150,000 € 1,000,000 € 100,000 € 800,000

Class C – Fees in Euros

Predicted number of visitors Caution Class C Class D
< 50,000 € 10,000 € 15,000 € 20,000 € 10,000
50,000 – 200,000 € 10,000 € 30,000
> 200,000 € 10,000 € 40,000

This figure will be estimated and specified in the original application approved by AIPH and this estimate becomes
the minimum sum which must be paid to AIPH. If final numbers exceed those predicted then organisers will be
required to pay the higher level fee after the event.

Payment of the license fee starts from 3 years ahead of the opening of the exhibition for A1 and B Class exhibitions
and is due for payment by the following times:
 3 years before opening: 25% of total fee
 1 year before opening: 25% of total fee
 1 month before closing: remaining outstanding fee

Payment of the license fee starts from 2 years ahead of the opening of the exhibition for C and D Class exhibitions
and is due for payment by the following times:
 2 years before opening: 25% of total fee
 1 year before opening: 25% of total fee
 1 month after closing: remaining outstanding fee

AIPH is entitled to require a declaration by an independent financial auditor.

AIPH is registered for Value Added Tax (VAT) in the United Kingdom. Payment should be made following receipt
of invoice which will include the addition of UK VAT for exhibitions organised in the European Union.

Penalties:
In the event that any payment is not made by the due date then interest will be charged on outstanding debts.
As AIPH finances operate from the United Kingdom the interest rate applied will be in accordance with the 2002
amendment to the UK Late Payment of Commercial Debts (Interest) Act 1998. This entitles AIPH to charge an 8%
interest rate plus the Bank of England Base Rate. The interest charged will be the sum of these two interest rates.

Note: This is explained further on this website http://payontime.co.uk/late-payment-legislation-interest-

calculators.

Section 10
Use of AIPH Brand

AIPH encourages the use of the AIPH brand in association with the promotion and endorsement of exhibitions.
Organisers are required to follow the AIPH Brand Use Rules as outlined in Annex #.

As a minimum the AIPH brand must be used as follows:

 In all promotional material produced for the exhibition
 On the exhibition website, including link to AIPH website

11
  On information provided to exhibitors
 On media releases
 Visible at exhibition entrances
 On exhibition entry tickets
 On a flag displayed

The AIPH brand can be used on merchandise sold from the exhibition. In this case all uses must obtain prior
approval from the AIPH Secretariat and may be subject to a royalty charge.

Section 11
Exhibition Requirements

11.1 – Opening and Closing Ceremonies

All exhibitions are required to have an opening ceremony. Class A1 and B exhibitions are also required to have a
closing ceremony. Organisers must allow for a speech from an AIPH representative during these ceremonies.
AIPH undertakes to provide a representative to make a speech in English. The speech will be delivered by the
AIPH Secretary General, the AIPH President or an alternative senior AIPH office holder. AIPH Prizes can also be
presented during these ceremonies.

Organisers are required to provide, at their cost, the following for the AIPH officer delivering the speech:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs from their home destination. This includes flight costs (minimum of ‘premium economy /
economy plus’ for flights over six hours), rail travel and car mileage depending on the form of transport.

11.2 – International Participation

Participants from all countries should be allowed to participate in an international horticultural exhibition under
the same conditions in order to permit an unprejudiced comparison between the products of the different
countries.
To that end it is necessary that the products of foreign participants can be exhibited as unhindered by measures
and restrictions of customs- and phytosanitary rules as products from the organizing country. Products to be
displayed should be allowed at the exhibition in their original state (e.g. kind and form of the products, substrates,
container growth, varieties and species) and there must be no discrimination between participants from the host
country and foreign participants in the international section of an exhibition.
The AIPH member associations should support only those horticultural exhibitions or shows of a specialized
horticultural nature which have been recognized by the General Meeting of AIPH after consultation with the AIPH
Marketing Committee. In the event of a conflict between exhibitions, AIPH members are obliged to give
preference to participation in the exhibition recognized by AIPH.
In each country/region where an exhibition is planned, there must be one organization or committee responsible
for the participation in an international horticultural exhibition.
This should be the function of an AIPH member organization. If the member organization adopts other
arrangements, AIPH must be informed.
All exhibitors must be approved by a Committee established by the organizer. This can include the AIPH member
(where there is one) from the country which wishes to participate in an international horticultural exhibition. It

12
will be possible in this manner to prevent particular undesirable exhibitors from participating in an international
horticultural exhibition.
Exhibitions which have been registered with the BIE should only admit or reject foreign exhibitors with the
approval of the Commissioner of the Government of the country concerned.
International horticultural exhibitions which have been recognized by AIPH must set up a committee consisting
of one delegate from each of the participating countries. The function of committee is to ensure the equal
observance of the rights and duties of exhibitors and they should be enabled, in an advisory capacity, to assist the
organizers of exhibitions in laying down the conditions for exhibiting and for the regulation of the award of the
prizes.
Reimbursement of travel and lodging costs of delegates (travel tickets, hotel costs, subsistence etc.) is the
responsibility of member organizations or the organizing committees in the various countries.

11.3 – Competitions
Competitions are an important component of horticultural exhibitions. They stimulate the interest of both
participants and visitors; they provide incentive for exhibitors and enable organizers to reward excellence.
Organizers of international horticultural exhibitions are therefore required to include competitions in their events,
to make efficient arrangements for their judging and to award appropriate prizes to those whose exhibits are of
exceptional quality. Organizers are required to provide information about these aspects when answering the
application questionnaire and their response will be taken into account in the review procedure. However, AIPH
recognizes that arrangements for these activities will differ between exhibitions. Therefore recommendations
have been prepared for the guidance of organizers (Annex #).
The organizers are obliged to send to the AIPH secretariat details of the regulations relating to their competitions
not later than one year prior to the opening of the exhibition concerned. AIPH will respond with required
amendments within one month of submitting the regulations. Organizers are required to accept the amendments
requested.
The organizers must guarantee that all exhibitors who participate in an international exhibition will be entitled,
without discrimination of nationality, to participate in all the competitions which are organized by the
organizing committee and to be eligible for prizes awarded by this committee.

An international jury is to be organized as outlined in Section 8 and procedures for dealing with jury members
are outlined in Annex #. Organizers are required to make practical and travel arrangements for the
international jury.

Organisers are required to provide, at their cost (with exception of costs covered by AIPH as outlined in Section
8), the following for international jury members:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs from their home destination. This includes flight costs (minimum of ‘premium economy /
economy plus’ for flights over six hours), rail travel and car mileage depending on the form of transport.

11.4 – Obligations to participants

The organizers must notify the conditions for participation, and submit them in the English language to AIPH for
approval:
 at least three years before the opening date of an A1 exhibition for outdoor exhibitions;

13
  at least two years before the opening date of an A1 exhibition for indoor exhibitions;
 at least one year before the opening of B, C and D Class exhibitions.
11.4.1 – Transport Costs (Class A1, B and C)
The organizers shall undertake to contribute to the costs of two-way transport of plants and materials necessary
for the building of the stands.
The minimum contribution to these costs shall be reimbursement of the two-way trip from the national border
(customs post, port, airport) to the location of the exhibition.
These costs are calculated on the basis of transport rates applicable in the host country.
No payment shall be due for the return leg of the journey:
 for cut flowers;
 if the plants on the exhibition stand are sold in the country where the show is taking place.

11.4.2 – Customs Formalities (Class A1, B and C)

Exemption from customs which is normally granted for exhibitions products must be ensured. Moreover, it is
recommended that each country should also endeavor to obtain exemption from custom duties in the country in
which the exhibition is held for products exhibited which will be offered free and will remain in that country.
For category A1 exhibition, the possibility of local customs clearance at the exhibition site must be provided.
In any case, for all categories of exhibition, all possible facilities concerning customs clearance must be provided,
both for importation and re-exportation.
11.4.3 – Plant Health (Class A1, B)
The organizers of the exhibition must guarantee three years before the start of Class A1 and B exhibitions (1 year
for Class C and D) that measures are in place with the plant health authorities to minimize problems for
participants and that clear guidance has been provided to participants to ensure they can comply with national
phytosanitary rules.
Phytosanitary checks must be made without causing loss of time, preferably on the exhibition site.

11.4.4 – Stand Equipment and Staging (Class A1, B and C only)

The exhibition hall and grounds must be made available to the collective and individual country exhibitor without
charge. The organizers of the exhibition must supply at no cost the materials which are necessary for exhibition
purposes (substrate, soil, water, electricity, wi-fi, etc.) in the stand or the exhibition ground. If it is necessary to
heat exhibition halls to 20-22 degrees centigrade then this must be provided at no charge.
These conditions must also be applicable to personnel employed for heavy work and made available by the
organizers. The costs of the personnel employed in the erection and finishing off of stands or the preparation of
the exhibition area can be paid by the exhibitors.
For a short term exhibition, the maintenance during the exhibition of products exhibited in exhibition halls is the
responsibility of the exhibitor.
However, in the case of products exhibited in the open and in the case of long term exhibitions in halls, their
maintenance and care are the responsibility of the organizers.

11.4.5 – Insurance
Organizers of and exhibitors at international horticultural exhibitions must take out an insurance for civil liability.

11.4.6 – Financial compensation (Class A1, B and C only)

14
Organizers are required reduce the cost of exhibiting for participants. This can be done either by contributing to
the cost of construction and maintenance or offering money prizes.
Overall amount of money prizes
Organizers who decide to award money prizes must consult the AIPH Secretariat on the overall value of money
prizes to be awarded for an exhibition.

11.4.7 – Advertising other exhibitions

The organizers of AIPH registered exhibitions must allow the organizers of other AIPH registered exhibitions to
place advertising signs in the stand of their country, or in the immediate vicinity of their stand.
The scale and content of such advertising/information should be agreed between the organizer and the exhibitor.
In the absence of the country where an exhibition being promoted is to take place, the organizers shall provide
space for advertising, in a place which is accessible to the public.
Any costs in connection with such advertising will be met by the exhibition arranging it.

11.4.8 – Promotion
The exhibition is required to provide information for the international media relating to the exhibition and to
enable it to be promoted worldwide. There must be a clear media contact point with information available in
appropriate languages, including English.

11.4.9 – Exhibition Regulations for Participants

The organizer of an international exhibition has to inform the international exhibitors about the rules and
regulations of working permits.
Section 12
Rules for Participation

12.1 – Sponsorship
All participants in AIPH recognized exhibitions shall be free to negotiate financial and other support from third
parties, provided that support is permissible under the legislation of the host country and, in the case of BIE
recognized events, complies with that organization’s requirements.
Organizers of all exhibitions recognized by AIPH shall include in their conditions for participation full details of any
restrictions which will apply to the display of advertisements, the distribution of literature and any other activities
intended to promote products and services other than those exhibited by the participant.
These conditions shall permit participants to promote such products and services but the organizers are entitled
to limit the inclusion of or reference to them to a maximum of 5% of the total surface area of the exhibit itself.
As far as publicity is made within the exhibition, sponsorship agreements concluded by exhibitors may not be
conflicting with the sponsorship interests of the organizer of the exhibition nor with the image of the exhibition.
On collective country exhibits of exhibitions the sale of national products which might be in conflict with
agreements of the organizer made with sponsors must be allowed.
12.2 – Commercial activities
Retail sales on the stand are permitted. However, these must not exceed 20% of the total covered area of the
exhibit or 100 square meters, whichever is the smallest area. For stands that are larger than 2000 square meters
then the area allocated for retail sales should be determined through negotiation between organizer and
exhibitor. Any product sold should be related to the exhibit and linked with the exhibiting country and in a way
that supports the objectives of the exhibit.

15
With a view to distribution of commercial information, an information area can be made available ONLY FOR THE
TRADE in the NATIONAL stands (stands representing countries, or regions if the country itself is not taking part,
or of communities which are representing a country).
An information area is only allowed on national stands with a minimum area of 500 m2 (or when 500 m2 was
requested but not granted).
The maximum area of this information area: 100 m2 to be set up and incorporated in the stand in such a way that
it is not “visible” to the general public.
The form, layout and design of the information stand must be submitted to the organizers for approval.
The cost of setting up an information stand will be met by the exhibitor.
12.3 – Commercial contact days
In order to improve the commercial appeal of Class A1 and B exhibitions, the organizers must make it possible for
participants to organize commercial contact days.

Section 13
Managing disputes

Disputes between organizers and participants must be submitted to a disputes committee.

For A1 exhibitions, this committee shall consist of the commissioners general of the participating countries – for
other exhibitions this committee shall be composed of representatives of the organizers, of the participating
countries, and AIPH.

Annexes

Application process flowchart

Services provided by AIPH and information sources

Competition guidelines

AIPH Prize Criteria

AIPH Brand Use Rules

Plant perishability and indemnification

Final Report template

16
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
AIPH Regulations for International Horticultural Exhibitions (Expos) – DRAFT vs 4
Deleted: 10 February
September 2015
Deleted: 2
Red – proposed new text Deleted: February

Highlighted yellow – propose that these regulations are removed

Blue italic – Notes and questions not to be included in final version

Proposed Regulations Reference to current Regulations (Suncheon 2010)

Contents
1 AIPH Objective and Role
2 AIPH Governance and Regulatory Authority
3 Exhibition Categories
4 Application Process
5 Approval
6 Reporting to AIPH
7 Sanctions
8 Services Provided by AIPH
9 Fees
10 Use of AIPH Brand
11 Exhibition Requirements
12 Rules for Participation
13 Managing Disputes

Section 1
AIPH Objective and Role
 The AIPH objective for international horticultural exhibitions (Expos) is to promote the
products of the horticultural industry to the general public, businesses and governments
and to increase global appreciation for horticulture in terms of its benefits to individuals
and societies.
OBJECT
In order to enhance the value of true international horticultural exhibitions,
to prevent their being held too frequently and to guarantee their success,
the horticultural organizations which are members of AIPH have agreed
on the following guidelines for the organization of international horticultural
exhibitions. The objective of these international horticultural exhibitions is
to promote productivity in all sectors of horticulture and the use of
Deleted: .
horticultural products, as well as the general public’s appreciation of this
production.
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
International horticultural exhibitions promote world-wide co-operation in
The role of AIPH is to ensure expos are successful through a defined approval and monitoring professional horticulture and unhindered free trade in horticultural Deleted: 10 February
products and services.
process and through regulating the number of permitted expos. Deleted: robust

Successful expos will:

 Stimulate the increased use of plants to improve the health and wellbeing of society, the Deleted: <#>Increase global appreciation for horticulture
enhancement of the environment and the strengthening of economies. in terms of its benefits to individuals and societies.¶
 Clearly demonstrate society’s need for horticulture and the role it plays in linking people
with their environment.
 Bring together horticultural excellence from different countries to promote the best
knowledge and practice from all over the world and to celebrate cultural and horticultural
diversity.
 Promote productivity and international co-operation in professional horticulture
Deleted: The AIPH objective for international horticultural
trade exhibitions (Business to Business) is to promote
Section 2 productivity and international co-operation in professional
horticulture
AIPH Governance and Regulatory Authority

