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TERMS & CONDITIONS

I/We hereby apply to the 1st edition of World Audio Visual Entertainment Summit - 2025
(hereinafter WAVES- 2025) to exhibit at the event scheduled from 5th to 9th February
2025 at Bharat Mandapam, New Delhi, India.

I/We understand and agree that by this application, I/We agree to abide fully and
unreservedly with the Terms and Conditions on the face and reverse hereto and the
Exhibition Regulations as contained in the exhibitor manual, a copy of which will be
uploaded on the WAVES 2025 – www.nfdc.com and wavesindia.org. Any amendments
and additions to the Regulations may be imposed by NFDC at its discretion from time
to time. These regulations are deemed to be an integral part of this contract. In the
event of Exhibitor Individually or being in Partnership/Joint Venture, then I/we being
the representative, deemed to have obtained the consent of all the individual
participants to all the conditions of this contract.

[Note: Short Title - Hereinafter, the organizer is mentioned as National Film

Development Corporation (NFDC) in this document].

1. ORGANISER
National Film Development Corporation
(A Government of India Enterprise)
National Film Development Corporation,
401, 4th floor, Soochna Bhawan, Phase 1,
C.G.O Complex, Lodhi Road,
New Delhi 110003
Tel: +91 11243 69462/ 63
Fax: +91 11243 68011
Email ID: ceo@wavesindia.org

2. VENUE, DATE & TIMING

1st edition of WAVES - 2025 is scheduled for five days from 5th to 9th February 2025 at
Bharat Mandapam, Pragati Maidan, Delhi, India. The Inaugural and Valedictory function
including plenary session for WAVES 2025 will be held at Bharat Mandapam, Pragati
Maidan, Delhi & Conferences/Seminars will be held at WAVES-25 venue viz Bharat
Mandapam, Pragati Maidan, Delhi. The timings of the exhibition will be as follows:-

(a) Inauguration (by Invite) 5th February 2025

(b) Business Days 5th to 7th February 2025 (10:00 - 17:30 hrs)

(c) Public Days 8th & 9th February 2025 (10:00 - 17:30 hrs)

A company/organization/association booking the space for participation will be termed

as an Exhibitor.

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3. PARTICIPATION CHARGES *(Charges for Space per square meter + GST)

MSMEs will be given a 50% discount for booking 9/12 Sqm shell space at time of
making 100% payment. However, MSMEs booking space greater than 12 Sqm will not
be eligible for any discount. MSMEs are to submit proof of MSME to avail the discount
which will be given post verification of documents with UAM No.

– For Bookings up to 30th November 2024

Type of Participants Indoor Shell (Std) Raw Space

Exhibitor (in INR) 20,000/- 15,000/-

– For Bookings from 1st December 2024 to 31st January 2025

Type of Participants Indoor Shell (Std) Raw Space

Exhibitor (in INR) 25,000/- 20,000/-

Charges for space will be per square meter plus GST

3.1 REGISTRATION FOR SPACE BOOKING

Interested participants must register online on the official WAVES 2025 website before
booking space and paying the registration fee. All payments will be made online
through the official website. Registration fee once paid will be non-refundable unless
the Organisers are unable to provide required space due to complete sale of space. The
exhibitor agrees and understands that, upon allocation of the requested space at no
instance the allocated space will be reduced in size or part allotted to another exhibitor.
Splitting of space by the exhibitor with another company is not permissible. However,
allocation of space within a country pavilion or sharing of space between co-exhibitors
is permissible with due concurrence of the Organiser. Co-exhibitors are to preserve the
minimum space criterion of 12 sqm.
Registration Charges: Non-refundable registration fee of INR 30,000 (inclusive of 18%
GST) will be charged towards exhibitor registration of companies, which would be
adjusted against space booking charges. If no space is booked by the exhibitor then
registration fee would be forfeited. “Any Subsidiary/ Division of Company/ Exhibitor will
be considered a part of the Principal exhibitor. However, each Subsidiary/ Division will
be enrolled separately under the Principal’s login free of charge”.
The participants upon payment of registration fee shall ipso facto become a contract
binding on the Exhibitor and the Organisers (NFDC/WAVES) on the Terms and
Conditions contained herein and in the Exhibition Regulations. On any failure to
comply with payment terms, the Organisers reserve the right to cancel the contract
and to deny access into the exhibition area to such exhibitors.

