ROPEX Contract



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stamptmf@ phone: (585)225-6822

ROPEX 2005 - June 10, 11, & 12 at the Webster Community Field House

Rochester (Webster), NY

Dear Stamp Dealer,

The Rochester Philatelic Association will host ROPEX 2005 on June 10, 11, & 12, 2005 at the Webster Community Field House at Webster Thomas High School in Webster, NY. We cordially invite you to participate in this national “World Series of Philately” exhibition. All booths will be available on a first-come, first-served basis. If this is your first invitation to a ROPEX show, we hope you decide to participate in our event. If you have participated in past years, join us again.

ROPEX is held in the northeastern suburb of Webster. The spacious Webster Community Field House built in 2001 has 21,000 square feet of unobstructed space at street level with parking for 400+ cars. It has a composite floor. Access for dealers is through four drive-up sets of double doors.

ROPEX features up to 40 dealers and 250 frames of competitive exhibits. Admission is free. Attendance over the three days approaches 1,000. We draw most collectors from a 250 mile radius around Rochester, which includes Buffalo, Syracuse, Albany, New York’s southern tier, Pennsylvania, Ohio, and Canada. We advertise in the major philatelic newspapers as well as non-philatelic regional publications covering a broad area of western and central New York.

ROPEX 2005 will feature an “Early Bird” bourse on Friday before the show opens to the public between 9:30-11 AM. Early entrance for non-ROPEX dealers, cachet makers’ bourse participants and collectors is $20. The building will be open for ROPEX dealers at 8 AM daily.

There are two major hotels near the show, and several smaller ones. ROPEX is recommending two area hotels. Only 1.5 miles away is the Marriott Fairfield Inn with 63 rooms, 915 Hard Road, Webster, NY 14580, phone 585-671-1500, 2003 rate of $99 per night double. In the opposite direction two miles away is the Super 8 Motel with 42 rooms, 2450 Empire Blvd, Webster, NY 14580, phone 585-671-6990, 2002 rate of $55 per night double. Rates are approximate and guidelines only. Within an easy 15-20 minute drive, there are many more hotel/motel options in the Henrietta area to the south and Ridge Road area to the west.

Enclosed you will find a copy of the contract for your future booth space. Please respond to this invitation as soon as possible with a $50 non-refundable table fee deposit and a signed contract. The balance will be due at the time of sign-in for the show.

Act now! An advertising rate list for the ROPEX show program is also enclosed. We encourage you to place an ad and/or notify your current clients of your attendance at ROPEX.

See our web site for additional details, or feel free to contact me directly. "SEE YOU AT ROPEX."

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stamptmf@ phone: (585)225-6822

When: June 10-12, 2005

Times: Friday, June 10 11:00 AM - 6:00 PM

Saturday June 11 10:00 AM - 5:00 PM

Sunday, June 12 10:00 AM - 4:00 PM

Where: Webster Community Field House at the Thomas High School in Webster, NY. It is north of the 104 expressway at the intersection of 800 Five Mile Line Road and Publisher’s Parkway. The site offers easy street-level loading and free parking for 400+ cars. Numerous restaurants are nearby in the Town of Webster as well as on Empire Blvd, each about 1.5 miles away which are open on the weekends. Some offer delivery service to the Marriott Fairfield Inn and Super 8 Motel, which do not have restaurants.

Exhibition Hall: The hall is a free-span, 21,000 sq ft room. Loading is through the facility’s main entrance about 50 feet from the parking lot. It is possible to drive to the door on the grass.

Booths: Size Price Consisting of:

( (

Small $ 300 1 – 8 ft front table

1 – 8 ft back table

2 – dealer chairs ( ( ( (

4 – customer chairs

1 – electrical outlet access

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Large $ 400 1 – 8 ft front table (

($200 for $1 dealers) 1 – 8 ft side return table ( ( (

1 – 8 ft back table (

2 – dealer chairs

7 – customer chairs ( ( ( (

1 – electrical outlet access

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Super $ 550 2 – 8 ft front tables

2 – 8 ft side return tables ( (

2 – 8 ft back tables ( (

2 – dealer chairs ( ( ( ( (

12 – customer chairs

1 – electrical outlet access ( ( ( ( ( ( ( (

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Custom configurations may be requested. Additional 8’ back tables can be ordered for an extra charge.

