1.1 The Organizer reserves the right to accept or reject Applications without assigning any reason thereof.
1.2 Allotment of the halls to each category of publishers will be at the sole discretion of the Organizer.
1.3 In case of a natural disaster or if circumstances so warrant, the Organizer reserves the right to postpone, alter or cancel the Fair. In case the Fair is cancelled before the inauguration, rental collected will be refunded at the earliest after deducting the service tax.
1.4 The accepted applications will be considered as an agreement (under the accepted terms) between the exhibitor and the Organizer subject to the availability of space.
1.5 Applications received after the last date may be considered subject to the availability of space and on a first-come-first-served basis, according to the waiting list.
1.6 Display of relevant banners, posters, etc. on or within the Stall is permitted. However, no display will be allowed outside the Stall. In case, exhibitor is found not complying with these guidelines, penalty as per ITPO’s terms will be imposed.
1.7 Sale of books and other reading materials will be permitted on the following conditions: (a) Exhibitor(s) will not be allowed to sell toys, key chains and masks, honey, medicinal products, etc, (b) A uniform discount of 10% will be allowed on the printed price, higher discounts are prohibited, (c) Hawking and sale of books at specially reduced prices is strictly prohibited, (d) No books or materials forbidden by the law, including violation of copyright act, will be displayed or sold. Exhibitors are solely responsible for any violation in this regard and the Organizer will not be liable for such a violation. Exhibitors will indemnify the Organizer from and against all proceedings and expenses whatsoever in consequence of any such violation.
1.8 Exhibitors playing audio or video DVDs/CDs at the Stalls will ensure that the decibel level of sound does not cause any annoyance to either the neighbouring exhibitors or to the visitors. The Organizer will be the sole judge to decide in this regard and can prohibit exhibitors from playing such audio/video.
1.9 To maintain peace and order during the New Delhi World Book Fair, no literary and cultural programmes will be held at a place or Stall in the Fair Grounds other than at the places designated for such activities by the Organizer. If any exhibitor desires to organize a programme at the designated places, it is mandatory for the exhibitors to submit a written request to the Organizer in advance. The same shall be accepted on first-come-first-served basis.
1.10 No encroachment or extension in the passages is allowed. Exhibitors are, therefore, advised to arrange the display within the space allotted to them, otherwise penalty as per the ITPO’s terms will be imposed.
1.11 Exhibitors are advised not to participate in the Fair if they are subjected to bankruptcy proceedings before a court of law. If any such proceedings are initiated following registration for the Fair, the Organizer needs to be informed by the exhibitor without delay.
1.12 Only those articles and products may be exhibited which fulfill the applicable legal requirements.
1.13 The Organizer will decide on its discretion whether any product may be permitted in the Fair in case it does not appear to be directly related to the publishing industry.
1.14 Provisional or unofficially submitted applications or mere reservation requests are invalid and will not be processed until a formal registration is submitted by the stated deadline.
1.15 Keeping in mind the feedback received from various publishers in the Publishers’ Meets, convened by the organiser from time to time, it is hereby informed that an Enforcement Team will be deployed in the Fair venue, wherein the stall allotment of such exhibitors who violate the terms and conditions as mentioned in this Brochure, will be summarily cancelled and they will be required to vacate the Fair premises on the same day without entertaining any claim for refund. The Organizer reserves the right to further allot such vacated stalls to any other exhibitor(s) for the remaining period of the Fair.
2. Booking of Space
2.1 The process for booking of space at NDWBF 2018 may be seen at Annexure III.
2.2 No application will be entertained after the last date of booking i.e. 31 October 2017.
2.3 In case of booking of Stalls by an exhibitor, the Organizer will provide duly constructed Stall with octonorm system having provision for display of books. Once the Stall is booked, no exhibitor will be allowed to withdraw their name or remove the structure of Stall(s). In case the Stall(s) is/are dismantled under any compelling need by the exhibitor, 50% of the Stall rent as a penalty will be levied on the exhibitor.
2.4 Stands once allotted at a specific Hall will not be allowed to shift to any other spot without prior written approval of the organizer. If any deviation is found, the exhibitors Party(s)’ allotment will be canceled immediately and they may be asked to vacate the Fair grounds, and/or be debarred from participation.
2.5 Exhibitor is not permitted to sublet the items provided to them by the Organizer to a third party. The Exhibitor is obliged to keep the items in their immediate possession and only to use them within their exhibition area.
