Additional Information for the 2023 Tucson Gem and Mineral Show®
Before writing or telephoning the Special Exhibits Chair or the TGMS Office with a question, please review this information sheet to be sure that we have not already answered your question.
All Exhibitors must check in at the registration tables between 12:00 noon and 4:00 p.m. in east end of the Galleria near the Church Street entrance of the Tucson Convention Center. At that time, you will receive your case location, IDs, and other pertinent information. The IDs provide admission to the Show. TGMS provides only two IDs per case. No one will be permitted on the Show floor without the appropriate IDs.
Setup/Strike Hours: The parties agree that the move in, setup and strike hours are scheduled to be as follows:
Move in /Setup: Wednesday, February 8, 2023, from 12:00 noon to 6:00 p.m.
Strike: Sunday, February 12, 2023, from 4:30 p.m. to 8:00 p.m.
Special arrangements for early or late setup require written consent from the Exhibits Chair. If the Exhibits Chair has not heard from you by 6:00 p.m., Wednesday, February 8, 2023, your case may be given to a standby exhibitor.
Move-out will begin once security is satisfied that the cordons are up, and the area is clear. We expect this to occur between 4:40 p.m. and 5:00 p.m. but, as with move-in, the final call is in the hands of security. Once allowed on the Show floor, all Exhibitors are expected to be present at their displays until such time as they have removed their items from the cases. Although most cases will be opened when the Exhibitor of said case is present, there is no guarantee of this. Exhibitor understands and agrees that once the case has been opened, all materials are considered to be in Exhibitor’s possession and TGMS has no responsibility for the materials. Any materials left after 8:00 p.m. will be deemed abandoned by Exhibitor. Exhibitors shall strictly adhere to any established setup and strike hours. Setting up and taking down as promptly as possible is greatly appreciated.
Only cases supplied by TGMS may be used. NOTE that we made entirely new cases for 2014 and the dimensions are different from our old cases. The majority are 48” long (4’), but there are a limited number of 30” and 66” cases. Included with your invitation is a “TGMS Case Information” sheet showing exact case dimensions. Should your exhibit not fit our cases, as described on the sheet, please send a full description of your exhibit, materials and exhibit space required to the Exhibits Chair. You will be contacted to determine if we can make alternate arrangements.
We encourage you to provide your own risers and liners. OLD (Pre-2014) LINERS WILL NOT WORK IN THE NEW CASES; PLEASE REFER TO THE DISPLAY CASE INFORMATION YOU RECEIVED. If you indicated on your application form that you require TGMS case lining material and risers, you must provide the Special Exhibits Chair full information of your requirements. Our risers are standard step-type risers made from Styrofoam. Time constraints prohibit our providing special pedestals, etc. If a special color or type of lining or display material is required, we must have the material sent to us with very specific instructions no later than January 15, 2023. Note that the new cases have a groove at the top of the case that will hold your liners in place securely without tape. You may NOT staple, pin or tack your liners to the inside of the case. Note: Scotch double-stick tape will NOT support photos or foam-core labels on fabric liners! Either pin your graphics to the fabric or incorporate your graphics in your liner panels.
Exhibitors must supply clean, legible labels for each piece displayed and the label size in proportion to the size of the specimens and the exhibit in general. Do not tape labels down, as they will curl. The name of the exhibitor must be included in the case, a simple name label is suitable. Tucson Motel/Hotel room information is not permitted, nor are handwritten additions to printed labels.
EXHIBITOR AGREES THAT NO SALES INFORMATION WILL BE DISPLAYED IN EXHIBIT SPACE, NEAR THE EXHIBIT SPACE OR USE THE EXHIBIT SPACE TO SELL MATERIAL.
Opening of Cases
All of the cases are secured after setup. The TGMS cases lock with keys held exclusively by TGMS personnel and the glass cases are secured with bolts and screws. After the cases have been set up and locked, there will be no admittance to the cases during the Show, except to right a tipped-over specimen or label and will only be permitted as time constraints allow and with permission of the appropriate authority. Exhibitors are reminded that cases are not to be opened for removal or exchange of material during the Show. Exhibitors who wish to designate agents to remove their materials at Show strike must personally provide written instructions to the Exhibits Chair before strike.
We employ the Tucson Police Department as our security in the Tucson Convention Center from Wednesday, February 8, 2023, through Sunday, February 12, 2023.
TGMS is unable to provide insurance coverage. Many museums have an exhibition insurance policy rider; please check and see if you are able to obtain your own coverage. Please contact us with specific questions in this regard.
It is the responsibility of the Exhibitor to read and follow the above guidelines.