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VAPEX 2008
An American Philatelic
Society Accredited National Level Exhibition
PROSPECTUS
The
Virginia Philatelic Federation, Inc
will hold its 35th National Stamp Exhibition
Friday, November 7 - Sunday, November 9, 2008
at
Holiday Inn Patriot
VAPEX 2008
Conditions for Exhibiting
A: ELIGIBILITY
- VAPEX is open to all collectors, regardless of philatelic affiliation, who conform to the rules contained in this Prospectus, and apply on the Official Entry Form.
- All material exhibited must be owned by the person (or an immediate family member) whose name appears on the Official Entry Form. Material with dual or corporate ownership entered for competition is respectfully declined.
- The exhibit must not contain material being offered for sale during the course of the show.
- An exhibit whose material was purchased or inherited substantially intact may not be exhibited until at least 50% of its content is composed of material from other sources.
- Junior exhibitors must be under the age of 21 on November 6, 2008.
- Exhibits that have won the Grand Award at a previous VAPEX, won the APS - sponsored Champion-of-Champions competition or been in that competition three times, won an international Grand Prix (national, international or honor), or won three large gold medals at the international level are not eligible to compete.
- Exhibitors' names will appear in the program and will be used in conjunction with the awards. To remain anonymous, exhibitors must so advise the Exhibits Committee on the Official Final Entry Form and furnish a pseudonym.
B: EXHIBITS
- General
Competition Exhibits must comprise a minimum of two frames and a
maximum of ten frames.
Youth Competition Exhibits must comprise a minimum of one frame and a maximum of ten frames.
Single-frame Competition Exhibits are by definition limited to one frame. - An exhibitor may request consideration of more than one exhibit providing separate Official Entry Forms are submitted for each exhibit. No more than two exhibits will be accepted from the same person.
- The exhibit must be mounted on pages, numbered on the back in sequential order. Each page must be enclosed in a transparent sheet protector, closed on three sides.
- Public display portions of exhibits must not show the name of, or otherwise identify, the owner of the exhibit -- although the name and address is permitted on exhibited covers.
C: FRAMES AND FLOOR PLAN
- Exhibits will be displayed in 3ft. by 4ft. standard aluminum frames which hold 16 pages (up to 9 by 12 inches) mounted in rows of four pages. Entries with larger, vertical or odd-sized pages may be accommodated but must receive the prior approval of the Committee before they can be accepted.
- Every effort will be made to avoid splitting an exhibit between rows or turn a corner. The Committee reserves the right to place exhibits according to its own plan. Committee decisions are final.
D: JUDGING AND AWARDS
- A panel of no less than five APS - accredited judges will be appointed by the Committee for all exhibits.
- Judging, under the leadership of a Chairman of the Jury, will be on an open competition basis. Each exhibit will be judged on its own merits, against accepted standards of philatelic achievement and in accordance with the APS Manual of Philatelic Judging. The decision of the judges shall be final and without appeal.
- All General Competition Exhibits will be judged on the basis of five levels of award: Gold, Vermeil, Silver, Silver-Bronze, and Bronze. The Committee will place at the disposal of the jury a sufficient number of VAPEX medals, with no limitation on the number of awards that can be made at each level. The VAPEX Grand Award will be awarded to the exhibit determined by the judges to be the best in the competition. The VAPEX Reserve Grand Award will be given to the next best exhibit.
- Youth exhibits will be judged under the special rules prescribed in the APS Manual of Philatelic Judging.
- Single-Frame Competition Exhibits will be judged on the basis of six levels of award: Single-Frame Platinum, Single-Frame Gold, Single-Frame Vermeil, Single-Frame Silver, Single-Frame Silver-Bronze, and Single-Frame Bronze in accordance with the APS Manual of Philatelic Judging. The VAPEX Best Single-Frame Award will be given to the exhibit determined by the judges to be the best in that class.
