Terms & Conditions

1. Purpose

Film Expo India is a B2B platform for showcasing, networking, promotion and business opportunities across the film, media, entertainment and allied industries.

Upon confirmation of participation, the exhibitor, sponsor, associate or participant agrees to be bound by the terms and conditions prescribed by the Organiser and the applicable rules and regulations of the Venue.

2. General Rules

• Exhibitors and Participants applying for stalls, sponsorships, associations or other forms of participation agree to observe and abide by these Terms & Conditions.
• The Organiser reserves the right to modify, amend, replace, supplement or introduce new terms, conditions, rules, participation requirements, promotional arrangements and benefits at any time, subject to applicable law.
• Participants are responsible for ensuring that their employees, representatives, contractors, vendors and appointed agencies comply with these Terms & Conditions.

3. No Guarantee of Business or Commercial Results

The Organiser does not guarantee any minimum footfall, sales, business leads, investments, contracts, media coverage, government participation, celebrity participation, networking opportunities or any specific commercial or financial return.

The Organiser will make reasonable efforts towards branding, marketing, publicity and promotion of the event; however, participation is based on the Participant's own commercial assessment and expectations.

4. Organiser's Event Scope and Responsibilities

The Organiser's approximate and major event work structure may include:

• Venue payment and coordination
• Standard fabrication and exhibition infrastructure
• Event operations and management
• Online marketing
• Publicity and promotional activities
• Celebrity and guest engagement
• Back-end operations and administration

The Organiser shall arrange and bear expenses for such facilities and activities strictly in accordance with its internally defined event scope, approved budget and expense structure.

The Organiser shall not be obligated to incur expenditure beyond the approved requirements or financial limits of the event. Participants shall have no right to determine, direct, approve or interfere with the Organiser's budgeting, allocation of funds, vendor selection, procurement decisions or overall expense management.

5. Organiser's Efforts

The Organiser will make reasonable efforts towards marketing, publicity, networking and promotion of Film Expo India.

However, business results may depend upon several factors, including the Participant's products, services, pricing, presentation, reputation, market conditions, visitor interest, industry conditions and other circumstances beyond the Organiser's control.

Any projected footfall, business, lead generation, media exposure or other event-related output is forward-looking in nature and shall not constitute a guarantee of any specific result.

6. Payment & Booking

• A 30% booking amount is required to confirm participation, unless otherwise specified in writing by the Organiser.
• The balance payment must be made within the payment schedule and deadline prescribed by the Organiser.
• Failure to make the required payment within the prescribed deadline may result in cancellation of the booking and forfeiture of the amount already paid, subject to the applicable cancellation policy.
• Once confirmed, the stall booking cannot be cancelled, transferred or reduced in size except with the prior written approval of the Organiser.
• Participants are responsible for meeting all payment requirements and deadlines mentioned in the invoice, booking form or written communication issued by the Organiser.

7. Stall Allocation & Layout Changes

The Organiser reserves the right to modify the layout of stalls, exhibition areas and other event spaces and may reallocate stalls where necessary due to:

• Entry and exit requirements
• Electrical fittings and technical requirements
• Pillars or structural elements
• Wall extensions or venue modifications
• Measurement or space-related issues
• Fire exits and safety requirements
• Government, venue or regulatory requirements
• Other operational or hall-related adjustments

Participants should book their space only when they are reasonably certain of their participation.

Changes to stall location, layout, timings, programmes, facilities or other arrangements due to venue, safety, operational, regulatory, government or other circumstances beyond the Organiser's reasonable control shall not automatically entitle the Participant to a refund or compensation.

8. Stall Setup, Installation & Dismantling

All exhibitors must submit the required stall layout, design, branding details and, where applicable, a detailed curatorial or display concept for approval by the Organiser.

Once approved, changes may not be permitted without prior written approval from the Organiser.