Dealers must bring their own tablecloths to fit all front and side tables.

There is no smoking or alcohol allowed in the bourse/exhibit area. A concession stand is on the premises and open throughout the show.

Dealer Set Up: Thursday: 2:00 PM until 7:00 PM. Setup should be concluded by 2:00 PM, allowing for easy access to your booth. Unloading assistance is expected to be available during this time. For dealers arriving on Friday, the doors open at 8:00 AM. Please keep in mind that ROPEX opens to the public at 11:00 AM Friday.

Pre-Opening Mornings: Coffee and donuts will be provided Friday, Saturday, and Sunday from 9:00-9:45 AM for dealers and RPA/ROPEX members only.

Take Down: ROPEX will close at 4:00 PM on Sunday. Please conclude any business with your customers in advance of this time.

Only dealers, exhibitors, RPA/ROPEX Committee members or authorized assistants will be allowed in the hall after 4:00 PM. Note that ROPEX show times are well advertised to the public. Dealers may not leave prior to the official closing time. Make your departure plans accordingly. Lack of adherence to these rules will jeopardize your participation in future ROPEX shows.

Loading assistance is expected to be available for an hour after 4:00 PM. Be aware that the exhibits and frames are also taken down and dismantled at this time.

Accommodations: A variety of area accommodations are available. The chart below reflects approximate double occupancy room seasonal rates as a guideline. Dealers are requested to make reservations as early as possible to avoid disappointment. Always mention “ROPEX” when booking rooms at any area hotel.

|Webster Area Hotels (* recommended by ROPEX) |Phone |# Rooms |2004 Prices |

|Denonville Inn, 1750 Empire Blvd, Webster, NY 14580 |585-671-1550 |16 |$49 incl. tax |

|Empire Motel, 2152 Empire Blvd, Webster, NY 14580 |585-671-6876 |17 |$33 +tax |

|Hi-Way Rest Motel, 2125 Empire Blvd, Webster, NY 14580 |585-671-4804 |18 |$44 +tax |

|* Marriott Fairfield Inn, 915 Hard Rd, Webster, NY 14580 |585-671-1500 |63 |$99 +tax |

|* Super 8 Motel, 2450 Empire Blvd, Webster, NY 14580 |585-671-6990 |42 |$55 +tax |

ROPEX Banquet: Dealers are welcome to attend the ROPEX Awards Banquet. Tickets must be reserved in advance. Attending dealers will receive ticket details in a future mailing. Pricing has typically been around $25 per person and details will be sent when available.

Show Advertising Opportunities

ROPEX offers dealers advertising opportunities to all dealers during the show.

ROPEX Show Program: We also accept ads to appear in the official ROPEX show program distributed free to attendees. Between 700-800 programs are typically printed yearly.

Ad prices (for camera-ready copy):

Full page- $100, Half page- $55, Quarter page- $35

Ad sizes: (these are maximum sizes- provide a small border of white around the ad)

Show Program:

Full page- 5.5x8.5 inches, Half page- 5.5x4.25 inches, Quarter page- 2.75x4.25 inches

We can assist you with designing your ad if you cannot provide us with camera-ready copy.

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stamptmf@ phone: (585)225-6822

ROPEX and the DEALER agree to the following:

1) The ROPEX Bourse Committee agrees to furnish the dealer with booth space at ROPEX to be held at the date, location, and times specified per the following schedule:

ROPEX 2005 - June 10, 11, & 12 at the Webster Community Field House, Webster, NY

□ Small Booth- $300 1 - 8' front table, 1- 8' back table, 6 - chairs, 1 - electrical outlet

□ Large Booth- $400 1 - 8' front table, 1 - 8' side return table, l - 8' back table, 9 - chairs,

1 - electrical outlet

□ Super Booth- $550 2 - 8' front tables, 2 - 8' side return tables, 2 - 8' back tables, 14 - chairs,

1 - electrical outlet [Limited number available, email or call before signing up]

□ Dollar Dealers- $200 3 - 8' front tables (option to use one front table as a return table instead),

9 - chairs, 1 - electrical outlet (Table locations at the discretion of ROPEX.)

