These general terms and conditions apply to all exhibitors wishing to participate in the upcoming 5th RailTrans Expo 2025, scheduled for 25th and 26th June 2025, at Bharat Mandapam, Pragati Maidan, New Delhi, India. By submitting a registration, exhibitors agree to comply with these terms and conditions as outlined below.
REGISTRATION & PAYMENT TERMS
- All registration requests must be submitted online by the authorized representative of the company/participant.
- Stall allocation will be confirmed only upon receipt of full payment in advance.
- In the event of postponement or cancellation of the event, the organizer’s liability is limited to the refund of the fees paid by the exhibitor.
- No refund will be provided if participation is withdrawn, or the event is rescheduled due to circumstances beyond the organizer’s control.
- While every effort will be made to accommodate exhibitor requests, these are not guaranteed as conditions for participation.
- If the balance payment is not received 15 days prior to the event, the organizer reserves the right to cancel the booking with no refund of the advance payment.
- Only the agreed-upon exhibits may be displayed. Any additional items must receive prior approval from the organizers.
- The organizers will not be held responsible for any damages if the application is signed by a third party (e.g., a representative).
- Exhibitors must insure all exhibits before bringing them to the event venue.
POSSESSION OF STALLS
- Stall allocation for Shell Scheme will occur on June 24, 2025, after 5:00 p.m.
- Stall allocation for Bare Space Scheme will occur on June 24, 2023, after 11:00 a.m.
- Stalls must be vacated by 9:00 p.m. on June 26, 2025.
CANCELLATION AND REFUND POLICY
100% of the booking amount on cancellation before 120 days of the scheduled date of the event.75% of the booking amount on cancellation before 90 days of the scheduled date of the event.
50% of the booking amount on cancellation before 60 days of the scheduled date of the event.
25% of the booking amount on cancellation before 30 days of the scheduled date of the event.
0% of the booking amount on cancellation within 30 days of the scheduled date of the event.
0% of the booking amount on cancellation within 30 days of the scheduled date of the event.
OTHER TERMS & CONDITIONS
- The organizers reserve the right to reallocate or resize spaces under special circumstances.
- The organizers also reserve the right to cancel a booking based on misleading or false information or requirements for participation (e.g., rental charges not fully paid) are not fully met by the exhibitor.
- Exhibitors must accept that changes to the layout or placement of other stands may occur prior to the event. No claims for damages will be entertained due to such changes.
- For Shell Scheme stalls under 9 sqm, the following will be provided: fascia board with company name, one table, two chairs, three spotlights, an electric point, carpeting, and inclusion in the official show catalogue.
- For Bare Space/Open Sky schemes, only electric connection will be provided. Exhibitors must arrange their own structures, furniture, and other requirements, either independently or through the official vendor.
- Exhibitors are responsible for setting up, maintaining, and dismantling their structures.
- The height of stands and decoration materials must not exceed 3 meters.
- Music systems or special lighting used within stands should not cause inconvenience to other exhibitors or visitors. Any complaints may lead to the termination of the display.
- Exhibits must be positioned so that they do not obstruct pathways or public spaces, and should not pose any hazard to visitors or other exhibitors.
- The use of exhibits or processes that generate noxious or toxic fumes or smoke is strictly prohibited. Additionally, no fuel or inflammable materials are allowed on the premises.
- All stand designs should be completed and ready four hours before the official opening on the first day of the exhibition.
- Dismantling of displays will not be permitted before the official closing time on the last day of the exhibition.
- Exhibitors may only distribute brochures or advertising materials within their own stands. The distribution or presentation of materials outside the designated area is prohibited.
We appreciate your cooperation and look forward to a successful exhibition.
