NZPF Approved Regulations for National Exhibitions

[first adopted 7 July 1996]

CONTENTS
Article 1 National Exhibition Philosophy
Article 2 Types of National Exhibition and Organisers
Article 3 National Exhibition Management
Article 4 National Exhibition classes
Article 5 Entries in National Exhibitions
Article 6 Awards
Article 7 Expenses
Article 8 Financial Accountability
Article 9 Other Entries [Non National entries]
Article 10 Literature Exhibitions
Article 11 National One Frame (16-page) Exhibitions

 


 

Article 1 Philosophy

1.1 The New Zealand Philatelic Federation (NZPF) sees exhibitions as a suitable opportunity to promote the hobby, demonstrating to all, its cultural and educational values, and as a means for New Zealanders to qualify for international exhibitions.
 

Article 2 Types of National Exhibitions and organisers

2.1
Types
2.1.1 A “national philatelic exhibition” is defined as any stamp exhibition, the entries in which are judged in accordance with the national judging standard (defined in Section D-2), the awards from which, qualify the exhibit for exhibitions held under the patronage, or auspices, of the Fédération Internationale de Philatélie [FIP] or the Federation of Inter-Asian Philately [FIAP].
2.1.2 A “general exhibition” is an exhibition for all or most of the classes contained in Article 4.
2.1.3 A “specialised exhibition” is an exhibition restricted to one or several exhibition classes, contained in Article 4.
2.1.4 A “national one frame exhibition” is a specialised exhibition restricted to the one-frame class and operating in terms of Article 11.
2.1.5 The type, size or frequency of national exhibitions will be determined by the NZPF whose decision shall be final.
2.2
Organisers
2.2.1 A national exhibition may only be organised by a financial member of the NZPF.
2.2.2 An autonomous body set up for the purpose of organising a national exhibition must become a financial member of the NZPF upon approval of their application.
2.2.3 Membership of the NZPF by an autonomous body set up to organise an exhibition shall not cease until final financial statements and reports are received by the secretary of NZPF and where appropriate the Registrar of Incorporated Societies. [see also Article 8]
2.3
Application Form
An application to stage a National Philatelic Exhibition shall be made to the secretary of NZPF on the form provided. [see Appendix A1]
 

 Article 3 National Exhibition management

3.1
Patronage
3.1.1 National exhibition organisers must seek, and be granted the patronage of NZPF. In approving applications to hold national exhibitions the executive committee of the NZPF will be mindful not to approve more exhibitions in a single year than New Zealand Post is prepared to sponsor. [See NZ Post/NZPF agreement]
3.1.2 Applications for NZPF patronage for a national exhibition must be forwarded to the secretary of Federation at least two years before the proposed date of an exhibition.
3.1.3 Applications for NZPF patronage for a “specialised national exhibition“ must be forwarded to the secretary of NZPF at least twelve months before the proposed date of an exhibition.
3.1.4 Special circumstances may arise in which Paragraph 3.1.2 and Paragraph 3.1.3 cannot be met, in which case NZPF reserves the right to grant “special circumstance” patronage.
3.1.5 Patronage obliges the exhibition organisers to observe the “Approved Regulations for National Exhibitions”.
3.1.6 In the event of the exhibition organisers’ failure to observe any of the “Approved Regulations for National Exhibitions”, the secretary of NZPF shall advise the exhibition organisers in writing that they are in breach of the regulations, that patronage may be withdrawn, and the right to be recognised as a national exhibition revoked.
3.1.7 Should exhibition organisers, after being advised by the secretary of NZPF under Paragraph 3.1.6, fail to comply with the “Approved Regulations for National Exhibitions” within 21 days, the secretary will convene a meeting of the NZPF executive to discuss the withdrawal of patronage.
3.1.8 Patronage entitles the exhibition organisers to the support of all NZPF members.
3.1.9 Under the terms of the sponsorship contract with New Zealand Post, NZPF patronage obligates national exhibitions to offer New Zealand Post the first right of refusal to be the major sponsor of the exhibition. If New Zealand Post agrees to sponsorship, the national exhibition is obligated to sign a standard sponsorship agreement with New Zealand Post and New Zealand Post will have naming rights for the exhibition as detailed in the contract. Modifications to the standard contract are discouraged and any modifications must be negotiated with and approved by both New Zealand Post and NZPF. The amount of New Zealand Post sponsorship depends on the number of competitive frames at the exhibition and is detailed in the contract. Payment of the sponsorship will be via the National Philatelic Trust who may impose conditions of their own on the national exhibition before paying out the sponsorship money.
3.1.10 Under the terms of the support agreement with NZSDA, NZPF patronage obligates organisers of national exhibitions to sign an Exhibition contract with the NZSDA. The support agreement, among other things, provides that the NZSDA has first call on all philatelic trade stands excluding New Zealand Post, other postal administrations and those allocated to members of the NZPF. Modifications to the standard contract are discouraged however there is scope to provide for the specific circumstances relating to a national exhibition within the contract signed under the agreement (see clause 3.5 of the agreement).
3.2
Fees
3.2.1 Each application to stage a national philatelic exhibition, (except specific one frame exhibitions) shall be accompanied by payment to NZPF of the required registration fee. The registration fee is $200.
3.2.2 In the event of an application to hold an exhibition being declined the registration fee will be refunded.
3.2.3 In the event of an application to hold an exhibition being approved, the registration fee will not be refunded under any circumstances, including the later cancellation of the exhibition.
3.2.4 A patronage fee will be payable based on the number of frames (sides) used by the exhibition. Frames (sides) used means all frames erected at national exhibitions including, among others, frames used for invited displays, youth entries and NZPF frames used for philatelic or non-philatelic material not eligible for national exhibition philatelic classes as defined in Article 9.  The patronage fee is $6.00 per frame (side).  Entries in the literature class will be levied at the same rate as the patronage fee but on a per entry basis rather than a per side basis.A special arrangement has been reached with the Manawatu Philatelic Society (sponsors of the biennial specialized literature exhibitions held in Palmerston North) to waive the patronage fee for their biennial specialized literature exhibitions in return for certain services, namely:

  • The books and other literature retained after the exhibitions by the Manawatu Philatelic Society library must be made available for loan to New Zealand domiciled members of societies affiliated to NZPF.
  • A list of the literature entered into the exhibition and retained by the Manawatu Philatelic Society library must be distributed to every NZPF member society within three months of the close of the exhibition.
  • A comprehensive list of all literature exhibits entered into the specialized literature exhibitions held in Palmerston North must be made available in suitable electronic format to the NZPF webmaster as soon as possible after the close of the exhibition with the intention of publishing this compendium on the NZPF web pages.
3.2.5 The patronage fees are to be paid to NZPF Treasurer within one month of the close of the exhibition and will be substantiated by enclosing with the payment a copy of the catalogue/programme published by the exhibition organisers, identifying all competitive entries accepted.
3.2.6 The patronage fees will be inclusive of those entries which, for whatsoever reason did not arrive for display.
3.2.7 The national exhibition organizing committee is permitted to charge a fee to youth exhibitors but this fee shall not exceed $10 per frame (side) including the NZPF patronage fee. [This regulation shall not preclude exhibition organisers from requiring an additional deposit. The deposit will be returned with the entry]
3.2.8 Use of the NZPF patronage fees:

  1. to recognize the official support and input of the national federation
  2. so exhibitors contribute towards the costs of NZPF supporting the exhibition in a variety of ways, including:
    • maintenance of the NZPF Resource Kit, particularly the section on national exhibitions
    • providing material to the Association of New Zealand Philatelic Judges regarding exhibition classes and associated rules, guidelines and mark sheets
    • input to the training and ongoing development of national judges
    • establishing and maintaining relationships with other national federations with a view to provide input to New Zealand exhibitions
    • maintaining a schedule of exhibits qualifying for international competition, and belonging to the appropriate international organizations, including FIP and FIAP.
3.3
Individual Exhibition regulations (Prospectus)
3.3.1 The exhibition organisers will draw up their own individual regulations for the organisation of the exhibition. [ The basis for individual regulations is shown in a sample prospectus.]
3.3.2 The individual regulations must be submitted to and be approved by the NZPF Coordinator before publication.
3.3.3 Subsequent modifications to individual regulations [Paragraph 3.3.1] require the approval of the NZPF Coordinator before publication.
3.3.4 No modification to the individual regulations should normally be made after the acceptance of final entry forms.
3.3.5 Any proposed modification to the individual regulations after the acceptance of final entry forms must first be approved by the NZPF Coordinator and, if approved, announced immediately to all concerned.
3.4
Jury Selection
3.4.1 Members of the jury including the Chairman shall be selected from the NZPF register of accredited judges, unless specifically approved by NZPF.
3.4.2 Accord judges appointed to the jury must be made as outlines in paragraph 3.5.3:

  • at least one Australian judge should be included in the jury. [Refer to the APF/NZPF accord.]
  • on alternate years, starting 2015, one judge from the UAE. [Refer to the EPA/NZPF accord.]
3.4.3 Organisers may appoint one or more apprentice judge(s) who shall be from the NZPF register of approved apprentices.
3.4.4 Every endeavour is to be made to hold a judges’ critique of the exhibits for interested participants, during the time of the exhibition.
3.4.5 The exhibition organising committees of national philatelic exhibitions are encouraged to consider appointing a judge/commissioner from an FIAP country to provide a wider range of exhibits and broaden judges’ experiences. Appointment of such a judge/commissioner is subject to clause 3.5.2.
3.4.6 As the NZPF co-ordinator could be made privy to information normally known only to the jury he or she is ex-officio a member of the jury and therefore bound by the confidentiality of the jury room and may only exhibit in the jury class. The NZPF co-ordinator may be a normal member of the jury.
3.4.7 The Chairman of the Jury is not eligible to enter any competitive class (including the jury class).
3.4.8 The Chairman of the organising committee must not be a normal member of the jury as the role organising the exhibition will not allow him or her to undertake a full jury role.
3.4.9 Judges who are appointed solely to judge the Jury class should be outside the jury room and be required to attend only the first jury meeting and the meeting immediately prior to the critique session.
3.5
Communications
3.5.1 Organisers must consult with the NZPF Coordinator before seeking assistance from outside bodies whose attitudes and responses are important to other philatelic exhibitions.
3.5.2 Organisers wishing to appoint overseas commissioners and/or judges (e.g. from a FIAP country) must obtain the approval of NZPF prior to making any appointment.
3.5.3 Where an Australian or other overseas commissioner and/or judge is to be appointed the request must be made to the Australian Philatelic Federation or respectively the appropriate national federation and must be made through the secretary of NZPF. Approval of the appropriate national federation must be obtained before any individuals are approached.
3.5.4 New Zealand Post sponsorship may be included in the patronage of NZPF per Paragraph 3.1.9 and the NZ Post/NZPF agreement. Once NZPF patronage for a national exhibition has been granted, New Zealand Post will be so notified by NZPF. After New Zealand Post has agreed to provide sponsorship and the sponsorship contract signed with the exhibition, the sponsorship money may be requested from the New Zealand National Philatelic Trust in the year of the exhibition. See also Paragraph 6.2.3.
3.5.5 Philatelic and postcard societies may wish to hold a meeting or seminar at or in conjunction with an exhibition. If required, these societies will approach the organizing committee directly to secure a venue and a place on the programme. The NZPF encourages exhibition organizing committees to be supportive of such requests.
3.6
Sales Stands/Tables
3.6.1 When the NZPF approves a national exhibition the secretary of NZPF shall advise the secretary of the New Zealand Stamp Dealers’ Association (NZSDA) of that approval and provide the contact details for the exhibition organizing committee.
3.6.2 The secretary of the NZSDA will advise the exhibition organising committee and the secretary of NZPF who is to be the dealers’ representative for the exhibition.
3.6.3 The NZSDA representative and the organising committee will operate under the terms of the Support Agreement for NZ National Exhibitions and the Contract signed between the organising committee and the NZSDA pursuant to the agreement.
3.6.4 On request, without charge, New Zealand Post and NZPF will be provided with a stand and may sell stamps and other philatelic products.
3.6.5 National exhibitions may make sales stands available to foreign postal authorities and NZPF members, should this be requested. The size of such sales stands and the fee (if any) charged is to be determined by the exhibition management.
3.7
Acceptance of Special Awards
Special awards at National Exhibitions may be accepted by the exhibition organisers. Such awards shall be awarded only at the discretion of the Chairman of the Jury after consultation with jurors.
3.8
Exhibition Entry Form
The entry form for a national exhibition (normally sent to potential exhibitors with the exhibition prospectus), in addition to such information as is required by the exhibition management and the exhibition jury for the administration and judging of the exhibits, will request the following information from the exhibitor:

  1. confirmation that the exhibit is owned by the exhibitor (ref. Paragraph 5.1)
    1. the name of the NZPF member society or Australian Philatelic Federation member society of which the exhibitor is a member; or
    2. where a judge/commissioner from an overseas country has been invited the entrant attests they are directly or through a named society affiliated with that country’s national federation.
  2. whether or not the exhibitor is a 1st or 2nd time exhibitor at a national exhibition. Applies to adult exhibits (in order to determine eligibility for the ‘Federation Cup’, ‘One-frame Tray’, Marcel Stanley Trophy or the ‘Banfield Cup’ – ref: Paragraph 6.4.2)
  3. whether or not the exhibitor is a New Zealand resident (in order to determine eligibility for the ‘Federation Cup’, ‘One-frame Tray’, Marcel Stanley Trophy, or ‘Banfield Cup’ ref. Paragraph 6.4.2).

Any special entry conditions for classes (e.g. adult development) must be included in the Individual Exhibition Regulations.

Exhibition committees would be well advised to require that a copy of the front page of the exhibit and the exhibit fee be submitted with the exhibition entry form.

