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Exhibitor’s Terms and Conditions

Exhibitors are advised to read the contents of these terms and conditions carefully. By submitting the participation form electronically, the exhibitor enters into a binding agreement to participate in the event and to abide by the FutureFest Education Fair 2024.  Committee’s T&Cs and any supplementary conditions (T&C) or instructions provided. 

 

01. Terms of References

  • The term Organiser shall mean FutureFest Education Fair 2024 Committee and all its employees and officers. 

  • The term Exhibition shall mean ‘FutureFest Education Fair : A Global Education Experience 2024.

  • The term Exhibitor shall mean any company, institution, and their respective employees who are applying for exhibition space. 

  • The term Space shall mean the area that has been allocated to the ‘Exhibitor’ and become their area during this exhibition event.

  • The term Event Venue shall mean the specific area of the hotel that will be used for the Exhibition. 

  • The term Event Date refers to August 2024.

 

02. Application as an Exhibitor 

The submission of the FutureFest Registration Form shall be considered as an acceptance of the terms and condition of herein by the Exhibitor. The registration is successful when the Organiser has received the completed FutureFest Registration Form and full payment. The Organiser shall reserve the right to refuse any application and shall give the Exhibitor notice in writing on the reason for the refusal of the application within fourteen (14) days from the date of such refusal. 

 

The Exhibitor must name 1 (one) contact that will be responsible for all event administration. The opening hours of each exhibition: 

  • Surabaya, 4 August 2024, 01:00 p.m. – 06:00 p.m.

  • Bandung, 7 August 2024, 02:00 p.m. – 07:00 p.m.

  • Jakarta, 10 August 2024, 01:00 p.m. – 06:00 p.m.

  • Tangerang, 11 August 2024, 01:00 p.m. – 06:00 p.m.

 

Please be ready at your booths at least 30 minutes before the start of the Exhibition. Booths must always be manned and easily accessible during these times. Each Exhibitor must stay within his or her booth space.

 

03. Registration and Payment Deadline for submission for FutureFest Registration Form 

  • Registration Deadline: 17 May 2024

  • Payment Deadline: 28 May 2024

04. Allocations and Use of Exhibition Space

  • The Organiser reserves the right to determine the location of the Space.

  • The Organiser reserves the right to change the booth allocations without prior notice.

  • The Organiser also reserves the right to change the space allocated when it deems necessary in the general interest of the Exhibition.

  • The Exhibition shall not assign, sublet, or share the space allocated or use any space at the Event Venue other than that allocated without the prior written consent of the Organiser.

  • All activities must be confined to the allocated Space.

  • No Exhibitor shall be permitted to exhibit unless Exhibitor (ditambah kata exhibitor) has paid all fees prior to the Exhibition.


05. Cancellation Policy
If an Exhibitor cancels application that has been accepted by the Organiser, they must immediately inform the Organiser in writing by email and shall become liable for the following cancellation/reduction charges:

  • 50% of the total value if the cancellation is made before 28 May 2024.

  • 100% of the total value if the cancellation is made on and after 28 May 2024.

  • Any violation will be enforceable under Indonesian law.

  • Non-payment of fees after the confirmation deadline will be deemed voluntary withdrawal.

  • In case the Organiser cancelled this exhibition due to the circumstances beyond its control, all fees paid by the Exhibitor will be refunded. The Exhibitor agrees that under these circumstances he will have no further claim against the Organiser.


06. Transport of Exhibits

  • The Exhibitor shall endure all expenses for the transport of exhibits to the Event Venue.

  • The Exhibitor shall handle their own arrangement for their exhibits’ properties including packaging materials before, during and after the event.

  • The Exhibitor shall remove their exhibits and decorative items from the Event Venue within the period determined by the Exhibitor.

  • The Exhibitor shall bear for any loss by reason of delay or damage to the Event Venue caused by the exhibits and/or decorative items.

  • The Exhibitor shall abide by all customs formalities and bear applicable taxes in respect of the exhibits and materials brought into the country before and after the event.

 

07. Undesirable Activities

  • The properties that are displayed must relate to the purpose of the Exhibition.

  • It is prohibited to conduct other activities such as creating parties, dancing, and music, also other activities that need the permission related to the Event Venue.

  • It is not allowed to provide any film, sound or video recording, telecasting or broadcasting at the Exhibition without the approval of the Organiser.