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3.2 CONFERENCE HALL

Hall Cost INR plus GST

Conference Hall (50 seater) 3,00,000/-

Rate for Business Tables

B2B Table Cost for 1 hour in INR plus GST Cost for 2 hours in INR plus GST

8 PAX 15,000 20,000

12 PAX 20,000 25,000

*Goods and Services Tax (GST) @ 18% will be extra applicable on above
Note:-
(a) The shell space (9/12 sq. mtr.) and raw space can be booked subject to a
minimum area of 9 sqm.
(b) Shell-space (Std) will include three sides, partition, fascia name, floor covering,
five lights, one 5/15 AMP socket, one trash bin, one table and three chairs in 9/12 sqm
with carpeting.
(c) In case Online Payment Gateway Service Provider or Bank imposes any taxes or
charges over and above the booking amount, the same shall be borne by the
exhibitor/client/person using such a service and shall make payment as per applicable
charges to NFDC.
(d) Subletting: The Exhibitor must not transfer, dispose of or part with or otherwise
sublet the whole or any part of his site, whether for financial consideration or
otherwise. The Exhibitor must, if he is an agent, distributor or licensee, state at the time
of contract or through Exhibitor Manual forms, the names of the principals to be
represented. This does not prohibit an Exhibitor displaying the products of a principal
for whom he becomes an agent, distributor or licensee after the time of contract, with
the prior written permission of NFDC and after paying relevant charges, if/as applicable.
However, if the Exhibitor brings in a Co-exhibitor with them, the exhibitor shall have to
register their Co-exhibitor after paying the registration fee for the Co-exhibitor in
addition to their registration fee. If any exhibitor is found to have defaulted, the
exhibitor shall have to pay double the rate of their rental charges as penalty at the
maximum rates of the space allotted. Any Subsidiary/Division of Company/Exhibitor will
be considered as part of the Principal exhibitor. However, each Subsidiary/Division will
be enrolled separately under the Principal’s login free of charge.
(e) Penalty: Any company/ exhibitor(s) found subletting or facilitating display of
other exhibitors products/ promotional material including on digital media within their
space will attract a penalty of INR 10 Lakhs plus GST.

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(f) Discount for Bulk Booking:
i. Booking of 300 - 499 sqm. : 2%
ii. Booking of 500 - 699 sqm. : 3%
iii. 700sqm. and above : 5%

SPACE BOOKING AND PAYMENT TERMS

Space booking by the same company in multiple Halls / multiple spaces is not
permitted except if the spaces are adjoining and the Exhibitor requires a larger Raw
space in multiples of adjoining blocks/ adjoining aisle space. It will be provisionally
blocked and confirmed thereafter with 100% payment within seven (07) days of
provisional blocking. Application for participation is required to be submitted online
through the official website www.nfdc.com and wavesindia.org along with the Full
payment as per the Terms and Conditions. Registration and booking of exhibitor space
will be allotted on a first come - first serve basis. NFDC reserves the rights to reassign
space at its discretion and will be binding on the exhibitors.

4. PAYMENT SCHEDULE

(a) The payment schedule for space booking is as follows:

(i) Payment for Space booked up to 30th November 2024. 100% of the space
charges are to be paid within 7 days of making provisional booking, else
provisional booking will get auto-cancelled by the system and space would be
made available for other exhibitors. All payments as per space charges for
bookings up to 30th November 2024 are to be received by NFDC/ WAVES on or
before 30th November 2024.
(ii) Payment for bookings made from 1st December 2024 to 31st January 2025. 100%
of the space charges are to be paid within 7 days of making provisional booking
as per the booking rates w.e.f 1st December 2024, else provisional booking will
get auto-cancelled by the system and space would be made available for other
exhibitors. Payment received after 31st January 2025 will attract a penalty of 5% of
the total amount for space up to 4th February 2025.
(b) All sums payable under this contract shall be paid together with the addition of
Goods and Services Tax (or other such government tax or levy) as is legally payable on
those sums. Currently, the applicable Tax is 18% GST of the total Invoice value. The total
cost represents only the payment for the site, details of which will be mentioned in the
invoice sent by NFDC/ WAVES. All other goods and services required by the Exhibitor
shall be paid for by the Exhibitor in addition thereto. These additional services include,
and are not limited to electricity, horticulture, telephone, internet, security etc.
Exhibitors will not be allowed to occupy their space or stands if the payment terms
specified in the contract are not followed. These terms cannot be varied under any
circumstances.