- The Committee will make every effort to obtain special awards and make them available to the jury. These awards will be given at the discretion of the jury and in compliance with the criteria established by their donors.
- The winner of the VAPEX Grand Award shall be eligible for, and will be expected to enter, the APS Champion-of-Champions competition.
E: EXHIBIT CLASSIFICATION
- Divisions are used to assist in the arrangement of exhibits and to determine eligibility for special awards.
- The exhibitor should select, and indicate on the Official Entry Form, the classification that best describes the exhibit.
- The Exhibition Committee for exhibit placement, and the jury for awards, may reclassify an exhibit into a different category. The final classification category rests with the jury, whose decision will be final and without appeal.
- The following divisions, per APS guidelines, have been established for VAPEX:
- Postal Division (Traditional, Postal History, Aerophilately, Astrophilately, Special Studies, Postal Stationery)
- Revenue Division (Traditional, Revenue History, Special Studies)
- Thematic Division
- Illustrated Mail Division (Advertising Covers, Patriotic Covers, Corner Cards, Cacheted, Illustrated, and Imprinted Covers/Cards, First Day Covers, Maximaphily)
- Charity / Promotion / Cinderella Division
- Display Division
F: LIABILITY AND INSURANCE
- No liability will be attached to VAPEX, any of its officers, directors, Committee members or representatives, or to the Virginia Philatelic Federation, Inc., or to The Holiday inn Patriot or any of its employees or departments; nor will any responsibility of any kind attach to VAPEX for any loss or damage whatsoever to any material, whether submitted for competition or not for competition, arising from any cause or reason whatsoever.
- Exhibit owners authorize VAPEX, together with its committees, to act as their agent. Owners agree to accept all acts done by the aforementioned parties, and further agree to hold each and all of these free and harmless from any liability by reason of any and all such acts. All conditions printed herein shall be binding.
- VAPEX will take all practical precautions to ensure exhibit safety and proper handling during the exhibition, including 24-hour professional security surveillance.
- Any desired insurance is the exhibitor's sole responsibility and should be provided for all periods of VAPEX to include the time the exhibit is in transit to and from the exhibition, or in storage, and while on exhibition at VAPEX.
G: LOGISTICS
- Exhibits will be mounted Thursday evening, November 6, 2008. Mailed-in exhibits will be mounted by the Committee with such other volunteer assistance as may be required.
- Exhibitors desiring to mount their own exhibits should arrive at the VAPEX site (Holiday Inn Patriot) between 4:00 pm and 8:00 pm Thursday, November 6, 2008.
- Exhibits will be dismounted starting as soon as possible after the close of VAPEX on Sunday, November 9, 2008, at the direction of the Committee. For security reasons, no exhibit will be dismounted earlier (travel plans should be made accordingly; any departure flights should not be scheduled before 8:00 pm). The exhibit may be removed thereafter only when signed for by the exhibitor or duly authorized agent (as indicated on the Official Entry Form), and only when checked out and released by the Committee.
- The order in which exhibits are dismounted will be determined by lottery. Dismounting of mailed-in exhibits will not start before all exhibitors, or their authorized agents, who are in attendance, have dismounted their exhibits.
- Exhibits will be returned as directed by the exhibitor on the Official Entry Form provided payment in full has been received. It is strongly recommended that USPS Express Mail service be utilized.
- Mail-in exhibits should be sent to David Collins, POB 2471,
H: FEES AND ENTRY PROCEDURES
- Potential exhibitors must submit the completed Official Entry Form by September 30, 2008.
- Space for a 25-word (or less) description of the exhibit is provided on the Official Entry Form. This description (subject to editing, if necessary) will be used in the official VAPEX program.
- SIX (6) copies of the Title Page and/or synopsis of the exhibit MUST ACCOMPANY the Official Entry Form. These may be modified at a later date, if desired. Copies of Title Pages and/or synopses will be distributed to the judges prior to the show to aid them in understanding the exhibit.
