Exhibition Terms And Conditions
ITB India 2020
1. Event and Organizer
ITB India is organized by Indo-German Chamber of Commerce ("IGCC"), at Bombay Exhibition Centre, Mumbai, India. The owner of ITB India event is Messe Berlin GmbH.
2. Dates and Times
- Duration of ITB India 2020: Wednesday, 15 April - Friday, 17 April
- Daily opening hours: 10:00 a.m. – 6:00 p.m.
- Deadline for application: 15 October, 2019
- Submission of building plans: 31 January 2020
- Orders for entries in the catalogue (company names and addresses of exhibitors): 31 January 2020
- Commencement of construction: 13 April 2020
- Commencement of dismantling:after 6 p.m. on the final day of the exhibition
- Conclusion of dismantling: 18 April 2020 (until 10:00 p.m.)
- Other important dates regarding applications and orders can be found in the following folders:
- Exhibitor Service Manual
- Advertising Services
3. Stand Rental
Minimum stand size 9 sqm. The prices include the rent for the exhibition space for the entire duration of the event, the registration fee, a specific number of exhibitor and construction/dismantling passes, the use of all general technical and service facilities in the fair halls like hall lighting, ventilation, air conditioning and cleaning of the aisles. The prices do not include electricity and water utilisation on the stand. Maximum two co-exhibitors may be registered per 9 sqm.
3.1 Raw space (18 sqm and above)
Row stand (area only) US$3,645 / 9 sqm
Corner stand (area only) US$4,023 / 9 sqm
Peninsula stand (area only) US$4,653 / 9 sqm
Island Stand (area only) US$5,409 / 9 sqm
Two-storey stands will be subject to an additional charge of US$ 100 for each square meter of upper structure. For raw space which is larger than 400 sqm, the row stand price is applicable for the multiple open side options.
3.2 Complete stands
It is mandatory to choose a complete stand package when renting 9 sqm.
Basic Package Scheme US$3,825 / 9 sqm
Premium Package Scheme US$4,730 / 9 sqm
Peninsula Package Scheme US$14,828 / 27 sqm
Peninsula Premium Package Scheme US$16,348.50 / 27 sqm
Island Basic Package Scheme US$22,052 / 36 sqm
Island Premium Package Scheme US$22,812 / 36 sqm
All of the above prices are subject to Goods and Services Tax (GST) at the applicable rates. All payments made by the Exhibitor to IGCC shall be subject to deduction of tax pursuant to the provisions of the Indian Income Tax Act, 1961 and the Rules framed thereunder.
4. Appointments
Per 9sqm each exhibitor receives one set of appointments (of up to 30 appointments). The Match Making System helps to match the supply and demand of both the buyers and exhibitors. However, as a technical facilitator, IGCC cannot be held responsible if buyers are not interested to meet up with some of the exhibitors and thus exhibitors may not be able to get their targeted number of appointments and vice versa. A certain number of accepted appointments is not guaranteed, neither 30 nor any other number of targeted appointments. The exhibitor agrees to indemnify IGCC against non fulfilment of exhibitor’s target number of appointments. Additional sets of appointments incl. entity listing may be purchased at US$1,250 each with a maximum of ONE additional set per 9sqm.
5. Cancellation
If exhibitors withdraw after the official application deadline, 15 October 2019, a charge equivalent to 50% of the stand rental will be payable. This increases to 80% for withdrawals after 01 December 2019, and after 15 January 2020, the full stand rental is payable.
6. Terms of payment
The period of payment is specified in the stand rental invoice. Please quote invoice number and client number. All payments should be made to one of the accounts indicated on the invoice. Exhibitors are to pay all money remittance charges on top of the invoiced amounts. In no circumstances will the exhibitor be permitted to erect or occupy a stand or site if the participation cost has not been paid in full.
7. Official Catalogue
An official catalogue will be issued; IGCC shall not accept any responsibilities for any omissions, misquotations or other errors, which may occur in the compilation of this catalogue.