The International Association of Horticultural Producers (AIPH) is an international non-profit

association registered in Brussels, Belgium. Registration number 546.558.178.
Deleted: these
The approval and implementation of the AIPH Regulations for International Horticultural
Exhibitions is done in accordance with the Charter and Internal Regulations of AIPH as published on Deleted: In accordance with Article 4.B.2 of the
the AIPH website www.aiph.org. International Convention Relating to International
Exhibitions (Signed at Paris on November 22nd, 1928, and
Supplemented by the Protocols of May 10th, 1948,
AIPH has international responsibility for the approval of international horticultural exhibitions. November 16th, 1966, November 30th, 1972 and the
Amendment of June 24th, 1982 and the Amendment of May
A1 Exhibitions: 31st, 1988)
According to Article 4.B.2 of the Convention Relating to International Exhibitions, the Bureau Deleted: been given
International des Expositions (BIE) will grant recognition to A1 horticultural exhibitions approved
Formatted: Underline
by the International Association of Horticultural Producers (AIPH), provided that there is an interval
of at least two years between such exhibitions in different countries and at least ten years between Deleted: Within the rules of the Convention the
International Exhibitions Bureau (BIE) is permitted to grant
events held in the same country; due to be held in the interval between two registered exhibitions. recognition to
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2

A1 International Horticultural Exhibitions must comply with the Regulations of both AIPH and BIE. Deleted: 10 February

Section 3 CHAPTER II : CATEGORIES OF EXHIBITIONS

Exhibition Categories 2.1. CATEGORY A1 : LARGE INTERNATIONAL HORTICULTURAL
EXHIBITIONS
Expo Expo Frequency BIE Duration Application Specific Fees 2.1.1. Frequency – number
class name approval period provisions
 Not more than one A1 exhibition per year.
A1 World Not more Required Minimum Application Minimum Financial
Horticultural than one at 3 months submitted 6- exhibition guarantee €  Not more than one A1 exhibition per country per decade.
Exhibition any time 12 years area of 50ha 150,000 (one
Maximum before of which a hundred and  Frequency will be established by agreement with B.I.E. Deleted: 7
Not more 6 months opening date maximum of fifty thousand) 2.1.2. Duration Deleted: (seventy five thousand euro)
than five per 10% is taken
decade up by Licence Fee:  Minimum 3 months.
buildings
 Maximum 6 months.
Not more (excluding <5 million Deleted: 2% of gate fee
than one per buildings visitors € 2.1.3. Application
country per used for 500,000 (five
decade indoor hundred
 To be submitted between 12 and 6 years before the
exhibitions) thousand)
opening date of an exhibition.
 AIPH may decide to set up a commission of inquiry Deleted: Frequency agreed with BIE
At least 5% of 5-10 m visitors (maximum 3 people); this will visit the future site of the
the exhibition € 750,000 exhibition with a view to completing the application file,
area reserved (seven and establishing any contacts necessary.
for full-time hundred and
international fifty thousand) 2.1.4. Specific provisions
participants  An A1 exhibition must cover all sectors of horticulture.
>10 m visitors
Minimum of € 1,000,000  Minimum exhibition area: 50 ha, of which a maximum of
10 countries (one million) 10% is taken up by buildings (excluding buildings used
participating for indoor exhibitions).
 At least 5% of the area occupied by exhibitions is to be
Invitations
reserved for full-time international participants.
can be issued
through  Participation of exhibitors of at least 10 different
diplomatic countries.
channels
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
B International Not more No Minimum Application Minimum Financial  Financial guarantee: € 25,000 (twenty five thousand
Horticultural than two at 3 months submitted 3- exhibition guarantee € euro). Deleted: 10 February
Exhibition any one 10 years area of 25ha 100,000 (one
time Maximum before of which a hundred
2.1.5. Registration by the BIE Deleted: 5
6 months opening date minimum of thousand) Large International Horticultural Exhibitions have to be registered Deleted: (fifty thousand euro)
Not more 3% is by the International Office of Exhibitions (BIE) in Paris. They
than two per reserved for Licence Fee: should meet the minimum conditions laid down in the applicable
year international regulations of BIE.
participants <5 million
Interval of at visitors € AIPH members are required to obtain the recognition of AIPH
least 3 Minimum of 400,000 (four before making an application through their national government
months 10 hundred for the registration of an exhibition by the BIE.
between international thousand) A copy of the application for BIE-registration must be sent to
respective participants AIPH.
opening (not national 5-10 m visitors
dates when governments) € 600,000 (six 2.2. CATEGORY A2 : INTERNATIONAL HORTICULTURAL
they take hundred EXHIBITIONS
place on the thousand) An A2 exhibition may be combined with a B1 exhibition. In this
same situation the conditions of each category are applicable and the
continent >10 m visitors caution fees add up.
and at least € 800,000 2.2.1. Frequency – number
3 weeks on (eight hundred
different thousand)  Maximum of 2 A2 exhibitions per year.
Deleted: 1% of gate fee
continents
 Interval of at least 3 months between their respective
opening dates, when they take place on the same
Opening and
continent.
closing dates
must not  An A2 exhibition may not coincide with the opening
clash with show, the main show or the closing show of an A1 or a
opening and B1 exhibition.
closing dates
of an A1  If 2 A2 exhibitions take place on different continents,
exhibition there must be at least an interval of three weeks between
the closing date of the first and the opening date of the
second. Deleted: Exhibition
C International Not more No Minimum Application Minimum Financial
Horticultural than two at 5 days submitted 3-7 exhibition guarantee € 2.2.2. Duration Deleted: 2
Show any one years before area of 10,000 (ten
time Maximum opening date 6,000m2 of thousand  Minimum: 8 days. Deleted: 0
20 days which a euro)  Maximum: 20 days. Deleted: ten
minimum of
Deleted: ¶
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
Interval of at 10% is Licence Fee: 2.2.3. Application
least 3 reserved for Deleted: 10 February
months international <50,000
 To be submitted at least 4 years before the opening of
between participants visitors €
the exhibition.
respective 15,000 (fifteen  If different countries submit an application to organize an
opening Minimum of thousand) A2 exhibition in the same period, AIPH shall decide, after
dates when 6 examination of the various files.
they take international 50,000-
place on the participants 200,000 2.2.4. Specific provision
same visitors €  Minimum area : 15.000 m2 (gross), of which at least
continent 30,000 (thirty 2.000 m2 shall be reserved for foreign participants.
and at least thousand)
3 weeks on  Participation of exhibitors of at least 6 different countries.
different >200,000
 Financial guarantee : € 10,000 (ten thousand euro).
continents visitors €
40,000 (forty 2.3. CATEGORY B1 : HORTICULTURAL EXHIBITIONS WITH
Opening and thousand) INTERNATIONAL PARTICIPATION – LONG DURATION Deleted: 0.5% of gate fee
closing dates A B1 exhibition may be combined with an A2 exhibition. In this
must not situation the conditions of each category are applicable and the
clash with caution fees add up.
opening and
2.3.1. Frequency – number
closing dates
of an A1  Not more than one B1 exhibition per calendar year.
exhibition
 AIPH can agree to make an exception to this general rule
D International Not more No Application Exhibition Financial where this concerns a show in another hemisphere or
Horticultural than two at submitted 1-5 aimed at guarantee € after due consultations with all parties concerned when
Trade any one years before horticultural 20,000 a show is so far away that no interference of participants
and visitors can be expected. Deleted: 1
Exhibition time on the opening date trade visitors (twenty
same and thousand 2.3.2. Duration Deleted: en
continent promoting euro)
business to  Minimum: 3 months.
Opening and business Licence Fee:
 Maximum: 6 months.
closing dates commerce Deleted: 5% of fees charged to participants by the
must not € 10,000 (ten 2.3.3. Application organiser.
clash with At least 60% thousand)
 To be submitted between 7 years and 3 years before the
opening and of exhibition
opening date of the exhibition.
closing dates participants
of an A1 or B must be 2.3.4. Specific provisions
involved in
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
Class the  Minimum area: 25 ha. of which a minimum of 3% are to
exhibition production of be reserved for foreign participants. Deleted: 10 February
horticultural
products or  Financial guarantee: € 5,000 (five thousand euro).
supplying 2.4. CATEGORY B2 : HORTICULTURAL EXHIBITIONS WITH
that sector INTERNATIONAL PARTICIPATION – SHORT DURATION
Exhibitions
can 2.4.1. Frequency – number
incorporate  Not more than 2 B2 exhibitions per year.
conferences
and  A B2 show may not coincide with the 3 most important
symposia. component shows of an A1 or B1 exhibition, or with an
A2 exhibition, except with the express agreement of the
With each organizers of these exhibitions.
Exhibition,
2.4.2. Duration
AIPH
members  Minimum : 8 days.
should
recommend  Maximum : 20 days.
at least 5 2.4.3. Application
trading
organizations  To be submitted at least 2 years before the opening of
for reference the exhibition.
list. 2.4.4. Specific provisions
After every  Minimum area: 6.000 m2 (gross), of which at least 600
Exhibition, m2 shall be reserved for foreign participants.
AIPH will
integrate the
Financial guarantee: € 2,500 (two thousand five hundred
trading and euro).
organizations’
information
on the
website

Section 4 1.1
Application Process Application for AIPH recognition must be supported by a member
organization of AIPH in the country where the exhibition will be

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
Application for AIPH recognition must be supported by a Full Member organization of AIPH in the
country where the exhibition will be held.
In the case of a country where there is no Full Member of AIPH an application can be submitted
without the support of a Full Member of AIPH but the financial guarantee will be increased by
100% and AIPH may require further investigative work which will be at the cost of the applicant.
A1 applications should also have the documented support of the national government.
The application must be submitted to the Secretariat General of AIPH at least 6 weeks prior to the
next AIPH Marketing & Exhibitions Committee and General Meeting. The Secretariat General
reserves the right not to put forward for approval any application received later than this.
An application will consist of the following documents:
 AIPH questionnaire
 Feasibility study
 AIPH Site inspection report
 Formal letter of support from the AIPH member (if applicable)
 Formal letter of support from the host city/region (for B)
 Formal letter requesting approval from the organization or authority making the
application. This should be signed by the most senior person in that organization
 Confirmation that the necessary finance will be provided to deliver the proposed
exhibition
 Confirmation of support from national government (Class A1 only)
The relevant financial guarantee must be paid to AIPH 30 days prior to the AIPH meeting where
the application will be considered or before an AIPH Site Inspection, whichever is sooner.
The documents will be circulated to all AIPH members prior to the next Marketing & Exhibitions
Committee and General meeting.
The applicant will be invited to make a presentation of the application during the meeting of the
AIPH Marketing & Exhibitions Committee.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
held. The application must be forwarded to the Secretariat
General of AIPH. Deleted: 10 February
Approval for horticultural exhibitions can only be granted, if the
requesting organization has been a member of AIPH for at least
24 months. The Council of AIPH can make an exception in
extraordinary circumstances.
If an application for recognition of an exhibition is not accepted by
the AIPH, a new application may only be submitted at least one
year after the refusal to accept was notified.
If several countries wish to organize a horticultural exhibition in
the course of the same year, AIPH will adjudicate in the matter.
1.2 INSCRIPTIONS IN PROGRAM OF EXHIBITIONS
A decision on the approval of a horticultural exhibition, for which
Deleted: Completed
an application for inscription in the AIPH program of exhibitions
has been lodged, will be the exclusive responsibility of AIPH.
In order to obtain recognition the completed questionnaire on the
exhibition itself and the phytosanitary regulations must be
submitted in time. The participation and influence of the
profession in the organization and management of the exhibition,
the fair treatment of all exhibits for competition, the free access of
exhibition products and services for home and foreign exhibitors
and the observance of the special AIPH-rules for exhibitions are
important criteria for recognition.
The information given in the questionnaire on regulations for
commercial trade is for the use of prospective participants only.
Deleted: short
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
Deleted: 10 February
Section 5
Approval

AIPH will consider the application in closed session and inform the applicant of the decision at the
earliest opportunity. The General Meeting is entitled to grant approval subject to conditions.
In the event that there is competition for a particular time period for hosting an exhibition AIPH will
reach a judgement on the matter.
For Class A1 World Horticultural Exhibitions it is also necessary to gain recognition from the BIE Deleted: approval
(www.bie-paris.org). AIPH approval is required prior to making an application to BIE.
Deleted: Details of this process are available from BIE.

Section 6 5.11 REPORT ON INTERNATIONAL HORTICULTURAL

Reporting to AIPH
Class A1 and B Exhibitions
Following approval from AIPH, organisers are required to verbally report progress to AIPH
meetings and field questions from members. Reports must be presented in English. The frequency
guideline.
of reports required will be specified by the AIPH Secretariat General but will be at least once per
year following approval.
EXHIBITIONS
The organizer of an international horticultural exhibition, approved
by AIPH must complete a report about the exhibition and send it
to the general secretariat of AIPH within ninety days of the closure
of the event.
To complete the report, the form in Annex 3 may be used as a

During the four years prior to an A1 and B Class exhibition organisers will be subject to the
following on-site inspections:

Four years before opening of exhibition

 One on site visit by AIPH inspector(s) – See Annex for ‘4 years before’ inspection Deleted: a

Three years before opening of exhibition

 One on-site visit by AIPH inspector(s) – See Annex for ‘3 years before’ inspection Deleted: a

Two years before opening of exhibition

 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
 One on-site visit by AIPH inspector(s) – See Annex for ‘2 years before’ inspection
Deleted: 10 February
One year before opening of exhibition Deleted: a
 One on-site visit by AIPH inspector(s) – See Annex for ‘1 year before’ inspection Deleted: a

The number of inspectors within the AIPH inspection team will be determined by AIPH but will
normally be two. Following each inspection a report will be produced by the AIPH inspector. This
report will be made available to the organisers and to AIPH Full Members.

Note: We can develop annexes that specify the key areas that will be inspected during each
inspection. These will be different in each year.

AIPH reserves the right to require more frequent inspections if non-conformities are identified
during an annual inspection or if requested by the organiser. Deleted: deemed necessary because of any concerns that
AIPH may have
Organisers are required to provide, at their cost, the following for up to two AIPH inspectors per Deleted: f
visit:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs for the inspectors from their home destination. This includes flight costs
(minimum of ‘premium economy / economy plus’ for flights over six hours), rail travel and
car mileage depending on the form of transport.

For any additional inspections required beyond the annual inspections (at request of AIPH or the
organiser) then an additional fee per day will be required to cover the additional time cost. Fees
will be specified by Secretariat General.

