Estex 2018 Special Regulations Estex_2018.pdf

 

1. Organizers, Purpose, Time and Venue

The International Estonian Philatelic Society (IEPS) ESTONIA will organize the Estonian  Philatelic Exhibition  EstEx 2018.

The purposes of EstEx 2018 are

-        to celebrate the 100 years anniversary of the Republic of Estonia

-        to commemorate the 100 years anniversary of the first Estonian stamps

-        to improve the philatelic contacts and cooperation around the Baltic Sea

The EstEx 2018 exhibition venue is the Hall B in Estonian Fairs Ltd, Pirita tee 28, 10127 Tallinn from Friday July 13th until Sunday July 15th 2018.

EstEx 2018 has been given FEPA recognition.

 

2. Regulations

The exhibition is governed by:

-        The General Regulations of the FIP for the Evaluation of Competitive Exhibits (GREV);

-        The Special Regulations of the FIP for the Evaluation of Competitive Exhibits (SREV);

-        The Nordic Regulations for the Evaluation of Picture Postcard Exhibits;

-        These Special Regulations EstEx 2018.

These Special Regulations are available in Estonian and English on the EstEx 2018 website (www.estex2018.eu).

 3. Exhibition Classes

EstEx 2018 will include approximately 500 frame sides. The exhibition classes are as follows:

 1. Non Competitive Classes

1. Juror class

2. Invited class

3. The Estonian Postal Muesum exhibit

 2. Competitive Classes

2.1.   Traditional Philately

2.2.   Postal History

2.3.   Aerophilately and Astrophilately

2.4.   Postal Stationery

2.5.   Thematic Philately

2.6.   Open Philately

2.7.   Modern Philately

2.8.   Revenues

2.9.   Postcards

2.10. Youth Philately

2.11. Philatelic Literature

One frame exhibits are allowed in classes 2.1 – 2.9.

In the classes 2.1. – 2.8. exhibits are grouped into:

  1. a National Group – Estonia;
  2. an International Group – all other countries and areas.

In the class Open Philately (2.6) it is allowed to include up to 50 % non philatelic items in the exhibit.

The Philatelic Literature class (2.11) can also be entered by philatelic publications made for electronic media.

The class for Youth Philately (2.10) is subdivided according to age as follows:

  1. Up to 15 years;
  2. 16 to 18  years;
  3. 19 to 21  years.

The age group in the Youth Philately class is determined by the exhibitor’s age at 01.01.2018.

The Organizing Committee has the sole right to apply limitations concerning the number of accepted exhibits or the number of frames allocated to a certain exhibit. However the number of frames will not be less than five if the exhibit is not a one frame exhibit.

4. Participation and Qualification

Entitled to participate in EstEx 2018 are members of the National or Youth Philatelic Federations of the Baltic Sea and Nordic countries and all members of the IEPS Estonia. All Estica exhibits around the world are also entitled to participate in the exhibition.

The qualification requirements for participation in classes 2.1. – 2.9. are that the exhibitor, with his/her exhibit, has been awarded at least a Silver medal (70 points) in a national level exhibition. The same requirements apply to one frame exhibits. Exhibits in Literature Class (2.11) do not have this requirement.

For Youth Philately class (2.10) the qualification requirements are at least a bronze medal (60 points) in age group A and at least a silver medal (70 points) in age groups B and C.

The Organizing Committee can, on request from the national commissioner, approve exhibits that do not qualify according to the rules above.

The exhibitors must appreciate, and confirm, that they are only allowed to show items owned by themselves. The major part of the exhibit shall have been the property of the exhibitor for at least two years before the exhibition.

An exhibitor is allowed to apply for participation with more than one exhibit.In case of shortage of available frames the Organizing Committee can reject more than one exhibit per exhibitor.

Participants may exhibit  under a pseudonym. The identity of the exhibitor shall be known to the Organizing Committee and the jury.

Jury members and jury apprentices can not participate in a Competitive Class.

Stamp catalogues or philatelic journals/periodicals exhibited in the Literature Class shall have been published  during 2016 or later. Philatelic magazines shall exhibit the latest annual edition. All other literature exhibits shall have been published in 2016 or later. All exhibits in the Literature Class (2.11) shall be sent to the exhibition organization in two copies and they will remain the property of the exhibition after the show.

This exhibition is qualifying for participation in, by FIP or FEPA, approved international exhibitions. This does not include exhibits in the Postcard Class as no FIP exhibition exists for exhibits in that class.

5. Languages

Estonian exhibitors may show their exhibits in Estonian. However the introdutory page/plan/title page must be written in English. All other exhibits shall be shown either in English or German.

Application form and synopsis shall be written in English or German.

