1. ROPEX 2002 is being held March 8-10 at the Diplomat Banquet Center, #1 Diplomat Way (1956 Lyell Avenue), Rochester, NY, 14606. It is located just east of I-390, taking Exit 21, and a mile from the airport.

Submitting an Entry

2. Early application is recommended, as frames are usually filled by early December. The Exhibit Committee reserves the right to reject any exhibit.

3. Materials exhibited must be the bona fide property of the exhibitor and prepared by the owner. An exhibitor’s name may not appear within the exhibit, however names and addresses on covers are allowed.

4. All exhibits will be shown using 3' wide by 4' tall frames, each holding sixteen 8 1/2" x 11" pages. Oversized pages (including 9"x12") require the advanced approval of the Exhibit Committee. Each exhibit page must be inserted into a protective transparent sleeve or envelope, preferably enclosed on three sides. Index card stock is recommended as a stiffener for each exhibit page. Pages should be in "mountable" order, numbered progressively on the reverse.

5. All entries must be made on official entry forms and be accompanied by the correct fees. The frame fee is $8.00 per 16 page multi-frame exhibit, with a maximum of 10 frames per exhibit. Single frame exhibits are $15. For junior exhibitors (under 19 years old) the frame fee is $4.00 per 16 page frame. Signing of the entry form denotes acceptance of all rules and regulations of ROPEX.

6. Exhibitors are asked to submit the form along with a one or two page summary, synopsis, outline and/or title page to be reviewed by the ROPEX committee for consideration.

7. Send no money now. Acceptance will be acknowledged in a timely manner. Entry fees will be due upon acceptance. Make checks payable to ROPEX.

8. Failure to present an exhibit after an entry has been accepted forfeits the entry fee paid.

Mail-In Exhibit Instructions

9. Details for mail-in exhibitors will be sent out approximately one month before the show. Do not send exhibits before receiving this information.

10. Mail-in exhibits must be sent prepaid with complete return postage and appropriate forms/labels. Such instructions must be made prior to the closing of the show.

Walk-in Exhibit Instructions

11. Personally delivered exhibits will only be received by the Exhibit Committee between the hours of 2:00 PM. and 6:00 PM on the Thursday preceding the show.

Judging

12. The jury will consist of a panel of five APS accredited judges and up to two apprentices. The judges' decisions shall be final in all cases.

13. Exhibits in the national Open Class will be judged independently using APS/ATA standards of philatelic exhibiting. These will be judged on the basis of five levels of awards, and sufficient awards at each level will be placed at the disposal of the judges. Unless otherwise requested, one frame exhibits will be judged by AAPE standards. Unlimited first, second and third place awards will be given in the Display Class. The grand award will be presented to the "best in show" and become our representative in the next APS "Champion of Champions" at STAMPSHOW. Additional special awards will be given exhibits meeting specific criteria at the discretion of the judges. Exhibitors’ names will be listed in the program and in post-show publicity. All exhibitors will receive a copy of the exhibition program and Awards Palmares.

Show Closing

14. Exhibits will be dismantled starting at 4:00 PM Sunday, and as a safety precaution, only when all visitors have exited. No exhibit may be removed prior to that time. It will then be released by the Exhibit Committee only when signed for by the exhibitor or his duly authorized representative.

Insurance & Security

15. Exhibitors must provide their own insurance. All reasonable care will be taken to ensure the safety of all exhibits, including armed guards around the clock. However, no responsibility shall be attached to the Rochester Philatelic Association, Inc., its members, ROPEX, the ROPEX Show Committee and/or its representatives, the Exhibit Committee, the Diplomat Banquet Center & Hotel, employees, or all other voluntary assistants, for any loss of, or damage to, an exhibit arising from any cause whatsoever.

16. Questions concerning the exhibition and not provided for by these Rules and Regulations will be decided by the ROPEX Show Committee.

Awards Dinner

The ROPEX banquet will be held on Saturday evening, with awards being presented to exhibitors in attendance. Tickets will be available only through advanced registration. Details will be sent to all interested exhibitors prior to the show.