8. Regulations Governing Halls and Indoor Places
- Night work ban and early stand set-up: There is a general night work ban during the set-up and dismantling phases. The work period is from 8:00 a.m. - 10:00 p.m.
- Events at the stand must be registered using the appropriate form in the Exhibitor Service Manual. According to the size of the event, the exhibitor is charged extra costs for additional security personnel (compulsory) and additional services, e.g. barriers, personnel for providing sanitary fittings, checkroom, sanitary services, etc. The technical department will coordinate with you on the details. Events can take place at the stand from 10:00 a.m. - 6:00 p.m.
- Direct sale like food, drinks, typical souvenir at ITB India is not permitted.
- Product presentations and events during the trade show may not be so loud as to disturb other exhibitors. In order that exhibitors can conduct meetings and appointments undisturbed, the voice level resulting from presentations on the stand must remain below 50 decibels.
- Advertising of all kinds is only permitted within the exhibitor’s official stand area.
- No information material of a political nature may be distributed in the form of posters, information material etc. Moreover, no political statement may be included in the design and decoration of the stands.
- It is forbidden to stick posters and other stickers on the wall and the floor outside the hired stand.
- No animals are admitted to the exhibition grounds.
- Exhibitors must comply with IGCC and Bombay Exhibition Centre's Rules & Regulations, technical guidelines including operation, fire safety, construction. For further details on the Rules & Regulations please refer to the Exhibitor Service Manual. Exhibitors must also comply with rules and regulations as specified by work and safety laws of India.
9. Installations, partition walls
Installations of electricity and water, partition walls, according to requirements, must in all cases be expressly ordered (see Exhibitor Service Manual).
10. Exhibitors Passes
Exhibitors receive two (2) badges free for stands of 9 sqm. and two (2) for each additional 9 sqm. or fraction thereof. Additional exhibitor passes may be purchased, up to four (4) per 9 sqm, at US$ 90 each. It is not permitted to use the pass to give another person access to the exhibition ground. Lost, forgotten passes will not be replaced.
11. Admission for exhibitors
Exhibitors passes provide access to the exhibition grounds from 09:00 a.m. - 7:00 p.m.
12. Change of the form of company
The Exhibitor undertakes to notify IGCC immediately about any change in the form of the company (merger of transformation), even if the change only affects the legal form, with no devolution of property. The obligation to provide such information also applies to links between companies and structural changes to the company’s legal form (changes in holdings resulting from the inclusion or withdrawal of shareholders and holdings by the exhibitor in other or previous companies which have or have had a contractual relationship with IGCC etc.
13. Copyright Fees / Licenses & Permits
Permission must be obtained by Exhibitors from the appropriate authorities for all public presentations of copyrighted music, either on records or other sound carriers or for musical presentations involving the reproduction of radio or television broadcasts.
14. Terms of Business
The enclosed Regulations contained in the Exhibitor Service Manual apply to these Special Conditions of Participation as well as the General Terms of Business for Trade Fairs and Exhibitions by IGCC.
15. Data Protection Regulations
Personal data about anyone with whom we are involved in business will be stored and processed in accordance with the provisions of Information Technology Act, 2000 and other applicable data protection regulations in India within the terms of the contractual arrangement.
Personal data about the residents of the European Union (‘EU’) with whom IGCC is involved in business will be stored and processed in accordance with the provisions of EU General Data Protection Regulation within the terms of the contractual arrangement.
for Trade Fairs and Exhibition organised
by IGCC
General Regulations
1. Contract
2. Joint Exhibitors
3. Restrictions on the Exhibitor and Exhibits
4. Allocation of Stands
5. Exhibits
6. Terms of Payment
7. Liability, Insurance
8. Withdrawal from the Contract
9. Force Majeure
10. Workers and Exhibitors Passes
11. Photographs and Film, Video and Sound Recordings
12. Advertising
13. Official Approval, Legal Regulations, Technical Guidelines
14. Regulations for the Maintenance of Order
1. Contract
1.1.
The main sections of the contract are
a) the Special Conditions of Participation,
b) the Regulations as contained in the Exhibitor Service Manual,
c) the General Terms of Business. Where there is conflict between these various regulations they shall apply in the order listed above.