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(c) Hall Layouts and Stand numbering Plans
Stand numbers and dimensions given on the exhibition layout plan are only for
reference purposes and should not be used for any publicity purposes. NFDC/WAVES
reserves the right to change the numbering plan and/or alter the layout plans at any
given time.
(d) Catalogue Entry Charges
Each exhibitor will be entitled free catalogue entry (excluding LOGO) up to 150 words.
Exhibitors can also get the name of their collaborator / principal / agent / Group
Company included in the directory provided they fall in the same line of business.
However, for additional entry, an amount of INR 1000 will be charged. Exhibitors who
wish to list more than 150 to 300 words including full color LOGO are required to pay
INR 2000 for catalogue entry, respectively. This payment will be made along with space
booking charges.

5. CANCELLATION OF BOOKED SPACE

Without prejudice to the rights and remedies available under this contract and in the
event of NFDC/WAVES agreeing in writing to any Exhibitor’s written request for release
from the contract, the Exhibitor will be liable for all or any part of the cost as stated in
the contract and shall be on the following scale:-
(a) 25% Cancellation charges of total space charges including GST up to 30th
November 2024.
(b) 50% Cancellation charges of the total space charges including GST up to 31st
December 2024.
(c) 100% cancellation charges of the total space charges including GST w.e.f 1st
January 2025.

These terms cannot be varied under any circumstances.

6. FAILURE TO EXHIBIT

1. Any exhibitor or firm which, having entered into the contract for exhibition space,
fails to exhibit whether or not for any reason of the Exhibitor’s own choice and has not
been released from the contract by NFDC/WAVES shall be liable for payment of the full
amount stated in the contract plus any additional costs incurred by NFDC/WAVES as a
result of such failure to exhibit.

2. NFDC/WAVES will not be liable in any way in the event of Immigration

Authorities or any other Govt. Security Agency preventing the attendance of any
personnel at the exhibition.

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7. LIMITATION OF LIABILITY AND INDEMNITY

(a) To the extent permissible under the Indian law, NFDC/WAVES, its CEO, Directors,
officers, employees, workers or agents shall not be liable for:-

(i) The safety of Exhibitor, its staff, workers, agents, contractors or invitees during
the exhibition;
(ii) Any damage to or loss of exhibits, articles or other property of whatever kind
brought into the exhibition by Exhibitor, its staff, workers, agents, contractors or invitees
or members of public ; or
(iii) Any other damages or loss (including, without limitation to, loss of good will or
business profits, interruption due to work stoppage, data loss, computer failure or
malfunction, and all other commercial damages/losses exemplary/ aggravated/
punitive in nature or such similar damages whether arising out of contract, tort or any
other legal theory).
(b) NFDC/WAVES shall not in any event be held responsible for any restrictions or
conditions which prevent construction, erection, completion, alteration or dismantling
of stands or the entity, sitting or the removal of exhibits, or for the failure of any services
or amenities provided by Government agencies, NFDC or other third parties.
(c) While NFDC/WAVES may provide information on the relevant legal requirements
applicable to the Exhibitor including the licenses and permits which the Exhibitor has
to obtain, NFDC/WAVES shall not be responsible for any errors or omission and the
Exhibitor is solely responsible for ensuring that it has complied with all legal
requirements.
(d) The Exhibitor shall be exclusively responsible for obtaining any such Visas as may
be required to enable him, his personnel, agents, representatives, invitees or others to
attend the exhibition and in no event shall there be any claim for loss, damage or
otherwise against the Organizers for the same.
(e) NFDC/WAVES shall not be responsible for the acts or omission of any contractor
appointed by NFDC/WAVES to provide any products or services to the Exhibitor.
(f) In the event that NFDC/WAVES is found by a court of competent jurisdiction or
any other competent authority or tribunal to be liable notwithstanding the provision of
this clause, the aggregate liability of NFDC/WAVES for all claims made by the Exhibitor
in respect of any loss or damage incurred or suffered shall not exceed the amount paid
by the Exhibitor to NFDC/WAVES for the space at the event.
(g) The Exhibitor shall indemnify and hold NFDC/WAVES harmless in respect of any
and all losses, damages, expenses (including legal costs on a solicitor and clients basis),
or liability (whether criminal or civil) and costs of settlement suffered or incurred due to
any act, omission, neglect or default of the Exhibitor, its staff, workers, agents,
contractors or invitees, and any claim by any third party that any exhibit, service or
other material or information exhibited, provided or used by the Exhibitor.

