Terms and Conditions

Framework and acceptance

1. The below given Exhibitor Terms, the Application/Booking Form, confirmed allotment letter/email, floor plan, exhibitor manual, and schedules together form the contract (“Contract”).
2. By applying, paying any fees, or occupying space, Exhibitor accepts this Contract; this mirrors common “framework” participation drafting used by major Indian organizers.
3. Organizer may issue additional rules from time to time which are binding (reasonable and non-discriminatory), consistent with common exhibitor-term patterns.

Definitions

1. “Booth/Stand” means the allotted exhibition space (shell/bare).
2. “Allotment” means confirmation of booth location/size and category.
3. “Manual” means exhibitor manual / technical guidelines / venue rules.
4. “Force Majeure Event” includes events beyond reasonable control such as governmental action, epidemic/pandemic, venue damage/cancellation, terrorism, war, natural disaster—consistent with international exhibition contracting norms. [44] (benchmark definition patterns)
5. “Exhibitor Personnel” includes employees, contractors, agents, and staff badges.

Application, eligibility, and acceptance

1. Eligibility: Organizer may restrict categories and refuse incompatible products; common in Indian fair terms.
2. Organizer may accept or reject an application at its discretion; until confirmed in writing, no rights arise.
3. Exhibitor must provide accurate details; misrepresentation is grounds for termination and forfeiture.

Space allocation, relocation, and changes

1. Allocation is subject to availability and may be first-come-first-served or curated depending on category.
2. Organizer may reorganize hall layouts and booth locations without compensation beyond what is stated in Schedule B; ITPO terms include explicit organizer right to reorganize and adjust booth size/location and address price differences by refund/collection.
3. Organizer has the right to change venue/dates/timings (or) suspend entry (or) change space allotted to exhibitors for organizational requirements; such clauses are common in venue/expo terms.

Fees, invoicing, taxes, and payment terms

1. Fees are as per Schedule A and may or may not include: space rental, shell scheme, corner premium, electricity, badge quota, marketing package, lead retrieval add-ons, and security deposit – subject to deliverables discussed by the sales representative or the organizer
   Taxes: GST and applicable taxes are additional unless stated.
2. Payment schedule (example placeholders):
   17.1 Booking deposit: [50%]% due on submission of online space booking form
   17.2 Balance: [50%]% due within 30 days of the expo.
3. Late payment: Organizer may cancel allotment for non-payment and resell space and the partial payment will be forfeited incase of no show up or no response by the exhibitor. (Organizer has the right to recover unpaid sums is a common clause pattern).
4. Bank charges/transaction fees will be borne by Exhibitor (benchmark approach).
5. Set-off: Organizer may set off refunds against dues/damages.

Cancellation by Exhibitor and refund policy

1. Cancellation must be in writing by authorized signatory and approved by the Organizer
2. Refunds - Subject to proper approval by organizing team
   22.1 If cancelled ≥ [90] days before opening: refund [●]% of net fees, less admin fee.
   22.2 If cancelled before 30 days or more: refund [15%]%.
   22.3 If cancelled before 30–15 days: refund [25%].
   22.4 If cancelled <15 days or after build-up allocation: no refund.
3. Organizer may also defer refunds until after the Event close (common in certain participation models).
4. No-show/abandonment: treated as cancellation with no refund, and Organizer may remove materials at Exhibitor’s cost.

Cancellation/postponement by Organizer and force majeure

1. If the Event is postponed, relocated, converted to hybrid/digital, or rescheduled due to Force Majeure or operational needs:
   Organizer may carry forward Exhibitor’s booking to the rescheduled dates with comparable value.
   Organizer is not liable for Exhibitor’s consequential losses (travel, shipping, opportunity costs) under force majeure, consistent with standard event contracting.

Exhibitor obligations and permitted activities

1. Exhibitor must:
   27.1 Use the booth only for approved categories; non-compliant exhibits may be removed.
   27.2 Maintain staffing during open hours and comply with operational timings.
   27.3 Ensure all products/services are lawful and comply with advertising/labeling requirements.
   27.4 Not sublet, share, or assign booth without prior written consent; organizer consent-to-assign is a common Indian participation term.
2. Prohibited activities:
   28.1 Nuisance: excessive noise, obstruction, unsafe demos.
   28.2 Unauthorized sampling/sales outside booth.
   28.3 Ambush marketing, distribution in aisles (unless permitted).
   28.4 Photography/recording of competitor booths without consent.
   28.5 Unapproved stall sizes, exceeding sizes and areas marked (or) confirmed by the exhibitor

On-site rules, build-up, and venue compliance

1. Exhibitor must comply with the Manual and venue rules including:
   29.1 Build-up/breakdown schedule.
   29.2 Fire safety, electrical safety, structural integrity.
   29.3 Waste disposal and housekeeping.
   29.4 Restrictions on hot work, LPG, hazardous items unless approved.
2. Security: Exhibitor is responsible for safeguarding their property; Organizer may provide general security but not insurer.