1.2. Conclusion of the Contractual Regulations
By signing the Contract, the exhibitor recognises as binding the Terms of Business and Conditions of Participation, as well as the Regulations contained in the Exhibitor Service Manual. He is responsible for ensuring that those persons employed by him during the event also comply with the terms of the contract in every respect.
2. Joint Exhibitors
If a number of exhibitors intend to hire a stand jointly, they must name one of their number in their application who will be authorised to negotiate with IGCC on their behalf.
The authorised party bears the same liability for any faults or cases of negligence on the part of those whom he is authorised to represent as he does for his own faults and negligence. The participating exhibitors are liable jointly and severally to IGCC.
3. Restrictions on the Exhibitor and Exhibits
If relevant grounds exist, and in particular if there is insufficient space, IGCC may exclude individual exhibitors from participating, and may also limit the event to specific groups of exhibitors, if this becomes necessary in order to attain the objectives of the event. This also applies to exhibits.
4. Allocation of Stands
4.1. Principle
In allocating the stand IGCC will take into account the subject and the way in which a particular event is subdivided, as well as the space that is available. IGCC will endeavour to meet specific requirements for stand locations wherever possible.
4.2. Changes to Adjoining Stands
The exhibit should accept that changes may take place in the situation on other stands at the beginning of the event, compared with the time at which initial acceptance was granted. No claims for damages by either party can be entertained.
4.3. Exchanging Stands or Transferring them to Third Persons
The allocated stand may not be exchanged for that of another exhibitor, nor may it be transferred either partially or completely to a third person unless agreement has been reached with IGCC.
5. Exhibits
5.1. Removal, Exchange
Only the agreed exhibits may be displayed. Furthermore, they may only be removed subject to the approval of IGCC. Exhibits may only be replaced by other items if written agreement has been obtained from IGCC, and replacement must take place at least one hour before the official daily opening time, or one hour after the official closing time.
5.2. Exclusions
IGCC is entitled to demand that exhibits should be removed if these were not included in any prior agreement, or if they subsequently prove to cause annoyance or danger, or are incompatible with the objectives of the event. In the event of noncompliance, IGCC is entitled to have recourse to law in removing the exhibits at the exhibitor’s expense.
5.3. Direct Sales
Unless expressly permitted, no items may be sold directly. If such approval is given the exhibits must be marked with clearly legible price tickets. It is the exhibitor’s responsibility to obtain the necessary approval from the trading and health authorities, and to observe these regulations. The Exhibitor Service Manual contains further details.
5.4. Protection of Copyrights and Patents
Protection of copyright or other patent rights of exhibits is the responsibility of the Exhibitor. The Exhibitor hereby warrants that listed exhibits shall not contravene the intellectual property rights of any third party. Also, if IGCC is subject to any litigation or penalty for any such violation, the Exhibitor shall be liable to indemnify IGCC for the legal fees and any penalty imposed.
6. Payment Conditions
6.1. Date when Payment becomes Due
The stand rental shall be payable to IGCC bank accounts listed on the invoice. These payments must be made within the time period specified in the special conditions
of participation and be annotated with the invoice and customer number. The amounts are due for payment at the time the invoice is issued. A final invoice will be sent after the event ends.
6.2. Exhibitor Claims
All exhibitors’ claims against IGCC must be made in writing and in accordance with the laws of the Republic of India.
6.3. Objections
Objections to invoices will only be considered if submitted to IGCC in writing within 14 days following issue of the invoice.
6.4. Hirer’s Rights of Lien
In order to secure any claims it may have, IGCC shall be entitled to exercise its rights of lien as hirer, and to sell the items thus withheld as it wishes, following notification in writing. IGCC is only liable for any damage to the items held in lien if such damage was caused maliciously or by gross negligence.
