Pakistan HVACR Society

Terms & Conditions

  1. PARTICIPATION

  • The Organizer reserves the rights to accept or refuse any applicant to take part in the Exhibition or regarding displaying any exhibit without assigning any reason whatsoever. All decision of the Organizer to such effect shall be final. No reason for any such decision shall be given and no claim or objection from any Exhibitor in relation thereto shall be entertained. 
  • The Organizer reserves the right to cancel the Exhibition and in such case shall refund all the payments (without interest) made by the Exhibitor to the Organizer in relation to the Exhibition and the Exhibitor hereby waives all rights, actions and claims whatsoever for compensation under this Contract.
  • All actions taken by the Event Manager in respect of booking of Stalls/Spaces/Venue Management shall be deemed to have been taken on behalf of the Organizer. Exhibitors are required to liaise with the Event Manager in this respect.
 
  1. PAYMENT/CANCELLATION OF BOOKINGS

  • Space booking payment Schedule
No. of Payments Ratio Time
Installment # 01 50% Within 10 days of making space reservation
Installment # 02 50% 30th November 2017
  • All payments will be made through Bank Order/Draft, Crossed Cheques and T.T to the following Bank Account:
  Title of Account:Pakistan HVACR Society
  Account No.:891
  Bank Name:MCB
  Branch:Stock Exchange Branch, Blue Area, Islamabad
  Swift Code:MUCBPKKA
 
  • In case of cancellation of the booking by the Exhibitor less than 5 months prior to the Event, 25% of the total rental payable would be forfeited, while cancelling less than 3 months but more than 2 months, 50% of the total rental shall be forfeited.
  • An Exhibitor cancelling or reducing his reserved space less than 2 months prior to the Event shall not receive any refund.
  • In case of non-receipt of full amount 3 months prior to the Event, the Organizer reserves the right to cancel the Exhibitor's booking, forfeiting 50% of the total rental payable by the Exhibitor and allocate the reserved space to any other Exhibitor; no claim whatsoever, of the Exhibitor shall be entertained in this respect.
  • Any payment made does not necessarily guarantee allocation of the space until the stall / booth location has been approved by the Organizer & communicated to the Exhibitor.
  • SETTLEMENT OF ACCOUNTS-All outstanding accounts must be settled before taking over possession of the space for stall build-up. Possession Form/Gate Passes shall be issued by the Event Manager only after all accounts are settled and clearance obtained from the Event Manager.
 
  1. SPACE ALLOCATION & USE

  • All space booking would be made through automated online booking system. They system will be opened for space reservation at 11 AM on 17 August, 2017 and will remain opened until the last space is reserved.
  • Members and potential exhibitors are advised to keep reviewing event website www.hvacrexpo.org.pk for the floor plan, tariff, term & conditions in order to get acquaintance with the procedure of booking.
  • No verbal or written requests will be entertained for space reservation. The system works on First-Come-First-Click bases.
  • If a space location is successfully reserved, the location will be displayed locked. Viewers can see the company name that has reserved the space.
  • The reservation will be tentative and will be confirmed only if the exhibitor complies with the payment procedure and other terms & conditions of participation.
  • The Organizer is entitled in its absolute discretion to change, withdraw or otherwise, deal with Exhibition Space allocated to an Exhibitor or change the dates and/or venue of the Exhibition or alter the size and dimension of the Exhibition space or change/close entrances, exits and accesses to the Exhibition space, even if such matters have been confirmed, and in such circumstances, the Contract between the Organizer and the Exhibitor shall continue to bind the parties, as appropriate. Any commitment in any correspondence which does not conform to or is in addition to these Rules and Regulations shall not bind the Organizer unless such variation is expressly agreed in writing by the Organizer. All decisions to such effect taken by the Organizer shall be final and binding upon the Exhibitor.
  • Exhibition space is let strictly to the Exhibitor, sub-letting, assigning or parting with possession of any space in favor of other party is not allowed. The Organizer reserves the right to cancel the participation of the Exhibitor in case stall/booth sub-letting is noticed.
  • The Organizer reserves the right to close any machine or device of the Exhibitor and remove it at any time before or during the Exhibition, if in opinion of the Organizer, such machine or device is dangerous or causing inconvenience for other stall/booth holders or visitors. In case of resistance, the Organizer may remove such Exhibitor or his representatives from the Exhibition Hall with reasonable force, at the expense of the Exhibitor, without the Organizer being liable for any loss or damage which may occur by or through such removal.
 