Class C and D Exhibitions

 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
Following approval from AIPH, organisers are required to verbally report progress to AIPH
meetings and field questions from members. Reports must be presented in English. The frequency Deleted: 10 February
of reports required will be specified by the AIPH Secretariat General but will be at least once per
year following approval.

Class C and D exhibitions will not automatically require an on-site inspection in advance of the
exhibition. However, AIPH reserves the right to do so in the following circumstances:
 Concerns about progress
 If a complaint is raised by a member of AIPH
 If requested by the organiser
 If the exhibition is new and has never been run before

When an inspection is required then Organisers are required to provide, at their cost, the following
for up to two AIPH inspectors per visit:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs for the inspectors from their home destination. This includes flight costs
(minimum of ‘premium economy / economy plus’ for flights over six hours), rail travel and
car mileage depending on the form of transport.

For any additional inspections required beyond the annual inspections (at request of AIPH or the
organiser) then an additional fee per day will be required to cover the additional time cost. Fees
will be specified by Secretariat General.

Final Reports
Exhibition organisers are required to submit a final report to the AIPH Secretariat within 90 days of
the closing of the exhibition. The report must include the points outlined in Annex #.

Section 7 1.1 - If, after recognition has been granted to an exhibition by

Sanctions AIPH, it transpires that the organizers have not respected the
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
provisions of the regulation, or have respected it only partially,
If, after approval has been granted to an exhibition by AIPH, it transpires that the organizers have the recognition will be withdrawn, and all members of AIPH will Deleted: 10 February
not respected the provisions of the regulations, or have respected them only partially, the approval be informed of this decision. Deleted: recognition
will be withdrawn, and all members of AIPH will be informed of this decision.
Deleted: it

In the event that inspection visits highlight serious concerns that could prevent the organisers from Deleted: recognition
achieving the quality of exhibition required by AIPH or if the exhibition fails to meet other
obligations to AIPH then AIPH reserves the right to withdraw its approval of the exhibition.

Any decision to withdraw approval would require majority approval by the AIPH General Meeting.

In the event that approval is withdrawn there would be no reimbursement of any of the financial
guarantee and the organisers would be liable to pay to AIPH the full gate fee payment as agreed at
the original approval.

When approval is withdrawn the exhibition must remove all reference to AIPH in any
communication relating to the event.

For Class A1 exhibitions then AIPH would inform BIE of its decision.

Section 8 1.5 SERVICES PROVDED BY AIPH FOR A1 EXHIBITIONS

Services Provided by AIPH
Under the condition that all requirements as mentioned under 1.4
AIPH will provide the following services to approved A1 exhibitions: GATE FEE CHARGE are fulfilled, AIPH will provide the hereafter
mentioned services and contributions to the approved exhibitions.

 AIPH assists in organizing 3 International Honorary Jury rounds and pays for the flight tickets
(economy class) and hotel rooms of 4 foreign Honorary Jury Members; at least two of them
are to be nominated by AIPH.
 AIPH will maintain and make available a list of skilful international Honorary Jury members.
 AIPH donates a prize for the International competition. This prize consists of an AIPH
certificate, and an ‘AIPH award trophy’.
1. AIPH assists in organizing 3 International Honorary Jury
rounds and pays for the flight tickets (economy class) and
hotel rooms of 4 foreign Honorary Jury Members; at least two
of them are to be nominated by the Executive Committee of
AIPH.
2. AIPH will maintain and make available a list of skilful
international Honorary Jury members.
3. As an alternative to point 1 (regarding the International
Honorary Jury) AIPH can participate in a short term indoor-
exhibition; this will be decided in consultation with the
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
organizing committee.
 AIPH will encourage its member organizations by all means to participate in the exhibition. 4. AIPH donates a prize for the International competition. This Deleted: 10 February
prize consists of an AIPH certificate, an ‘AIPH award cup’ and
a sum of € 10,000 (ten thousand euro). This prize will
 AIPH can provide support (on site if necessary) in the development and organization of stimulate participation in the exhibition. Deleted: will
competitions during the Expo. This includes the following: 5. AIPH will stimulate its member organizations by all means to
participate in the exhibition.
Formatted: Font color: Red
6. AIPH will stimulate and contribute by all means (i.e. AIPH
 Assistance in preparing competition rules website, websites and magazines of AIPH members) to gain Formatted: Left, Indent: Left: 1.27 cm, No bullets or
publicity for the exhibition and for prize winners. numbering, Widow/Orphan control, Tab stops: Not at
 Assistance in organization and management of the juries (national and international 7. AIPH will assist with all available knowledge as regards 1.9 cm + 4.44 cm
competitions) technological, infrastructural and horticultural aspects of
Formatted: Indent: Left: 1.27 cm
exhibitions.
8. In exceptional situations the Executive Committee of AIPH
Formatted: Font color: Red
 Assistance in determining the results of jury deliberations can decide to adjust the financial obligations of AIPH that
may result from the services mentioned at 1, 3, 4 and 6. The Formatted: Left, Indent: Left: 1.9 cm, No bullets or
 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize organizing committee will be informed instantly by AIPH if numbering, Widow/Orphan control, Tab stops: Not at
winners through the AIPH website, media releases and newsletters. AIPH will also seek to
such a situation occurs. 1.9 cm + 4.44 cm
attract more international visitors to the exhibition. Formatted: Indent: Left: 1.27 cm
1.6 SERVICES PROVIDED BY AIPH FOR A2/B1 EXHIBITIONS Formatted: Font color: Red
 AIPH will endeavour to respond to questions relating to technological, infrastructural and
Formatted: Left, Indent: Left: 1.9 cm, No bullets or
horticultural aspects of exhibitions or to recommend appropriate consultancy support. Under the condition that all requirements as mentioned under
1.4 GATE FEE CHARGE are fulfilled, AIPH will provide the numbering, Widow/Orphan control, Tab stops: Not at
hereafter mentioned services and contributions to the approved 1.9 cm + 4.44 cm
 AIPH will give access to the AIPH Guide for the Organisers of International Horticultural exhibitions. Formatted: Indent: Left: 1.27 cm
Exhibitions as well as to related Technical Guidance Notes
1. AIPH assists in organizing 2 International Honorary Jury Formatted: Font color: Red
round and pays for the flight tickets (economy class) and
 AIPH will provide access to the Final Reports from previous Exhibitions hotel rooms of 4 foreign Honorary Jury Members; at least two Formatted: Left, Indent: Left: 1.27 cm, No bullets or
of them are to be nominated by the Executive Committee of numbering, Widow/Orphan control, Tab stops: Not at
 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial AIPH. 1.9 cm + 4.44 cm
2. AIPH will keep and make available a list of skilful international
obligations of AIPH. The organizing committee will be informed by AIPH if such a situation Honorary Jury members. Deleted: <#> a staff member to be on-site during the
occurs. 3. As an alternative to point 1 (regarding the International exhibition and one month before the opening. The ... [1]
Honorary Jury) AIPH can participate in a short term indoor-
Formatted ... [2]
AIPH will provide the following services to approved Class B exhibitions: exhibition; this will be decided in consultation with the
organizing committee. Formatted ... [3]
4. AIPH donates a prize for the International competition. This
 AIPH assists in organizing 2 International Honorary Jury rounds and pays for the flight tickets prize consists of an AIPH certificate, an ‘AIPH award cup’ and Deleted: ¶ ... [4]
(economy class) and hotel rooms of 4 foreign Honorary Jury Members; at least two of them a sum of € 7,500 (seven thousand five hundred euro) . This

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
are to be nominated by AIPH.
 AIPH will maintain and make available a list of skilful international Honorary Jury members.
 AIPH donates a prize for the International competition. This prize consists of an AIPH
certificate, and an ‘AIPH award trophy’.
 AIPH will encourage its member organizations by all means to participate in the exhibition.
 AIPH can provide support in the development and organization of competitions during the
Expo. This includes the following:
 Assistance in preparing competition rules
 Assistance in organization and management of the juries (national and international
competitions)
 Assistance in determining the results of jury deliberations
 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize
winners through the AIPH website, media releases and newsletters. AIPH will also seek to
attract more international visitors to the exhibition.
 AIPH will endeavour to respond to questions relating to technological, infrastructural and
horticultural aspects of exhibitions or to recommend appropriate consultancy support.
 AIPH will give access to the AIPH Guide for the Organisers of International Horticultural
Exhibitions as well as to related Technical Guidance Notes
 AIPH will provide access to the Final Reports from previous Exhibitions
 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial
obligations of AIPH. The organizing committee will be informed by AIPH if such a situation
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
prize will stimulate participation in the exhibition.
5. AIPH will stimulate its member organizations by all means to Deleted: 10 February
participate in the exhibition.
6. AIPH will stimulate and contribute by all means (i.e. AIPH
website, websites and magazines of AIPH members) to gain
publicity for the exhibition and for prize winners.
7. AIPH will assist with all available knowledge as regards
technological, infrastructural and horticultural aspects of
exhibitions.
8. In exceptional situations the Executive Committee of AIPH
can decide to adjust the financial obligations of AIPH that Formatted: Indent: Left: 1.27 cm, No bullets or
may result from the services mentioned at 1, 3, 4 and 6. The numbering
organizing committee will be informed instantly by AIPH if
such a situation occurs.
Formatted: Justified, Indent: Left: 1.27 cm, Bulleted +
Level: 1 + Aligned at: 0.63 cm + Indent at: 1.27 cm, No
widow/orphan control, Tab stops: 1.9 cm, Left + 4.44
cm, Left
Deleted: ¶
Formatted: List Paragraph, Tab stops: Not at 5.08 cm
Formatted: Left, Indent: Left: 1.27 cm, No bullets or
numbering, Widow/Orphan control
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
occurs.
Deleted: 10 February
AIPH will provide the following services to approved Class C exhibitions:

 AIPH assists in organizing one International Honorary Jury rounds and pays for the flight
tickets (economy class) and hotel rooms of 4 foreign Honorary Jury Members; at least two
of them are to be nominated by AIPH.

 AIPH will maintain and make available a list of skilful international Honorary Jury members.

 AIPH donates a prize for the International competition. This prize consists of an AIPH
certificate, and an ‘AIPH award trophy’.

 AIPH will encourage its member organizations by all means to participate in the exhibition.

 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize
winners through the AIPH website, media releases and newsletters.

 AIPH will endeavour to respond to questions relating to technological, infrastructural and

horticultural aspects of exhibitions or to recommend appropriate consultancy support.

 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial
obligations of AIPH. The organizing committee will be informed by AIPH if such a situation
occurs.

AIPH will provide the following services to approved Class D exhibitions:

 AIPH assists in organizing one International Honorary Jury round and pays for the flight Deleted: s
tickets (economy class) and hotel rooms of 2 foreign Honorary Jury Members nominated by
AIPH.

 AIPH donates a prize for an International competition for the best stand. This prize consists
of an AIPH certificate, and an ‘AIPH award trophy’.
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2

 AIPH will encourage its member organizations by all means to participate in the exhibition. Deleted: 10 February

 AIPH will promote the exhibition and seek to gain publicity for the exhibition and for prize
winners through the AIPH website, media releases and newsletters.

 AIPH will endeavour to respond to questions relating to technological, infrastructural and

horticultural aspects of exhibitions or to recommend appropriate consultancy support.

 In exceptional situations the Executive Committee of AIPH can decide to adjust the financial
obligations of AIPH. The organizing committee will be informed by AIPH if such a situation
occurs.

Section 9 1.1. FINANCIAL GUARANTEE

Fees Applicants for recognition of an exhibition by AIPH are obliged to
pay a financial guarantee to AIPH directly as the application is
Financial Guarantee: submitted, AIPH will send an invoice to the organization that
applies for AIPH approval.
Applicants for recognition of an exhibition by AIPH are obliged to pay a financial guarantee to AIPH
directly as the application is submitted, AIPH will send an invoice to the organization that applies Provided that the organizers have fulfilled all their obligations,
for AIPH approval. including the submission of a final report (format as in Appendix
3) not later than ninety days after the closing date, AIPH will
refund 20 % of the financial guarantee.
Provided that the organizers have fulfilled all their obligations, including the submission of a final
If an application is not accepted by AIPH, or if within one year of
report (format as in Appendix 3) not later than ninety days after the closing date, AIPH will refund definitive recognition the application is withdrawn, 20 % of the
the following proportion of the financial guarantee: financial guarantee will be repaid by AIPH. If an application is Deleted: 20%
withdrawn more than one year after definitive recognition, AIPH
Class A1: € 100,000 reserves the right to retain the whole financial guarantee. After
Class B: € 60,000 investigation of all circumstances AIPH may decide to refund 20
% of the financial guarantee.
Class C: € 6,000
Class D: € 12,500 1.4 GATE FEE CHARGE
Deleted: .
For A1 and A2/B1 exhibitions, the organizers are bound to pay to
If an application is not accepted by AIPH, or if within one year of definitive recognition the AIPH 1% of the total net gate fee income (net means without local
application is withdrawn, 20% of the financial guarantee will be repaid by AIPH. If an application is taxes and/or VAT); this figure should be reported adequately and
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
withdrawn more than one year after definitive approval, AIPH will retain the whole financial promptly to AIPH. Irrespective of the total net gate fee income,
guarantee. the minimum sum to be paid to AIPH is € 70,000 (seventy Deleted: 10 February
thousand euro) for an A1 exhibition and € 30,000 (thirty thousand
euro) for an A2/B1 exhibition. Deleted: recognition
Gate Fee: For A1 and A2/B1 Exhibitions advanced money should be paid to
For all exhibitions, the organizers are bound to pay to AIPH the specified license fee (See section 3) AIPH within 30 days after the opening of the exhibition. This sum Deleted: gate
depending on the predicted number of visitors. amounts 1% over 50% of the expected gate fee as calculated
from the expected number of visitors and the average gate fee
per visitor. This first payment must be at least € 50,000 for an A1
Class A1 and B – Fees in Euros Exhibition and at least € 20,000 for an A2/B1 Exhibition.
Predicted number of visitors Class A1 Class B Within 90 days after the closing date the remaining sum should Formatted Table
Caution License Caution License be paid to AIPH.
AIPH is entitled to require a declaration by an independent Formatted: Font: Bold
< 5 million € 150,000 € 500,000 € 100,000 € 400,000 financial auditor. Deleted: This sum should be the total net gate fee income
5-10 million € 150,000 € 750,000 € 100,000 € 600,000 (net means without local taxes and/or VAT as paid by each
> 10 million € 150,000 € 1,000,000 € 100,000 € 800,000 visitor when purchasing a ticket, not taxes paid by the
organizer); this figure should be reported adequately and
Class C – Fees in Euros promptly to AIPH.