6. Applications

All applications for participation must be submitted through the National or Estonian comissioner.

For each exhibit a specific electronic application form is needed. The form is available from the National commissioner and on the EstEx 2018 website (www.estex2018.eu). The application form shall be sent to the appropriate National commissioner not later than 01.02.2018 and shall be received by the Organization Committee not later than 28.02.2018. Applications concerning Estonica exhibits from countries outside Estonia shall, regardless of exhibitor’s nationality, be sent to the Estonian commissioner. Mailing addresses for applications will be notified on the website.

The introductory page/plan/title page of the exhibit must be submitted together with the application. The introductory page can be sent electronically as well. The introductory page can be preliminary and can be altered after the exhibit has been entered, although the name of the exhibit must remain the same. The exhibitor can also attach a voluntary synopsis of his or her exhibit along to the application. Electronic transmission of application with attachments is allowed only with relevant electronic signature. All other applications have to be sent by ordinary mail. For exhibits in the Literature Class (2.11) no introductory page is requested.

The Organization Committee will inform applicants of accepted exhibits and number of frames allocated not later than 15.04.2018.

The exhibition catalogue will show the title given in the application form. In addition a brief description can be provided for the catalogue.

The Organization Committee can without any explanation approve or reject applications. The decisions of the Committee are communicated through the respective commissioners.

7. Fees

Participation fee in the competitive classes (2.1-2.9) is 25 EUR per frame. However, for one frame exhibits in (classes 2.1-2.10) the fee is 30 EUR. In the Literature Class (2.11) the fee is 30 EUR per exhibit. There will be no fee for the Youth Class (2.10)

Applicable fee for participation should be paid to the National commissioner, according to given invoice, not later than 15.05.2018. The National commissioner transfers the accumulated participation fees to the Organizing Committe on later notice, however not later than 15.06.2018.

Every exhibitor will receive one exhibition catalogue and a list of results (Palmarès).

8. Exhibition Frames, Sheet Size and Frame Allocation

The exhibits (except in the Philatelic Literature class, 2.11) will be mounted in standard Nordic frames with the display dimensions of 89 x 119 cm. Each frame can hold 16  sheets size A4 (210 x 297 mm) in four rows of four (4x4). Exhibits mounted on sheets size A3 (297 x 420 mm) are accepted. However it should be notified on the application form. No other sheet size is allowed!

In Competitive Classes (2.1 – 2.9) each exhibit must have at least five and not more than eight frames. In addition one frame exhibits are allowed in classes 2.1 – 2.9.

In  Youth Philately Class (2.10) the number of frames is as follows:

Age group A: Min. 2 and max. 4 frames (32-64 sheets);

Age group B: Min. 3 and max. 5 frames (48-80 sheets);

Age group C: Min. 4 and max. 5 frames (64-80 sheets.)

9. Medals, Prizes and Diplomas

  1. The non-competitive exhibits in class 1.2. will be awarded a large vermeil medal;
  2. Grand Prix EstEx 2018 is awarded by the jury to the highest scored exhibit;
  3. Grand Prix National is awarded by the jury to the highest scored exhibit in the National Group (Estonia);
  4. Grand Prix International is awarded by the jury to the highest scored exhibit in the International  Group (all other countries and areas);
  5. All Grand Prix awards are valuable pieces of art and are given instead of gold medals. Grand Prix can be awarded only if the exhibit concerned has scored enough points for a gold medal.
  6. For classes 2.1 – 2.9 and 2.11 the following medals are available: Gold, Large Vermeil,  Vermeil , Large  Silver,  Silver,  Silver Bronze and Bronze;
  7. For the Youth Philately class (2.10) the following medals are available : Vermeil , Large  Silver,  Silver,  Silver Bronze and Bronze;
  8. All exhibits in the Competitive Classes are also given a certificate informing about achieved medal  level and points awarded the exhibit;
  9.  Exhibits not awarded a medal will receive a Certificate of Participation.
  10.  Exhibits in classes 2.1 – 2.11 can, in addition to the medals, be awarded special  prizes by    the jury.

10. Jury

Exhibits in the Competitive Classes will be judged by a jury approved by the Organizing  Committee. The jury members will be elected from candidates nominated by National Philatelic Federations and they shall at least  be qualified as Nordic jurors. In addition one or more FIP level jurors can be invited from outside the Nordic countries. Jonas Hällström (Swe, FIP juror), RDP FRPSL, has accepted nomination as President of the Jury.

The jury can, without consulting the exhibitor, transfer an exhibit from one Competitive Class to another. The jury is, in its evaluation, independent of earlier results obtained by the exhibit. The decisions of the jury are final and can not by appealed.