08. Force Majeure

  • The Organiser shall not be liable for delays and damages caused by cancellation or postponement of the event due to force majeure. Force majeure conditions include all circumstances beyond the Organiser’s control which the Organiser could not have reasonably anticipated at the time of signing the Agreement and whose consequences the Organiser could not have reasonably avoided or overcome.

  • Force majeure conditions include, amongst others, technical problem, interruptions in general power supply, fire or other events which interfere the running of the event, natural disasters, earthquakes, terror, acts of war, or riots. Strikes, lockouts, boycotts and other labor disputes are considered force majeure even when the Organiser itself is the target of or a participant of said actions.

  • Force majeure conditions affecting a subcontractor hired by the Organiser shall also be grounds for absolution of the Organiser’s liability.

 

09. Security
Exhibitors guarantee not to carry out activities that are contrary to any law or regulation that may pose an extraordinary risk upon any parties.


10. Fire Prevention and Other Regulations

  • All Exhibits’ properties and decorations that are used and displayed in the stand must be properly fire-proofed and be in accordance with all applicable for prevention and building regulations.

  • The Exhibitor's display must be in any part of the space that has been determined by the committee and must not obstruct the view of other sponsors/exhibitors.

 

11. Electric, Lighting, and Power

  • All other electrical and lighting needs beyond those provided by the Organiser and/or Event Venue will be borne by the Exhibitors.

  • Exhibitors are advised to bring their own plugs and adaptors.

 

12.  Exhibition Passes

  • Each booth will be represented with with a maximum of 2 (two) representatives and earn a badge for each representative.

  • Exhibitors must wear badges at all times which will be provided by the Organiser. The badges will allow them access to the lunches/dinners, coffee breaks and drinks.

  • The Exhibitor must provide the name of representatives requiring badges to the Organiser at least 1 month before the Exhibition.

  • The Organiser reserves the right to refuse admission or exclude anyone from including anyone deemed intoxicated, disorderly, under the influence of drugs, or behavior generally causes a disturbance.

 

13. Undesirable Activities

It is forbidden for other agents to buy booths and exhibitions by displaying any kind of promotional tools, such as banners, brochures, etc. that have a logo or state that they represent other educational agents.


14. Noise Level and Display
It is forbidden to make noisy activities and operation of the display that may disturb others.


15. Access to the Exhibition Area

  • The permission for accessing the Exhibition area will be informed later.

  • The Organiser reserves the right to determine the time required by Exhibitors to prepare and arrange the booth.

 

16. Indemnity and Limitations of Liability

  • Indemnity Exhibitors must indemnify for loss, damage, expense, and anything else that results in loss, destruction, or damage to property. This also includes all parties who are employees, contractors, and other persons of the Exhibitor for whom the Exhibitor is responsible.

  • Limitations of liability during the Exhibition, any loss, theft, damage, or injury to persons or property shall not be liable to the Organizer.

 

17. Venue Regulation

  • The Exhibitor shall follow all necessary prevention to prevent any harm done to the Venue and Venue Property. All actions taken by Exhibitors and causing damage to the Venue are the responsibility of the Exhibitors.

  • The Organiser has the right to refuse any person admission to the Event Venue and is responsible to inform the Exhibitors about the reason of refusal.

  • The Organiser has the right to change Event Venue and will inform the Exhibitors about this matter.

 

18. Breach of Agreement

  • In the condition where the Exhibitor is unsuccessful to observe and perform any of the terms and conditions. The Organiser shall reserve the right to refuse the performance of all its obligations toward the Exhibitors.

  • All fees paid by the Exhibitors to the Organiser will be non-refundable.

  • Furthermore, if there are losses, destruction, and other damages caused by the Exhibitor due to unsuccessful and failure in observing and performing any of the terms and conditions. The Exhibitor must indemnify for all of them.

 

19. Interpretation, Governing Law and Jurisdiction

  • The interpretation of the terms and conditions herein is the sole responsibility of the Organiser.

  • All terms and conditions herein shall be governed by and construed in accordance with the Laws of the Republic of Indonesia.

  • The parties hereby agree to submit to the exclusive jurisdiction of the courts of Indonesia.


20. Successors in Title and Lawful Assigns
These terms and conditions are binding on the exhibitors and successors in lawful title and assignment.


21. Other Regulations
Exhibitors are required to study, understand, and adhere to all rules and regulations as stipulated in FutureFest.

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