7. Liability, Insurance
7.1. IGCC shall not be responsible for the loss, damage or destruction to any property of the Exhibitor or of any other related person (including Co-exhibitors and Joint Exhibitors) by theft or by fire or any other cause whatsoever which includes any damage, sustained by any Exhibitor on the Exhibition premises caused by fire, storm, tempest, lightning, national emergency, war, labour disputes, strikes or lockouts, civil disturbances, explosion, inevitable accident, force majeure, or any other cause not within the control of the IGCC, whether ejusdem generis or not. IGCC shall not be liable to any Exhibitor, if by reason of the happening of any of the above events, the opening of the exhibition is prevented or postponed or abandoned or the Exhibition premises becomes wholly or partially unavailable for the purpose of holding the ITB India event .
7.2. The Exhibitor shall be liable for all third party claims arising from their own stand fittings and for their proportion of the shell scheme and for any loss or damage to the basic shell scheme stand. IGCC is not liable for pre-existing deficiencies associated with rented space and equipment regardless of fault.
7.3. If in the opinion of IGCC, by postponement of the period of the Event or by substitution of another hall or building or by any other reasonable clause, the Event can still be carried through, this contract shall be binding upon the parties except as to their size and position as to which any modification or rearrangement may be made as considered necessary by the IGCC.
7.4. As IGCC cannot be held responsible for any of the matters aforesaid, the Exhibitor must cover themselves by sufficient insurance in respect thereof to any extent available and IGCC reserves the right to demand sight of such a policy.
8. Cancellation, Non-participation on the Part of the Exhibitor; Withdrawal from the Contract by IGCC
8.1. Cancellation, Non-participation on the Part of the Exhibitor
The full stand rental charge shall still be payable if the exhibitor cancels or fails to take part in the event without notification of cancellation. If the exhibitor cancels and another new exhibitor can be found for the stand, IGCC retains the right to demand 25% of the invoiced stand rental charge from the original exhibitor to cover costs. The full stand rental must be paid when IGCC rents the agreed upon stand space to the new exhibitor, although the overall area is reduced as a result of the cancellation/non-participation.
8.2. Withdrawal by IGCC
IGCC is entitled to withdraw under the following circumstances:
a) if the rental charge is not received in full at the latest by the date stated in the invoice for participation costs and if the exhibitor does not pay before the expiry of any extension period that may be granted;
b) if the stand is not occupied in time, i.e. if it is not obviously occupied within 24 hours of the official opening;
c) if the registered exhibitor, as a private or corporate entity, no longer conforms to the requirements for granting acceptance, or if IGCC subsequently becomes aware of any reasons which, had they been known before, would have excluded that person from participation. This applies in particular when bankruptcy or insolvency proceedings have been instituted, or if the exhibitor becomes insolvent. Exhibitors are required to inform IGCC immediately in such circumstances.
In the cases, referred to above, IGCC is entitled to claim damages. No. 8.1 may be applied accordingly.
9. Force Majeure
9.1. Cancellation of the Event
If IGCC is prevented from holding the event for reasons outside its own control or that of the exhibitor, all claims to the stand rental become void. However, IGCC may still invoice the exhibitor for work carried out in the latter’s instructions, to cover any expenses already incurred, if the exhibitor is unable to furnish evidence that the results of this work are of no interest to him.
9.2. Rescheduling of the Event
If IGCC is in a position to hold the event at a later date it must notify exhibitors immediately. Exhibitors are entitled to cancel their participation in the event if it is rescheduled, provided such cancellation is given within one week following receipt of this notification. In such cases claims for payment of stand rental no longer apply.
9.3. For Events that have Already Commenced
If IGCC is obliged to shorten or cancel an event that has already begun, as a result of force majeure, exhibitors are not entitled to assert claims for repayment or for exemption from the stand rental charge.
10. Exhibitors Passes
10.1.Exhibitors Passes
Exhibitors will receive a limited number of special passes valid for the duration of the exhibition or fair, for use by themselves and their employees, and entitling them to admission free of charge. Additional details can be found in the conditions of participation.