2.6 Exhibitors opting for Bare Space will be responsible for the construction and dismantling of Stall(s). The construction of Stalls must have adequate and proper provision for display of books.
2.7 The maximum height for Stall construction on Bare Space is 12 feet. Exhibitor should not cross the permitted limit while constructing their Stalls on Bare Space. In case of violation of this limit, the Organizer reserves the right to remove the construction at the cost of the exhibitor and any penalty imposed by the ITPO on this count will be borne by the concerned exhibitor. Mezzanine construction will be taken up only on ITPO’s written approval/permission. Charges for the construction on Mezzanine area created by the exhibitor will be as per license fee of the Hall and will be payable by the exhibitor before seeking an approval of the layout. In case of non-adherence to any of the approved guidelines/plans, a penalty of `1,20,000/- per violation will be imposed.
2.8 Removal of panel between two or more Stalls is not permitted even if any exhibitor has booked its Stall under different names and wishes to club them into one.
2.9 Indian language publishers have to provide a copy of PAN Card (mandatory) for availing language subsidy.
2.10 Applicants may indicate if they want their Stalls to be placed adjacent to the Stall of any other exhibitor. If so, written consent of the other exhibitor is required and it should be submitted with the filled in Application Form. In case of online booking, a unique code will be generated, which is to be shared among the exhibitors for the purpose of clubbing.
2.11 No Bare Space will be provided to the exhibitor who has not opted for the same in the Application Form. In case the exhibitor wishes to change the same to Stand/Stall after the booking, they will have to pay 20% extra of the rental amount paid as penalty. However, this request will not be entertained after Computerized Draw of Lots is conducted. The same penalty will apply, in case the exhibitor wishes to change from Stand/Stall to Bare Space.
2.12 No modification of Stall to Bare Space or vice versa shall be allowed at the site/venue. If such a modification is detected, a penalty of 50% of the booking amount will be charged and they will be debarred from participation in NBT’s future book fairs.
2.13 Efforts will be made to provide Stalls to the exhibitors in the indicated category but the Organizer has the right to modify or provide Stalls in some other category.
2.14 Exhibitor is obliged to allow the Organizer and its service partners to see and check their Stall and items at any time.
3. Clubbing of Stalls/Bare Space
A group of companies/exhibitors can apply for a maximum of 20 Stalls in case of Hindi/Regional language publishers and 30 Stalls for English language publishers. (Subsidy towards rentals will be provided for only one Stall for Hindi/Regional language publishers). However, allotment will be subject to the availability of Stands/Stalls. The number of Stalls booked can be curtailed by the Organizer depending upon the availability of space. No clubbing will be allowed in case of Stand of size 1m and Stalls of size 2m x 2m and 3m x 2m. Booking for maximum two Stands and one Stall of 2m x 2m and 3m x 2m will be allowed.
Without the Organizer’s prior consent in writing, no exhibitor will transfer, sublet or share with or without payment all or part of their allotted space or item within the Fair.
5.1 Once booking of the Stall is made by an exhibitor, the same cannot be canceled or altered under any circumstances. No refund of rental will be made or adjusted against any other forthcoming Fair under any circumstances.
5.2 Cancellation is possible only if the exhibitor submits a request in writing before the last date of the registration, i.e. before 30 September 2017. However, 20% will be deducted from the amount towards service tax and administrative expenses. Any cancellation request received after 30 September 2017 will not be entertained.
5.3 Exhibitors will be deemed to have withdrawn if for any reason whatsoever they fail to take possession of the allotted Stall/Stand/Bare Space within 24 hours from the date of inauguration of the Fair. The Organizer may, therefore, dispose of the unoccupied space and the said exhibitors will have no right to claim a refund or compensation even if space is allotted to other exhibitors.
6. Terms of Payment
Payment can be made only through Demand Draft/Pay Order in favour of National Book Trust, India, payable at New Delhi. Payment can be transferred via RTGS/NEFT. Cash payment can also be deposited in any of the Canara Bank Branches. Note: Cash payment or cheques will not be accepted in NBT Office.
7. Allotment of Space
Allotment of Stands/Stalls shall be made by a computerized draw of lots. Allotment letters with layout plans, indicating the hall nos. and Stand/Stall nos. will be intimated to the exhibitors in advance via email and it will also be notified on the Fair website.
