All applications for participation as an Exhibitor must be made on the prescribed Space Reservation Form and submitted to Vaarta Trade Fairs India Pvt. Ltd. (hereinafter referred to as “Organiser”).
The Organiser reserves the sole right to determine the eligibility of any applicant to participate in the exhibition.
The Organiser reserves the absolute right to allocate space (stall or raw space) to Exhibitors.
The Organiser may reallocate or modify the assigned space if required.
• Structural elements such as pillars and supports are included within the allotted area.
• Stand rental applies only to the allotted area; additional installations are not included.
The Organiser’s decision regarding space allocation shall be final and binding.
In case of cancellation by the Exhibitor, the Organiser reserves the right to forfeit the participation fee.
• In case of no-show after confirmation, 100% of the invoice value shall be payable.
• No refunds shall be provided under any circumstances.
All payments must be made only in favor of “Vaarta Trade Fairs India Pvt. Ltd.”
• The Organiser does not authorize any third party to collect payments.
• Exhibitors must verify bank details via official communication before making payments.
• The Organiser shall not be liable for any loss due to cyber fraud.
Booth possession will be granted only after full payment clearance.
Raw space includes only the bare area without any fittings.
• Mandatory temporary power: 1 KW
• Mandatory permanent power: 5 KW
• Additional power will be charged per KW + applicable GST
Exhibitors must arrange booth design and fabrication independently.
Shell scheme booths include standard fittings.
• Additional power requirements will be charged separately.
• Standard power outlet (5/15 amp per 9 sqm) will be provided.
A refundable security deposit must be submitted by raw space exhibitors via DD or cash.
• ₹25,000 up to 50 sqm
• ₹50,000 for 51–100 sqm
• ₹1,00,000 for 101–200 sqm
• ₹2,00,000 above 201 sqm
Refund is subject to compliance with all guidelines and no damages.
If an Exhibitor fails to occupy the allocated space within the specified time:
• The Organiser reserves the right to reallocate the space
• No refund will be provided
The Organiser shall not be responsible for:
• Loss or damage to exhibits
• Delay in shipment
• Transportation costs
Failure of exhibits to arrive on time does not entitle cancellation or refund.
Detailed guidelines related to:
• Booth design & display
• Installation & dismantling
• Exhibitor conduct
will be provided in the Exhibitor Manual.
Exhibitors are responsible for any damage caused to:
• Venue infrastructure
• Booth fittings
• Flooring, walls, panels, etc.
No permanent alterations (paint, adhesives, etc.) are allowed.
All promotional activities must be confined within the Exhibitor’s booth.
• Distribution of materials outside the booth is strictly prohibited
• Aisles and common areas must remain unobstructed
Exhibitors must ensure that their displays:
• Do not create excessive noise
• Do not emit unpleasant odors or pollutants
Exhibitors must comply with all safety and fire regulations.
• Proper electrical fittings are mandatory
• Hazardous materials require prior written approval
• Emergency exits and aisles must remain clear
General security will be provided by the Organiser; however:
• Exhibitors are responsible for their own booth security
• This applies during setup, exhibition, and dismantling
• Night guards can be arranged at Exhibitor’s cost
Exhibitors are strongly advised to obtain insurance covering:
• Theft
• Fire
• Damage
• Public liability
The Organiser reserves the right to regulate visitor entry in the best interest of the exhibition.
The Organiser reserves the right to:
• Postpone or cancel the exhibition
• Modify dates or duration
In such cases, a proportionate amount may be retained to cover expenses.
The Organiser shall not be liable for delays or cancellations due to:
• Natural disasters
• Government actions
• Strikes, riots, or disruptions
• Any event beyond reasonable control
The Organiser shall not be responsible for:
• Power failure
• Air conditioning issues
• Theft or external disruptions
The Organiser reserves the right to:
• Interpret
• Amend
• Enforce
all rules and regulations at any time.
Failure to comply with any terms may result in:
• Termination of participation
• Forfeiture of all payments
• Removal from exhibition premises
Only written agreements shall be considered valid and binding.
The Exhibitor agrees to indemnify the Organiser against:
• Claims
• Damages
• Legal expenses
arising from participation in the exhibition.
All disputes shall be subject to the jurisdiction of Delhi, India.
Submission of application implies full acceptance of all terms and conditions by the Exhibitor and their representatives.