Ephemera 37 Call for Exhibits      

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December 1, 2016 Sarah Ashlock

In conjunction with Ephemera 37, we are calling on members of the Society to submit exhibits related to this year's conference theme:  

"American Ingenuity: What's the Big Idea?"

The conference will be focusing on the broad sweep of American innovation.  We encourage exhibits that focus on the contributions of diverse individuals dating from the 18th through the 21st centuries.

If you are not already familiar with past exhibits, the ephemera is mounted within a flat case and accompanied by a short explanatory text.  The specifics are described below.

Exhibit Location

Exhibits are displayed in a room at the Hyatt that is unlocked Saturday and Sunday mornings at 8:00 a.m. and locked each evening.  We will contact you with the room number and location when it has been confirmed.


Each exhibit must have a title.


Exhibits should be formatted to fit within one or two frames measuring 34" wide by 45" high each.  From past experience, we have found that the easiest way to transport exhibits is to mount them on 8 1/2" x 11" or 11"x17" sheets.  Each frame will securely hold sixteen (16) 8 1/2" x 11" sheets mounted four pages across and four pages down, or eight (8) 11"x17" sheets mounted two pages across and four pages down.  However, the material can be mounted on one large sheet, 34" wide x 45" tall, if desired.  We do ask that you format your exhibit so that you can scan it for our virtual forum (please see Virtual Exhibits below).

We have had inquiries on the availability of "non-flat" or display cases which would allow material to be displayed more 3-dimensionally. Unfortunately, we do not have such cases available at this time.

We have a total of 20 frames available so please let us know whether your exhibit will require one or two frames.


Typically, exhibitors bring their pages with the materials already mounted using corner mounts or other methods to affix the material to the pages.  We recommend bringing some spare fasteners with you just in case.  It is customary, but not obligatory, for the first page (the page at the upper left of the display) to contain the title of the exhibit, an introduction, or explanatory text.  There are four narrow ledges in each frame upon which the four rows of pages can be set in place. After the exhibit is installed, the plexiglass cover of the frame is lowered, pressed into place and fastened with a special screwdriver.  Someone will be on had to assist exhibitors in closing the frames.

Please see examples from the 2016 exhibit below.

 Picture4 Picture3 Picture2 Picture1


Virtual Exhibits

In additional to the physical exhibit, we would like to post your exhibit on the Ephemera Society website in conjunction with the conference.  If you're using the 8 1/2" x 11" or the 11" x 17" format, simply scan each sheet at a minimum 300 dpi in jpg format and forward the scans to content@ephemerasociety.org

The deadline to submit your virtual exhibit is Wednesday, February 1, 2017.


If you would prefer to provide your virtual exhibit in another format, please contact me, Tamar Zimmerman (tamarzimmerman@hotmail.com), to coordinate.



Installation Schedule

-           2:00 to 4:30 on Thursday afternoon, March 16th

-           8:00 am to 4:00 pm on Friday, March 17th  (please note that conference              presentations take place from 8:45 to 12:30 and 2:00 to 5:10 on Friday so       be sure to plan around your schedule)

Assistance installing your exhibit will be available for part of this time.  More info will be available as the conference date approaches.


Please contact me if you have any questions regarding installation or have any particular needs.


Exhibitor Roundtable

Each exhibitor will have the opportunity to participate in an informal Roundtable on Sunday morning at 9:45 a.m., March 19th.  This generally involves about 5-10 minutes standing by your exhibit, giving a brief "walk-through" and answering questions. Please let me know if you would be willing to take a few moments to share the joys and meaning of your collection with other Society members at that time.


Exhibit Removal

Ideally, we would like to have the exhibits remain up until the end of the show at 4:00 pm on Sunday but we realize that some exhibitors may not be able to stay until then.  We can provide you with a special screwdriver for removing your exhibit from the frame, so please let us know when you'll need to retrieve your exhibit and we will coordinate.


Please feel free to contact Tamar Zimmerman if you have any questions:

Tamar Zimmerman
Chair, Exhibits Committee


Follow-up Items:

  1. Number of Exhibit Frames - please let us know if you will need 1 or 2
  2. Virtual Exhibit - please submit scans to content@ephemerasociety.org by Wednesday, February 1st, 2017.   If you would like to vary the digital          format from the proposed scans, please let us know by Friday, January    20, 2017.
  3. Installation - please contact us with any special installation needs.
  4. Roundtable - please let us know if you will be able to participate
  5. Exhibit Removal - will you be able to leave your exhibit up until Sunday afternoon, March 19th?  If not, when will you need to remove it?

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