8. Possession and Vacation
8.1 Exhibitors will be given possession of the Stand/Stall at 2:00 p.m. on 5 January 2018. The Stand/Stall may not be dismantled prior to the official breakdown period, that is, on the last day of the Fair. Exhibitor will, however, be obligated to vacate their exhibition space in full, prior to the end of the breakdown period.
Exhibitors who have applied for the Bare Space will be given the possession of the space at 2:00 p.m. on 3 January 2018. However the entry is strictly through tickets to be purchased from ITPO.
8.2 Exhibitors need to follow the guidelines as issued by ITPO for smooth entry into Pragati Maidan, as mentioned herewith:
a. Entry through Gate No. 1
b. Entry on the production of Allotment Letter, Gate Pass and Insurance Certificate.
9. Dismantling of Stalls
It shall be the responsibility of the exhibitors to remove all exhibits, tools and other materials at the end of the Fair and leave the Stalls in the same condition in which they were allotted to them. If any panels, racks, tables or any other item provided are found to be broken/not further useable or missing, then the cost of those items will be borne by the respective exhibitor.
10. Telephone Service
Exhibitors are advised to seek telephone connection from MTNL office located at ITPO for their Stalls on their own. The rental of the telephone connection will be borne by the exhibitor, and the Organizer will only certify their participation before seeking telephone connection from MTNL, wherever necessary. The exhibitors are advised to obtain the certificate of participation.
11. Removal of Displays and Goods
No goods or displays shall be removed from the Stalls during the Fair without the written permission of the Organizer.
While the Organizer will carry out general cleaning, exhibitors will be responsible for the cleanliness of their respective Stalls during the Fair.
13. Insurance Coverage
13.1 The Organizer generally subscribes to an insurance policy covering the financial consequences of the public liability in its role as the Organizer.
13.2 Exhibitor will bear the sole responsibility to ensure their own furniture and exhibits against damage incurred due to burglary, riots, strikes, theft, fire, rainwater, including natural calamities during the fair etc., and against damages incurred in transit to and from the Fair. There is no collective insurance policy. Possession of the Stands/Stalls shall be given on production of evidence of insurance. The Organizer will not be liable to pay for any damages and loss incurred due to any reason including natural calamities. The Organizer is entitled, but not obliged, to inspect such policy before handing over possession of the Stand/Stall. In the event of a claim against the Organizer, the exhibitor(s) will indemnify the Organizer.
14. Intellectual Property Rights
It is the sole responsibility of the exhibitors to obtain rights or authorization necessary from the authors whose works are being exhibited or represented in the Fair.
15. Fair Directory
15.1 The Organizer reserves the exclusive right to publish and sell the Fair Directory with the advertisements appearing in it.
15.2 The information necessary for the entries in the Fair Directory will be furnished by the exhibitors and they will be responsible for all given information. The Organizer cannot be held responsible for any factual omissions or errors in reproduction or composition or any other mistakes that may occur. The Organizer reserves the right to modify or edit the text supplied by the exhibitors.
15.3 The Organizer will have the sole discretion to refuse an entry or to modify the text for the paid advertisements which may be detrimental to the interest of the stakeholders.
16. Timings for Exhibitors:
16.1 Exhibitors will be allowed entry into the Halls from 10:30 a.m. and they have to vacate the halls latest by 8:30 p.m. every day during the Fair.
16.2 In order to replenish the stock/books, etc. For their Stalls/Stands, exhibitors will be allowed to bring such goods through Gate No. 1 only, in their commercial vehicles before 10:00 a.m. during the Fair days.
17. Modification of Terms and Conditions: Any of the terms and conditions mentioned above may be relaxed or modified at the discretion of the Competent Authority of the Organizer whose decision will be final and binding.
18. Security: The Organizer will provide round-the-clock security arrangement in all the Halls during the Fair. However, the Organizer is not liable for the loss or damage to the goods and property of the exhibitors. Exhibitors are, therefore, advised not to leave their Stalls or their belongings unattended during the Fair timings.
Exhibitors, if they so desire, may make their own security arrangements at their Stalls during the Fair timings through the security agencies approved by the ITPO.
19. Jurisdiction: Any dispute or claim arising out of the participation in the Fair will be subject to the exclusive jurisdiction of the Delhi Courts.
20. Others: Use of polythene bag is prohibited by the Delhi Government. Therefore, all exhibitors are required to strictly adhere to this ban.