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The indemnity provided under this clause shall survive the termination of this contract
and is in addition to any other remedy which NFDC/WAVES is entitled to under the law.

8. INSURANCE

Exhibitors shall ensure that they are fully covered by insurance including, but not
restricted to, all risks to their property, exhibits or articles of any kind, public liability and
comprehensive protection against any loss or damage caused by any circumstance
whatsoever whether by reason of fire, water, theft, accident or any other cause. The
Exhibitors shall insure against indemnify and hold NFDC/WAVES harmless with respect
to the Exhibitor’s liability to NFDC/WAVES. If NFDC/WAVES so demands, the Exhibitor
shall provide proof to NFDC/WAVES that the Exhibitor has adequate insurance cover.
Exhibitors shall ensure that their temporary staff and the staff of their workers, agents
or contractors are insured against claims for workman’s compensation. The period for
which such insurances shall be maintained shall be from the time the Exhibitor or any
of his workers, agents or contractors first enters the exhibition grounds until he/ she
has vacated the exhibition grounds and all his/ her exhibits and property have been
removed.

9. CONSTRUCTION, MAINTENANCE AND OPERATION OF STANDS

(a) Possession of Space – Possession to exhibitors taking Raw stand space will be
given 10:00 am onwards on 1st February 2025. For exhibitors under the shell scheme,
possession will be given 10:00 am onwards on 3rd February 2025. The handing over of
possession will be subject to final payment to NFDC/WAVES for participation & space
charges, catalogue entry fee etc.
(b) Construction of Stands – The interior design of the exhibition halls will have to be
within the architectural controls laid down by NFDC/WAVES and design of the stand
will have to be approved from NFDC/WAVES prior 31st January 2025. Exhibitors (Indian /
Foreign) who do not comply with these guidelines and regulations will have to pay a
penalty of INR 01 Lakh plus GST and will run the risk of closure of the stand by
NFDC/WAVES. All construction material, waste and empties etc. will be removed by
1400 hrs on 4th February 2025. Work on construction of stands will be permitted within
the stand area only and in no case in the walk-ways within the Halls. Organisers reserve
the right to order any changes to booths or have any item removed from the booth,
which do not comply with the laid down specifications or with International norms/
conventions.
(c) Stall Completion – Stands are to be completed in all respect by 1400 hrs on 4th
February 2025. Full Dress Rehearsal of WAVES-2025 will be held from 1400 hrs on 4th
February 2025.

(d) Operation of Stalls – No stall will remain unattended. All stands must open at
least half an hour before the exhibition and shall remain open till half an hour post
exhibition time on each day.

(e) Storage of Empties - No empties will be stored within or behind the exhibition
stands.

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(f) Stall Contractor for fabricator - Contractors other than Official contractor will be
required to pay one time royalty of INR 2,00,000/- plus GST for Indian Contractors and
US$ 4000 plus GST for foreign contractors other than Official Fabricator. For designing
and construction of customized stalls, it is advised that the exhibitors may take the
services of the Official stall fabricator. Details of personnel who will be
constructing/decorating stalls (other than the Officially appointed fabricator), the
concerned exhibitor will be required to submit a letter of authority nominating the
contracting company for such services.
(g) Service Provider Police Verification - It is mandatory for all Indian service
providers to fill the Police Verification Form and get their workers/ staff entering the
exhibition area police verified.

(h) Group Stands – Contracting parties for group stands are responsible for ensuring
that all Exhibitors within their group are fully aware of and agree to abide by these
Terms and Conditions and by the Rules and Regulations of the exhibition.

(i) Vacation of Space – All stands will have to be vacated by 20:00 hrs on 9th
February 2025. The site will close on 9th February 2025.

(j) Damages to the Hall – Exhibitors will be required to make good all damages or
make payment for damages to the Halls or any structure or gardens/landscaping
caused directly or indirectly by any exhibitor or by any agency employed by him.
(k) Sale of Exhibits – No counter sales will be permitted during the exhibition.
Exhibitors may distribute publicity material from their respective booth.

(l) Media - No counter sales of media/ show dailies are permitted during the
exhibitions. Exhibitors may distribute publicity material from their respective booth.
Publishing and distribution of any magazines related to WAVES is not permitted. If any
media is found breaching the guidelines, a fine of INR 10 Lakh plus 18% GST and
cancellation of their registration passes will be imposed. Media houses are prohibited
to seek advertisements as Media Partners/ Associated Media Partners for the event.
Organisers have the right to represent to all exhibitors in their database to bar such
wilfully errant Media.