3.9
Customs
Where commissioners are appointed by the Australian Philatelic Federation or other overseas national federation the organising committee shall employ the NZPF nominated customs agent (currently J F Ross Brokers Ltd, Auckland) and comply with any requirements prescribed by NZPF or their nominated customs agent.
 

Article 4 National Exhibition classes

4.1 The following classes are available for national exhibitions. For a general exhibition all or most classes should be included and for a specialized exhibition one or more classes.
4.1.1 Division 1 Non-competitive or restricted competition
  1. Court of Honour
  2. Invited Displays
  3. Jury and Judges – this class may be competitive if a separate panel of non-competing judges is used. Entries in this class shall not be eligible for special prizes.  Literature class is not available as a competitive entry within the jury class.
  4. Championship class – this class is restricted to exhibits which have received a gold or large gold medal at an FIP or FIAP exhibition in the ten years preceding the date of the exhibition. The class will be judged by a panel of appropriately qualified judges separate from the exhibition panel judging all other classes. It is expected this class will be offered at intervals of no less than five years and requires specific approval of NZPF to be included in the exhibition.
4.1.2 Division 2 Competitive – FIP Classes
    1. Traditional Philately *
    2. Postal History* including
      1. Postal history
      2. Marcophily
      3. Historical, Social or Special Studies
    3. Postal Stationery
    4. Aerophilately
    5. Astrophilately
    6. Maximaphily
    7. Open
    8. Revenues
    9. One-frame – any of the above classes
    10. Youth – ages are as at 1 January in the exhibition year
      1. up to 15 years.
      2. 16 – 18 years.
      3. 19 – 21 years

* Classes may be divided into sub-classes geographically or by time periods.

4.1.3 Division 3 Competitive – Non FIP Class
  1. Cinderellas
  2. Frugal Philately
  3. First Day Cover
  4. Modern (any discipline primarily using material issued in the last 30 years)
  5. Youth Development class
    1. below 13 years (8 or 16 pages)
    2. 13 – 15 years (8 or 16 pages)
    3. 16-21 years (16 pages)
  6. Youth Developing Exhibit
    1. 16 -18 years one-frame
    2. 19 – 21 years one- or two-frame
  7. Adult Development class (½, 1 and 2 frames for novices)
4.1.4 Division 4 – Entries Not Provided for Elsewhere
4.1.5 Division 5 Postcards
  1. Modern
    1. One or two frame
    2. Three to eight frames
  2. Postcards other than modern
    1. One or two frame
    2. Three to eight frames
4.2
Literature [including electronic media]
4.2.1 Literature may be included in a national exhibition having classes shown in 4.1 or it may be a separate national literature exhibition.
4.2.2 If Literature is included in a multi-class national exhibition it is to be treated as a separate exhibition so as to allow judges for the literature class to exhibit in other competitive classes.
 

Article 5 Entries in National Exhibitions

5.1
General requirements
5.1.1 Exhibits must be owned by the exhibitor. If the exhibit has been purchased as a complete exhibit, it must have been owned for at least 18 months prior to the exhibition.
5.1.2 Participation in the adult competitive classes of a national exhibition is restricted to:

  • exhibitors who are current members of societies affiliated with NZPF,
  • current members of societies affiliated with the Australian Philatelic Federation;
  • when a judge/commissioner from another country has been invited, exhibitors affiliated with that country’s national federation may participate in the competitive classes; and
  • as otherwise expressly approved by NZPF.
5.1.3 Subject to the requirements of Paragraphs 5.1.1 and 5.1.2:

  • A trust or an incorporated society or an estate may enter an adult competitive exhibit at a national exhibition
  • A company may not enter a competitive exhibit at a national exhibition with the exception of the literature class.
  • In the case of the death of an exhibitor, an entry is valid if the entry form has been submitted while the person is still alive and the entry has been accepted by the organizing committee. After this time the exhibit would be deemed to have changed ownership.
  • Stamp dealers may enter an exhibit at a national exhibition but only in their own name (i.e. not in the name of their company) and provided that the material is owned by them (i.e. not owned by a limited liability company or partnership).
  • An exhibit entered and accepted in the competitive classes of a national exhibition from any of the above persons or organizations is also eligible for special prizes at the exhibition (unless otherwise precluded by the regulations, e.g. judges in the jury class).
5.1.4 No exhibit may be accepted from an exhibitor who has been banned from national exhibitions by NZPF (list available from the secretary of NZPF).
5.2
Adult entries
5.2.1 With the exception of the one-frame, development and 1- or 2-frame postcard classes, the maximum size of an adult entry shall be 128 standard sheets (8 frames) and the minimum size, 32 standard sheets (2 frames). This rule does not preclude an exhibitor substituting two or more standard pages with one or more double, or larger, but the entry must still be capable of being contained without undue difficulty in the display frames. The entire entry shall be displayed by the exhibition organizers and judging shall be carried out with the entry fully mounted in the frames.
5.2.2 An adult entry of one frame or 5 or more frames entered under Division 2 (see Art. 4.1.2), on being awarded a vermeil or higher medal will be added to the NZPF register of qualified exhibits for an FIP or FIAP exhibition.
5.2.3 The final allocation of frame numbers per entry shall be determined by the organizers in conjunction with the Chairman of the Jury.
5.2.4 The Chairman of the Jury is prohibited from entering any competitive class and jurors at an exhibition may only enter a competitive class under subclass 3 of Article 4.1.1. For the literature class, see Paragraph 4.2.2.
5.3
Youth entries
5.3.1 Where in any exhibition there is a Youth Class, entries should, except for a development class in terms of 5.3.2, follow the same age groups and frame space allocations as laid down by the FIP except that the youth group A at the national level may include any person under 15 years old.
5.3.2 National exhibitions are encouraged to provide the opportunity for an exhibitor who is developing a new exhibit to enter it in age group B as a one-frame or age group C as a one- or two-frame exhibit (non-FIP class).
5.3.3 National exhibitions are encouraged to provide youth development classes (competitive non-FIP classes) for new exhibitors and for previous exhibitors who have not yet previously received 65 points or more for any exhibit at a national exhibition in sub-classes

  1. below 13 years (8 or 16 pages)
  2. 13-15 years (8 or 16 pages)
  3. 16-21 years (16 pages).
5.4
Exhibition Chairman’s responsibility
5.4.1 The Chairman of the Organizing Committee, prior to judging, must ensure that all entries in the competitive classes (Article 4) are exhibited in a continuous run of frames. (An entry may go around a corner if absolutely necessary.)
5.4.2 The Chairman of the Organizing Committee shall submit a final report on the exhibition. It must contain the financial statements (Article 8.1), suitability of the venue, New Zealand Post involvement, entries not supplied from exhibitors who have submitted a ‘final entry form’, and any problems encountered.
5.5
Pseudonyms
An exhibitor may enter his exhibit under a pseudonym. The Secretary of the Exhibition and the Chairman of the Jury must be notified of the true identity of the exhibitor.
 

Article 6 Awards

6.1
Non-competitive Classes
Exhibitors in the non-competitive classes may receive a suitable memento for their exhibit at the discretion of the exhibition organisers.
6.2
Competitive classes
6.2.1 Entries in the competitive classes which, in the opinion of the jury, meet the criteria set out in the national judging regulations shall be awarded the appropriate number of points and a corresponding medal award. The judging rules to be used for a national exhibition are those that are in effect (and published in the judging regulations) at the time the prospectus for the exhibition is approved by the NZPF exhibition coordinator.The table of awards to be presented to exhibits, according to the points attained, are as follows:

Award National International
Large Gold 90 – 100 95 – 100
Gold 85 – 89 90 – 94
Large Vermeil 80 – 84 85 – 89
Vermeil 75 – 79 80 – 84
Large Silver 70 – 74 75 – 79
Silver 65 – 69 70 – 74
Silver Bronze 60 – 64 65 – 69
Bronze 50 – 59 60 – 64
6.2.2 Medals, subject to clause 6.3, shall be made available to the jury for awards in the competitive classes, with no restriction as to their numbers.
6.2.3 Grand Award:
The Grand Award is awarded to the exhibit with the greatest philatelic merit. The Grand Award is normally donated by New Zealand Post. [Refer to NZ Post / NZPF Agreement.] Application for the award should be made by the organising committee to New Zealand Post after they have been notified that the exhibition has been approved by the NZPF.Acceptance of the donation of a Grand Award prize from New Zealand Post obligates the exhibition committee to also thank New Zealand Post for the prize and for their sponsorship of the exhibition. Exhibition committees should ensure that New Zealand Post receives a formal thank you letter immediately after the exhibition and that New Zealand Post’s sponsorship is acknowledged at the Palmares and in all exhibition publications.
6.2.4 Runner up to the Grand Award:
The Runner up to the Grand Award is awarded to the exhibit with the second greatest philatelic merit. The Fletcher Cole Trophy is available for this award. The trophy is funded from the Fletcher Cole Memorial Trust. Application for the award (currently up to $500) should be made by the organising committee to the Trust through the secretary of NZPF.
6.2.5 Special Awards:
Organisers may solicit and accept “special awards”. Such awards shall be awarded only at the discretion of the jury.
6.2.6 Special awards will not normally be made below Large Silver medal level.
6.2.7 Felicitations:
In addition to any award, the jury may express “felicitations” for entries which have distinguished themselves by philatelic research or originality. Such an award may only be given once for an exhibit.
6.2.8 Certificates:
Every award will be supported by a “certificate”, recording the award, Felicitations if expressed, the name of the exhibitor and the title of the entry.
6.2.9 Jury judging sheets:
Exhibitors will be provided with a ‘fair’ copy of the jury’s judging sheet.
6.2.10 Palmares:
The exhibition organizing committee shall publish the results of the judging of the competitive classes in an awards list. This publication shall list all medals, felicitations and special prizes as well as the points awarded by the jury to each competitive exhibit. The awards list, in an editable electronic format shall be forwarded to the NZPF at webmaster@nzpf.org.nz immediately after the exhibition.
6.3
Medals
6.3.1 Medals shall be awarded for entries in classes where medal levels are assessed except those of adult development 8-page (½-frame) [these entrants will be eligible for the ‘Len Jury’ medal (see paragraph 6.3.3)] and youth development. Originality in size or shape is acceptable.
6.3.2 Medals awarded need not be engraved with the name of the recipient. Where this service is offered, organisers may charge an additional fee to cover this cost.
6.3.3 The ‘Len Jury’ medal, intended for first-time exhibitors, will be forwarded by the secretary of Federation after the exhibition with a suitably worded letter congratulating the exhibitor and indicating future exhibits will be watched with interest.
6.4
Special Awards
The following special awards are available at national exhibitions in New Zealand. The list is not restrictive and other special awards may be granted subject to the conditions in Paragraph 6.2 above.
6.4.1 Campbell Paterson Ltd Award:
This may be used for “an outstanding New Zealand entry”. The award is funded by Campbell Paterson Ltd. Application for the award should be made by the organising committee to the sponsor (P. O. Box 5555, Auckland 1141). The award consists of NZ$500 cash award per national exhibition. If the jury decides that no entry merits the designation “outstanding”, the award compounds to a maximum of NZ$1,000 for the next national exhibition. The interpretation of whether an exhibit is “outstanding” or not, is left entirely to the discretion of the jury. The purpose of the award is to promote the collecting of New Zealand stamps and postal history. Literature exhibits relating to New Zealand stamps and postal history are also eligible to win the prize. It is hoped by the donor that the prize money will be used by the winner for philatelic pursuits. There is no restriction on the medal level received by the exhibit at the exhibition nor on whether the exhibit has won any other special prizes.
6.4.2 NZPF Travelling Awards
NZPF travelling awards are presented on behalf of NZPF at a national exhibition, as described below, and are returned for presentation at the next national exhibition or for a maximum of one year whichever occurs first.

  1. Federation Cup
    The ‘Federation Cup’ is awarded by the jury of every national exhibition (excluding literature only exhibitions) to a “novice” exhibitor, whom the jury feel is deserving of encouragement, for an entry of three or more frames in a New Zealand national exhibition. A winner of the ‘Federation Cup’ is not eligible to win it a second time.
  2. One-frame Tray
    The ‘One-frame Tray’ is awarded by the jury of national exhibitions which include the one-frame class to a “novice” adult exhibitor, whom the jury feel is deserving of encouragement, for a one-frame entry of philatelic material in a New Zealand national exhibition.
    “Novice”, for the purposes of (a) and (b), is defined as any New Zealand resident entering a national exhibition for the first or second time. All FIP classes plus Open are eligible except Youth or Literature.
  3. Phyllis Turnbull Trophy
    The Phyllis Turnbull Trophy is a trophy available courtesy of the Phyllis Turnbull Trust to the best exhibit by a lady philatelist.
  4. Marcel Stanley Trophy
    This award is a trophy made available by the Royal Philatelic Society awarded by the jury of national exhibitions which include Adult 1- or 2-frame development classes (open to first time exhibitors) to the entrant in such a class who the jury feel is deserving of encouragement.
  5. Banfield Cup
    The Banfield Cup is a trophy made available by Jenny Banfield awarded by the jury of national exhibitions which include Adult ½-frame development classes (open to first time exhibitors) to the entrant in such a class who the jury feel is deserving of encouragement.
6.4.3 Administration of NZPF travelling awards
National exhibition organization committees need to include questions on the entry form for the exhibition to determine whether an applicant is a first or second time national exhibitor or not. [Refer 6.4.2(a), (b), (d) and (e)]
The chairman of the jury is charged with determining the eligibility of an entrant to win the award.
NZPF is charged with getting the award engraved with the winner’s name.
The secretary of NZPF is charged with ensuring the winner of the award returns it to NZPF in advance of the next following national exhibition or after one year.
6.4.4 Richard Armstrong Memorial Award
This award is available through the Trustees of the Zeapex Philatelic Trust and the Postal History Society of NZ in the form of a sum of money to be available to the most deserving youth exhibitor who has exhibited in a National Youth Class for the first time. A trophy, bearing the Medal of Philatelic Excellence awarded to Richard Armstrong in 2006, is awarded and held for one year by the recipient or by NZPF where the person given the award is not domiciled in New Zealand.
The exhibition organising committee should, once entries have closed and the potential exists for the award to be granted, write to the Zeapex Trust seeking confirmation that a sum of money would be available and the amount.
The chairman of the jury is charged with determining the eligibility of an entrant to win the award.
NZPF is charged with getting the travelling award engraved with the winner’s name and obtaining reimbursement from the Zeapex Philatelic Trust.
The secretary of NZPF is charged with ensuring the winner of the award returns it to NZPF in advance of the next following national exhibition or after one year.
 

