RULES & REGULATIONS FOR EXHIBITORS

________________________________________________________________________________________________
RULES & REGULATIONS FOR EXHIBITORS
:
SCIENCE CITY EXHIBITION GROUNDS, J.B.S. Haldane Avenue, Kolkata –
700 046, INDIA, (Opposite ITC Sonar Hotel on Eastern Metropolitan Bye-Pass)
1.
Venue
2.
Date
:
November 27 - 30 , 2015
3.
Exhibition Timings
:
10.00.am to 6.00 pm from November 27-29,2015 & 10.00 am to 4.00 pm on 30 Nov.
(a)
Business Hours : 10.00 a.m. to 4.00 p.m.
(b)
General Hours - 4.00 p.m. to 6.00 p.m. from November 27-29, 2015.
th
c)
Exhibition closes at 4 p.m on 30 November, 2015.
4.
Construction Period
:
a) Possession of 'A', 'B' & 'C' Type stalls will be given to the exhibitors on
24th November , 2015 at 11.00 am,
th
th
th
b) Possession of 'D' Type bare space will be given to the exhibitors from 11 am on
nd
22 November, 2015 for stall construction / machine installation. (Any material coming
before the above given time cannot be unloaded at the exhibition ground)
c) All construction and decoration of stalls must be completed by 6.00 p.m on
th
26 November, 2015 for timely start up of exhibition.
d) No machinery shall be allowed entry after 8 a.m. on 25/11/2015.
e) All dimensions of the machines should be provided in advance, as extra heavy
machines will have to be located accordingly
st
5.
Dismantling Period
: All non-machinery exhibitor shall handover the empty stall by 5 p.m on 1 December,
nd
2015 & all machinery exhibitor shall handover before 5 p.m by 2 December, 2015. In
case of delay the exhibitors will themselves be responsible for the security, damages and
extra charges, as applicable.
6.
Exhibition Ground Area
: About 40,000 sq. mtr.
7.
Type of Stalls in AC Hangers : 'A' Type single meter panel stalls (2 X 1 mtr.) 2 sq. mtr.
'B' Type constructed stalls (shell type) (2.0 X 2.0 mtr.) 4.00 sq. mtr. and in multiples
thereof with one side open.
'C' Type constructed stalls (shell type) (3 X 3 mtr.) 9 sq. mtr. and in multiples thereof with
one side open.
'D' Type stalls in bare space minimum 18 sq. mtr. and in multiples thereof.
8.
Quality of Construction
: 'A', 'B' & 'C' type of stalls with Standard Modular Shell and/or Ply with partition Walls
& Fascia.
'D' type stalls - Exhibitors to construct Stalls/Pavilion/Install machines at their own cost
9.
Electric Power
10. Water Connection
: Extra Electric power required will be made available to exhibitor with prior order. Rates
for the extra power will be informed to exhibitor later.
:
Exhibitors shall make their own arrangements in their own stall from the main line.
Disposal of water will have to be done in accordance with existing infrastructure.
Charges for drawing water line up to stall to be paid by exhibitor.
11. Compressed Air & Chilled Water: To be arranged/organised by Exhibitor only.
12. Security Arrangement
:
General Security arrangements will be made by the Organisers. If any exhibitor desires
extra security for their individual stall, it will be made available at extra cost.
13. Free Services
:
1 table, 1 chair, 1 dustbin, 2 spotlight, 1 (6-amp.) plug point for 'A' type stall
1 table, 2 chairs, 1 dustbin, 2 spotlights, 1 (6-amp.) plug point for every 4.00 sq. mtr.,
'B' type stall
1 tables, 2 chairs, 1 dustbin, 3 spotlights, 2 (6-amp.) plug point for every 9.00 sq.mtr
‘C’ type stall.
General Security Service
General lighting, illumination of Exhibition halls during the event.
Air-conditioning
Fire-Protection Services
First Aid by Doctor- on- call basis, during the event.
Synthetic/Jute Carpet
Cleaning of common areas
50 word Listing in Exhibitor's Directory
1 copy of Exhibitor's Directory
Fascia with Exhibitor's name in cut out letters.
Exhibitors passes
. 14. Services at Extra Cost
:
Hostess & Receptionists (subject to availability)
Power connections for live demonstration of machinery
Display equipment such as podium, cubes, extra panels.
