Terms and Conditions
Terms and Conditions For Booking an Exhibition Stall at Shimla Flying Festival & Hospitality Expo 2024;
1. Eligibility to Exhibit
• Kitchen Equipment, Bar Equipment, Perfumery manufacturers, Handicraft & Handlooms Products, Home Decor Furnishers, Carpet manufacturers, Gift & Toys, Naturopathy, Wellness, Agri-horticulture, Food, Dairy, organic Products, Travel Consultants, Products related to Air Sports.The organizer reserves the right to refuse stall bookings from applicants that do not align with the theme or objectives of the expo.
2. Stall Allocation and Booking Process
• Stalls are allocated on a first-come, first-served basis, and booking is confirmed only after full payment and a signed agreement are received.
• The organizer reserves the right to change the stall allocation due to logistical reasons or if it benefits the overall layout of the expo.
• Special requests for stall location will be considered but cannot be guaranteed.
3. Payment Terms
• A non-refundable deposit of 100% of the total stall cost is required at the time of booking.
• No payments or verbal commitments may result into the cancellation of the booking.
4. Cancellation Policy
• In case the event is cancelled by the organizer, exhibitors will receive a full refund of any payments made.
5. Stall Setup and Breakdown
• Exhibitors are allocated stalls to set up their stalls one day before the event, starting from 10:00 AM.
• All setups must be completed by 9:00 PM on the day before the event.
• Stall items must be removed by 10:00 PM on the last day of the expo. Exhibitors are responsible for removing all materials and leaving the area clean.
6. Stall Setup and Presentation
• Stalls must be done in a way and within the allotted space and should not obstruct neighbouring stalls.
• All signage, banners, and displays must adhere to the expo’s guidelines for size and content.
• The use of loudspeakers, flashing lights, or any other disruptive elements is prohibited without prior approval.
• All stalls will be allocated 2 x chairs, 1 x table with stall floor carpets etc.
• If any exhibitor wishes to increase the stall area then the proportionate cost will be increased accordingly
• Change in Stall size may change the stall location too
7. Permitted Products and Services
• Exhibitors may only display or sell products and services that are listed in their application and approved by the organizer.
• The sale or display of counterfeit, illegal, or inappropriate products is strictly prohibited.
8. Insurance Requirements
• Exhibitors must obtain and maintain adequate insurance coverage, including but not limited to public liability, product liability, and property insurance.
• The organizer will not be liable for any loss, theft, or damage to the exhibitor’s property.
9. Health and Safety Compliance
• Exhibitors must comply with all local health and safety regulations, including those related to food safety, fire safety, and occupational health.
• All electrical equipment used must be certified safe. 10. Exhibitor Conduct
• Exhibitors are expected to maintain professional behaviour at all times. Any conduct deemed inappropriate, disruptive, or harmful to the expo’s reputation may result in the exhibitor's removal without refund.
• All promotional activities must be confined to the exhibitor’s stall space.
11. Liability and Indemnification
• The organizer is not responsible for any injury, loss, or damage sustained by the exhibitor, their staff, or visitors due to the exhibitor’s participation in the expo.
• Exhibitors agree to indemnify and hold the organizer harmless against any claims arising from their participation in the event.
12. Force Majeure
• The organizer is not liable for any delay or cancellation of the event due to circumstances beyond their control, including but not limited to natural disasters, pandemics, strikes, or governmental regulations. 13. Amendments to Terms and Conditions
• The organizer reserves the right to modify these terms and conditions at any time. Any changes will be communicated to exhibitors in writing.
14. Governing Law
• These terms and conditions shall be governed by and construed in accordance with the laws of the jurisdiction in which the expo is held.
15. Dispute Resolution
• Any disputes arising out of or in connection with these terms and conditions shall be resolved through binding arbitration, as per the rules and regulations of the applicable jurisdiction.
16. Advisory
• Lunch food coupons x 2 each stall per day will be provided by the organizer
• Pickup Vehicles can reach up to the stall locations and all other vehicles bigger than pickup will require additional transport to tranship the items for the ending 300 metres before venue location.
• Drivers to be accommodated by the stall holders
• Exhibitors having UDYAM Registration certificates will be eligible for 80% reimbursement against the stall cost, shall be fulfilled by Ministry of MSME
• Details of hotels and their tariff for stay, will be supplied separately after the booking of stalls and payment process.
• All costs related to hotel stay and food during the event are the sole responsibility of the stall owners. These expenses are not covered by the event organizers.
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