10.2.Regulations Applying to Both Types of Passes
Passes are issued in the holder’s name, or must be filled in correctly by the holder, who should also sign them. They are not transferable and are only valid in conjunction with an official ID document. In cases of misuse the passes will be withdrawn without compensation. In the case of joint participation by a number of exhibitors, only the authorised exhibitor will receive the required passes. Additional passes are available, for which a charge will be made.
11. Photographs and Film, Video and Sound Recordings
IGCC is entitled to take photographs, make drawings, or to make films or video recordings of events taking place at the fair, of structures and stands, or of exhibits, and to use these for advertising
purposes or for publication in the media. No objections for whatever reason by exhibitors will be entertained. This also applies to photographs or recordings made directly by the press or television with the approval of IGCC.
12. Advertising
12.1.Scope
Advertising of all kinds is permitted but only within the stand hired by the exhibitor, on behalf of the exhibitor’s own company, and only for exhibits manufactured or distributed by the exhibiting firm.
12.2.Approval
Advertising by means of loudspeakers, the display of slides or films, or the inclusion of performances or shows require the written approval of IGCC. Written approval must also be obtained for the use of other equipment and installations intended to enhance the impact of advertising either optically or acoustically. Advertising of a political nature is strictly prohibited.
13. Official Approval, Legal Regulations, Technical Guidelines
In all cases it is the responsibility of the exhibitor to obtain official approval. Exhibitors are responsible for ensuring the compliance with applicable regulations pertaining to trading and
industrial law, police regulations, health regulations and other legal requirements. Moreover, exhibitors must observe the “Technical Guidelines” as specified in the Exhibitor Service Manual, in particular with
regard to the regulations contained therein relating to stand construction and design, and the extensive safety regulations also specified in this folder.
14. Regulations for the Maintenance of Order
14.1.
The parking spaces offered by Bombay Exhibition Centre, Mumbai are available to exhibitors and need to be paid individually. IGCC is not responsible for any vehicle parked in all parking facilities provided by Bombay Exhibition Centre.
14.2.Access to the Exhibition Grounds
Vehicles which do not have the correct authorisation or a document entitling them to park within the Exhibition Grounds will not be allowed access to the grounds during the event. Regulations pertaining to the delivery of goods and other items are covered by the conditions of participation.
14.3.Leaving the Grounds
Exhibitors and accompanying persons must leave the halls within one hour following the official closing time each day. Any persons wishing to leave the exhibition with packages must furnish proof that they are entitled to do so to the security staff at the exits.
14.4.Miscellaneous
No animals are permitted on the Exhibition Grounds. Water required for use in connection with foodstuffs or for the cleaning of utensils coming into immediate contact with foodstuffs may only be obtained from taps supplying hygienic water. Water for such purposes may not be obtained from toilet facilities.
14.5.Environmental Protection
Exhibitors are required to make every effort to protect the environment. In this respect they should also observe the Environmental Guidelines of IGCC which are enclosed with the Exhibitor Service Manual.
15. General Regulations, Deadlines
15.1.Deadlines
The construction and dismantling periods will be specified in the Special Conditions of Participation.
15.2.Construction, Services for Exhibitors
The Exhibitor Service Manual contains a list of services available from companies authorized by IGCC, regarding planning, construction and design of standard and individual stands.
15.3.Dismantling Period
Stands may not be cleared before the end of the event. Dismantling must be completed by the end of the allotted dismantling period. On expiry of this period IGCC is entitled to undertake dismantling, removal of exhibits and their storage at the exhibitor’s expense, or to order such arrangements to be made at the exhibitors’ expense. IGCC will only be liable for losses or damage to exhibits when such losses or damages are due to deliberate action or gross negligence. IGCC is entitled to impose a lien to cover any expenses thus incurred.
16. Stand Design
16.1.Authorization Certificate
Exhibitors with ground-level, single-story stands without roofs are not required to submit plans for approval, providing the stand is in compliance with all other technical guidelines. Any other type of stand, mobile stand, or special constructions require approval. Construction plans (floor plan and front view) must be submitted in duplicate to IGCC for approval.
Complete details can be found in the Exhibitor Service Manual.
