Exhibitor Frequently Asked Questions
Q. How can we get a Challenge display for our event/guild/shop?
A. Read the Exhibitor Rules and Requirements, and fill out the Exhibitor Request Application. Submit this application. We will contact you to confirm that we’ve received your request and will attempt to schedule an exhibit for your event.
Q. What will it cost us?
A. The exhibit fees are $50 per quilt display trunk for up to 14 days.
Q. What are the other expenses we should plan on paying?
A. In addition to the fee, you are required to pay the shipping to the next event. You are also responsible for the safety of the exhibit items and signage.
Q. When is my payment due?
A. We appreciate payment upon receipt of invoice. Payment must be received no later than 90-days prior to your exhibit, or you risk being removed from the traveling schedule.
Q. Can I request the displays for future years?
A. This is a year-long exhibit. All traveling items will be returned to their makers at the end of 2011.
Q. How can we publicize the display?
A. Notify your local press, and include information about the display on the fliers and other advertisement you send out for your event. We are also willing to point interested individuals to your website or other contact information on the Thread Tails and Vapor Trails website (www.navyquilts.com). If you require higher quality images or more information, contact the curator.
Q. What are we responsible for?
A. In addition to the fee, you are required to pay the shipping to the next event. You are also responsible for the safety of the exhibit items and signage.
Q. What should we expect?
A. The exhibits come in a large black plastic trunk approximately 21" x 15" x 30”. Each trunk is colored with tape on the lid and sides of trunk. (except Black trunk - No tape). The trunk’s weight varies, but averages 35 pounds. In addition to the exhibit items, there are signs, instructions, inventory lists and tie wraps in each trunk. Notify the curator immediately if items are missing or damaged.
Q. Do we pay for shipping insurance?
A. Shipping insurance with the shipping carrier IS NOT REQUIRED. There is no need to state the value when shipping. No shipper will cover quilts, even if you pay for extra insurance. This has been researched extensively. The quilts are one-of-a-kind pieces of artwork, and are excluded in the shipper’s fine print.
Some shippers (including USPS) have coverage for jewelry or other high-end items, but may cover only the materials and labor, or require very specific appraisals based on the artist’s previously sold work. If you are the maker, you should have a separate homeowner’s policy rider for when the quilts are in your own possession, but most of these policies exclude quilts while in another’s possession, like during transit or shows, and may not cover machines, books, fabric stashes, etc. See below for information on policies that may include shipping and displays for your personal quilts.
Q. What is the best method of shipping?
A. Tracked UPS or FedEx Ground shipping. Check their websites for more information and to arrange for a pick-up. You can also go to many large office supply stores like Staples or Office Max to access these shippers.
Q. How do I know where to ship the item?
A. Check the website, but most importantly, CONTACT the organization after you to clarify their shipping information/changes. Do not contact the curator - it is your responsibility to communicate with the exhibitors before and after your exhibit. Be sure to check the website and contact the next exhibitor at the time that you ship, as new exhibits are added on a weekly basis.
Q. What happens if I ship to the wrong location?
A. It is very important that you contact the next exhibitor before you ship to ensure that you have correct and up-to-date shipping information for them. If you ship the trunk to the wrong address, you are responsible for any additional shipping costs required to get the trunk to the correct exhibitor. This may include expedited shipping costs. If you cause another exhibitor to miss their scheduled show time, you will be responsible for the exhibit fees for the missed show. Be sure to refresh the webpage for new information.
Q. I am interested in getting a policy for my own quilts, fabric stash, books, etc. Who should I contact?
A. One resource that provides personal and show policies that we’re happy to share with you is: HUB International
Attn: Chris Johnston
Email: chris.johnston@hubinternational.com
1750 E. Glendale Ave.
Phoenix, AZ 85020-5505
(602) 395-9111
