Terms and Conditions

The space (Shell Scheme) will be allotted on 10th December 2025 after 02:00 p.m. The space (Bare Scheme) will be allotted on 10th December 2025 after 11.00 am. The stalls should be vacated by 9 p.m. on 12th December 2025. Exhibitors must occupy the space allotted not later than 8.00 a.m. on 11th December 2025 or else the organisers reserve the right to re-allot the stall to other company. The Organisers reserve the right, to reallocate or resize spaces under special circumstances. The organisers also reserve the right to cancel booking approved on basis of misleading or false information, or if the requirements of participation (rental charges are not received in full at the mentioned dates prior to the event) are no longer met by the applicant. The exhibitors should accept that changes might take place in the other stands at the beginning of event. No claims for damages by either party would be entertained. Under 9 sqm. Shell scheme stall, fascia board with company name, one table, two chairs, three spot lights, registration fee, electric point, carpet and company entry in the official show catalogue. Under bare scheme/ Open to Sky Bare Space only electric connection will be provided. Other structure and furniture has to be arranged by participants themselves or through official vendor. The exhibitors are responsible for the setting up of their structure; it’s maintenance during the event and the dismantling after the event. The height of stand and decoration materials should not exceed 3.00 mtrs. and all the designs should be approved by the organizer on or before one month of the exhibition. All the vendors have to be approved by the organizer as per the security guidelines of Indian exhibition Industry Association. Music systems and special lights used inside a stand should not cause inconvenience or annoyance to other exhibitors or visitors. Any complaint received will result in termination of such display. Exhibits must be positioned / displayed / demonstrated such that they will not intrude into the pathway / public space or cause hazard to visitors / other Exhibitors. Any exhibit or process, which generates noxious or toxic fumes, or smoke of any kind, is strictly prohibited. Also no fuel or inflammable material is allowed in the exhibition premises. All stand designs are expected to be ready on the first day of the exhibition, four hours before the inaugural time. Also dismantling of the displays will not be allowed before the closing time on the last day of the exhibition. Exhibitors are only permitted to distribute brochures or other advertising material from within their own stand. The display, distribution or presentation in any form outside the demarcated area is prohibited.

Advertising of all kinds is permitted but only within the stand hired by the exhibitor, on behalf of the exhibitor’s own company and only for exhibits manufactured or distributed by exhibiting firm.

Entry to the fair grounds is not permitted without the exhibitor’s badges.

Exhibitors are requested to note that they would require a Gate pass for security purposes, in case they wish to take any exhibits / items out of the fair grounds. The Gate pass would be available on written request at the office. A final Gate pass would be needed on last day for the exhibitors to move out of the fair grounds.

As organisers of the Global Potato Summit 2025, we are committed to providing you with all the necessary infrastructure and support to ensure a seamless exhibition experience. Given that the exhibition is located on the 1st floor, and acknowledging the possibility of machinery and heavy equipment being a part of your display, we request your cooperation in adhering to the following transport and installation guidelines. These measures are put in place to ensure safety, operational efficiency, and accountability.

Logistics & Transport Guidelines Access Route for Machinery Transport:

- All machinery, equipment, and large exhibits must be transported to the 1st floor exclusively via the designated freight/service lifts. - Freight Lifts Capacity: 20 units available, each with a load capacity of 5 tonnes. - Exhibitors are required to ensure that the dimensions and weight of their exhibits comply with this capacity.

Lift Capacity Disclaimer:

Any equipment exceeding the 5-tonne freight lift capacity must not be brought in without prior written approval and logistical coordination with the organising team. We, as organisers, will not be held liable for any delays, damages, or denied entries caused due to non-compliance with the lift capacity or dimension limitations.

Service Lift Specifications:

- Lift Wall Height: 8 feet 3 inches - Lift Wall Length: 11 feet 5 inches - Lift Door Width: 5 feet 11 inches - Lift Door Height: 7 feet 8 inches

Exhibition Area Specifications (for reference and planning):

Clear Ceiling Height: Ranges from 5.3 m to 13.5 m depending on the hall. Floor Loading Capacity: 750 – 1,500 – 30,000 kg/sqm, subject to hall specifications. Please confirm specific limits with our team if your display includes heavy-duty equipment.

Vehicle Entrance Dimensions:

Halls 9–15: 7 m (W) x 8 m (H) Halls 1, 3, 5, 7: 7.5 m (W) x 5.5 m (H) Visitor Entrance (Glass Doors) for smaller exhibits: Dimensions vary from 3.6 m x 4 m to 4.9 m x 2.3–2.9 m

Important Note:

All exhibitors must complete a technical declaration form regarding machinery dimensions, weight, and intended display area. This will help us coordinate logistics and avoid any last-minute access issues. We request your complete cooperation in this regard, to maintain the safety and smooth functioning of the event. Non-compliance with the guidelines above will solely be the responsibility of the exhibitor. The organisers shall not be held accountable for any inconvenience caused due to failure in adhering to the specifications or access limitations. We appreciate your cooperation and look forward to a successful and smooth exhibition experience. Thanks. Team Global Potato Summit

The prefabricated stall holders should get their electrical works done from the electrical contractor appointed by the organisers only. If the exhibitors are getting own generator sets & electricians, should they seek the prior permission of the organisers. Requisitions for Extra Power Connection and Power Required (KW) should be made on or before 25th October 2025. Details about your electrical load consumption have to be informed well in advance and exhibitor should pay the extra electricity charges as applicable.

The general cleaning of the venue is the responsibility of the organiser. Cleaning of individual stalls & exhibits is the responsibility of the exhibitors. Such cleaning should be done every day prior to the opening of the event.

In case of withdrawn / cancellation by the exhibitor, the organiser reserve the rights of no refund as per the following conditions: Cancellation before 6 months of the exhibition – 25% of the charges. Cancellation before 4 months of the exhibition – 50% of the charges. Cancellation before 3 months of the exhibition – 75% of the charges. Cancellation within 1 month of the exhibition – 100% of the charges (No Refund).

In case of cancellation or postponement of the exhibition caused by natural calamities (act of God), or fire or rain, Governments instructions and/or any other reasons the amount given by the exhibitors, will be adjusted in the next event, however if the organizers cancel the exhibition then confirm exhibitors will get 100% refund without any interest. The applicable GST amount will not be refunded.

In addition to any rights or reservations already specified, the organizers reserve the following rights: The information, terms & conditions in this catalogue/page are subject to alteration or deletion or alteration the organisers will keep the exhibitors informed. All matters in connection with the exhibition not provided for by these terms & conditions, shall be settled or determined by the organizers, whose decision in relation thereon shall be final. For event that has already commenced if the Organisers are compelled to cancel or shorten an event that has already begun, as a result of unprecedented circumstances, exhibitors are not entitled to assert claims for repayment or exemption from the stand rental charges.