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CONTRACT FOR PATRONAGE |
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AND THE MEMBER FEDERATION
#1 Preamble
1.1 The (Federation) has applied for holding a European Stamp Exhibition for All Classes under the Patronage of FEPA in accordance with Chapter VII - Article 20.1 – 20.5 of the FEPA Statutes.
1.2 FEPA has granted their Patronage to the (Fedration) at their Congress in ............
1.3 The (Federation) is the organizers of the Exhibition, which is to be known as (name of the exhibition) and will be held from ..... to ..... 1.4 The FEPA Board of Directors has nominated Mr. ............as Coordinator to the (name of the exhibition) Exhibition in accordance with Article 20.3 of the General Regulations of the FEPA for Exhibitions which the Member Federations have accepted.
#2 Parties involved
2.1 The (Federation) which is granted the Patronage under 1.2 above shall hereafter be referred to as .....
2.2 The FEPA Board of Directors shall be represented by their nominated Coordinator, Mr. ...., who is hereafter referred to as "COORDINATOR".
2.3 The Executive Committee that has the responsibility of organizing the exhibition referred to as the "ORGANIZING COMMITTEE".
#3 Stipulation
3.1 The (Federation) explicitly understands that the Patronage is granted to them and that by delegating their right to organize the exhibition to the ORGANIZING COMMITTEE, is in no way absolved of their responsibilities towards FEPA and agrees to abide by the FEPA Statutes, the FEPA General Regulations for Exhibitions (hereafter referred to as FREGEX) and General and Special Regulations of FIP different Commissions (hereafter referred to as GREVs and SREVs) as well as any Supplementary Regulations of different Commissions currently in force nor will they be absolved of their responsibilities by virtue of any agreement or arrangement arrived at between the ORGANIZING COMMITTEE and the COORDINATOR.
#4 Obligations
4.1 The COORDINATOR shall render the ORGANIZING COMMITTEE all practicable assistance in preparation of and during the Exhibition.
4.2 The COORDINATOR shall be available for advice on all matters concerning the Exhibition and he shall ensure that all the Stipulations under paragraph 3 are strictly observed. He shall in particular advise and direct the ORGANIZING COMMITTEE on:
- The choice of a suitable exhibition site - The selection of safe display frames - The security and safe display of the exhibits - The selection process of the exhibits - The expeditious handling of Customs and entry formalities - Prompt and helpful co-operation between the ORGANIZING COMMITTEE and the Commissioners - The composition of the jury - The preparatory work of the jury - Any other matters that may require assistance.
4. All communications intended for the FEPA Board of Directors shall be routed by the ORGANIZING COMMITTEE through the COORDINATOR.
4.4 The COORDINATOR has the authority to render advice and co-ordination as provided in Chapter VI of the FREGEX which the Exhibition Management has accepted and thus is obliged to observe.
4.5 Failure to comply with the FEPA Statutes, FREGEX, the Stipulations and other obligations as contained in this Agreement shall result in the enforcement of provisions of Article 6.3 of the FREGEX.
4.6 The ORGANIZING COMMITTEE is entitled to consult the COORDINATOR in all matters concerning the progress of the Exhibition and the COORDINATOR is obliged to give the necessary information within an appropriate lapse of time.
4.7 The COORDINATOR, in consultation with the ORGANIZING COMMITTEE shall fix the dates of his visit to inspect and supervise the arrangements being made for the preparation of the Exhibition. All expenses for those visits (travel, hotel, meals, etc.) shall be paid by the ORGANIZING COMMITTEE during the visit, in the same way as stipulated in the appendix.
#5 Financial obligations
5.1 The ORGANIZING COMMITTEE will pay a Patronage fee of € 5.000.00 to FEPA. This amount is payable as follows: 10 % within 30 days of receipt of advice that Patronage has been granted 25 % 12 months prior to the opening date of the Exhibition Final 65 % 3 months prior to the opening date of the Exhibition.