(m) Handling of Exhibits, Customs and Import – Exhibitors can avail the services of
only the appointed/nominated cargo agent selected by NFDC/WAVES. No other cargo
agent will be allowed to enter/operate in the exhibition under any circumstances.

(n) Violation of Rules – In the event of violation of any terms and conditions,
NFDC/WAVES will reserve the right to close down the stall of the exhibitor.
(o) Guidelines for Exhibitors
(i) The exhibitor may download a participation letter from their exhibitor’s login
after payment of the full amount for their respective space booking.
(ii) The exhibitor may download their Proforma Invoice after the provisional
booking of their space from their exhibitor’s login including their payment receipts.
The Tax Invoice will be made available to the exhibitors after the completion of the
show.

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 (iii) The change of company name after registration is prohibited.
(iv) The Business Visitors Tickets are not transferable/ editable once booked ie.
Change of Date, Member name etc. In case of non-receipt of the Business visitor
ticket, request for refund is to be made prior commencement of the show.

(p) Refunds - The Excess amount paid by the exhibitors/visitors will be refunded
only after the exhibition. A confirmation on the Bank details is to be submitted to
NFDC/WAVES immediately on completion of the event. The Excess amount paid by the
foreign exhibitors/visitors will be refunded as per the FEMA (Foreign Exchange
Management Act) Guidelines and Exchange Rate variation would be borne by the
participants.

(q) Tax Invoices will be generated on completion of WAVES 2025.

10. FORCE MAJEURE

NFDC/WAVES shall not be liable to the Exhibitor for any cancellation, suspension, or
partial opening of the exhibition, whether in whole or in part, for any non-performance
of their obligations under this contract, or for any amendments or alterations to the
Rules and Regulations of the Exhibition, to the extent that such occurrences are due to
circumstances beyond their control. These circumstances include, but are not limited
to, war, fire, national emergency, labor unrest, earthquakes, floods or other acts of
nature, acts of terrorism, pandemics, and the non-availability or cancellation of the
exhibition, or any other cause beyond the control of NFDC/WAVES. An amount of 25%
of the total payment will remain with the Organisers as compensation for their costs.

11. UNFORESEEN OCCURRENCES

In the event of any occurrences not foreseen in these Rules and Regulations, the
decision of NFDC/WAVES shall be final.

12. COPYRIGHT

The Exhibitor gives permission to NFDC/ WAVES to publish before, during and after the
exhibition any and all press releases, photographs, product information, and brochures
sent to them for the purpose of obtaining publicity for the Exhibition and/or Exhibitor.
Copyright infringement will be vigorously policed at the exhibition. Copies or
counterfeit goods are not permitted at the exhibition. Exhibitors infringing copyright
laws may have their goods confiscated by customs and be banned from future shows.

The Exhibitor guarantees that all graphic elements, designs and photos are either:
Original material,
Paid for by the Exhibitor or,
Already in the public domain such that NFDC/ WAVES cannot be sued for
copyright violation.
Counterfeits and Copyright Infringements

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 Government Ruling - The exhibitor shall have no claim against NFDC/
WAVES should national or state government authorities, acting Independently or
under the auspices of an International authority (e.g. the United Nations), ban,
restrict or refuse participation at the exhibition by the exhibitor or the display or
promotion of any of their products or services.
Governing Law and Disputes
a) Jurisdiction – These Terms and Conditions and the contract between NFDC/
WAVES and the Exhibitor shall be governed by the Laws of India, and the parties
submit to the non-exclusive jurisdiction of the Courts of Delhi, India.
b) Disputes – Any disputes arising from unresolved matters between the
Exhibitor and NFDC/WAVES shall be settled by arbitration in accordance with the
Arbitration and Conciliation Act of 1996. The arbitration proceedings will be
conducted in English and shall take place only in Delhi, India. The award of the
arbitirations shall be final and binding on both parties.

13. COMPLIANCE BY EXHIBITOR

The Document must be signed by a duly authorized executive or partner, or upon

acceptance of an application for registration / space booking online by the Organisers,
the application shall ipso facto become a contract binding on the Exhibitor and the
Organisers (NFDC/WAVES) on the Terms and Conditions contained herein.

Signature

Name Position/ Designation

Date

Countersigned by an authorized representative for NFDC/WAVES-2025

Signature

Name Position/ Designation

Date

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