Predicted number of visitors Caution Class C Class D Deleted: gate fee

< 50,000 € 10,000 € 15,000 € 20,000 € 10,000 Deleted: 30
50,000 – 200,000 € 10,000 € 30,000
Deleted: estimated gate
> 200,000 € 10,000 € 40,000
Deleted: 2
Deleted: s
This figure will be estimated and specified in the original application approved by AIPH and this Deleted: 30
estimate becomes the minimum sum which must be paid to AIPH. If final numbers exceed those
predicted then organisers will be required to pay the higher level fee after the event. Deleted: l estimated gate
Deleted: ¶
Payment of the license fee starts from 3 years ahead of the opening of the exhibition for A1 and B 1 year before opening: 30% of total
Class exhibitions and is due for payment by the following times: Deleted: estimated gate fee
 3 years before opening: 25% of total fee
Deleted: opening
 1 year before opening: 25% of total fee
Deleted: 10% of total estimated gate
 1 month before closing: remaining outstanding fee
Deleted: ¶
Payment of the license fee starts from 2 years ahead of the opening of the exhibition for C and D months after the closing: Remaining outstanding gate fee
Deleted: gate fee
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
Class exhibitions and is due for payment by the following times:
 2 years before opening: 25% of total fee Deleted: 10 February
 1 year before opening: 25% of total fee Deleted: 4
 1 month after closing: remaining outstanding fee Deleted: estimated gate
Deleted: 4
AIPH is entitled to require a declaration by an independent financial auditor.
Deleted: estimated gate
AIPH is registered for Value Added Tax (VAT) in the United Kingdom. Payment should be made Deleted: before
following receipt of invoice which will include the addition of UK VAT for exhibitions organised in
Deleted: opening
the European Union.
Deleted: 10% of total estimated gate
Penalties: Deleted: <#>months after the closing: Remaining
In the event that any payment is not made by the due date then interest will be charged on outstanding gate fee ¶
outstanding debts. As AIPH finances operate from the United Kingdom the interest rate applied will
be in accordance with the 2002 amendment to the UK Late Payment of Commercial Debts (Interest)
Act 1998. This entitles AIPH to charge an 8% interest rate plus the Bank of England Base Rate. The
interest charged will be the sum of these two interest rates.

Note: This is explained further on this website http://payontime.co.uk/late-payment-legislation-

interest-calculators.

Section 10
Use of AIPH Brand

AIPH encourages the use of the AIPH brand in association with the promotion and endorsement of
exhibitions. Organisers are required to follow the AIPH Brand Use Rules as outlined in Annex #.

As a minimum the AIPH brand must be used as follows:

 In all promotional material produced for the exhibition
 On the exhibition website, including link to AIPH website
 On information provided to exhibitors
 On media releases
 Visible at exhibition entrances
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
 On exhibition entry tickets
 On a flag displayed Deleted: 10 February

The AIPH brand can be used on merchandise sold from the exhibition. In this case all uses must
obtain prior approval from the AIPH Secretariat and may be subject to a royalty charge. Deleted: will

Deleted: Note: Royalty charging mechanism to be defined.¶

Section 11
Exhibition Requirements

11.1 – Opening and Closing Ceremonies

All exhibitions are required to have an opening ceremony. Class A1 and B exhibitions are also
required to have a closing ceremony. Organisers must allow for a speech from an AIPH
representative during these ceremonies. AIPH undertakes to provide a representative to make a
speech in English. The speech will be delivered by the AIPH Secretary General, the AIPH President
or an alternative senior AIPH office holder. AIPH Prizes can also be presented during these
ceremonies.

Organisers are required to provide, at their cost, the following for the AIPH officer delivering the
speech:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs from their home destination. This includes flight costs (minimum of ‘premium
economy / economy plus’ for flights over six hours), rail travel and car mileage depending
on the form of transport.

11.2 – International Participation 1.1 GENERAL PROVISIONS

The title of “international horticultural exhibitions” may only be used for
exhibitions which are recognised by AIPH to be of this kind.

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
Participants from all countries should be allowed to participate in an international horticultural
exhibition under the same conditions in order to permit an unprejudiced comparison between the
products of the different countries.
To that end it is necessary that the products of foreign participants can be exhibited as unhindered
by measures and restrictions of customs- and phytosanitary rules as products from the organizing
country. Products to be displayed should be allowed at the exhibition in their original state (e.g. kind
and form of the products, substrates, container growth, varieties and species) and there must be no
discrimination between participants from the host country and foreign participants in the
international section of an exhibition.
The AIPH member associations should support only those horticultural exhibitions or shows of a
specialized horticultural nature which have been recognized by the General Meeting of AIPH after
consultation with the AIPH Marketing Committee. In the event of a conflict between exhibitions,
AIPH members are obliged to give preference to participation in the exhibition recognized by AIPH.
In each country/region where an exhibition is planned, there must be one organization or committee
responsible for the participation in an international horticultural exhibition.
This should be the function of an AIPH member organization. If the member organization adopts CHAPTER III : PRINCIPLES FOR
other arrangements, AIPH must be informed. INTERNATIONAL PARTICIPATION
All exhibitors must be approved by a Committee established by the organizer. This can include the
the AIPH member (where there is one) from the country which wishes to participate in an
international horticultural exhibition. It will be possible in this manner to prevent particular
undesirable exhibitors from participating in an international horticultural exhibition.
Exhibitions which have been registered with the BIE should only admit or reject foreign exhibitors
with the approval of the Commissioner of the Government of the country concerned.
International horticultural exhibitions which have been recognized by AIPH must set up a committee
consisting of one delegate from each of the participating countries. The function of committee is to
ensure the equal observance of the rights and duties of exhibitors and they should be enabled, in an
advisory capacity, to assist the organizers of exhibitions in laying down the conditions for exhibiting reject foreign exhibitors with the approval of the Commissioner of the
and for the regulation of the award of the prizes.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
Participants from all countries should be allowed to participate in an
international horticultural exhibition under the same conditions in order to Deleted: 10 February
permit an unprejudiced comparison between the products of the different
countries.
To that end it is necessary that the products of foreign participants can be
exhibited as unhindered by measures and restrictions of customs- and
phytosanitary rules as products from the organizing country. Products to
be displayed should be allowed at the exhibition in their original state (e.g.
kind and form of the products, substrates, container growth, varieties and
species) and there must be no discrimination between participants from
the host country and foreign participants in the international section of an
exhibition.
The AIPH member associations should support only those horticultural
exhibitions or shows of a specialized horticultural nature which have been
recognized by the Council of AIPH after consultation with the AIPH
Marketing Committee. In the event of a conflict between exhibitions, AIPH
members are obliged to give preference to participation in the exhibition
recognized by AIPH.
THE REGULATION OF
In each country/region where an exhibition is planned, there must be one
organization or committee responsible for the participation in an Deleted: exhibitions committee of
international horticultural exhibition.
This should be the function of an AIPH member organization. If the
member organization adopts other arrangements, AIPH must be informed.
All exhibitors must be approved by the exhibitions committee of the
country which wishes to participate in an international horticultural
exhibition. It will be possible in this manner to prevent particular
undesirable exhibitors from participating in an international horticultural
exhibition.
Exhibitions which have been registered with the BIE should only admit or
Government of the country concerned.
International horticultural exhibitions which have been recognized by AIPH
must set up a committee consisting of one delegate from each of the

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
Reimbursement of travel and lodging costs of delegates (travel tickets, hotel costs, subsistence etc.) participating countries. The function of committee is to ensure the equal
is the responsibility of member organizations or the organizing committees in the various countries. observance of the rights and duties of exhibitors and they should be Deleted: 10 February
11.3 – Competitions
Competitions are an important component of horticultural exhibitions. They stimulate the interest
of both participants and visitors; they provide incentive for exhibitors and enable organizers to
reward excellence.
Organizers of international horticultural exhibitions are therefore required to include competitions
in their events, to make efficient arrangements for their judging and to award appropriate prizes to
those whose exhibits are of exceptional quality. Organizers are required to provide information
about these aspects when answering the application questionnaire and their response will be taken
into account in the review procedure. However, AIPH recognizes that arrangements for these
activities will differ between exhibitions. Therefore recommendations have been prepared for the
guidance of organizers (Annex #).
The organizers are obliged to send to the AIPH secretariat details of the regulations relating to their
competitions not later than one year prior to the opening of the exhibition concerned. AIPH will
respond with required amendments within one month of submitting the regulations. Organizers are
required to accept the amendments requested.
The organizers must guarantee that all exhibitors who participate in an international exhibition will
be entitled, without discrimination of nationality, to participate in all the competitions which are
organized by the organizing committee and to be eligible for prizes awarded by this committee.
An international jury is to be organized as outlined in Section 8 and procedures for dealing with
jury members are outlined in Annex #. Organizers are required to make practical and travel
arrangements for the international jury.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
enabled, in an advisory capacity, to assist the organizers of exhibitions in
laying down the conditions for exhibiting and for the regulation of the
award of the prizes.
Reimbursement of travel and lodging costs of delegates (travel tickets,
hotel costs, subsistence etc.) is the responsibility of member organizations
or the organizing committees in the various countries.
CHAPTER IV : COMPETITIONS, JUDGING AND AWARDS
Competitions are an important component of horticultural exhibitions.
They stimulate the interest of both participants and visitors; they provide
incentive for exhibitors and enable organizers to reward excellence.
Organizers of international horticultural exhibitions are therefore required
to include competitions in their events, to make efficient arrangements for
their judging and to award appropriate prizes to those whose exhibits are
of exceptional quality. Organizers are required to provide information
about these aspects when answering the enclosed questionnaire and their
response will be taken into account in the review procedure. However,
AIPH recognizes that arrangements for these activities will differ between
exhibitions. Therefore recommendations have been prepared for the
guidance of organizers (Annex 1).
The organizers are obliged to send to the AIPH secretariat details of the
regulations relating to their competitions not later than six months prior to
Deleted: six months
the opening of the exhibition concerned.
5.7. PARTICIPATION IN COMPETITIONS
The organizers must guarantee that all exhibitors who participate in an
international exhibition will be entitled, without discrimination of
nationality, to participate in all the competitions which are organized by
the organizing committee and to be eligible for prizes awarded by this
committee.
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
Organisers are required to provide, at their cost (with exception of costs covered by AIPH as
outlined in Section 8), the following for international jury members: Deleted: 10 February
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit

In addition organisers are required to cover the cost of:

 Travel costs from their home destination. This includes flight costs (minimum of ‘premium
economy / economy plus’ for flights over six hours), rail travel and car mileage depending
on the form of transport.

11.4 – Obligations to participants 5.1. CONDITIONS FOR PARTICIPATION

The organizers must notify the conditions for participation, and submit them in the English language The organizers must notify the conditions for participation, and
to AIPH for approval: submit them in the English language to AIPH:

 at least three years before the opening date of an A1 exhibition for outdoor exhibitions;  at least three years before the opening date of an A1
exhibition for outdoor exhibitions;
 at least two years before the opening date of an A1 exhibition for indoor exhibitions;  at least two years before the opening date of an A1
 at least one year before the opening of B, C and D Class exhibitions. exhibition for indoor exhibitions;
 at least one year before the opening of an A2
exhibition.
11.4.1 – Transport Costs (Class A1, B and C) 5.2. TRANSPORT COSTS
The organizers shall undertake to contribute to the costs of two-way transport of plants and The organizers shall undertake to contribute to the costs of two-
materials necessary for the building of the stands. way transport of plants and materials necessary for the building
of the stands.
The minimum contribution to these costs shall be reimbursement of the two-way trip from the
The minimum contribution to these costs shall be reimbursement
national border (customs post, port, airport) to the location of the exhibition. of the two-way trip from the national border (customs post, port,
These costs are calculated on the basis of transport rates applicable in the host country. airport) to the location of the exhibition.
These costs are calculated on the basis of transport rates
No payment shall be due for the return leg of the journey: applicable in the host country.
 for cut flowers; No payment shall be due for the return leg of the journey:
 if the plants on the exhibition stand are sold in the country where the show is taking place.  for cut flowers;

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
11.4.2 – Customs Formalities (Class A1, B and C) 5.3.
Exemption from customs which is normally granted for exhibitions products must be ensured.
Moreover, it is recommended that each country should also endeavor to obtain exemption from
custom duties in the country in which the exhibition is held for products exhibited which will be
offered free and will remain in that country.
For category A1 exhibition, the possibility of local customs clearance at the exhibition site must be
provided.
In any case, for all categories of exhibition, all possible facilities concerning customs clearance must
be provided, both for importation and re-exportation.
11.4.3 – Plant Health (Class A1, B) 5.4.
The organizers of the exhibition must guarantee three years before the start of Class A1 and B
exhibitions (1 year for Class C and D) that measures are in place with the plant health authorities to
minimize problems for participants and that clear guidance has been provided to participants to
ensure they can comply with national phytosanitary rules.
Phytosanitary checks must be made without causing loss of time, preferably on the exhibition site.
11.4.4 – Stand Equipment and Staging (Class A1, B and C only) 5.5.
The exhibition hall and grounds must be made available to the collective and individual country
exhibitor without charge. The organizers of the exhibition must supply at no cost the materials which
are necessary for exhibition purposes (substrate, soil, water, electricity, wi-fi, etc.) in the stand or
the exhibition ground. If it is necessary to heat exhibition halls to 20-22 degrees centigrade then this
must be provided at no charge.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
 if the plants on the exhibition stand are sold in the country
where the show is taking place. Deleted: 10 February
CUSTOMS FORMALITIES
Exemption from customs which is normally granted for exhibitions
products must be ensured. Moreover, it is recommended that
each country should also endeavor to obtain exemption from
custom duties in the country in which the exhibition is held for
products exhibited which will be offered free and will remain in
that country.
For category A exhibition, the possibility of local customs
clearance at the exhibition site must be provided.
In any case, for all categories of exhibition, all possible facilities
concerning customs clearance must be provided, both for
importation and re-exportation.
PLANT HEALTH REGULATIONS
The organizers of the exhibition must guarantee three years
before the start of the exhibition that there will not be any
phytosanitary obstructions during the exhibition.
General principle : the same treatment must apply to plants
belonging to exhibitors from the host country and foreign
participants.
The provisions applicable to importation and exportation must be Deleted: Note: I do not think it is reasonable to ask
made as flexible as possible. countries to relax their plant health rules for an expo when
the expo could be a route for problems entering the country.
Phytosanitary checks must be made without causing loss of time,
AIPH needs to show a responsible lead in this so any
preferably on the exhibition site.
suggestion of reducing rigour in regulations has been
removed.¶
STAND EQUIPMENT AND THE STAGING OF GOODS Formatted: List Continue, Justified
The exhibition hall and grounds must be made available to the
collective and individual country exhibitor without charge. The
organizers of the exhibition must supply at no cost the materials
which are necessary for exhibition purposes (substrate, soil,
water, electricity etc.) in the stand or the exhibition ground; if
necessary, the heating of the exhibition halls must be provided at
no charge.

