Space Booking and Location :

1. The booking of the space will be done on first-cum-first serve basis. The exhibitors will get priority to select the location based on the booking sequence.

2. The exhibitors are expected to select the location and communicate the same on email within 48 hours. In case the exhibitors fail to communicate the same within 48 hours, the revised space options will be shared later. After formal confirmation, the exhibitor cannot change its location. 

3.  GSTIN : If the GSTIN is not shared at the time of space booking and online process, Asian Trade Fairs Pvt Ltd. is not responsible to change or revise the Invoice.

4. Space request confirmation will be subject to the information including images shared by the exhibitor. EXSPO organising committee has the right to approve / refuse the space requisition if the products are not aligned with EXSPO fair.

5. Invoice will be sent in the digital format only, by Asian Trade Fairs Pvt Ltd. at the registered email id shared by the exhibitors at the time of space confirmation.

6. EXSPO 2024 will not have Air conditioners installed at venue, instead it will be well ventilated

7. Inside the hall area will not have a wooden platform.  
    

Reservation, Cancellation, Balance Payment & Refund:

1. The location selected by the exhibitor will be considered final only after receiving 100% advance deposit.

2. All part payments are non-refundable.

3. Balance payment in case of booking with partial advance must be received latest before
   30th September 2024.

4. No part payments, whatsoever, will be accepted after 30-Sep 2024.

5. If the exhibitor cancels the space, Asian Trade Fairs Pvt Ltd. will refund the amount excluding GST ( Goods and Service Tax) received from Exhibitor if the space is canceled -  as per schedule given in below table 2.8. 

6. Only written cancellations emailed to team@exspo.com  will be accepted.

7. Exhibitors agree and understand that Asian Trade Fairs Pvt Ltd. shall not be liable and responsible for any refund or claims, incase of cancellation of the space by the exhibitor.

8. The cancellation charges will be deducted from the space fee and are refundable as follows:

   
   
   
   
   
   
    

   **Applicable Only for 100% Advance Deposit*

9. In case the Exhibition is canceled or postponed beyond 31-March 2025 by EXSPO :

   1. The Exhibitor  is liable to get 100% refund of the advance paid. The organisers will refund this amount within 3 months from the announcement. If the refund payment gets delayed beyond that, Asian Trade Fairs Pvt Ltd. is liable to pay annual 18% interest on the amount for the extended period.

   2. Exhibitors have an option to carry forward the amount to the next edition of EXSPO. In such a case, EXSPO will offer additional credit of 18% of the amount for the next edition of EXSPO.

   3. EXSPO will strictly follow all SOPs and adhere to covid protocols suggested by the Govt. to organize the exhibition on the ground.  The EXSPO exhibition will be executed only if the Govt and/or local authorities give permissions for the same.

   4. IIncase of Force Majeure or if govt cancels the permission to host the exhibition 5 days prior or later to the exhibition date Asian Trade Fairs Pvt Ltd. is not liable to refund the advance fee. 

   5. If companies from out of Pune or Maharashtra have any travel restrictions and/or quarantine guidelines, 5 days prior to the exhibition, Asian Trade Fairs Pvt Ltd. will refund their advance deposit as per 2.9.1 or 2.9.2 whichever is chosen by the company.

   6. As for International participants, if any visa or travel restrictions prevail for the country, 10 days before the commencement of EXSPO exhibition, EXSPO will carry forward the participation fee for the next edition of EXSPO.
       

Stand Design Approval / Height Guidelines :

1. Approved Stand Height :
   
   
   
   
   
   
   * Height to be measured from the floor provided by the organizer. The permissible height  will include the platform created by the exhibitor.

   *  Any free standing structure should be 1 meter away from passage & neighboring stall.
    

2. For Prefabricated stalls: Those who wish to design and construct customized stalls, communicate the same in writing at team@exspo.com latest before 1-December 2024.  All procedures of bare space stand will be applicable. It is mandatory to fill the Vendor Form on the dashboard and adhere to the height guidelines. (Max height allowed - 3 meter).

3. Sides or walls,which are facing the aisles, should not be blocked by panels more than 30% of the length of such sides. Wall, if any, along the aisles should not carry any projections, on the side facing the aisles. No branding can be done on the side facing the other/adjoining stall.

4. Back Wall : Back Wall must be covered with masking with black or white color cloth. No logo or branding is allowed on the back wall. 

5. Support : No external support should be taken. All supporting structures should be part of space. 

6. Storage / Unused Material : Exhibitors are not allowed to dump their storage / unused material nearby or outside the allocated space. The material should be properly packed in cartons and placed in covered space inside the exhibiting space.

7. Submission of Design:

   1. Exhibitors should submit the Design with Plan, Elevation, and side view  before 30-November 2024.

   2. All dimensions should be mentioned in meters. Material specifications should be enclosed along with the design.

8. Approval: The exhibitor needs to fill the Vendor form with details of their stand designer. The stand designers will receive an email with the link of vendor deposit payment. They can submit the designs and deposit payments for approval. In addition, email the same on team@exspo.com. Exhibitors shall be allowed to start work only after approval of the layout plan and duly booked power requirement for the space.