• Stall setup and installation must be completed within the prescribed setup period.
• Setup during official exhibition hours is not permitted.
• No dismantling shall be carried out during official exhibition hours.
• Dismantling and removal of exhibits must commence only after the official closing of the event and within the schedule specified by the Organiser.
• Where specifically instructed by the Organiser, dismantling and removal shall commence by 8:00 PM on the final day and must be completed within the allotted period.

Exhibitors may appoint their own vendors; however, certain venue-controlled services, including electrical connections, internet, rigging, security, housekeeping, catering, material handling and other technical services, may be provided exclusively by vendors registered or authorised by the Organiser and/or Venue.

Any agreement, transaction, payment or dispute between an exhibitor and an onboard, non-onboard or independently appointed vendor shall be the sole responsibility of the exhibitor. The Organiser and Venue shall not be liable for the quality, delivery, performance, delay, loss or financial obligations arising from such arrangements.

9. Health, Safety, Rules & Conduct

Every Participant, exhibitor, employee, representative and vendor shall comply with all applicable Organiser, Venue, fire, health, safety and regulatory requirements.

• Emergency exits and aisles must remain clear at all times.
• Venue property and exhibition infrastructure must not be damaged.
• Unlawful, dangerous or hazardous material must not be displayed.
• Excessive noise or disturbance is prohibited.
• Professional and respectful conduct must be maintained.
• All applicable licences and approvals must be obtained where required.

The Organiser reserves the right to remove, restrict or discontinue any unsafe, unauthorised, unlawful or disruptive display, activity or material.

10. Security & Insurance

General venue security may be provided from the setup period through the dismantling period. However, the Organiser shall not be responsible for the loss, theft, destruction or damage of exhibits, equipment, materials, documents, personal belongings or other property of Participants.

Participants are responsible for securing and appropriately insuring their exhibits, equipment, materials and belongings, including suitable third-party insurance wherever applicable.

11. Advertising, Promotion & Branding

Advertising, promotional activities and distribution of marketing materials are permitted only within the allocated stall or in designated areas specifically approved by the Organiser.

• Advertising or distributing promotional material outside the allocated stall area without approval is prohibited.
• Unauthorised logos, displays, signage or promotional material outside the permitted stall/fascia area may be removed without notice.
• Participants shall not obstruct visitor movement or interfere with neighbouring stalls through promotional displays.

12. Display Restrictions

• Exhibits and displays must not obstruct lighting, ventilation, aisles or visitor movement.
• Exhibitors must not interfere with neighbouring stalls or other exhibition areas.
• Items must not be displayed on the exterior walls or outside the permitted boundaries of the stall without prior approval.
• Any display that violates venue regulations or creates a safety or operational concern may be removed or modified as directed by the Organiser.

13. Facilities & Services

Facilities and services such as lighting, branding, infrastructure, internet, housekeeping, technical services and promotional support may vary depending upon the venue, stall category, package and event requirements.

The Organiser reserves the right to add, modify, restrict or remove facilities and services based on venue regulations, operational requirements, availability, safety requirements or other circumstances.

14. Maintenance, Repairs & Alterations

The Organiser and/or Venue may carry out repairs, maintenance, alterations, adjustments or modifications to the exhibition infrastructure, stall arrangements or event areas during the exhibition where considered necessary for safety, operations, technical requirements or venue compliance.

Participants shall comply with such directions and shall not be entitled to compensation solely because of such necessary alterations or adjustments.

15. Exhibitor & Participant Responsibility

Each Participant is solely responsible for:

• Its products and services
• Employees and representatives
• Applicable licences and approvals
• Intellectual property rights
• Pricing and commercial terms
• Claims and representations made to visitors
• Commitments made to customers or business partners
• Compliance with applicable laws and regulations

The Organiser shall not be responsible for commercial disputes between a Participant and any customer, buyer, partner, visitor, vendor or other third party.