16.2.General Appearance
The exhibition stand must comply with the overall plan for the exhibition. IGCC reserves the right to prohibit construction of unsuitable or inadequately designed stands.
16.3.Stand Equipment and Fittings during the Hours that the Event is Open
The stand must be correctly equipped and furnished, and staffed by competent personnel throughout the duration of the fair or exhibition, between the stipulated opening times.
16.4.Penalty Clause
If the exhibitor fails to comply with the regulations as stated above (No. 16, Item 2, 3), IGCC is entitled to impose a penalty of US$ 1,000.00 per day if its instructions and warnings are not heeded.
17. Exhibitor Service Manual
Together with the confirmation of order exhibitors will be supplied with the Exhibitor Service Manual, containing information about the following:
Technical guidelines, technical equipment standards in the halls, installations, stand constructions, design and furnishing, as well as about other services at trade fairs provided by IGCC, insurance, PR work, the catalogue, room reservations and other services. It also contains the necessary forms.
18. General Inspection, Cleaning
a) IGCC will provide security cover for the halls. However, it will only be liable for damages in the case of gross negligence. Security cover for the exhibition stand itself is a matter for the exhibitors. They are advised to take out appropriate insurance cover against such risks. During the night valuable and easily removed items should be securely locked up. Private security staff to guard the stands during the night-time may only be employed subject to written agreement by IGCC.
b) IGCC will provide general cleaning on the grounds and in the aisles. Exhibitors are responsible for cleaning their own stands. Such cleaning work must be completed each day prior to the opening of the event.
c) If the exhibitors do not employ their own personnel, stand cleaning and security must be arranged through the relevant company appointed by IGCC.
d) The exhibitor or his appointed stand constructor are responsible for disposing of any waste materials resulting from their work. In this respect the rules laid down in the environmental guidelines in the Exhibitor Service Manual must be observed.
19. Technical Installations
Regular supplies of electricity, water, gas and telephone services, along with other services in the halls, will be provided by companies authorised by IGCC. Further details are contained in the conditions of participation.
20. Photography
The taking of photographs, films or videos on behalf of exhibitors during the daily opening hours of the event may only be carried out by photographers, film or video production companies thus authorised by IGCC) and in possession of the appropriate pass. Such authorisation also applies prior to and after the daily opening hours of the event. No other photographers or production companies will be permitted access to the Exhibition Grounds. Information on this matter can be obtained from the IGCC.
21. Catering Services
Catering services are provided exclusively by companies authorized by IGCC.
22. Data Protection
Personal data are collected, processed and used by IGCC and, if applicable, by its service partners in accordance with the provisions of the Information and Technology Act, 2000 and other relevant data protection regulations in India for the purpose of providing support and information for customers and potential customers and for handling the services offered.
Personal data regarding EU residents are collected, processed and used by IGCC and if applicable, by its service partners in accordance with the provisions of EU General Data Protection Regulations.
Consent to the use of data: The Exhibitor consents to the use/transfer of his contact information, i.e. his name, phone number, email address and fax number to third parties for the purpose of optimizing and supporting the participation of his company/entity at ITB India. This consent may be withdrawn by the exhibitor by notifying IGCC, at any time, with effect from the future.
23. Concluding Regulations
23.1.Changes and Amendments in Writing
Any changes to the contents of this agreement (No. 1 Item 2), and ancillary agreements, are only legally binding if they have been confirmed in writing by IGCC.
23.2.Place of fulfilment and jurisdiction
This contract shall be governed in accordance with prevailing laws of the Republic of India. Any dispute arising hereof shall be subject to the jurisdiction of courts located in New Delhi. However, IGCC is entitled to take legal proceeding against the exhibitor at the exhibitor’s general place of jurisdiction.
23.3.Statute of Limitations
All Exhibitors’ claims against IGCC must be made in writing and in accordance with the laws applicable in the Republic of India inter alia including in accordance with the statutory period of limitation as prescribed under The Limitation Act, 1963.
If any of the provisions stated above are partially void or incomplete, this shall not affect the validity of the remaining provisions. In such cases, the parties agree to replace the void or incomplete.