WESTPEX 2009

Stamp Show

WESTPEX Guest Society Policy

WESTPEX encourages philatelic groups to hold meetings in conjunction with our stamp show.  Local, regional or national meetings will be accommodated as long as space is available. Space is limited, so groups wishing to meet at WESTPEX are encouraged to make a reservation as soon as possible.

Most years WESTPEX has been pleased to feature one or more of our guest societies as a major participant in our stamp show. Featured societies are chosen from among those groups that have asked to hold a major meeting at WESTPEX.  The Board and the group(s) enter into an agreement generally as follows:

WESTPEX provides:

1. WESTPEX web site advertising space for the society's meeting with linkage to the society's web site.
2. Listing the society's meetings and exhibition in the Prospectus and in brochures/fliers.
3. Priority meeting space for the society.
4. Space for a feature cover article of the society or specialty in the Show Program.
5. An initial exhibit frame allotment (this reserved allotment has a cutoff that expires 30 days prior to the deadline for general exhibitors).
6. Signage and table for the society. Two free passes to WESTPEX are included.
7. (When possible) invitations to two dealers nominated by the society.
8. A jury that is competent in the field/specialty of the society (suggestions welcome).

The Featured Society provides:

1. A liaison to work with the WESTPEX Committee and the liaison's contact details.
2. Society web site advertising for the WESTPEX meeting with linkage to the WESTPEX web site at www.westpex.com. The society should be prepared to provide a logo and website and email contact information to the WESTPEX Webmaster.
3. Timely meeting space requests, and at least one seminar or presentation that is open to the public.
4. [Optional] Advertising and/or feature article for the Show Program.
5. Advertising in the society's journal for the meeting and exhibition at WESTPEX.
6. Commitment and good faith effort to fill the agreed allotment of exhibit frames by the cutoff date.  The allotment is generally agreed upon between 35 and 80 frames.  Extra frame requests will be given special consideration provided they are made by the cutoff date.  After the cutoff date, subsequent requests will be considered along with general exhibitors.  Substantial shortfall in the number of frames actually taken up against the commitment may revoke the special status and benefits provided by WESTPEX.
7. A copy of the Program and Palmares from the last WSP show featuring the society.
8. Suggestions for specialist dealers to be invited to WESTPEX.
9. Special awards as warranted by the number and quality of exhibits. NOTE:  Special awards are not a requirement for participation, but it is strongly suggested that special awards make a special exhibition that much more special. If society awards are made available, they must be part of the WESTPEX Palmares process.  No separate award ceremonies are permitted.

Generally only one society is invited to be the WESTPEX Featured Society for any one year, and generally WESTPEX does not invite any society that has been featured in the prior seven years.

If two or more societies are invited for a particular year, the allotment of frames may be apportioned, the invited specialist dealers may be split, and the table space may be shared.

After a society has been chosen, the society must select a representative to work with the WESTPEX Committee to ensure that expectations are met on both sides. Our preference is to have a liaison with access to email for ease of communication at minimal cost.

An example of the usual timeline followed by the WESTPEX Board to select a society for 2009:

• MAY 2006: Review requests from societies wishing to meet at WESTPEX in April 2009.
• SEP 2006: Confirm choice with the society selected by the Board. Place society's name and date of meeting and linkage on the WESTPEX web site.
• SEP 2008: Begin distribution of WESTPEX Committee minutes to society's representative and invite society's representative to WESTPEX Committee meetings.

WESTPEX Contacts (see roster or web site www.WESTPEX.com for current contact details):

The Application Form will provide guidance for the society's representative in providing the above information.