16. Heavy Equipment & Demonstrations

Heavy equipment, machinery or potentially hazardous demonstrations must be declared to the Organiser in advance and must comply with all applicable safety, licensing, insurance and venue requirements.

Loudspeakers and high-decibel promotional activities are prohibited unless specifically approved by the Organiser.

Where microphone use is permitted, cordless microphones must not exceed 70 decibels and must not cause disturbance or nuisance to visitors, neighbouring exhibitors or the Venue.

17. Cancellation, Postponement & Force Majeure

If Film Expo India is cancelled, postponed or suspended due to circumstances beyond the Organiser's reasonable control, including but not limited to war, terrorist attacks, pandemics, epidemics, fire, natural calamities, severe weather, government restrictions, national emergency, labour disputes, venue-related circumstances or other force majeure events, the Organiser may postpone or reschedule the event.

The Organiser shall have the right to determine the applicable refund, if any, after considering expenses already incurred, venue policies, vendor commitments, operational costs and the financial impact of such circumstances, subject to applicable law.

The Organiser shall not be liable for travel expenses, accommodation expenses, staffing costs, independent marketing expenditure, loss of profit, expected business, consequential losses or other indirect losses arising from cancellation, postponement or suspension of the event.

18. Use of Name & Intellectual Property

The Participant grants Exhobuzz Pvt. Ltd. a non-exclusive permission to use the Participant's name, trade name, logo and relevant participation information in exhibitor directories, event listings, event-related communication and promotional materials relating to Film Expo India.

The Participant shall not use the name, logo, trademarks or other intellectual property of Exhobuzz Pvt. Ltd. or Film Expo India for marketing, advertising, endorsements or other purposes without prior written permission.

19. Exhibitor Listing & Promotional Materials

The Participant authorises the Organiser to include its name, business details, logo and other relevant information in event directories, exhibitor listings, websites, social media, promotional material and other event-related communications.

The Organiser shall not be responsible for inadvertent errors, omissions, typographical mistakes or inaccuracies in event listings supplied by or relating to Participants.

20. Transfer & Subletting

The Participant shall not transfer, assign, share, resell or sublet the whole or any part of its allocated stall or participation rights without prior written approval from the Organiser.

Any unauthorised transfer or subletting may result in cancellation of participation and forfeiture of amounts paid, subject to applicable law.

21. Termination of Participation

The Organiser may cancel or terminate a Participant's participation in the event in circumstances including:

• Non-payment or delayed payment
• Violation of these Terms & Conditions
• Unsafe conduct or activity
• Unlawful activity
• Misconduct or inappropriate behaviour
• Disruption of the event
• Violation of venue or regulatory requirements
• Unauthorised transfer or subletting

In such circumstances, amounts already paid may be forfeited, wholly or partly, subject to applicable law and the applicable cancellation/refund provisions.

22. Communication

Only written communication or email issued by an authorised representative of the Organiser shall be considered valid for official matters relating to participation, booking, cancellation, amendments, approvals or other contractual matters.

Verbal commitments or assurances not confirmed in writing by an authorised representative shall not be considered binding on the Organiser.

23. Governing Law & Jurisdiction

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of India.

Any dispute arising out of or in connection with participation in Film Expo India shall be subject to the jurisdiction of the competent courts in Mumbai, Maharashtra, India.

24. Cancellation & Refund Policy

The Exhibitor is responsible for complying with all requirements, payment schedules and deadlines and for making full payment upon receipt of the applicable invoice.

Cancellation requests must be submitted in writing to the Organiser. The applicable cancellation charges shall be calculated on the total space/stall charges, including GST, as applicable.

If an Exhibitor fails to comply with the applicable rules and regulations concerning the use of exhibition space, the Organiser reserves the right, subject to applicable law, to reassign the booth location, take possession of the allocated space, or otherwise deal with the space as it considers necessary for the proper conduct of the event.

All approved refunds shall be processed within ninety (90) working days from the date of refund approval.