9. Non Approval: The decision of our design committee with regards to the approval of the plan shall be final and binding upon exhibitors and the work must be carried out as per the approved drawing only.  The committee has the right to refuse the design subject to design, material, ethics and/or other factors, before the exhibition and on ground, even if the exhibitor agrees to all norms. 

10. Exhibitors should adhere to these guidelines, exceptions are subject to approval from the Design Committee. EXSPO ground committee has the right to stop the work or dismantle the stall at any point of time, if design is not approved or the design is found altered & not as per approved design.

11. If the exhibitor refuses to make the required changes, the organisers have the authority to cancel the participation and block/cover the front of the stand. In such a case, no refund will be paid by the organiser.
     

Venue Coordination :

1. Exhibitors must submit duly filled Vendor Form on the exhibitor dashboard. This will enable the Organizer, all the information related to venue team and service agencies working for the exhibitor at EXSPO-2024.

2. The exhibitors will get the Space Possession only after submission of the following
          a. Authorization Letter
          b. Vendor deposit
          c. Payment for Power.
          d. Design Approval Letter

3. It is mandatory to show the Participation letter to take the space for construction. 

4. Participation & Authorization Letter

   1. Participation Letter: The exhibitors can take a print of their participation letter from the exhibitor dashboard. This is required for transit of goods, every vehicle should carry a separate participation letter copy.

   2. Authorization Letter: The service agency needs to show the hard copy of the Authorization Letter on exhibiting company’s letterhead to the EXSPO ground team. They will get the possession of the space on showing the Authorization letter. The Authorization Letter will be auto-sent to the registered email id on submission of Venue Co-ordination form. 
       

Stand Construction Date & Work Time

1. Possession of Space Timings :
   
   
   
   
   
   
    **No work after 12 noon on 11- Dec 2024

2. Vendor Deposit & Refund : The service agency should pay a refundable security deposit for possession of space. 
   Vendor Deposit amount based on display area - 
   
   
   
   
   
   *Prefabricated Stand >If the company doing their own stand construction they will be considered as bare space, and all the rules and regulations comply as per point no. 3.2.

3. Refund: For deposit refund it is necessary to get clearance of the space in the same condition as handover + clearance of any dues related to power consumption & extra furniture booked/utilised. A clearance from the Hall manager will be required. The deposit will be settled after 27-Jan 2025, but not later than 30-Jan 2025.
    

No Work Day on 11- Dec 2024

1. EXSPO team is dedicated to offer smooth services to our exhibitors and visitors. 
   In this endeavour, EXSPO will observe NO WORK DAY ON 11- Dec 2024. 

2. This will help us clear passage areas, lay carpets, do final beautification of the ground > prepare the venue for welcoming the guests. 

3. We appreciate if all the exhibitors complete their stand construction / design work before 12 noon on 11- Dec 2024. Spray Painting, Cutting or any construction work is NOT allowed on the No Work Day.  All work related to power should be completed before No Work Day. The exhibitors can do only internal beautification work within their space area. They must remove their exhibits, vehicles and materials etc. from the passage area. 

4. No Vehicles will be allowed at the exhibition arena after 12 noon, 11- Dec 2024.
    

Gate Pass for entry :Gate Pass is mandatory for taking any exhibits/items in/out of the fairground for security purposes. The Gate pass is available to the team leader on EXSPO App.

1. Mandatory for getting gate pass for Bare spaces

   1. Vendor Authorization Letter

   2. Stall design approval letter

   3. Refundable Security deposit

   4. Participation letter

2. Mandatory for getting Gate Pass for Prefab stands:

   1. Participation letter

3. A final Gate pass would be needed on the last day at 5.30 p.m. for the exhibitors to move out of the fairground.
    

Power Connection (for Set up & Exhibition days)

1. Set Up Days : Power will be provided at common points outside each hall. The fabricators can connect it with their own cables. Exhibitors must get their electrical works done from the electrical contractor appointed by the organisers only. If the exhibitors are getting their own generator sets & electricians, they should seek the prior permission from the EXSPO organising committee in writing at least 1 week prior to stall possession.

2. Metal Welding is strictly prohibited on working power provided by EXSPO. Exhibitors have to make their power arrangements for the same.

3. Exhibition days : Requisitions for Power Required (KW) should be made before 11th Dec 2024.
   Charges for power will be
   Rs. 3,000 + GST For online booking
   Rs. 4,000 + GST for booking on venue
   Only prefabricated stalls will be provided with basic power. All other exhibitors need to pay extra for power as per their requirement. Details about the electrical load consumption have to be informed and booked online well in advance. The electric supply for prefab stalls & for stalls who have paid for extra power supply will be made available after 1 pm., 11- Dec 2024.
    

Vehicle Entry during set up & Exhibition days :

1. Set Up Days :
   Morning : 8 am - 7 pm.- Inform Service Incharge 1 hour prior.
   Evening : 7 pm to 8 am - Inform Service Incharge 4 hours prior.