Branding, name/logo exploitation, and publicity

1. Exhibitor grants Organizer a license to use Exhibitor’s name, trademarks, and logos for:
   31.1 Event directory/listings, website, signage, marketing, press releases.
   31.2 Post-event reports and highlights reels.
2. Exhibitor must not misuse Organizer’s or venue’s name/brand or imply endorsement beyond participation.

Intellectual property and counterfeit goods

1. Exhibitor warrants it owns/has rights to display products and materials, and will not infringe third-party IPR.
2. Organizer may remove infringing exhibits and may bar Exhibitor from future events for IPR violations; this enforcement stance is reflected in Indian organizer terms.
3. Exhibitor indemnifies Organizer against IP claims arising from Exhibitor materials.

Lead retrieval, data sharing, and privacy

1. Lead collection:
   36.1 If Exhibitor uses official lead retrieval/badge scanning tools, visitor data shared with Exhibitor must be used only for legitimate follow-up and in compliance with applicable data protection law and the LOGMAT Privacy Policy.
   36.2 Exhibitor must not resell leads or use them for unlawful spam.
   36.3 Data of Visitors/leads collected by the organizer (or) their pertaining agents will not be shared with the exhibitor, unless and until discussed and agreed mutually bu both parties.
2. Security and confidentiality: Exhibitor must protect any personal data received, implement reasonable safeguards, and honor opt-outs.

Insurance and liability

1. Exhibitor must maintain:
   38.1 Public liability insurance with a minimum coverage according to their exhibit products, team and employee needs during the expo.
   38.2 Workmen compensation and contractor insurance as required.
2. Exhibitor is liable for damage to venue or third-party property caused by Exhibitor Personnel and will reimburse Organizer (recovering damages is a common organizer remedy).

Indemnity and limitation of liability

1. Exhibitor indemnifies Organizer for losses arising from Exhibitor breach, negligence, IP infringement, injury, property damage, regulatory non-compliance, or misconduct.
2. Organizer’s liability is limited to the amount of fees actually received for the booth (excluding taxes), except where prohibited by law.

Enforcement, removal, and penalties

1. Organizer may:
   42.1 Remove Exhibitor or close booth for serious breaches, safety risks, or unlawful displays.
   42.2 Impose reasonable penalties for willful contraventions; such penalty/recovery rights appear in exhibitor term patterns.
   42.3 Recover unpaid amounts and damages.
   42.4 Entry of Exhibitor teams, family will strictly be prohibited without proper registration process
   42.5 Kids below the age of 12 will be strictly not be allowed in the venue.
2. Trespass: Unauthorized entry into restricted areas, after-hours access, or disruption may be treated as trespass; BNS defines criminal trespass/house-trespass and penalties.

Dispute resolution, governing law, jurisdiction

1. Governing law: India.
2. Jurisdiction: Courts at Tamilnadu
3. Injunctive relief: Organizer may seek immediate injunctive relief for safety, IP infringement, counterfeiting, or serious contractual breach.

Termination and survival

1. Termination does not affect accrued payment duties, indemnities, confidentiality, IP licenses already granted, or dispute provisions.

Important clauses:

• IT Act Section 43 (unauthorized access/damage) [9]
• IT Act Section 66 (criminalization when dishonest/fraudulent) [9]
• IT Act Sections 66C/66D (identity theft/personation fraud) [10]
• BNS Section 329 (criminal trespass/house-trespass and penalties) [14]

Cyber trespass / anti-scraping clause (website):

“Unauthorized access, probing, scanning, scraping, crawling, harvesting, or extraction of data or Content from the Website (including exhibitor directories, attendee lists, pricing data, or any database) by automated means or otherwise, without our prior written permission, is prohibited. Any such act may constitute unauthorized access and/or interference with computer resources and may attract civil and criminal remedies under applicable law, including the Information Technology Act, 2000 (including Sections 43 and 66) and other applicable laws. We may take technical and legal measures including blocking, rate-limiting, IP blacklisting, account termination, preservation of evidence, and seeking injunctive relief.”

Credential fraud clause (tickets/badges):

“Forging, reselling (unless expressly allowed), duplicating, altering, or misusing any badge, ticket, QR code, or credential is prohibited and may constitute offences relating to impersonation or identity misuse using computer resources (including IT Act Sections 66C and 66D). [10] We may cancel credentials without refund, remove persons from the venue, and pursue legal action.”

Physical trespass clause (venue):

“Entry into restricted areas, after-hours access, or remaining on premises after being directed to leave is prohibited. Unauthorized entry or unlawful remaining may constitute criminal trespass/house-trespass under applicable criminal law. [14] Organizer/venue security may remove trespassers and report violations to authorities.”

Evidence preservation clause:

“We may preserve logs and records for security and legal enforcement consistent with applicable law and mandated directions, including CERT-In directions requiring log retention and incident reporting. [12]”