 Article 7 Expenses

7.1
Jurors
7.1.1 Organisers should make every effort to meet the travelling expenses of members of the jury.
7.1.2 Organisers should make appropriate accommodation arrangements or pay accommodation expenses.
7.1.3 Australian Jurors: In the case of Australian Judges, the Organising Committee must cover the economy airfare and accommodation. [See APF / NZPF Accord]
7.1.4 Emirate Philatelic Association (EPA) Jurors: In the case of a juror appointed under the accord with EPA, the Organising Committee must provide appropriate accommodation including breakfast and provide travel for the jurot to and from the local airport and the accommodation [see EPA/NZPF Accord].
7.2
NZPF Coordinator
7.2.1 Organisers shall be responsible for all reasonable expenses incurred by the NZPF appointed coordinator with respect to the exhibition.
7.2.2 The NZPF coordinator’s expenses while attending NZPF meetings shall not be the organiser’s responsibility.
7.3
Exhibitors
Exhibitors shall be provided free of all costs, two admission passes for the duration of the exhibition, a copy of the official exhibition catalogue and an awards list.
 

Article 8 Financial accountability

8.1
Financial statements
8.1.1 Financial records covering any national exhibition must be kept and reported separately from the normal financial records of the society or other body under whose auspices the exhibition is being run. (This can be easily set up by running a separate suffix bank account alongside the society’s main normal account.) They must be reported on to NZPF, as provided in paragraph 8.3 below, both annually and finally as a whole for the complete period over which the organizing committee has been operating. The reports will include a Statement of Financial Performance, a Statement of Financial Position, a Statement of Accounting Policies and Notes to the Accounts for the period over which the organising committee for the exhibition has been operating. Attached to these documents shall be the financial review, which will report on all of the previously mentioned statements.
8.1.2 In the event of an exhibition making a financial profit the NZPF coordinator must be involved in discussions regarding its distribution and use for the good of philately in New Zealand.
8.1.3 In the event that a national exhibition has accepted New Zealand Post sponsorship, such sponsorship will be paid out via the New Zealand National Philatelic Trust. The Trust requires that all national exhibitions receiving New Zealand Post sponsorship and which make a profit contribute a portion of that profit back to the Trust for use of future exhibitions and other works of the Trust according to the following regulation:
8.1.4 As a condition of accepting a grant from New Zealand Post, all national exhibition committees shall agree to return a portion of such grant when a financial profit is recorded from the exhibition. The monies returned shall be according to the following formula:

  • 10% of the first $5,000 profit or portion thereof,
  • 25% of the next $5,000 profit or portion thereof and
  • 40% on all profit over $10,000.
  • Amounts less than $100 need not be returned.

The money to be returned will not exceed the grant initially provided. A reviewed statement of accounts and balance sheet must be provided by the exhibition committee to the secretary of the New Zealand National Philatelic Trust.

8.2
Financial review
8.2.1 A person with suitable financial experience (and who is independent of the organising committee), must be appointed to review the Financial Statements of an exhibition or where the exhibition is being staged by an existing Member, to review the Financial Statements applicable to the staging of the exhibition itself.
8.2.2 The review shall ensure that all payments (other than reimbursement of out of pocket expenses) made to members of the exhibition organisers, the husband or wife of any organiser, to any company controlled by a exhibition organiser, member, or his or her husband or wife are individually itemised in the financial statements.
8.2.3 The review shall certify that the Financial Statements meet with the requirements of Articles 8.1.1 and 8.2.2 of the Approved Regulations for National Exhibitions.
8.3
Reporting
A reviewed Statement of Financial Performance together with a Statement of Financial Position must be submitted to the secretary of NZPF:

  1. in the lead up to the exhibition on request by the secretary and must be provided within three months of that request; and
  2. within six months of staging the exhibition.

The final financial statements must also be sent to the New Zealand National Philatelic Trust in order that they might verify that the correct portion of the exhibition profit (if any) has been returned to the Trust.

