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Membership Handbook

Administrative Show Rules

Table of Contents

*Introduction
*Articles of Incorporation
*Bylaws
*Code of Ethics
*General Show Floor Rules
*Show Facilities Standards
*Administrative Show Rules
*Exhibit and Judging Rules
*Sample Show Forms
*Grading Standards
*Membership

These administrative rules have been adopted by the NIA Board of Directors as a general guide for prospective show hosts.  They are meant to improve the quality and organization of shows, and to provide some uniformity between shows, so that collectors and dealers will know what to expect at NIA sanctioned shows.  The NIA also has other materials available for prospective show hosts, with many helpful ideas for putting on a successful show.  Contact the NIA President or Secretary for a copy.  The following rules must be observed at NIA sanctioned events:

  1. The host assumes complete financial profit-or-loss responsibility for the show. 

  2. The host agrees to indemnify and hold harmless the NIA, and its Directors and Chairpersons, from any liability from participant or attendee activities including but not limited to:

    (a)    Damage to, or theft of, participant property;

    (b)   Damage done to the facility by any party; and

    (c)  For injury to any show participants or attendees. 

     

  3. In the case of NIA sanctioned shows, Show Hosts are required to utilize the language in the model Dealer and Exhibitor Agreements found in this handbook. 

  4. A host cannot place into effect any other administrative, exhibit or floor rules without prior NIA concurrence.

  5. In the case of NIA Sanctioned Local Shows, security shall be provided when sales or exhibit areas are closed to participants.

  6. If admission is charged, the NIA must concur in the amount charged. Admission may be charged no more than one time per person during the course of the entire event.

  7. At the National and Regional shows the host must provide distinctive ribbons, badges or lapel stickers for each dealer (plus spouse or table-sharing partner), and for each exhibitor (plus spouse), and these people and their children shall be entitled to free admission.

  8. Standard table size is considered 30" x 8' and must be described on the table reservation form.

  9. Sales table price shall be subject to NIA approval. Exhibit tables or floor space shall be free of charge on a first-come basis, subject to facility limitations. The show host may limit space per person.

  10. Sales tables and banquet tickets shall be paid for in full at the time of reservation. Both deposits are fully refundable: (1) for cancellations received 3 weeks before the show starts, (2) for all later cancellations if the table or ticket is subsequently resold, and (3) at the host's option for refund on later cancellations or "no shows."

  11. The host of a Regional or National will provide a sales table layout map with collectors' names and table numbers, and post this at the hospitality or registration desk for everyone's use. Dealer table and Exhibitor space signs must also be furnished, and include the name, city, state, and table/exhibit number.

  12. NIA Regional show set-up hours and public hours are subject to NIA approval. For the NIA National show, the entire time schedule is subject to NIA approval (set-up hours, public hours, banquet, business meeting, seminars, etc.).

  13. No competitive awards shall be given for virtues such as youngest, oldest, farthest or prettiest collector, etc.  Donated or memorial prizes and awards for exhibition excellence in any form may be given. A People’s Choice Award will be administered and supplied by the Show Host.

  14. With regard to exhibits, the host will provide a card indicating the exhibitor's name, city, category and exhibit number. These cards will also have the category and exhibit number on the back, and will remain face down until judging is completed to preserve anonymity.

  15. The host must promptly send show packets when requested and then confirm all reservations for space or advise of placement on waiting list.

  16. Show packets must include:

    17.  

    1. The NIA General Rules of Conduct, plus any special rules in effect for the show;
    2. NIA Exhibit & Judging Rules (if the show will have awards);
    3. Sales table and exhibit space reservation form or contract;
    4. Show dates, participant set-up hours, and general public hours;
    5. Name, address and phone number of the show host;
    6. Table size;
    7. Sales table price, and refund cut-off date;
    8. Whether table covers are furnished;
    9. Whether electricity is available for sales and exhibit tables;
    10. Whether hand trucks or carts are available;
    11. Whether food is available on the premises (or how far off premises);
    12. Whether banquet tickets will be mailed out or held at the show;
    13. A show hall layout map; and

    14. Any other helpful information such as addresses and rates of nearby motels, campgrounds, attractions, etc.

  17. The NIA will furnish the host with the following at no charge (if requested):

    1. A "Show Information Questionnaire" form for use in making application for NIA sanctioning of the show;
    2. Miscellaneous information which may be helpful to hosts in preparing their show packets or in organizing and conducting shows;
    3. A supply of NIA membership application blanks;
    4. A supply of NIA exhibit and judging rules sheets and tally forms;
    5. An NIA Ribbon to local shows that request it;
    6. A People’s Choice Certificate for the two Regional Shows; and

    7. For the National, 1st place awards for each of the ten competitive display categories, a People’s Choice Award Plaque, and the NIA Special Awards (see Exhibit and Judging Rules ).

  18. The NIA strongly encourages and recommends that show hosts obtain adequate insurance coverage when hosting an event.  The NIA can provide a general liability insurance policy to show hosts hosting shows at non-residential locations.  The Show Host should contact the NIA Treasurer and provide him/her with the following: 

    1. The name of the host and/or club (who/which needs to be an NIA Member in good standing).
    2. A check in the amount of the current processing fee (which was $50 in 2004); and
    3. The name, address, phone and fax number where the event is taking place.
      4.  

      The Treasurer will forward the information on to the NIA’s insurance agent, who will issue a Certificate of Insurance directly to the host and copy to the Treasurer for the NIA’s records.  Any claims under the policy must be first submitted to the NIA Treasurer.

  19. The host of an NIA National or Regional Show may receive a reimbursement from the NIA for paid advertising, by submitting detailed paid receipts to the NIA Treasurer. The NIA will reimburse up to $500 spent for advertising a National Show and up to $250 spent for advertising a Regional Show.

  20. The host will provide a report summarizing all aspects of the show (including any difficulties experienced and suggestions for better rules, etc.), and submit this to the NIA President within 30 days after the show.

  21. The NIA board may withhold reimbursement for National or Regional Show advertising pending receipt of the required host report.