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
These conditions must also be applicable to personnel employed for heavy work and made available
by the organizers. The costs of the personnel employed in the erection and finishing off of stands or
the preparation of the exhibition area can be paid by the exhibitors.
For a short term exhibition, the maintenance during the exhibition of products exhibited in exhibition
halls is the responsibility of the exhibitor.
However, in the case of products exhibited in the open and in the case of long term exhibitions in
halls, their maintenance and care are the responsibility of the organizers.
11.4.5 – Insurance
Organizers of and exhibitors at international horticultural exhibitions must take out an insurance for
civil liability.
11.4.6 – Financial compensation (Class A1, B and C only)
Organizers are required reduce the cost of exhibiting for participants. This can be done either by
contributing to the cost of construction and maintenance or offering money prizes.
Overall amount of money prizes
Organizers who decide to award money prizes must consult the AIPH Secretariat on the overall value
of money prizes to be awarded for an exhibition.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
These conditions must also be applicable to personnel employed
for heavy work and made available by the organizers. The costs Deleted: 10 February
of the personnel employed in the erection and finishing off of
stands or the preparation of the exhibition area are to be paid by
the exhibitors.
For a short term exhibition, the maintenance during the exhibition
of products exhibited in exhibition halls is the responsibility of the
exhibitor. Deleted: prizes or by indemnification for the loss of value
However, in the case of products exhibited in the open and in the
of exhibited plants
case of long term exhibitions in halls, their maintenance and care Deleted: Methods of indemnification for loss of value¶
are the responsibility of the organizers. Organizers who decide to indemnify for loss of value must
follow these requirements:¶
Indemnification must be made for flowers or plants which
5.6 INSURANCE have been entered for competition or exhibited as being not
Organizers of and exhibitors at international horticultural for competition – commercial or specimen plants.¶
Supplementary plants which are only used for decoration or
exhibitions must take out an insurance for civil liability.
for finishing off stands should not be taken into
consideration.¶
5.7 CALCULATION OF RECOMPENSES WHEN PARTICIPATING Qu: How do you determine the difference between plants
IN INTERNATIONAL HORTICULTURAL EXHIBITIONS exhibited ‘not for competition’ and plants only used for
‘decoration or for finishing off stands’?¶
In view of the fact that the number of applications for approval of A restricted international committee of 4 or 5 persons
exhibitions increases regularly and that each entry involves a appointed in agreement with AIPH determine at the end of
considerable financial outlay on the part of producers, AIPH will the exhibition, the loss of value of exhibited products. For
only give approval for exhibitions which guarantee to participants: the calculation of compensations for the lesser value of
exhibited products, not only will the wholesale value at the
 either money prizes or
most appropriate market be taken into account, but also the
 indemnification for the loss of value of exhibited plants. retail value in the region where the exhibition takes place.¶
In case certain products are not sold at the wholesale
5.7.1. Overall amount of money prizes market, the basis for calculation will be 50% of the retail
Organizers who decide to award money prizes must consult the price.¶
AIPH Marketing Committee on the overall value of money prizes The scale of the percentages of loss of value drawn up by
to be awarded for an exhibition. AIPH (Annex #) on the basis of plant perishability, may be
used as a guideline.¶
In addition to such indemnification, supplementary
5.7.2. Methods of indemnification for loss of value payments must be made taking into account local
conditions: the duration of the exhibition, the exhibition of
plants near entry doors or heating radiators etc.¶
Payment of the agreed amount for loss of value (0 to 100%)
must be up to 70%, the other 30% must be deemed to ... [5]

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
11.4.7 – Advertising other exhibitions
The organizers of AIPH registered exhibitions must allow the organizers of other AIPH registered
exhibitions to place advertising signs in the stand of their country, or in the immediate vicinity of
their stand.
The scale and content of such advertising/information should be agreed between the organizer and
the exhibitor.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
Indemnification must be made for flowers or plants which have
been entered for competition or exhibited as being not for Deleted: 10 February
competition – commercial or specimen plants.
Supplementary plants which are only used for decoration or for
finishing off stands should not be taken into consideration.
A restricted international committee of 4 or 5 persons appointed
in agreement with AIPH determine at the end of the exhibition,
the loss of value of exhibited products. For the calculation of
compensations for the lesser value of exhibited products, not only
will the wholesale value at the most approximate market be taken
into account, but also the retail value in the region where the
exhibition takes place.
In case certain products are not sold at the wholesale market, the
basis for calculation will be 50% of the retail price.
The scale of the percentages of loss of value drawn up by AIPH
(Annex 2) on the basis of plant perishability, may be used as a
guideline.
In addition to such indemnification, supplementary payments
must be made taking into account local conditions: the duration
of the exhibition, the exhibition of plants near entry doors or
heating radiators etc.
Payment of the agreed amount for loss of value (0 to 100%) must
be up to 70%, the other 30% must be deemed to reflect the
advertising value which an exhibitor obtains from his participation
in an exhibition.
If there is payment for loss of value, this must also be available to
exhibitors who have sold their plants on the spot.
5.9. ADVERTISING FOR OTHER EXHIBITONS
The organizers of AIPH registered exhibitions must allow the
organizers of other AIPH registered exhibitions to place
advertising signs in the stand of their country, or in the immediate
vicinity of their stand.

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
In the absence of the country where an exhibition being promoted is to take place, the organizers
shall provide space for advertising, in a place which is accessible to the public.
Any costs in connection with such advertising will be met by the exhibition arranging it.
11.4.8 – Promotion
The exhibition is required to provide information for the international media relating to the
exhibition and to enable it to be promoted worldwide. There must be a clear media contact point
with information available in appropriate languages, including English.
11.4.9 – Exhibition Regulations for Participants
The organizer of an international exhibition has to inform the international exhibitors about the
rules and regulations of working permits.
Section 12
Rules for Participation
12.1 – Sponsorship
All participants in AIPH recognized exhibitions shall be free to negotiate financial and other support from
third parties, provided that support is permissible under the legislation of the host country and, in the case
of BIE recognized events, complies with that organization’s requirements.
Organizers of all exhibitions recognized by AIPH shall include in their conditions for participation full details
of any restrictions which will apply to the display of advertisements, the distribution of literature and any
other activities intended to promote products and services other than those exhibited by the participant.
These conditions shall permit participants to promote such products and services but the organizers are
entitled to limit the inclusion of or reference to them to a maximum of 5% of the total surface area of the
exhibit itself.
As far as publicity is made within the exhibition, sponsorship agreements concluded by exhibitors may not
be conflicting with the sponsorship interests of the organizer of the exhibition nor with the image of the
exhibition.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
The scale and content of such advertising/information should be
agreed between the organizer and the exhibitor. Deleted: 10 February
In the absence of the country where an exhibition being promoted
is to take place, the organizers shall provide space for advertising,
in a place which is accessible to the public.
Any costs in connection with such advertising will be met by the
exhibition arranging it.
5.10 PRESS CENTRE
A press centre shall be set up at least 7 days before the opening
of the exhibition. This centre will remain open for the duration of
the event.
5.12 WORKING PERMITS
The organizer of an international exhibition has to inform the
international exhibitors about the rules and regulations of working
permits.
1.1 Only one common stand may be accepted per country for an AIPH
recognized exhibition. On the common stand, it is naturally permissible
to display the name signs of the individual growers who form part of the
collective display.
CHAPTER VI : COMMERCIAL ACTIVITIES AND SPONSORSHIP
6.1 SPONSORSHIP
All participants in AIPH recognized exhibitions shall be free to
negotiate financial and other support from third parties, provided
that support is permissible under the legislation of the host
country and, in the case of BIE recognized events, complies with
that organization’s requirements.
Organizers of all exhibitions recognized by AIPH shall include in
their conditions for participation full details of any restrictions
which will apply to the display of advertisements, the distribution
of literature and any other activities intended to promote products
and services other than those exhibited by the participant.

New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential
On collective country exhibits of exhibitions the sale of national products which might be in conflict with
agreements of the organizer made with sponsors must be allowed.
12.2 – Commercial activities
Retail sales on the stand are permitted. However, these must not exceed 20% of the total covered area of
the exhibit or 100 square meters, whichever is the smallest area. For stands that are larger than 2000
square meters then the area allocated for retail sales should be determined through negotiation between
organizer and exhibitor. Any product sold should be related to the exhibit and linked with the exhibiting
country and in a way that supports the objectives of the exhibit.
With a view to distribution of commercial information, an information area can be made available ONLY
FOR THE TRADE in the NATIONAL stands (stands representing countries, or regions if the country itself
is not taking part, or of communities which are representing a country).
An information area is only allowed on national stands with a minimum area of 500 m 2 (or when 500 m2
was requested but not granted).
The maximum area of this information area: 100 m 2 to be set up and incorporated in the stand in such a
way that it is not “visible” to the general public.
The form, layout and design of the information stand must be submitted to the organizers for approval.
The cost of setting up an information stand will be met by the exhibitor.
12.3 – Commercial contact days
In order to improve the commercial appeal of Class A1 and B exhibitions, the organizers must make it
possible for participants to organize commercial contact days.
Deleted: Annex 15, AIPH Marketing Committee, 18 March
2015, Paris, France
Deleted: 2
These conditions shall permit participants to promote such
products and services but the organizers are entitled to limit the Deleted: 10 February
inclusion of or reference to them to a maximum of 5% of the total
surface area of the exhibit itself.
Deleted: surface
As far as publicity is made within the exhibition, sponsorship
agreements concluded by exhibitors may not be conflicting with
the sponsorship interests of the organizer of the exhibition nor
with the image of the exhibition.
On collective country exhibits of exhibitions the sale of national
products which might be in conflict with agreements of the
organizer made with sponsors must be allowed.
6.2 COMMERCIAL ACTIVITIES
Retail sales on the stand are prohibited.
Within the exhibition, direct sales to visitors may only be made in
rooms or areas of the exhibition especially reserved for this
purpose. The costs of providing such a room or area will be met
by the exhibitor.
With a view to distribution of commercial information, an
information area can be made available ONLY FOR THE TRADE
in the NATIONAL stands (stands representing countries, or
regions if the country itself is not taking part, or of communities
which are representing a country).
An information area is only allowed on national stands with a
minimum area of 500 m2 (or when 500 m2 was requested but not
granted).
The maximum area of this information area: 100 m 2 to be set up
and incorporated in the stand in such a way that it is not “visible”
to the general public.
The form, layout and design of the information stand must be
submitted to the organizers for approval.
The cost of setting up an information stand will be met by the
exhibitor.
 Deleted: Annex 15, AIPH Marketing Committee, 18 March
New AIPH Exhibitions Regulations – DRAFT vs 4 – 28 September 2015 – Confidential 2015, Paris, France
Deleted: 2
6.3 COMMERCIAL CONTACT DAYS
In order to improve the commercial appeal of A1 and A2 Deleted: 10 February
exhibitions, the organizers must make it possible for participants
to organize commercial contact days.

Section 13 CHAPTER VII : DISPUTES

Managing disputes
Disputes between organizers and participants must be submitted to a disputes committee.
For A1 exhibitions, this committee shall consist of the commissioners general of the participating countries
– for other exhibitions this committee shall be composed of representatives of the organizers, of the
participating countries, and AIPH.
Disputes between organizers and participants must be submitted to a
disputes committee.
For A1 exhibitions, this committee shall consist of the commissioners
general of the participating countries – for other exhibitions this committee
shall be composed of representatives of the organizers, of the
participating countries, and AIPH.

Annexes

Application process flowchart

Services provided by AIPH and information sources

Competition guidelines

AIPH Prize Criteria

AIPH Brand Use Rules

Plant perishability and indemnification

Final Report template

Page 12: [1] Deleted Tim Briercliffe 08/09/2015 16:17:00
a staff member to be on-site during the exhibition and one month before the opening. The
organizer will be responsible for providing a desk and office space within the exhibition site
and will support them when they request information and in their activities. This person will
be an employee of AIPH with the following responsibilities:

To ensure constructive communication and working between international

participants and to assist international participants in communication with the
organizers.

To monitor the quality of the construction and maintenance of international exhibits,

including horticultural standards

To monitor the adherence to the Regulations of AIPH

To support the organizer in communication with AIPH and BIE

Note: In order to help differentiate A1 from other expo classes it is proposed to increase the gate fee
to 2% for A1 expos and to provide a full-time on-site presence during the expo.

Page 12: [2] Formatted Tim Briercliffe 08/09/2015 16:18:00

Left, Indent: Left: 1.27 cm, No bullets or numbering, Widow/Orphan control

Page 12: [3] Formatted Tim Briercliffe 08/09/2015 16:19:00

Left, Indent: Left: 1.27 cm, No bullets or numbering, Widow/Orphan control

Page 12: [4] Deleted Tim Briercliffe 08/09/2015 16:20:00

Note: It is suggested that we remove the clause permitting the organiser to have an AIPH garden rather
than expenses payment for the jury. The amount is too small to make a significant garden and there
is no mechanism to control what it is like and whether it compliments or detracts from the AIPH brand.

Note: It is suggested that we remove the cash element of the AIPH prize. It is unlikely that a cash prize
stimulates participation and usually it comes as a surprise to the winner! There would be greater
‘value’ in focusing on the trophy and obtaining related media coverage.

Page 23: [5] Deleted Tim Briercliffe 08/09/2015 16:52:00

Methods of indemnification for loss of value
Organizers who decide to indemnify for loss of value must follow these requirements:
Indemnification must be made for flowers or plants which have been entered for competition or
exhibited as being not for competition – commercial or specimen plants.
Supplementary plants which are only used for decoration or for finishing off stands should not be
taken into consideration.
Qu: How do you determine the difference between plants exhibited ‘not for competition’ and plants
only used for ‘decoration or for finishing off stands’?
A restricted international committee of 4 or 5 persons appointed in agreement with AIPH determine
at the end of the exhibition, the loss of value of exhibited products. For the calculation of
compensations for the lesser value of exhibited products, not only will the wholesale value at the most
appropriate market be taken into account, but also the retail value in the region where the exhibition
takes place.
In case certain products are not sold at the wholesale market, the basis for calculation will be 50% of
the retail price.
The scale of the percentages of loss of value drawn up by AIPH (Annex #) on the basis of plant
perishability, may be used as a guideline.
In addition to such indemnification, supplementary payments must be made taking into account local
conditions: the duration of the exhibition, the exhibition of plants near entry doors or heating
radiators etc.
Payment of the agreed amount for loss of value (0 to 100%) must be up to 70%, the other 30% must
be deemed to reflect the advertising value which an exhibitor obtains from his participation in an
exhibition.
If there is payment for loss of value, this must also be available to exhibitors who have sold their
plants on the spot.
Dated 1st September 2015

For the attention of Mr. H. F. M. Meijer

Project Director Floriade Almere 2022
Stadhuisplein 1
P.O. Box 200
1300 AE Almere
The Netherlands

Dear Mr. Meijer

Floriade Almere 2022

As you may be aware, the International Association of Horticultural Producers (AIPH) is a

non-profit association established under Belgium law, registration number 546.558.178.
AIPH has responsibility (pursuant to Article 4.B.2 of the International Convention Relating to
International Exhibitions (Signed at Paris on November 22nd, 1928, and Supplemented by
the Protocols of May 10th, 1948, November 16th, 1966, November 30th, 1972 and the
Amendment of June 24th, 1982 and the Amendment of May 31st, 1988)) for sanctioning
international horticultural exhibitions. Such exhibitions may only be sanctioned in accordance
with our regulations which are entitled “Regulations of the Organisation of International
Horticultural Exhibitions” (Regulations). A copy of the current version of the Regulations,
dated October 2010, is attached to this letter. However, as stipulated within your provisional
approval letter (16 October 2014) your approval is granted subject to:

 Successful site inspection to be completed before AIPH Spring Meeting 2015

 Evidence provided of financial underwriting for the expo
 Your compliance with the Regulations dated October 2010 alongside additional
requirements detailed within this agreement.
 Following the guidance of the AIPH Marketing Committee Chair and Secretary
General in the development of the expo.