□ Cachet Makers’ Bourse 1 - 8' front table, 4 chairs (Table locations at the discretion of ROPEX.)

$30, 1 day only, Sat., 2-6 PM (minimum of 5 dealers must sign up by April 1 for this to take place)

Dealers must provide their own tablecloths for all front/side tables. Dealers are obliged to staff their

booth throughout all show hours until 4 PM Sunday unless prior arrangements have been made with

the bourse chairman in advance. Departure before this time is considered a breach of contract.

2) The ROPEX Committee will take all necessary and practical steps to insure the safety and careful treatment of materials during the exhibition. However, no responsibility shall be attached to the Rochester Philatelic Association, Inc., ROPEX, the Town or school district of Webster, the Executive Committee nor its employees or voluntary assistants, for anything whatsoever. The ROPEX Committee will provide security personnel for the duration of the exhibition. Dealers will be responsible for their own insurance coverage.

3) There will be no selling or sharing of booth space without ROPEX Bourse Chairman's permission. The Bourse Chairman will have absolute discretion in the location of booths. Every effort will be made to comply with requested booth position locations. ROPEX is predominantly a philatelic exhibition, however related ephemera, post cards, and numismatic items are allowed as well.

4) Payments shall be made in U.S. funds. A $50 non-refundable deposit must accompany the application.

5) If ROPEX does not take place, the ROPEX Committee will be responsible only for the return of the deposit submitted with application.

Entrance doors Interior view Interior view Super 8 Motel

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All conditions listed in the ROPEX 2005 CONTRACT are agreed to by the undersigned

(Please print and return this form with your deposit. All blanks must be filled in completely!)

Name of Firm: ___________________________________________________________

Tax Resale Number: ______________________________________________________

(Monroe County Sales Tax Rate is 8.25%)

Address: _______________________________________________________________

____________________________________ __________________ ______________

(City) (State/Province) (Zip/Postal Code)

Phone: _________________________________________________________________

Email Address: ___________________________________________________________

Dealer Name ____________________________________________________________

Table Assistant Name(s) ___________________________________________________

Dealer Signature _________________________________________________________

Describe your specialty(s) and the stock you expect to bring to ROPEX:

_______________________________________________________________________

Booth size: □ Small- $300 □ Large- $400 □ Super- $550 (email or call for availability first)

□ Dollar Dealers- $200 □ Cachet Makers’ Bourse- $30 (payable in full w/application)

Deposit Enclosed: ________ ($50 non-refundable deposit due with application, balance at sign-in)

Dealers must provide their own tablecloths for all front/side tables. Dealers are obliged to staff their

booth throughout all show hours until 4 PM Sunday unless prior arrangements have been made with

the bourse chairman in advance. Departure before this time is considered a breach of contract.

Advertising opportunities: (submit camera ready copy by April 1)

ROPEX show program ad: □ Full page- $100 □ Half page- $55 □ Quarter page- $35

Make check payable to “ROPEX” ROPEX BOURSE Contract

and mail payment with this Thomas M. Fortunato, ROPEX Bourse Chairman

signed contract to: 28 Amberwood Pl

Rochester, NY 14626

Questions? Phone 585-225-6822 Email: stamptmf@

Accepted contracts will be acknowledged within seven days of receipt by a member of the ROPEX committee.

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Date Received: ______________ Check No.: ________________

Amount Rec'd:______________________

ROPEX Committee Member’s Signature

Balance Due: _______________________ denotes acceptance of ROPEX contract

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(layout may be modified but have same components)

Thomas M. Fortunato

ROPEX Bourse Chairman

Email: stamptmf@

Phone: 585-225-6822

( 21 ft (

( 8 ft (

( 10.5 ft (

ROPEX 2005 will feature and “Early Bird” bourse Friday morning from

9:30-11 AM. No charge for ROPEX booth holders, $20 early admission for dealers and collectors.

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