The work of the jury is carried out according to the FIP Regulations for Evaluation of Exhibits (GREV and SREV).

If the jury discovers manipulated, fake or improved items in an exhibit without a proper description of this fact in the exhibit, it may be downgraded, at least, by one medal level. A report on this will be sent to the commissioner, the exhibitor and his/her respective National Philatelic Federation.

The jury and the Organizing Committee have the sole right to ask experts to inspect items in any exhibit. The respective commissioner should always be present at such inspection.

11. Obligations for Exhibitors

All communication between an exhibitor in a Competitive Class and the Organizing Committee or the jury shall go through the respective commissioner. This does not apply to invited exhibits.

Every sheet of an exhibit shall be inserted in a transparent protective cover and numbered. The sheets belonging to a certain frame shall be inserted in a frame envelope, which will be delivered to every exhibitor before the exhibition. The name of the exhibitor shall be shown on the reverse side of each individual sheet.

The letter „e“ should be marked next to expertized items. Certificates of expertization, or copies thereof, shall be placed behind the exhibit sheet concerned in the protective cover.

No other material than exhibit sheets shown, in frames, will be accepted during EstEx 2018 (except Literature Class exhibits). Thus no item mounted on sheets can be thicker than 5 mm.

Existing synopsis may be attached to the first frame of an exhibit in a transparent pocket size A4.

12. Delivery of Exhibits and Mounting

Exhibits from Estonia and Estonica exhibits from countries outside Estonia, which are not handed in personally should be sent by mail to the Estonian commissioner. Mailing address will be notified in conjunction with information about acceptance of the exhibit. Please note that the text EstEx 2018 is not allowed in the address. They should reach the exhibition on 01.07.2018, at the earliest, and on 07.07.2018 at the latest. Personal delivery of exhibits  can take place until 10.07.2018 at 1 p.m.. Postage fee for delivery of exhibits is a matter for the exhibitor. All exhibitors will be notified when their exhibit is received.

Delivery of exhibits from other countries is to be  handled by the respective commissioners.

Exhibitors, or their representatives holding a proxy from the exhibitors, are allowed to mount their own exhibits if notified in the application form. In all other instances the Organizing Committee will take responsibility for mounting the exhibits through the respective commissioner. Exhibitor, or his/her representative, should ensure that the exhibit is mounted in the frames not later than 11.07.2018 at 6 p.m. Mounting, by exhibitors themselves is allowed to start on 11.07.2018 at 9.a.m. and should be assisted by a member of the exhibition staff.

Exhibits in the Literature Class (2.11) shall have arrived to the exhibiton, in two copies, not later than 01.06.2018. Mailing address will be notified in conjunction with information about acceptance of the exhibit.

If an exhibit is not delivered, or mounted, within the time limits given above, the exhibitor is not entitled to participate in the exhibition. The frame fee is not refundable.

13. Dismounting of Exhibits

Dismounting of exhibits will start immediately after closing down the exhibition on Sunday July 15th. Dismounting by an exhibitor himself/herself has to be assisted by a member of the exhibition staff. The exhibitor concerned shall notify this in the application form and has to report to appropriate commissioner before dismounting and after dismounting the exhibit.

14. Customs Regulations 

Information about required customs declarations and other documents will be given by the National  commissioners.

15. Security Matters and Insurance Requirements

The Organizing Committee will take all necessary measures to protect exhibits during the exhibition, but will not accept responsibility for any item loss or item damage caused to the exhibits.

It remains the  exhibitor’s sole responsibility to have a valid and full coverage insurance policy for the exhibit both during transportation to and from the exhibition, as well as during the exhibition. The insurance policy shall be sent to the appropriate National commissioner not later than 15.05.2018. Lack of valid insurance policy will automatically exclude the exhibit from participation in the exhibition (however not relevant for exhibitors from Estonia due to the national insurance system)

16. Additional Information

Additional information, which is important for all participants in the exhibition, will be published only on the website of the exhibition (www.estex2018.eu). Therefore it is important to monitor coming updates.

17. Changes and Inconsistencies

The Organizing Committee is entitled to modify these Special Regulations. Exhibitors should be informed about this as soon as possible if it occurs. Information will be given only through the official website of the exhibition.

The Organizing Committee is also entitled to make final decisions in matters that can not be resolved through these Special  Regulations, or through  regulations mentioned in section 2.

The exhibitor accepts these Special Regulations and is obliged to comply with them by signing the Application Form.

Any judicial demands should be delivered to the Organizing Committee by 17.07.2018 at the latest. Those judicial disputes should be handled according to Estonian Law in an Estonian court.

If the English and the Estonian version of the Special Regulations are contradictory, the English version overrules the Estonian version.