In consideration of your agreement to the terms and conditions of this letter AIPH hereby
awards permission to you to organise and hold the international horticultural exhibition
detailed below, subject to the following terms and conditions:

1 The details of the exhibition are as follows:

 Title of the exhibition: Floriade Almere 2022

 Type: A1
 Location: Almere, The Netherlands
 International duration: 6 months from April to October 2022

2 You will fulfil all the necessary requirements by no later than, namely:

 Payment of the financial guarantee in the sum of Twenty Five Thousand Euro by no
later than 14 March 2015 – completed
 Successful site inspection to be completed before 18 March 2015 – completed.
 Evidence provided of financial underwriting for the expo before 14 March 2015 –
completed.
3 As these requirements have been fulfilled it is intended that, the AIPH Secretary
General can confirm final approval at the point of the signng of this agreement.

4 You will obtain approval for the exhibition from the Bureau International des
Expositions (otherwise known as BIE, www.bie-paris.org) which has responsibility for
approving non-horticultural exhibitions).

5 You will comply with the Regulations. In the event of a conflict between this letter and
the Regulations, the terms and conditions set out in this letter will prevail.

6 As referred to in paragraph 1.4 of Chapter 1 of the Regulations, under the heading

“Gate Fee Charge” you agree to pay AIPH 1% of the total net gate fee income (i.e.
the income exclusive of local taxes and VAT). It is likely that the new Regulations to
be agreed by AIPH during 2015 will change requirements for gate fee and financial
guarantee. However, as you have obtained approval before the Regulations have
changed AIPH agrees that the financial guarantee of 25,000 Euro and the gate fee
charge of 1% will remain for Floriade Almere 2022.

6.1 You will pay the balance of the gate fee charge (or, where relevant, the
applicable minimum figure) within 90 days of the date on which the exhibition
closes.

6.2 For the purposes of establishing the amount of the gate fee charge you will
send to AIPH a statement showing the total net gate fee income received
from the exhibition when making the payment.

6.3 All payments to AIPH under this letter are exclusive of any value added tax or
other applicable tax. AIPH is registered for VAT in the UK and will charge
VAT in addition to the fees outlined above.

6.4 You will make the payments referred to in this paragraph 6 to AIPH without
any set-off or deduction.

6.5 If you fail to make any payment due under this paragraph 6 on time, you will
pay interest from the due date until payment is made to at a rate of 8% per
annum over the Bank of England base rate from time to time.

7 AIPH is reviewing the Regulations. A small number of changes are applied to this
agreement with Floriade 2022 Almere and the organisers are required to comply with
these. These are shown in Annex I.

8 No variation of this letter will be binding unless made in writing and signed by both
parties.

9 You will not assign or deal with the benefit of this permission letter except with AIPH’s
prior written consent.

10 This letter cannot be enforced by a person who is not a party to it under the United
Kingdom Contracts (Rights of Third Parties) Act 1999 or otherwise.
11 No waiver by AIPH of any breach of the terms and conditions in this letter by you will
be considered as a waiver of any subsequent breach of the same or any other
provision.

12 If any provision of this letter is declared by any judicial or other competent authority to
be void, voidable, illegal or otherwise unenforceable then that provision will be limited
or eliminated to the minimum extent necessary so this letter will otherwise remain in
full force and effect and enforceable.

13 This letter is governed by English law and the English Courts will have non-exclusive
jurisdiction to decide any dispute arising under or in connection with this letter.

Please confirm your agreement to the above by counter-signing this letter, following which we
will issue a formal certificate to confirm the permission granted by this letter.

Yours faithfully

For and on behalf of

International Association for the Horticultural Producers
Attachment: Copy of October 2010 version of the Regulations of the Organisation of
International Horticultural Exhibitions

We agree to the above.

Signed .................................................... Date ..................................

H. Mulder for and on behalf of Floriade Almere 2022

Signed .................................................... Date ..................................

M. Pol for and on behalf of Floriade Almere 2022

We agree to the above.

Signed .................................................... Date ..................................

For and on behalf of AIPH
Annex I - Specific Requirements for Floriade Almere 2022

Inspection Visits

During the four years prior to the exhibition Floriade Almere 2022 will be subject to an annual
inspection by an AIPH approved inspector.

Following each inspection a report will be produced by the AIPH inspector. This report will be
made available to the organisers and to AIPH Full Members.

AIPH reserves the right to require more frequent inspections if deemed necessary because of
any concerns that AIPH may have of if requested by Floriade Almere 2022.

Floriade 2022 Almere are required to provide, at their cost, the following for up to two AIPH
inspectors per visit:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit
 Travel costs for the inspectors from their home destination (not outside Europe). This
includes flight costs (economy), rail travel and car mileage depending on the form of
transport.

For any additional inspections required beyond the annual inspections (at request of AIPH or
Floriade Almere 2022) then an additional fee per day will be required to cover the additional
time cost. Fees will be specified by Secretariat General.

Sanctions

If, after recognition has been granted to an exhibition by AIPH, it transpires that the
organizers have not respected the provisions of the regulation, or have respected it only
partially, the recognition will be withdrawn, and all members of AIPH will be informed of this
decision.

In the event that inspection visits highlight serious concerns that could prevent the organisers
from achieving the quality of exhibition required by AIPH or if the exhibition fails to meet other
obligations to AIPH then AIPH reserves the right to withdraw its approval of the exhibition.

Any decision to withdraw approval would require majority approval by the AIPH General
Meeting.

In the event that approval is withdrawn there would be no reimbursement of any of the
financial guarantee and the organisers would be liable to pay to AIPH the full gate fee
payment as agreed at the original approval.

When approval is withdrawn the exhibition must remove all reference to AIPH in any
communication relating to the event.

AIPH would inform BIE of its decision.

Use of AIPH Brand

AIPH encourages the use of the AIPH brand in association with the promotion and
endorsement of exhibitions. Organisers are required to follow the AIPH Brand Use Rules.

As a minimum the AIPH brand must be used as follows:

 In all promotional material produced for the exhibition
 On the exhibition website, including link to AIPH website
 On information provided to exhibitors
 On media releases
 Visible at exhibition entrances
 On exhibition entry tickets
 On a flag displayed

The AIPH brand can be used on merchandise sold from the exhibition. In this case all uses
must obtain prior approval from the AIPH Secretariat and will be subject to a royalty charge.

Opening and Closing Ceremonies

Floriade Almere 2022 is required to have an opening and closing ceremony. Organisers must
allow for a speech from an AIPH representative during these ceremonies. AIPH undertakes
to provide a representative to make a speech in English. The speech will be delivered by the
AIPH Secretary General, the AIPH President or an alternative senior AIPH office holder.
AIPH Prizes can also be presented during these ceremonies.

Organisers are required to provide, at their cost, the following for the AIPH officer delivering
the speech:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit
 Travel costs from their home destination. This includes flight costs (minimum of
‘premium economy / economy plus’ for flights over six hours), rail travel and car
mileage depending on the form of transport.

Commercial activities

Retail sales on the stand are permitted. However, these must not exceed 20% of the total
covered surface area of the exhibit or 100 square meters, whichever is the smallest area. For
stands that are larger than 2000 square meters then the area allocated for retail sales should
be determined through negotiation between organizer and exhibitor. Any product sold should
be related to the exhibit and linked with the exhibiting country and in a way that supports the
objectives of the exhibit.
Dated 26th September 2015

For the attention of

Dear

International Horticultural Exposition Tangshan 2016

As you may be aware, the International Association of Horticultural Producers (AIPH) is a

non-profit association established under Belgium law, registration number 546.558.178.
AIPH has responsibility (pursuant to Article 4.B.2 of the International Convention Relating to
International Exhibitions (Signed at Paris on November 22nd, 1928, and Supplemented by
the Protocols of May 10th, 1948, November 16th, 1966, November 30th, 1972 and the
Amendment of June 24th, 1982 and the Amendment of May 31st, 1988)) for sanctioning
international horticultural exhibitions. Such exhibitions may only be sanctioned in accordance
with our regulations which are entitled “Regulations of the Organisation of International
Horticultural Exhibitions” (Regulations). A copy of the current version of the Regulations,
dated October 2010, is attached to this letter.

Your approval is granted subject to your compliance with the Regulations dated October
2010.

In consideration of your agreement to the terms and conditions of this letter AIPH hereby
awards permission to you to organise and hold the international horticultural exhibition
detailed below, subject to the following terms and conditions:

1 The details of the exhibition are as follows:

 Title of the exhibition: International Horticultural Exposition Tangshan 2016

 Type: A2/B1
 Location: Tangshan, P. R. China
 International duration: 6 months from 29 April to 16 October 2016

2 You will fulfil all the necessary requirements by no later than, namely:

 Payment of the financial guarantee in the sum of Fifteen Thousand Euro –

completed
 Successful site inspection – completed.

3 You will comply with the Regulations. In the event of a conflict between this letter and
the Regulations, the terms and conditions set out in this letter will prevail.

4 As referred to in paragraph 1.4 of Chapter 1 of the Regulations, under the heading

“Gate Fee Charge” you agree to pay AIPH 1% of the total net gate fee income (i.e.
the income exclusive of local taxes and VAT – this relates to taxes paid by visitors
when purchasing their ticket, not other income related taxes).
 4.1 Within 30 days after the opening of the exhibition you will pay a sum
equivalent to 1% of 50% of the expected gate income.

4.2 You will pay the balance of the gate fee charge (or, where relevant, the
applicable minimum figure) within 90 days of the date on which the exhibition
closes.

4.3 For the purposes of establishing the amount of the gate fee charge you will
send to AIPH a statement showing the total net gate fee income received
from the exhibition when making the payment. This amount will be converted
to Euros and paid, in Euros to the AIPH bank account. You will cover all
bank charges and exchange rate costs associated with the transfer so the
exact agreed amount in Euros is received by AIPH.

4.4 All payments to AIPH under this letter are exclusive of any value added tax or
other applicable tax.

4.5 You will make the payments referred to in this paragraph 4 to AIPH without
any set-off or deduction.

4.6 If you fail to make any payment due under this paragraph 4 on time, you will
pay interest from the due date until payment is made to at a rate of 8% per
annum over the Bank of England base rate from time to time.

5 AIPH will provide the following services to International Horticultural Exposition

Tangshan 2016:

5.1 AIPH assists in organizing 2 International Honorary Jury rounds and pays for
the flight tickets (economy class) and hotel rooms of 4 foreign Honorary Jury
Members; at least two of them are to be nominated by AIPH.

5.2 AIPH donates a prize for the International competition. This prize consists of
an AIPH certificate, and an ‘AIPH award trophy’.

5.3 AIPH will promote the exhibition and seek to gain publicity for the exhibition
and for prize winners through the AIPH website, media releases and
newsletters. AIPH will also seek to attract more international visitors to the
exhibition.

5.4 AIPH will endeavor to respond to questions relating to technological,

infrastructural and horticultural aspects of exhibitions or to recommend
appropriate consultancy support.

5.5 AIPH will give access to the AIPH Guide for the Organisers of International
Horticultural Exhibitions as well as to related Technical Guidance Notes.

5.6 AIPH will provide access to the Final Reports from previous Exhibitions.
6 No variation of this letter will be binding unless made in writing and signed by both
parties.

7 You will not assign or deal with the benefit of this permission letter except with AIPH’s
prior written consent.

8 AIPH is reviewing the Regulations and requires International Horticultural Exposition

Tangshan 2016 to comply with a number of specific additional requirements. These
are shown in Annex I.

9 This letter cannot be enforced by a person who is not a party to it under the United
Kingdom Contracts (Rights of Third Parties) Act 1999 or otherwise.

10 No waiver by AIPH of any breach of the terms and conditions in this letter by you will
be considered as a waiver of any subsequent breach of the same or any other
provision.

11 If any provision of this letter is declared by any judicial or other competent authority to
be void, voidable, illegal or otherwise unenforceable then that provision will be limited
or eliminated to the minimum extent necessary so this letter will otherwise remain in
full force and effect and enforceable.

12 This letter is governed by English law and the English Courts will have non-exclusive
jurisdiction to decide any dispute arising under or in connection with this letter.

Please confirm your agreement to the above by counter-signing this letter, following which we
will issue a formal certificate to confirm the permission granted by this letter.

Yours faithfully

For and on behalf of

International Association for the Horticultural Producers
Attachment: Copy of October 2010 version of the Regulations of the Organisation of
International Horticultural Exhibitions
We agree to the above.

Signed .................................................... Date .................................

For and on behalf of International Horticultural Exposition Tangshan 2016

Signed .................................................... Date ..................................

For and on behalf of China Flower Association

Signed .................................................... Date ..................................

For and on behalf of AIPH
Annex I - Specific Requirements for International Horticultural Exposition Tangshan
2016

Use of AIPH Brand

AIPH encourages the use of the AIPH brand in association with the promotion and
endorsement of exhibitions. Organisers are required to follow the AIPH Brand Use Rules.

As a minimum the AIPH brand must be used as follows:

 In all promotional material produced for the exhibition
 On the exhibition website, including link to AIPH website
 On information provided to exhibitors
 On media releases
 Visible at exhibition entrances
 On exhibition entry tickets
 On a flag displayed

Opening and Closing Ceremonies

International Horticultural Exposition Tangshan 2016 is required to have an opening and

closing ceremony. Organisers must allow for a speech from an AIPH representative during
these ceremonies. AIPH undertakes to provide a representative to make a speech in English.
The speech will be delivered by the AIPH President, the AIPH Secretary General, or an
alternative senior AIPH office holder. AIPH Prizes can also be presented during these
ceremonies.

Organisers are required to provide, at their cost, the following for the AIPH officer delivering
the speech:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit
 Travel costs from their home destination. This includes flight costs (minimum of
‘premium economy / economy plus’ for flights over six hours), rail travel and car
mileage depending on the form of transport.