2. Vehicle Exit Time on NO work day : 11 Dec - Strictly before 12 noon.
   All vehicles must exit the exhibition ground before 12 noon,  11- Dec 2024.  

3. No Passenger Vehicle will be allowed to enter the ground on any days.

4. Parking during exhibition days :
   Provisions for Car & Scooter parking are made at the Fairgrounds free of cost. The car parking stickers must be prominently pasted and displayed on the cars.
   ​

Exhibitor Badges :

1. Each company will get unique NON-Transferable badges for its exhibitors. 
   The number is based on their Space booked. The badges can be made online from the exhibitor dashboard. Prior booking of badges will help exhibitors save time and effort at the venue. 

2.  For the duration of the Fair, each exhibitor receives a specific number of exhibitor badges for their space, as per their booked area. Additional Exhibitor badges are available online. Exhibitor badges are intended solely for individual use only and are strictly NON-transferable.  In case of abuse, EXSPO Team is entitled to withdraw the exhibitor badge. 
   Entry to the fairground is not permitted without the Exhibitor’s Badges.
    

Fair e-Catalogue :

1. EXSPO fair catalogue will be published digitally on web. Exhibitors must update their Digital profile at the exhibitor dashboard. 
    

Extra Furniture :

1. Standard furniture is provided in the Prefabricated stands. No furniture is part of bare space. The exhibitors can book extra furniture from the exhibitor dashboard before 11- Dec 2024.

2. Please make online power & furniture requirements before 11- Dec 2024 Onsite orders are subject to availability.
    

Greenpasses :The exhibitors can invite their guests and team members to visit EXSPO. They can issue greenpass for their esteemed guests from their exhibitor dashboard. The online greenpass quota can’t be exchanged against printed passes.
 

General Terms :

1. The exhibitors are requested to ensure all their exhibits are approved by EXSPO, before getting them to the Venue.

2.  Only the agreed exhibits may be displayed. Exhibits may be removed subject to permission from the EXSPO.

3. The Organizer Asian Trade Fairs Pvt. Ltd. reserves the right to remove from the exhibition grounds the goods of an exhibitor immediately, who may contravene any of the rules or regulation in force.

4. The Exhibitors shall be solely responsible for the safety of the material and personnel deployed at the Venue during the exhibition period.

5. In no event shall organisers be liable for any indirect, incidental, punitive or consequential damages (including without limitation, lost or corrupted data, loss of profits or savings, loss of business or other economic loss) arising out of or related to these terms and conditions provided hereunder.

6. The Exhibitors shall indemnify, defend, and hold harmless the Organisers and its directors, officers, and employees from and against all third-party claims, damages, liabilities, costs, and expenses, including reasonable attorneys’ fees and other legal expenses, arising directly from or indirectly from or in connection with any misrepresentation, negligence,  or wrongful act of the Exhibitors, contractors, assistants, employees, representatives or agents, any failure of the Exhibitors to perform their obligations in accordance with the terms and conditions for the Exhibition, all applicable laws, rules, and regulations, or  any violation or claimed violation of a third party’s rights resulting in whole or in part from the Exhibitors Pavilion at the Exhibition.

7. Governing law and jurisdiction:  The terms and conditions shall be governed by laws of India and the civil courts in Pune, Maharashtra shall have jurisdiction for any disputes arising therefrom.

8. Exhibitors must occupy the space allotted no later than 8 am on 12 Dec 2024 or else the organisers reserve the right to re-allot the space.

9. The Organisers reserve the right to reallocate or resize spaces under special circumstances. The organisers also reserve the right to cancel booking approved on the basis of misleading or false information, or if the requirements for participation (rental charges are not received in full on the mentioned dates prior to the event) are no longer met by the applicant.

10. The exhibitors are responsible for the setting up of their structures, maintenance during the event and the dismantling after the event.

11. No audio, music systems & PA systems are allowed in the stall. Any complaint received will result in termination of such display.

12. Exhibits must be positioned/displayed/demonstrated such that they will not intrude into the gangway / public space or cause hazard to visitors / other Exhibitors.

13. Any exhibitor process, which generates noxious or toxic fumes, or smoke of any kind, is strictly prohibited. Also, no fuel or inflammable material is allowed in the exhibition premises.

14. All stand designs are expected to be ready before the NO Work Day on  11- Dec 2024. Also dismantling of the displays will not be allowed before the closing time on the last day of the exhibition. Exhibitors are only permitted to distribute brochures or other advertising material from within their own stand. The display, distribution or presentation in any form outside the demarcated area is prohibited.

15. The general cleaning of the venue is the responsibility of the organisers.  Cleaning of individual stalls & exhibits is the responsibility of the exhibitors. Such cleaning should be done every day prior to the opening of the event.

16.  Before Exhibition starts, Exhibitors should dump waste in the designated dumping yard, shown in the map.

17. Security : While all reasonable steps for the protection of property and exhibits are taken, including the employment of private security officers, the organisers do not by regulations governing the exhibition, accept any responsibility for loss of or damage to the exhibitors or contractor’s properties within the exhibition grounds.