Exhibitor Rules and Regulations

Read all information prior to requesting, receiving, and shipping the displays, and communicate this information to anyone helping you with the display.

By submitting the request form, you indicate that you agree to the following:

Please note: Due to recent changes in size limitations on trunks by our shippers, the quilt displays had to be reconfigured to smaller trunks.

In order to receive a display for your event or shop, a nominal fee is required.

Due to the shipping changes, each quilt display now contains 12-16 quilts and is available for up to 14 days for $50. Fees are subject to change without notice.

(On the exhibitor form you can only request 40 or 20 quilts. We will match that amount as close as possible with the new smaller trunks. )

For example: if you request 40 quilts, you will receive, if available, two trunks of 12 and one trunk of 15, or two trunks of 12 and one trunk of 16. This will be based on availability.

Another example: If you request 20 quilts, you will receive two trunks of 12 or one trunk of 12 and one trunk of 15 or 16, depending on availability.

If you would only like only one trunk of quilts, please note that in the comments section.

You will also be required to pay for shipping to the next location by UPS or FedEx Ground. If your request cannot be honored because there is not enough time for ground shipment, you can elect to pay for air shipment before or after your exhibit dates in order to receive the exhibit.

The projected weight of each trunk is 35 pounds.

The display must arrive at the next location by the date requested. We make every attempt to schedule enough time that the trunk can be shipped by ground, however due to your requested dates, occasionally a faster transport is required. Transport times and costs can be checked at UPS and FedEx websites (www.ups.com and www.fedex.com/us).

After you submit your request, and if we are able to accommodate your event, you will be sent an invoice for the exhibit fee. We encourage you to pay the fee upon receipt of your invoice. Call us if you wish to use a credit card. You will not be sent additional reminders, and failure to receive your fee 90 days prior to your exhibit may result in the exhibit being scheduled elsewhere. The exhibit will not be sent if payment is not received. Please make your check payable to the curator, Kelly Gallagher-Abbott.

The exhibits are available for durations from one day to 14 days. If you require the exhibit for a longer duration, a second fee will be required, and your request will be honored based on availability.

Exhibitors are not required to pay for shipping insurance, but we do advise you to insure each exhibit for $10,000 for 40 quilt exhibits, $5,000 for 20 quilt exhibits for the duration of your event. Contact the curator with questions.

If you cancel a request for an exhibit, the cancellation must be received 30 or more days prior to your exhibit IN WRITING, or you will be responsible for the full fee. Refunds (less a $25 processing fee) will be provided for any exhibits cancelled in writing 30 or more days prior to your event.

We have experienced situations in which collections have not been received in time for events. A failure to ship in accordance with the traveling schedule is often the problem. You must ship by whatever method is required to assure that the exhibit is received in time for hanging. Actual show dates are given, as is a receive-by date. Should you fail to get the collection to the next exhibitor on time, you will be required to pay for their exhibit fees, and shipping to the exhibitor that follows them. Most exhibitors invest a lot in advertising and preparing for the display, and not receiving the exhibit creates multiple problems. Challenge entrants also frequently travel to see their entries, and are highly disappointed if the exhibit does not arrive. Please research and correspond with the next exhibitor to reduce the risk that the trunk does not arrive in time for their event.

Please Note: Individuals with items in the exhibit frequently visit the displays where their entries are shown. Last minute changes or a failure to include all items/signage in the display can be very distressing to the entrants.

Please make every attempt to properly display each item, and include all signage. Signs for every entry are included in the trunk, and a photo is included on the back of the sign.

Although we make every attempt to keep the website up-to-date, you are required to contact the exhibitors before and after you to check for any changes. Hit the refresh button on your web browser to view the latest calendar.

You are required to inventory the trunk upon receipt, and again prior to shipping the trunk to its next location. You are financially responsible for any missing items, including, but not limited to signage.

If any items are missing, damaged, or are incorrect (in the wrong trunk), notify the curator and the previous exhibitor immediately. Please contact the curator if the trunk is damaged or the items were not properly packed.

It is your responsibility to communicate all requirements to anyone helping you with the display. Any expenses associated with correcting mistakes made by your organization will be billed to you! For instance, you must pay for all shipping associated with returning misplaced items to their proper trunk.

Charges for damaged or missing items:

• Wall Signs/Banners: $75 each
• Entry Placards: $10 each or $50.00 for all
• Custom Entry Placard Box: $10.00
• Custom Wall Sign/Banner Box: $20.00
• Trunks will be billed at replacement cost.
• Entries damaged or lost will be billed at their appraised cost.
• These costs do not reflect shipping the items to their next display. Shipping will be billed in addition to the items.

We reserve the right to exclude any exhibitor from receiving a Navy Challenge exhibit in the future. Failure to comply with any of the display requirements will mean your event will not receive future displays.

The Naval Aviation Foundation and the curator will not be responsible for loss of income due to failure to receive the exhibit.