5.2 Accommodation and Allowance The ORGANIZING COMMITTEE shall provide hotel accommodation and pay the allowance as set out in the appendix to this Agreement for the FEPA President, FEPA Coordinator, Jury members, Expert Group, Commissioners and additional Commissioners, if any. This allowance shall be paid in the local currency on the first day after the arrival of the qualified persons.
The hotel shall be of a suitable level. All qualified persons shall be accommodated in the same hotel wherever possible. A double room shall be provided where the person is accompanied by their spouse or a helping hand. Breakfast shall be included for the persons so entitled and for their spouse or the helping hand.
Where more than 30 exhibits are being hand-carried by a National Commissioner they shall be provided with an extra room, if they are accompanied by a duly designated additional commissioner.
5.3 Travel
The FEPA President, Coordinator, Jury members and Expert Group shall be entitled to reimbursement of air travel in economy class. Taxi and similar fares may be claimed for. Reimbursement of travelling shall be paid within three days of the arrival on submission of supporting bills.
If the ORGANIZING COMMITTEE insists on qualified persons travelling on their National Airline where there are no direct flights to the qualified person’s destination, then they must pay for any additional overnight accommodation either in the country of departure (and vice-versa) or in transit and their daily allowance due under 5.2 for each additional night.
5.4 Local transport
The ORGANIZING COMMITTEE shall provide free transport between the airport and the hotel and return, furthermore to and from the exhibition site or other places of work for the qualified persons.
5.5 Customs clearance
The ORGANIZING COMMITTEE shall ensure the smooth execution of customs formalities for all exhibits.
Incoming freight and transport charges of exhibits are the responsibility of the Commissioners or exhibitors. However, the ORGANIZING COMMITTEE shall pay any charges in respect of brokerage, customs clearance and bonds in the country of destination provided the person carrying the exhibits follows the customs information laid down by the ORGANIZING COMMITTEE.
The ORGANIZING COMMITTEE shall return all exhibits at its own expense and by the same mode of transportation as the Exhibitor or Commissioner submitted them in accordance with GREX Article 51.1.
5.6 Insurance
The ORGANIZING COMMITTEE shall carry a suitable general third party insurance for coverage of the exhibition during its entire duration. The ORGANIZING COMMITTEE will take all appropriate measures to ensure the security of the exhibits from arrival to return thereof. However, the ORGANIZING COMMITTEE will not bear any liability for loss or damage that might occur during the transportation, mounting, dismounting, exhibition and return of the exhibits.
5.7 Continuing financial obligation
The ORGANIZING COMMITTEE will provide a competent authority or person to resolve any financial or other queries during the period of 12 months following the closing date of the Exhibition.
#6 Other obligations
6.1 The ORGANIZING COMMITTEE shall agree in advance with the relevant taxation authority so that local taxes due on dealer transactions may be resolved in a prompt and efficient manner so that the dealers do not incur unnecessary additional costs provided the dealers follow any procedures laid down by the ORGANIZING COMMITTEE.
6.2 The results of the jury work shall be transmitted to the FEPA Secretariat in such a format that they can be entered into the FEPA database.
6.3 In respect of the use of national and international symbols at the Exhibition and on philatelic materials issued by the participants, the ORGANIZING COMMITTEE will seek the advice of FEPA on current international philatelic agreements.
6.4 The ORGANIZING COMMITTEE will liaise with FEPA to determine an appropriate program of training and seminars during the Exhibition to further develop philately.
#7 Miscellaneous
7.1 Alterations to the Agreement requested either by the ... or the ORGANIZING COMMITTEE or by FEPA shall not be unreasonably refused.
7.2 In case of a dispute this Agreement is subject to arbitration under the rules of Arbitration of the Chamber of Commerce of Lisbon, Portugal.
Signed in Sofia Date:
For and on behalf of FEPA For and on behalf of the ....
Mr. .......................... Mr. ...................................... FEPA Coordinator President
APPENDIX
Entitlements to payments, reimbursements, etc...
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