- General Class Exhibit entry fees are $8.00 per frame;
a flat $5.00 for Youth (regardless of exhibit size); and a flat $25.00 per
exhibit for Single-frame Exhibits. Frame fees and return postage, if
necessary, must be paid at the time of submission of the Official Entry
Form. Checks, made payable to VAPEX, and all Official Entry Forms must be
mailed to: Tom Fitzpatrick,
- Entry Form. Acknowledgment of receipt does not constitute acceptance of the exhibit.
- Confirmation of the exhibit being accepted or declined, will be mailed October 5, 2008 or before.
- The Committee reserves the right to accept or reject any exhibit for any reason whatsoever. Exhibitors are advised that entries from members of convening societies will receive preference for frame allocation.
- Failure to exhibit after receipt by VAPEX of the Official Entry Form forfeits the entry fee.
I: GENERAL
- Any and all questions that may arise concerning the exhibition and not provided for by these rules and regulations shall be decided by the Committee at its sole and absolute discretion, and whose decision shall be final.
- Signing of the Provisional Entry Form by either the exhibitor or the exhibitor's duly authorized agent shall signify understanding and unqualified acceptance of all rules, regulations, and conditions printed in this Prospectus.
- Latest details of VAPEX may be obtained from the Web-site: http://members.aol.com/vashow/.
VAPEX 2008
ENTRY FORM
Closing Date: September 30, 2008
Exhibitor's Name:
Mailing Address:
.
City, State, and Zip
Code:
.
Telephone Number:
.
..
.
e-mail address:
...
..
.
Exhibit Title:
.
Description:
Number of Frames
Requested:
.
Indicate
Classification of Exhibit (see APS Manual of Philatelic Judging: How
Exhibits are Judged, 5th edition, 2002, for explanations of these
classes):
|
General
Class |
Single Frame Class |
|
Postal
Division
Revenue
Division
Thematic
Division
Illustrated
Mail Division
Charity/Promotional/Cinderella
Division
Display
Division |
Postal
Division
Revenue
Division
Thematic
Division
Illustrated
Mail Division
Charity/Promotional/Cinderella
Division
Display
Division |
|
Youth
Class (age as of 6 June 2008)
|
Postcard Class |
Please indicate
society affiliations in order to qualify for special awards available only to
society members
Member of a Virginia Philatelic Federation affiliated club
First time exhibitor
REQUIRED &
OPTIONAL FEES
Amount enclosed for
frame fees at $8.00 per frame (Youth $5.00 per exhibit) $
Amount enclosed for
one frame exhibit(s) at $25 per frame $
Amount enclosed for
return postage and insurance $
Total $
If you do not wish
your name used in the program or palmares please provide a pseudonym under which
you wish to be listed:
.
Exhibitor plans to
attend VAPEX yes no
Exhibit will be
delivered by: Self Agent * Mail**
Exhibit will be
returned by: Self Agent * Mail**
* If this box is
checked, please provide the name of the Agent:
.
** If this box is
checked, you must mail the exhibit to arrive between October 25 and November 4,
2008, and provide return Express Mail fees. VAPEX
strongly recommends the use of USPS EXPRESS Mail both to and from the
exhibition.
I, the undersigned, have read the rules for exhibiting and
hereby certify that I am eligible to exhibit under the terms outlined
therein. I further understand that if
accepted as an exhibitor, I will be responsible for insuring my exhibit, and
agree that no liability for loss or damage to any of the materials exhibited
will attach to VAPEX, any of its officers, directors, Committee members, or
representatives, the Holiday inn Patriot Hotel, or any of its employees or
departments.
Exhibitor's
Signature:
.
Please complete this form in type
or block letters, and return with six
copies of the title page and/or a synopsis of the exhibit, and a check in US funds, made payable to VAPEX, for
all applicable fees to:
Entry Forms and Fees Get Mailed
to: Exhibits Get
Mailed to:
Tom Fitzpatrick David
Collins