 

Article 9 Other entries

9.1
Entries not eligible for National Exhibition competitive classes.
9.1.1 Exhibition organisers may accept entries of philatelic or non-philatelic material (e.g. cigarette cards, banknotes, stock certificates) for competition from persons or countries other than as stipulated under Paragraph 5.1.2 (including entries less than the minimum size required under Paragraph 5.2.1 and Paragraph 5.3.1).
9.1.2 An entry accepted under this Article must be placed in a clearly designated separate class.
9.2
Judging entries not eligible for National Exhibition competitive classes
9.2.1 The judging standards for entries accepted under this Article shall be the responsibility of the organisers and/or the Chairman of the Jury.
9.2.2 Persons, not on the Register of National Judges may be appointed to judge entries accepted under this Article.
9.3
Awards for entries not eligible for National Exhibition competitive classes
 9.3.1 Awards for entries under this Article will be designated gemstone awards as follows.

Gemstone Points
Diamond 90 – 100
Ruby 80 – 89
Emerald 70 – 79
Sapphire 60 – 69
Topaz 50 – 59
9.3.2 An entry under this Article shall not be eligible for any award donated for the National Exhibition competitive classes specified in Article 4.
9.3.3 Publication of awards made under this Article in any exhibition catalogue must be clearly designated as such and separated from awards made for entries in classes specified under Article 4.
 

Article 10 Literature Exhibitions

10.1 The following rules apply to a national literature exhibition held in conjunction with a national exhibition with other classes and to a separate national literature exhibition.
10.2 Entries may be exhibited by the author, compiler, editor, publisher, sponsoring organisation or society or any other individual holding proprietary rights.
10.3 A separate application form should be used for entries in the literature class. In addition to the other information required by the exhibition organising committee, this form should also include the publication date, publisher, number of pages, frequency of publication [for periodicals] and a means of ordering the publication [address and price].
10.4 The exhibition organising committee shall decide the number of copies required and the entry fee to be paid.
10.5 Handbooks and special studies should have been published within 5 years prior to the exhibition year. For all other entries the publication date should be within 2 years prior to the exhibition year. For periodicals, it is preferable to exhibit the most recent one or two complete volumes or years and the relevant date is the date of the last issue of a complete volume or year.
10.6 Entries shall normally be in English or bi-lingual including English. For publications not in English, it is at the discretion of the chairman of the jury whether to accept these depending on the ability of the jury to adequately judge them [for example, it may be possible to judge a catalogue in a foreign language but not a handbook].
10.7 A reading area shall be set aside so that visitors can study literature exhibits.
10.8 It is recommended that the publishers and prices of literature entries should appear in the exhibition catalogue.
10.9 If electronic entries are accepted, suitable facilities must be provided for visitors to view them.
10.10 The “Supplementary Regulations for the Evaluation of Philatelic Exhibits at FIP Exhibitions” do not apply to New Zealand national exhibitions – they are included in the judging rules and regulations for completeness.
 

Article 11 National One Frame [16-Page] Exhibitions

11.1
Use of the term “national”
11.1.1 Societies are encouraged to stage one-frame competitions and exhibitions. These may be run without reference to NZPF except where it is intended or desired to use the word “national” (or any other term that would imply national or international participation) either in the title of the exhibition or to describe the exhibition.
11.1.2 All one-frame [16-page] competitions held in conjunction with national exhibitions staged under the “Approved Regulations for New Zealand National Exhibitions” will be deemed to be national one-frame [16-page] competitions
11.2
NZPF Patronage
11.2.1 Where it is intended to run a national one-frame [16-page] exhibition, the prior approval of NZPF must be sought. This approval must be requested by forwarding to the secretary of NZPF the application “To Stage A National Philatelic Exhibition”, at least six months prior to the publication of any document in which the term “national” is to be used.
11.2.2 The organizers of national one-frame exhibitions must follow all regulations for national exhibitions except as excluded or modified in these regulations for one-frame exhibitions. The appointment of an Australian or a judge from another country [Article 3.4] is not required.
11.2.3 In granting its approval the NZPF may make such other requirements as it considers necessary.
11.3
Classification of exhibits
11.3.1 With one-frame competitions there is no need for “classes”. However, where classes are used there should be a class for “Entries Not Provided for Elsewhere”.
11.3.2 Entries of non-philatelic material (e.g. banknotes, cigarette cards) may be included in a one-frame exhibition. However, where such exhibits are accepted these must be grouped into a separate class or classes, separate from the philatelic class(es).
11.4
Fees
No registration fee is payable to NZPF for the staging of national one-frame (16-page) exhibitions. However, normal patronage fees apply (see paragraph 3.2.4).
11.5
Judging
All entries in the competitive section of national one-frame (16-page) exhibitions shall be judged in accordance with the national judging criteria for one-frame exhibits.