Commercial activities

Retail sales on the stand are permitted. However, these must not exceed 20% of the total
covered surface area of the exhibit or 100 square meters, whichever is the smallest area. For
stands that are larger than 2000 square meters then the area allocated for retail sales should
be determined through negotiation between organizer and exhibitor. Any product sold should
be related to the exhibit and linked with the exhibiting country and in a way that supports the
objectives of the exhibit.
Dated 26th September 2015

For the attention of

Dear

Taichung World Flora Exposition

As you may be aware, the International Association of Horticultural Producers (AIPH) is a

non-profit association established under Belgium law, registration number 546.558.178.
AIPH has responsibility (pursuant to Article 4.B.2 of the International Convention Relating to
International Exhibitions (Signed at Paris on November 22nd, 1928, and Supplemented by
the Protocols of May 10th, 1948, November 16th, 1966, November 30th, 1972 and the
Amendment of June 24th, 1982 and the Amendment of May 31st, 1988)) for sanctioning
international horticultural exhibitions. Such exhibitions may only be sanctioned in accordance
with our regulations which are entitled “Regulations of the Organisation of International
Horticultural Exhibitions” (Regulations). A copy of the current version of the Regulations,
dated October 2010, is attached to this letter.

Your approval is granted subject to your compliance with the Regulations dated October
2010.

In consideration of your agreement to the terms and conditions of this letter AIPH hereby
awards permission to you to organise and hold the international horticultural exhibition
detailed below, subject to the following terms and conditions:

1 The details of the exhibition are as follows:

 Title of the exhibition: Taichung World Flora Exposition

 Type: A2/B1
 Location: Taichung, Chinese Taipei
 International duration: 6 months from October 2018 to April 2019

2 You will fulfil all the necessary requirements by no later than, namely:

 Payment of the financial guarantee in the sum of Fifteen Thousand Euro –

completed
 Successful site inspection – completed.

3 You will comply with the Regulations. In the event of a conflict between this letter and
the Regulations, the terms and conditions set out in this letter will prevail.

4 As referred to in paragraph 1.4 of Chapter 1 of the Regulations, under the heading

“Gate Fee Charge” you agree to pay AIPH 1% of the total net gate fee income (i.e.
the income exclusive of local taxes and VAT – this relates to taxes paid by visitors
when purchasing their ticket, not other income related taxes).
 4.1 Within 30 days after the opening of the exhibition you will pay a sum
equivalent to 1% of 50% of the expected gate income.

4.2 You will pay the balance of the gate fee charge (or, where relevant, the
applicable minimum figure) within 90 days of the date on which the exhibition
closes.

4.3 For the purposes of establishing the amount of the gate fee charge you will
send to AIPH a statement showing the total net gate fee income received
from the exhibition when making the payment. This amount will be converted
to Euros and paid, in Euros to the AIPH bank account. You will cover all
bank charges and exchange rate costs associated with the transfer so the
exact agreed amount in Euros is received by AIPH.

4.4 All payments to AIPH under this letter are exclusive of any value added tax or
other applicable tax.

4.5 You will make the payments referred to in this paragraph 4 to AIPH without
any set-off or deduction.

4.6 If you fail to make any payment due under this paragraph 4 on time, you will
pay interest from the due date until payment is made to at a rate of 8% per
annum over the Bank of England base rate from time to time.

5 AIPH will provide the following services to Taichung World Flora Exposition:

5.1 AIPH assists in organizing 2 International Honorary Jury rounds and pays for
the flight tickets (economy class) and hotel rooms of 4 foreign Honorary Jury
Members; at least two of them are to be nominated by AIPH.

5.2 AIPH donates a prize for the International competition. This prize consists of
an AIPH certificate, and an ‘AIPH award trophy’.

5.3 AIPH will promote the exhibition and seek to gain publicity for the exhibition
and for prize winners through the AIPH website, media releases and
newsletters. AIPH will also seek to attract more international visitors to the
exhibition.

5.4 AIPH will endeavor to respond to questions relating to technological,

infrastructural and horticultural aspects of exhibitions or to recommend
appropriate consultancy support.

5.5 AIPH will give access to the AIPH Guide for the Organisers of International
Horticultural Exhibitions as well as to related Technical Guidance Notes.

5.6 AIPH will provide access to the Final Reports from previous Exhibitions.
6 No variation of this letter will be binding unless made in writing and signed by both
parties.

7 You will not assign or deal with the benefit of this permission letter except with AIPH’s
prior written consent.

8 AIPH is reviewing the Regulations and requires Taichung World Flora Exposition to
comply with a number of specific additional requirements. These are shown in Annex
I.

9 This letter cannot be enforced by a person who is not a party to it under the United
Kingdom Contracts (Rights of Third Parties) Act 1999 or otherwise.

10 No waiver by AIPH of any breach of the terms and conditions in this letter by you will
be considered as a waiver of any subsequent breach of the same or any other
provision.

11 If any provision of this letter is declared by any judicial or other competent authority to
be void, voidable, illegal or otherwise unenforceable then that provision will be limited
or eliminated to the minimum extent necessary so this letter will otherwise remain in
full force and effect and enforceable.

12 This letter is governed by English law and the English Courts will have non-exclusive
jurisdiction to decide any dispute arising under or in connection with this letter.

Please confirm your agreement to the above by counter-signing this letter, following which we
will issue a formal certificate to confirm the permission granted by this letter.

Yours faithfully

For and on behalf of

International Association for the Horticultural Producers
Attachment: Copy of October 2010 version of the Regulations of the Organisation of
International Horticultural Exhibitions
We agree to the above.

Signed .................................................... Date .................................

For and on behalf of Taichung World Flora Exposition

Signed .................................................... Date ..................................

For and on behalf of TFDA Chinese Taipei

Signed .................................................... Date ..................................

For and on behalf of AIPH
Annex I - Specific Requirements for Taichung World Flora Exposition

Inspection Visits

During the four years prior to the exhibition Taichung World Flora Exposition will be subject to
an annual inspection by an AIPH approved inspector.

Following each inspection a report will be produced by the AIPH inspector. This report will be
made available to the organisers and to AIPH Full Members.

AIPH reserves the right to require more frequent inspections if deemed necessary because of
any concerns that AIPH may have of if requested by Taichung World Flora Exposition.

Taichung World Flora Exposition are required to provide, at their cost, the following for up to
two AIPH inspectors per visit:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit
 Travel costs for the inspectors from their home destination (not outside Europe). This
includes flight costs (economy), rail travel and car mileage depending on the form of
transport.

For any additional inspections required beyond the annual inspections (at request of AIPH or
Taichung World Flora Exposition) then an additional fee per day will be required to cover the
additional time cost. Fees will be specified by Secretariat General.
Use of AIPH Brand

AIPH encourages the use of the AIPH brand in association with the promotion and
endorsement of exhibitions. Organisers are required to follow the AIPH Brand Use Rules.

As a minimum the AIPH brand must be used as follows:

 In all promotional material produced for the exhibition
 On the exhibition website, including link to AIPH website
 On information provided to exhibitors
 On media releases
 Visible at exhibition entrances
 On exhibition entry tickets
 On a flag displayed

Opening and Closing Ceremonies

Taichung World Flora Exposition is required to have an opening and closing ceremony.
Organisers must allow for a speech from an AIPH representative during these ceremonies.
AIPH undertakes to provide a representative to make a speech in English. The speech will
be delivered by the AIPH President, the AIPH Secretary General, or an alternative senior
AIPH office holder. AIPH Prizes can also be presented during these ceremonies.

Organisers are required to provide, at their cost, the following for the AIPH officer delivering
the speech:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit
 Travel costs from their home destination. This includes flight costs (minimum of
‘premium economy / economy plus’ for flights over six hours), rail travel and car
mileage depending on the form of transport.

Commercial activities

Retail sales on the stand are permitted. However, these must not exceed 20% of the total
covered surface area of the exhibit or 100 square meters, whichever is the smallest area. For
stands that are larger than 2000 square meters then the area allocated for retail sales should
be determined through negotiation between organizer and exhibitor. Any product sold should
be related to the exhibit and linked with the exhibiting country and in a way that supports the
objectives of the exhibit.
Dated 26th September 2015

For the attention of

Dear

International Horticultural Exhibition 2019 Beijing, China

As you may be aware, the International Association of Horticultural Producers (AIPH) is a

non-profit association established under Belgium law, registration number 546.558.178.
AIPH has responsibility (pursuant to Article 4.B.2 of the International Convention Relating to
International Exhibitions (Signed at Paris on November 22nd, 1928, and Supplemented by
the Protocols of May 10th, 1948, November 16th, 1966, November 30th, 1972 and the
Amendment of June 24th, 1982 and the Amendment of May 31st, 1988)) for sanctioning
international horticultural exhibitions. Such exhibitions may only be sanctioned in accordance
with our regulations which are entitled “Regulations of the Organisation of International
Horticultural Exhibitions” (Regulations). A copy of the current version of the Regulations,
dated October 2010, is attached to this letter.

Your approval is granted subject to your compliance with the Regulations dated October
2010.

In consideration of your agreement to the terms and conditions of this letter AIPH hereby
awards permission to you to organise and hold the international horticultural exhibition
detailed below, subject to the following terms and conditions:

1 The details of the exhibition are as follows:

 Title of the exhibition: International Horticultural Exhibition 2019 Beijing, China

 Type: A1
 Location: Beijing, P. R. China
 International duration: 6 months from April to October 2019

2 You will fulfil all the necessary requirements by no later than, namely:

 Payment of the financial guarantee in the sum of Twenty Five Thousand Euro –
completed
 Successful site inspection – completed.

3 You will obtain approval for the exhibition from the Bureau International des
Expositions (otherwise known as BIE, www.bie-paris.org) which has responsibility for
approving non-horticultural exhibitions). – completed.

4 You will comply with the Regulations. In the event of a conflict between this letter and
the Regulations, the terms and conditions set out in this letter will prevail.
5 As referred to in paragraph 1.4 of Chapter 1 of the Regulations, under the heading
“Gate Fee Charge” you agree to pay AIPH 1% of the total net gate fee income (i.e.
the income exclusive of local taxes and VAT – this relates to taxes paid by visitors
when purchasing their ticket, not other income related taxes).

5.1 Within 30 days after the opening of the exhibition you will pay a sum
equivalent to 1% of 50% of the expected gate income.

5.2 You will pay the balance of the gate fee charge (or, where relevant, the
applicable minimum figure) within 90 days of the date on which the exhibition
closes.

5.3 For the purposes of establishing the amount of the gate fee charge you will
send to AIPH a statement showing the total net gate fee income received
from the exhibition when making the payment. This amount will be converted
to Euros and paid, in Euros to the AIPH bank account. You will cover all
bank charges and exchange rate costs associated with the transfer so the
exact agreed amount in Euros is received by AIPH.

5.4 All payments to AIPH under this letter are exclusive of any value added tax or
other applicable tax.

5.5 You will make the payments referred to in this paragraph 5 to AIPH without
any set-off or deduction.

5.6 If you fail to make any payment due under this paragraph 5 on time, you will
pay interest from the due date until payment is made to at a rate of 8% per
annum over the Bank of England base rate from time to time.

6 AIPH will provide the following services to International Horticultural Exhibition 2019
Beijing:

6.1 AIPH assists in organizing 3 International Honorary Jury rounds and pays for
the flight tickets (economy class) and hotel rooms of 4 foreign Honorary Jury
Members; at least two of them are to be nominated by AIPH.

6.2 AIPH donates a prize for the International competition. This prize consists of
an AIPH certificate, and an ‘AIPH award trophy’.

6.3 AIPH will promote the exhibition and seek to gain publicity for the exhibition
and for prize winners through the AIPH website, media releases and
newsletters. AIPH will also seek to attract more international visitors to the
exhibition.

6.4 AIPH will endeavor to respond to questions relating to technological,

infrastructural and horticultural aspects of exhibitions or to recommend
appropriate consultancy support.

6.5 AIPH will give access to the AIPH Guide for the Organisers of International
Horticultural Exhibitions as well as to related Technical Guidance Notes.
 6.6 AIPH will provide access to the Final Reports from previous Exhibitions.

6.7 AIPH will encourage its member organizations by all means to participate in
the exhibition.

7 AIPH is reviewing the Regulations and requires International Horticultural Exposition

Beijing 2019 to comply with a number of specific additional requirements. These are
shown in Annex I.

8 No variation of this letter will be binding unless made in writing and signed by both
parties.

9 You will not assign or deal with the benefit of this permission letter except with AIPH’s
prior written consent.

10 This letter cannot be enforced by a person who is not a party to it under the United
Kingdom Contracts (Rights of Third Parties) Act 1999 or otherwise.

11 No waiver by AIPH of any breach of the terms and conditions in this letter by you will
be considered as a waiver of any subsequent breach of the same or any other
provision.

12 If any provision of this letter is declared by any judicial or other competent authority to
be void, voidable, illegal or otherwise unenforceable then that provision will be limited
or eliminated to the minimum extent necessary so this letter will otherwise remain in
full force and effect and enforceable.

13 This letter is governed by English law and the English Courts will have non-exclusive
jurisdiction to decide any dispute arising under or in connection with this letter.

Please confirm your agreement to the above by counter-signing this letter, following which we
will issue a formal certificate to confirm the permission granted by this letter.

Yours faithfully

For and on behalf of

International Association for the Horticultural Producers
Attachment: Copy of October 2010 version of the Regulations of the Organisation of
International Horticultural Exhibitions
We agree to the above.

Signed .................................................... Date .................................

For and on behalf of International Horticultural Exhibition 2019 Beijing, China

Signed .................................................... Date ..................................

For and on behalf of China Flower Association

Signed .................................................... Date ..................................

For and on behalf of AIPH
Annex I - Specific Requirements for International Horticultural Exhibition 2019 Beijing

Inspection Visits

During the four years prior to the exhibition International Horticultural Exhibition 2019 Beijing
will be subject to an annual inspection by an AIPH approved inspector.

Following each inspection a report will be produced by the AIPH inspector. This report will be
made available to the organisers and to AIPH Full Members.

AIPH reserves the right to require more frequent inspections if deemed necessary because of
any concerns that AIPH may have of if requested by International Horticultural Exhibition
2019 Beijing.

International Horticultural Exhibition 2019 Beijing are required to provide, at their cost, the
following for up to two AIPH inspectors per visit:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit
 Travel costs for the inspectors from their home destination (not outside Europe). This
includes flight costs (minimum of ‘premium economy / economy plus’ for flights over
six hours), rail travel and car mileage depending on the form of transport.

For any additional inspections required beyond the annual inspections (at request of AIPH or
International Horticultural Exhibition 2019 Beijing) then an additional fee per day will be
required to cover the additional time cost. Fees will be specified by Secretariat General.

Use of AIPH Brand

AIPH encourages the use of the AIPH brand in association with the promotion and
endorsement of exhibitions. Organisers are required to follow the AIPH Brand Use Rules.

