WESTPEX® Guest Society Policy

WESTPEX encourages philatelic groups to hold meetings alongside our stamp show. Local, regional, or national gatherings will be accommodated as long as space permits. Since space is limited, groups interested in meeting at WESTPEX are urged to make a reservation promptly.

Most years, WESTPEX has been happy to feature two or more guest societies as key participants in our stamp show. These societies are selected from those that request to hold a major meeting at WESTPEX. The Board and each group typically enter into an agreement as follows:

Three people sitting at a table, holding blue folders with the logo of The Royal Philatelic Society London, smiling at a philatelic event or meeting.

WESTPEX provides:

  • WESTPEX website advertising space for the society's meeting with a link to the society's website.

  • Listing of the society's meetings and exhibitions in the Prospectus, Show Program, and in brochures/fliers.

  • Priority meeting space for the society.

  • Space for a feature article on the society or specialty in the Show Program.

  • An initial exhibit frame allotment (this reserved allotment has a cutoff that expires 30 days before the deadline for general exhibitors).

  • Signage and a table for the society. Two free passes to WESTPEX are included.

  • A survey of our dealers and indications on their program listing as to who carries material of interest to the society.

  • A jury that is competent in the field/specialty of the society (suggestions welcome, no later than the WESTPEX of the year before being a featured society).

  • The Featured Society provides:

  • A liaison to work with the WESTPEX Committee and the liaison's contact details.

  • Society website advertising for the WESTPEX meeting with a link to the WESTPEX website at www.westpex.org. The society should be prepared to provide a logo, website, and email contact information to the WESTPEX Webmaster.

  • Timely meeting space requests, and at least one seminar or presentation that is open to the public.

  • [Optional] Advertising and/or feature article for the Show Program.

  • Advertising in the society's journal for the meeting and exhibition at WESTPEX.

  • Commitment and good faith effort to fill the agreed allotment of exhibit frames by the cutoff date.  The allotment is generally agreed upon between 35 and 80 frames.  Extra frame requests will be given special consideration, provided they are made by the cutoff date.  After the cutoff date, subsequent requests will be considered along with general exhibitors.  A substantial shortfall in the number of frames taken up against the commitment may result in the revocation of the special status and benefits provided by WESTPEX.

  • Suggestions for specialist dealers to be invited to WESTPEX no later than October 15 of the year before the year of being a featured society.  Dealer space at WESTPEX is limited and subject to our pre-existing waiting list.

  • Suggestions for jury members to be invited to WESTPEX (suggestions must be received no later than the WESTPEX of the year before being a featured society).

  • Special awards as warranted by the number and quality of exhibits. NOTE:  Special awards are not a requirement for participation, but it is strongly suggested that special awards make a special exhibition that much more special. If society awards are made available, they must be part of the WESTPEX Palmares process.  No separate award ceremonies are permitted.

If you're interested in becoming a future guest society at WESTPEX, please fill out the request form.