On hire – Refrigerators, CTV/VCR, DVD Players, Plasma TVs, LCD Projectors, Tea
Coffee Machine, Mineral water,
Standard Furniture, Chairs and tables will also be available on rent at charge.
Intimation of requirement must be given before 15/10/2015. Vendor may charge
25% extra for delayed indent.
Additional spotlights , metal lights, sockets, high voltage 3-phase electrical supply, by
15/10/15. Vendor may charge 25% extra for delayed indent.
Advertisements and supplementary entries in exhibition directory.
Any additional requirement (subject to availability)
15. Booking
:
Strictly on first come first served basis
16. Security Deposit
:
(a)
As given in the application for participation. This amount is refundable subject to
no claim for damages is PENDING AGAINST THE EXHIBITOR. Appropriation will be
made to the extent of damage, if any, and the balance amount will be refunded.
(b) Deposit of 5% VAT or as applicable will have to be paid by Exhibitor for machines and
products as per invoice. This will be refunded after the machine / product is rebooked and
required documents submitted to IPF as per W.B Vat Rules.
17. Waybills for entry of
materials
18.
Mode of Payment
:
As per West Bengal Vat Rules, waybills are required for entry of any material/goods into
West Bengal. IPF shall arrange for the issuance of waybills on receipt of request from
exhibitors. Such waybills must be received atleast 30 days prior to the date of exhibition
alongwith requisite documents and deposit of refundable VAT amount.
:
Payments to be made by A/c Payee Cheque (at par) / DD in favour of INDIAN
PLASTICS FEDERATION payable at Kolkata only.
Payment can be made by RTGS/NEFT/TT directly to the Bank under intimation to IPF
. Bank Details are as follows:
Indian Overseas Bank
Bank Address: , Free School Street Branch, 6 Royd Street,Kolkata-700016
(India)
Beneficiary Name: Indian Plastics Federation
A/C Number: 011302000002874
IFSC Code : IOBA0000113
SWIFT CODE: IOBAINBB585;
19. Sub-Exhibitor
:
20. Early Bird Discount
:
An Exhibitor wishing to share his stall with another exhibitor, can do so on extra payment
of Sub-Exhibitor Registration Fee of Rs.4,000/- (non-refundable). Each Principal Exhibitor
will be allowed to share his stall with only one Sub-Exhibitor.
1) Full Down Payment Option:
Rs. 500/- per sq. mtr., if full payment is made on or before 31.03.2015.
2 ) Installment based Early Bird Discounts
A. Booking done within 31-12-2014 with 15% advance - Rs.400/Sq Mtr.
B. Booking done within 31-03-2015 with 15% advance and due installment paymentRs.300/Sq Mtr.
C. Booking done within 30-06-2015 with 15% advance and due installment payment –
Rs.200/Sq Mtr.
No EBD will be allowed for booking made after 01.07.2015 and delayed payment
of installments.
21. International Exhibitor payment schedule: 50% Along with booking and balance before 26/09/2015
22. Loyalty Discount
:
Rs.200 per sq. mtr. for all exhibitor of INDPLAS’12 except ‘A’ type stalls.
23.
:
An exhibitor can cancel the space booked by him any time before 26/09/2015.
Cancellation charges shall be deducted as under:
Cancellation
(a) Cancellation made on or before 26/07/2015 :
25% of rental before EBD.
(b) Cancellation made on or before 26/09/2015 :
50% of rental before EBD.
(c) Cancellation made after 26/09/2015 : No refund of amount paid by exhibitor.
24. Insurance to claim
:
The non-machinery exhibitors are advised in their own interest to insure their pavilions /
stalls and exhibits to protect themselves from any mishap.
All exhibitors exhibiting machinery – whether live or stationery – are compulsorily required
to insure their machinery and other materials failing which no possession of space shall be
given.
The organisers shall arrange a comprehensive insurance policy for fire, burglary strike,
riots, civil commotion, acts of God etc. concerning the exhibition.
Exhibitors to pay proportionate charges based on area & value of goods to be exhibited.
Exhibitor to submit the copy of the insurance cover note before taking possession of the
stall. No exhibitor shall be given possession without adequate insurance cover.
