New Zealand Philatelic Federation Exhibition Coordinator’s Duties

1.
General
1.1 The New Zealand Philatelic Federation (NZPF) exhibition coordinator is appointed by, and is responsible to, the executive committee of the NZPF.
1.2 The coordinator must be appointed an ex-officio member of the jury and be entitled to the same considerations as other members of the jury.
1.3 The coordinator must be invited and has the right to attend any meeting of the exhibition organisers, to receive copies of minutes and request copies of any correspondence he/she considers necessary.
1.4 The coordinator will help organisers anticipate and resolve any problems that might arise.
1.5 The coordinator may enter an exhibit in the exhibition but only in the jury class (see Article 4.1.1.3 of the Regulations for National Exhibitions) if available.
2.
Duties under the Regulations for National Exhibitions
2.1 Approvals
2.1.1 The coordinator must approve the Exhibition Individual Regulations prior to printing (see Article 3.3).
2.1.2 The coordinator must approve any subsequent amendments to the Exhibition Individual Regulations prior to circulation (see Article 3.3).
2.1.3 The coordinator must be consulted prior to an approach for financial assistance being made to an outside body (see Article 3.5.1).
2.2 The coordinator must ensure any contract between the NZSDA and the organising committee in terms of the NZPF/NZSDA Support Agreement has been negotiated and signed at an early stage in the planning for the exhibition.
2.3. If the exhibition organising committee has accepted electronic media as part of a literature class or exhibition, the coordinator will check that suitable provision has been made for judges and visitors to view exhibits.
2.4 The coordinator will check that the exhibition organising committee have allowed adequate space between frames to allow reasonable access and viewing of exhibits, provision has been made for adequate seating for visitors, and that fire egress is to the required standard.The coordinator should ensure that the exhibition committee places classes and displays that will be of interest to the general public (such as open, thematic, one-frame, postcards and youth) near the entrance and that New Zealand Post stand be given prime place near the entrance.
2.5 The coordinator will verify that all proposed jurors have:

  • been selected from the current National Judges Register; and
  • an Australian judge has been included in the jury (see Article 3.4.2); and
  • any NZPF approved judge/commissioner from an FIAP country has been included in the jury (see article 3.4.2 and 3.4.5).
2.6 The coordinator must be involved in discussions regarding the disposal of any profit resulting from the exhibition. See Article 8.1.
2.7 The coordinator must ensure that no entries are accepted from banned exhibitors (see Article 5.1.4).
3.
Reports
3.1 The coordinator must submit a written status report to the secretary of NZPF at least three weeks prior to each of the last two NZPF executive committee meetings prior to the exhibition.
3.2 The coordinator must submit a written final report to the secretary of NZPF as soon as possible after the exhibition but at least three weeks prior to the first NZPF executive committee meeting after the exhibition. The report should contain at least the following:

  1. Report on any cases where the regulations for national exhibitions have not been adhered to and any extenuating circumstances regarding the non-compliance.
  2. Report on any entries which did not appear at the exhibition and any extenuating circumstances regarding the non-appearance.
  3. Report on any judges who said they would participate and then did not appear at the exhibition and any extenuating circumstances regarding the non-appearance.
  4. Ensure that an awards list, preferably in electronic format, is sent to the webmaster as soon as possible after the exhibition so that this may be posted on the NZPF web pages.
3.3 The coordinator’s duties shall not cease until the following reports have been received by the secretary of NZPF.

  1. Chairman of the Jury report.
  2. Exhibition organiser’s report together with a copy of the reviewed financial statements pertaining to the exhibition (see Article 8.3).
4.
Other Duties
4.1 Organise transport to and from the exhibition, of the regionally located NZPF display stands and other display material and recruit and organise volunteers to man the NZPF counter/table.
4.2 Notify as early as possible the Philatelic Foundation Christchurch of any overseas judges or other visitors who would be likely candidates to give a series of Robert Samuel memorial lectures while in New Zealand.