As a minimum the AIPH brand must be used as follows:

 In all promotional material produced for the exhibition
 On the exhibition website, including link to AIPH website
 On information provided to exhibitors
 On media releases
 Visible at exhibition entrances
 On exhibition entry tickets
 On a flag displayed

The AIPH brand can be used on merchandise sold from the exhibition. In this case all uses
must obtain prior approval from the AIPH Secretariat and will be subject to a royalty charge.

Opening and Closing Ceremonies

International Horticultural Exhibition 2019 Beijing is required to have an opening and closing
ceremony. Organisers must allow for a speech from an AIPH representative during these
ceremonies. AIPH undertakes to provide a representative to make a speech in English. The
speech will be delivered by the AIPH President, the AIPH Secretary General, or an alternative
senior AIPH office holder. AIPH Prizes can also be presented during these ceremonies.

Organisers are required to provide, at their cost, the following for the AIPH officer delivering
the speech:
 Hotel accommodation
 Food and drink
 Transportation from point of arrival for the duration of the visit
 Travel costs from their home destination. This includes flight costs (minimum of
‘premium economy / economy plus’ for flights over six hours), rail travel and car
mileage depending on the form of transport.

Commercial activities

Retail sales on the stand are permitted. However, these must not exceed 20% of the total
covered surface area of the exhibit or 100 square meters, whichever is the smallest area. For
stands that are larger than 2000 square meters then the area allocated for retail sales should
be determined through negotiation between organizer and exhibitor. Any product sold should
be related to the exhibit and linked with the exhibiting country and in a way that supports the
objectives of the exhibit.
Mr. Hasmet Suicmez
Secretary General
Expo 2016 Antalya

04 August, 2015
Dear Mr Suicmez,

EXPO 2016 ANTALYA – AIPH INSPECTION REPORT

I am writing to detail the key points raised during the inspection visit that I carried out
on 7 July 2015. Firstly I would like to thank you for your warm hospitality, as always,
when I visit Antalya. I was pleased that we could talk frankly and openly regarding
the development of the Expo. Of course you already know that in an ideal world you
would not be this far behind with the Expo construction, content development and
promotion. However, considering the time challenge that you have I note that good
progress has been made in building construction on the site. Based on the progress
you have made on this so far I am hopeful that you will meet your deadline of
completing these buildings by late December.

Evidence of detailed milestone planning for the final preparation of the buildings,
including the period available for the exhibitors, should be provided with your next
progress report.

Construction and Landscape

It is good that construction is progressing well. Although I am pleased to see this I

would also raise the concern that it is important that the planting of trees, shrubs and
other plants is not delayed due to construction works. Hopefully most external works
will be completed in September so that serious planting can take place then in the
Expo site. The period from September to the opening in April is a critical time for
newly planted trees and plants to establish so they have a chance of looking good by
the opening. You will need to ensure that those involved in building construction are
instructed to make space and access available to enable planting to take place from
then as so far only just over 50% of trees have been planted. If you wait till January
to complete planting then this will reduce the beauty of the site at opening. I have
significant concerns that from a horticultural perspective the site will not look good at
opening or even during the Expo. Please ensure that you are taking sound
horticultural advice as there is only one chance to make this successful.

One aspect of this is to ensure that the soil quality is good enough to make the plants
perform well. Sometimes when planting onto a ‘construction site’ the soil may have
been compacted or poor quality. Please can you provide some re-assurance to me
that you have checked soil quality and have plans in place to ensure plants planted
will go into the best possible soil and that soil is appropriate for the plants selected.

I am pleased that you are already in possession of the trees and shrubs that will be
planted. As regards other plants that you may require (e.g. annual and herbaceous
plants) then I would recommend that you make your orders for these as soon as
possible so nurseries can plan this into their crop production cycle. Due to the short
timescale that you now have for planting I would advise you to seek horticultural
advice on whether your current planned planting density is correct. In order to obtain
maximum impact with colour and foliage it may be necessary to plant more plants
and more densely than previously expected. Please do not compromise on this point
as it is so important to create a dramatic horticultural display. You are not creating a
city park, you are creating a horticultural spectacle that the world will want to come
and see.

It would also be beneficial to allow international participants access to the site at the
earliest opportunity to avoid any delays that could arise from wet weather in January
and February. It is also essential that a full irrigation system is installed by this time.

The definitive milestone concerning the availability of the space for the international
participants should be communicated to the participants as soon as possible. This is
an important signal concerning a successful preparation of the Expo 2016 Antalya.

Horticultural Features and Visitor Experience

I was very interested to hear from you about the plans for the mosaiculture
structures. This will introduce real innovation to the Expo and importantly these
structures can look beautiful in a very short amount of time so really can look at their
best during the Expo. As with all planting on the site it will be important to ensure
that there will be a succession of colour throughout the duration of the Expo and as
some plants start to pass their best there must be others to replace them so that
whenever visitors come to the Expo they see it at its best. As the mosaiculture
structures are so important for the Expo I am pleased to hear that these are being
trialled now to assess the plants and how they will respond in the Antalya climate.

One of the other horticultural features of the Expo is the use of native plants from
different regions of Turkey. As some of these native plants might not be in
mainstream cultivation by growers it is important that these plants are found as soon
as possible and procured for the site to avoid the disappointment of not being able to
find the plants if you leave it too late.

A lot of work was put into the development of the theme for the Expo. It is not clear
that this is still being carried through as proposed. You should consider appointing
people with responsibility for ensuring the theme is carried through.

Also, a key message of the Expo is ‘A Green Life for Future Generations’. This
means that sustainable, environmentally-friendly, practice should be seen in all
aspects of the construction and maintenance of the site. It will appear very
noticeable if you have the green plants but not ‘green’ practices.

In my report of July 2014 I referred to the need to promote best practices within the
Expo and to identify leading innovation that will be seen first at your Expo and will
become part of the legacy of your Expo. This need remains and I urge you to look
more closely at this.

Children Island is literally the central focus of the Expo. It is critical that this contains
something truly outstanding that brings together the goals of the Expo whilst
providing a unique and unforgettable experience. Please can you provide me with
further details regarding your plans for this area.

Fundamentally it will be necessary for the whole site to work as one and for there to
be a seamless flow of theme and communication to visitors. This will require a co-
ordinated signage and communication system that fully addresses the needs of
international as well as Turkish visitors. This should enhance the whole experience
and atmosphere provided by the Expo.
International Participation

As the Expo gets closer it becomes more difficult for you to secure participation from
other countries. In past reports and communications with your Agency I have
provided my recommendations for how to increase participation. To be successful in
this you need to really understand the benefits that participation will offer to other
countries and they may be different for different countries. For some the driver will
be political. At this stage this route is probably the most likely to be successful and I
would urge you to involve the top levels of the Turkish Government in inviting other
countries. The G20 summit in Antalya later this year provides another opportunity to
use political contact to secure participation. However, it will be no good to just
introduce the Expo to delegates at the meeting as that meeting is so close to the
Expo opening that you need to gain formal commitment by then. One idea is that
you could use the event as a platform for an 'Expo participation signing ceremony'.
For this to work it will be necessary for your team to do a lot of 'behind the scenes'
work with the participating Governments so that those present will collectively want to
sign to show their support and not be left out as those not participating. However,
this can only be achieved in close co-operation with the Turkish Government and
with intensive lobbying ahead of time in the target countries.

It would be helpful if you could prepare a "5 page" information document concerning
the Expo and the participation: garden, stand, national day, cultural activities,
science, B2B which can be given to potential participating countries. There must be
also a clear argumentation why the Expo and the participation of "the" country is so
important for Turkey. I am convinced, that a positive decision will be motivated
primarily from a political perspective.

The other route to encouraging participation is to demonstrate how that will help
these countries promote their country and its image as both a tourism and business
area. To do this you will need to find the relevant authorities in each country who
have an interest in this activity. For each country there needs to be a strong
'business case' prepared. I have made this point on numerous occasions previously
and this is still lacking. AIPH members can help you to gain the attention of their
governments but only if you provide them with compelling information and materials
to inspire them to participate.

Antalya also has sister cities around the world. These should also be approached to
gain their participation as a symbol of their relationship with Antalya.

For many countries or cities the issue of cost will be a significant barrier to their
participation. I would urge you to do what you can to reduce this barrier for potential
participants. You may also need to think of alternative ways of achieving
international participation than just having a garden/pavilion from each country. I
believe that Mr. Sven Stimac has some ideas for you on this.

For countries that will participate please can you confirm the date from when they will
be able to commence construction on the site.

I re-emphasise that the definitive milestone concerning the availability of the space
for the international participants should be communicated to the participants as soon
as possible. This is an important signal concerning a successful preparation of the
Expo 2016 Antalya.

Competitions

Competitions are an important feature of Expos. There will be the overall

competition between international and domestic gardens but you should also develop
other competitions related to horticultural products. Antalya has a vibrant cut flower
production industry so you should discuss with industry representatives about a
possible competition for their products. You need to use industry experts to develop
the rules and guidelines for such things. Maybe there are other horticultural
products, of national interest, that could be featured within competitions. For
example, tulips are famous in Turkey so maybe a tulip exhibition and competition
would be appropriate?

You are required to prepare the rules for competitions and the rules for the
international competition should be submitted to AIPH six months before the opening
of the Expo. AIPH is able to offer support in the development of the regulations and
organization of the judging.

Marketing and Promotion

Further work is urgently required to complete a compelling marketing and

promotional package for the Expo. You will remember the presentation from Mr. Bart
Dohmen (BRC Imagination Arts) at the AIPH Expo Conference in Paris. During his
presentation Mr. Dohmen described how the Expo needs to provide a full experience
for visitors. He talked about how a family may discuss where to go for the day while
they were eating their breakfast and he challenged Expo organisers to consider
whether they have presented a strong enough case to persuade a family to visit the
Expo rather than do something else. The current marketing for the Expo relies on
people already knowing what an Expo is and then loosely describing some of the
features. You must not assume that people know what an Expo is, in fact most
people have no idea. Even if they do know what an Expo is you still need to
persuade them that it is worth visiting. In beautiful Antalya you have so much
competition for attention that you will need to work hard to develop a compelling case
to attract visitors. I would strongly recommend that you utilise your own Ministry of
Culture and Tourism and the years of experience they have in knowing how to attract
visitors to Turkey.

For a successful marketing campaign you need to clearly define your target
audience. From what you have described it seems that you have three audiences:

• International tourists

• Domestic visitors

• Business / trade visitors

You are still predicting that you will welcome 8 million visitors of which 75% will be
tourists. This relies on you persuading around 50% of all tourists visiting Antalya to
visit the Expo. It is my view, based on the experience of past expos, that you will not
attract this many international visitors. Many visit Antalya with a pre-planned itinerary
or with the aim of just staying in their hotel, playing golf or some other activity.
However, I know that you have carried out your research on this. If you are still
convinced that you will attract such a high proportion of international visitors then you
need to have firm agreements in place with national and international tour operators
as soon as possible. For many this may already be too late.

If you have difficulty enticing tourists to visit the Expo site during the daytime then
another option you have is to run night-time events. If you do this then the site will
need to be appropriately lit. The night time visit experience will be completely
different to the daytime experience so you need to plan for that separately. Any
events to be staged at night (or in the day for that matter) need to be planned well in
advance. High quality entertainers (singers, dancers, performers, etc) book ahead a
long time so you need to get them into the diary as quickly as possible.

Of course you are also hoping to attract the citizens of Antalya to the Expo.
However, it is my view that you should increase your emphasis on attracting Turkish
citizens from other parts of Turkey as well. Traditionally Expos attract more domestic
than international visitors. I believe this will also be the case for Antalya so greater
promotion within Turkey should be carried out.

To attract business/trade visitors then you need to establish business focused

events. This can be done by developing a B2B component to national days and
wider promotion to the horticultural trade. Sponsorship of the International Grower of
the Year competition is one way to do this as discussed when we met. It is important
to develop your B2B plans as soon as possible.

I was pleased to hear that the Expo website will soon be updated. Please ensure
that this is packed full of compelling reasons for visitors to come.

AIPH is also able to help you promote the Expo. You have a page on the AIPH
website (http://aiph.org/aiph_event/antalya-2016-turkey-a1/) but to make this more
useful to you I need better information to include on the site. AIPH also has an
international media database and we would be happy to promote key messages
about the Expo through this channel if you provide me with good quality press
information in English.

Tickets and Pricing

Just before I left you shared with me your proposed new plan for ticketing. Overall I
believe that you are now pursuing the correct strategy with this. A higher value ticket
price demonstrates a higher perceived value for the Expo. The proposed price of 20
Euros per adult is in line with other expos in Europe. Importantly you are also
planning a strategy to make tickets available at lower prices, or free of charge, to
many citizens and tourists through partnership deals with other Turkish businesses
that are in contact with your target audience. This is a good strategy which will help
to raise awareness of the Expo and drive visits. However, these 'deals' with industry
should be done soon to maximise the benefit.
AIPH is currently preparing a new chapter for the AIPH Expo Guide. This chapter
will cover options for ticketing systems. We would be happy to share the results of
this research with you if that is helpful to you.

AIPH Green City Conference

Although previously you had planned to hold this during 2015 we agreed during our
meeting that this should be held during the Expo instead. AIPH Green City
Committee Chair, Ms. Karen Tambayong, has already provided your agency with a
detailed suggestion for the content of this event. When you are ready to develop this
further and we can assist in sourcing speakers and in promotion.

AIPH Congress and Expo Progress Report

I would like to invite you to present a report on progress during the Marketing &
Exhibitions Committee meeting of the 67th AIPH Annual Congress which will be held
in Stresa, close to Milan in Italy on 21 October 2015. The Congress runs from 20-23
October and includes a visit to the World Expo in Milan on 22 October. I have sent
details to you about this event. During your presentation please provide up-to-date
photos of the state of progress at that time.

AIPH Expo Guide

Following our meeting I gave you a copy of the new AIPH Expo Guide. I have also
sent this to your team members electronically. This Guide is there to help you and
does not replace the AIPH Regulations for Exhibitions.

Contract with AIPH

For all AIPH approved exhibitions we are now requiring that a contract is signed by
both AIPH and the organiser. This details our mutual obligations. We discussed this
contract when we met and I will send this to you separately.
Once again I would like to thank you again for hosting my visit. I am encouraged by
the progress and I will report this to AIPH members. I would like to continue to
receive regular updates from you and please do ask if you require further assistance
from AIPH.

Yours sincerely

Tim Briercliffe
Secretary General

C.c. Mr. Kevin Chung, Chairman AIPH Marketing & Exhibitions Committee
Mr. Vic Krahn, President, AIPH
Mr. Bernard Oosterom, Vice-President, AIPH
Mr. Osman Bagdatlioglu, AIPH Board Member
Ms. Anca Anghel, BIE