  1. STALLS/BOOTHS/BARE SPACE & EXHIBITS

  • Shell scheme stalls are all uniform design including the fascia with Exhibitor's name. No alteration or addition is allowed to be made to the standard fascia and lettering by Exhibitors.
  • Exhibitor must strictly follow the Rules and Regulations of Participation and cooperate with the Organizer's official contractor before the commencement of any work at the stall.
  • All standard shells are framed with high quality materials. The Exhibitors are forbidden to apply any poster, wallpaper, paint, drilling, nail or screw on the panels; the Exhibitors however, may apply single or double-sided tapes on the existing panels.
  • No glue, scotch tape, self-adhesive paper, screw, nail, spike, pin or paint shall be used on floors, walls, pillars or any part of the Exhibition Hall permanent structure.
  • Bare scheme stalls shall be constructed only by the Official Stall Building Contractor. However, if Bare Scheme Stall Exhibitor intends to deploy any other Non-Official Stall Building Contractor, he shall submit his Contractor's particulars on Form # 6 available on exhibitors manual at least 3 months prior to Event for approval by Organizer.
  • Height of the bare space stalls shall not exceed 2.4 meter at edge. In case it is intended to be higher, it may be taken up to a maximum of 4.5 m beyond 1 m from the edge inside his booked space.
  • In case of non-compliance with the Rules and Regulations, Organizer reserves the right to modify stall layout during or after erection at the cost of the Exhibitor.
  • Exhibitor shall be liable for all losses, damages and costs resulting from a breach of these Rules and Regulations.
  • The detailed design of the stall/booth shall be submitted to the Organizer for approval at least 2 months prior to the Event. After the approval of the design the Exhibitor shall make no alteration without the written consent of the Organizer.
  • The Exhibitor shall be responsible for removal of all packaging waste and rubbish materials resulting from erection or dismantling from the Exhibition Hall. No storage facilities shall be provided for packaging cases, surplus materials or other belongings of the Exhibitor.
  • All containers, packing and any items or articles not for display, must be removed from the Exhibition Hall 24 hours before the day of opening.
  • No pressurized container shall be used in the Exhibition Hall without the prior written approval of the Organizer.
 
  1. OPERATION OF STALL/BOOTH

  • No stall/booth shall be left unattended at any time during the opening hours of the Exhibition. The Exhibitor's staff must be present at the relevant stall/booth at least 1 Hour before the opening and leave the Exhibition Hall not later than 30 minutes after the closing of the Exhibition.
  • The Exhibitor shall be responsible for the good conduct of his stall attendants.
  • No sales activity shall be conducted by the Exhibitor outside his allocated stall/booth area.
  • No direct advertising by Exhibitor is allowed outside his allocated stall space in the entire Expo Center premises including Boundary Grills, unless contracted for in written.
  • No activity, particularly loud noise which in the opinion of the Organizer, causes nuisance or annoyance to others shall be undertaken by the Exhibitor, in particular, by the audiovisual equipment. The Organizer reserves the right to confiscate any such equipment which in its opinion, is creating loud noise and is offensive to others. The Organizer also reserves the right to disconnect power supply to such Exhibitors.
  • The Exhibitor shall submit all material particulars of the exhibits including weights and dimensions to the Organizer for its prior approval on Form # 7 available on exhibitors manual; unit weight of the exhibits shall not exceed 1785 Kg/m2.
  • The Exhibitor shall be responsible for damage to the structure or any part of the Exhibition Hall or other Exhibitor or Exhibits resulting from loading/unloading his Exhibits and bear the entire costs and consequences of the same.
  • No exhibit is allowed to be taken into the stall/booth once the Exhibition has been officially opened unless special permission is given by the Organizer in writing.
  • If an exhibit is displayed in working, safety and precaution must be taken for the protection of the visitors through legible signs of “DANGER - DO NOT TOUCH” in English, displayed on a prominent place to warn the public. Exhibitor intending to demonstrate working equipment in his stall/booth must provide the Organizer in writing with full details of the working machinery concerned at least one month in advance and obtain the Organizer's written approval to this effect.
  • All exhibits shall be confined to the area of the Exhibition space allocated to the Exhibitor.
     