25. Exhibitor prohibited from
(2)
(1) The Exhibitors shall take proper safety and accident prevention measure while
displaying/exhibiting their products. In case of live demonstration of
machines/equipment, special care should be taken against heat, sparks, flying chips
etc. Proper electrical engineering practices will have to be observed. Power will be
switched on only post total completion of all connections and inspection from
organiser. Exhibitors shall not use/store solvent in their respective stalls.
Exhibitor displaying Printing machinery shall take specific permission from the
organizer for giving live demonstration. Permission shall be granted only after the
organizer’s are satisfied about the safety and non hazard fumes.
Height of common wall in Shell space stall not exceed 2.5mtrs, so that it does not
obstruct visibility of adjoining exhibitor’s stall.
For bare space the maximum permissible height is 3 metres so that it does not
obstruct the A.C. vents.
(3)
No sound system in any form to exceed 40 decibels.
(4)
For Shell type stall weight of each exhibit shall not exceed 300 kgs. Gross
except in Hall ‘DE’ and ‘FGH’.
Any exhibitor causing damage to the infrastructure shall be liable to pay
financial compensation to the organiser.
No crackers & hazardous items are permitted within the Science City
premises.
No alcoholic drinks to be consumed within Science City premises as per
rules of Science City.
(5)
(6)
(7)
(8)
(9)
(10)
Sale of goods is prohibited at the fair ground without Sales Tax clearance.
Smoking is strictly prohibited inside the exhibition ground.
No live performance of any sort or using of public address system is permitted inside
the hall / common space.
26. Transportation, Assembly: (a) The exhibitor shall be exclusively responsible for the transportation of exhibits to and
And Dismantling of
from the stand, storage of empty packaging, use of lifting and materials handling
Exhibits
equipment, deployment of personnel for packing and unpacking exhibits, assembly and
dismantling of exhibits, repacking and other associated activities. Exit Gate Pass
Clearance Certificate would be issued to only those exhibitors who have cleared all their
dues and no payment whatsoever to any vendor/s is outstanding by them. Indian Plastics
Federation accepts no liability whatsoever for any of the aforementioned performances.
(b) For transporting any item to West Bengal it is obligatory to despatch material only against
Way Bill issued by West Bengal Sales Tax authority. IPF will issue Way Bill wherever
required to exhibitors under certain conditions. Details shall be made available by
01.07.2015.
27. Admission
:
In principle, only those exhibitors whose products correspond to the specific
programme of the event will be admitted as eligible for participation.
In case of necessity the organisers reserves the right to alter / relocate the allotted
space.
28. Exhibitor's Directory Entry: Names , addresses & company profile of Exhibitors will be printed in the Directory.
Exhibitor including Sub-Exhibitor will be entitled to a maximum 50-word free entry in the
Exhibitor's Directory. The last date of receipt of free entry for the Exhibitor's Directory is
th
10 October, 2015. Entries received after this date may or may not be published.
29. Advertisement in
Exhibitor's Directory
:
The Exhibitor's Directory shall also carry full-page advertisement at EXTRA COST. The
th
deadline for receipt of advertisement is 10 October,2015. Advertisement received after
this date may or may not be published.
30. Force Majeure
:
Under the conditions of force majeure, which also include strike, lock-out, closure, riot,
natural calamities the Organisers reserve the right to alter the opening dates and duration
or curtail, cancel or suspend in whole or part of the Exhibition. In such an event, the
Exhibitor is neither entitled to rescind the contract nor to claim any compensation of
damages.
31. Failure of Services
:
The Organisers will make their best endeavours to ensure the services of the authorised
contractors, but they shall not incur any liability to an Exhibitor for any loss or damage if
any such services wholly or partially are not available or cease to exist.
32. Permission/Approval
:
All verbal agreements, permission, individual approvals or special authorisation shall be
deemed to be valid only if confirmed in writing by the Organisers.
33. Final Decision
:
In case of any dispute arising out of the interpretation of the Rules & Regulations or
between exhibitors and/or any other dispute of whatsoever nature the decision of the
Chairman, Exhibition Organising Committee shall be final and binding in all matters
relating to INDPLAS’15
34. Changes
;
.
35. Jurisdiction
:
The rules and regulations are subject to change from time to time as required for the
Smooth organization of the exhibition and final decision of the organizers will
be binding to all
All disputes will be subject to Kolkata Jurisdiction only.