  1. MOVING IN & OUT OF THE EXHIBITION HALLS

  • All goods must be moved by rubber-tired trolleys over protective boarding, safeguarding the Hall floor.
  • The Exhibitor shall strictly follow the schedule for moving its exhibits and other articles into/out of its stall/booth, as per the Exhibitor's Manual.
  • All exhibits/component materials shall be removed soon after closure of the Exhibition and accomplished within 48 hours; materials left behind shall be deemed forsaken. The costs incurred for the removal of any such item shall be borne by the Exhibitor.
 
  1. ELECTRICAL WORK

  • All electrical works for the Bare Space stalls/booths shall be carried out by the Official Contractor appointed by the Organizer and all charges thereof shall be borne by the Exhibitor.
  • No electrical installation work shall be carried out without permission of the Organizer. Details of electrical installation shall be submitted to the Organizer for approval at least 7 days before the commencement of on-site works.
                EXTRA ELECTRICAL LOAD & TELEPHONE LINE
  • One single phase, 220 volts (50 Hz), 10 amp connection will be provided to each Exhibitor. Shell scheme stall also includes 3 spotlights of 100 watts each in addition. Please refer to Forms # 8 & 9 available on exhibitors manual for “Additional Utility Requirements & Electrical Items” for details of charges refer exhibitors manual
  • A limited number of telephone lines and DSL connectivity for internet will be available on payment on first come first served basis, refer to Form # 10 available on exhibitors manual for details of charges available in exhibitors manual.
  • No other contractor is allowed to carry out electrical, telephone, internet installations except the Official Contractor appointed by the Organizer.
 
  1. INSURANCE, INDEMNITY BY THE EXHIBITORS

  • The Exhibitor must have valid and adequate insurance cover against theft, fire, public liability, damage to property, personal injury, third party loss, accidents, natural calamities, acts of God and such other risks normally or as required by the Organizer, in connection with its activities during the Exhibition (including the moving in and moving out periods).
  • The Exhibitor's articles brought into the stall and taken out shall be entirely at the Exhibitor's own risk, who shall be responsible for the safety of its belongings at all the times.
  • The Exhibitor agrees to indemnify the Organizer against all and any action, claims, demands, losses (including consequential losses), proceedings, damages, liabilities, costs and expenses incurred by or made against the Organizer in connection with (a) breach of any of these Terms and Conditions, Rules and Regulations, by the Exhibitor or (b) any act, omission, default or negligence, loss or damage caused by the Exhibitor in connection with any other person, property, the Exhibition and the Exhibition Halls.
  • The Organizer shall not be liable for any loss (including consequential losses), damages, demands, costs, claims, charges or other expenses of any kind suffered or incurred by the Exhibitor in connection with the Exhibition including, but not limited to, any theft, fire, defect in the Exhibition Halls howsoever caused, cancellation or early closure of, or delay in the opening or closing of the Exhibition for whatever reason of any kind arising in respect thereof. The Exhibitor must insure against any such event occurrence.
  •  The Organizer shall not be responsible for the loss or damage to any property of the Exhibitor or any other person caused by theft, fire, storm, tempest, lightning, national emergency, civil unrest, war, labor disputes, defect in the Expo Venue Halls, lockouts, explosions, acts of God and general cases of force majeure whether or not ejusdem generis with the foregoing or any cause not within the Organizer's control or for any loss or damage sustained in case that the opening or holding of the Event is prevented, postponed or abandoned or if any Hall becomes totally or partially unavailable for the holding of the Event due to any of the foregoing causes.
  • The Exhibitors shall take out insurance policy cover at their own costs for indemnifying the Organizer, Event Manager, visitors, themselves & their staff against all risks in this respect.
  • The Exhibitor shall indemnify and hold the Organizer safe and harmless from all losses and damages to person or property and all claims arising out of the Exhibitor's stand fittings on account of the causes stated above.
 
 
  1. GENERAL TERMS AND CONDITIONS

  • Any work carried out by the Exhibitor in Pakistan must be in accordance with the current local Laws and Regulations in Pakistan. Any contravention of these Terms and Conditions / Rules and Regulations will be entirely at Exhibitor's risk, costs or consequences in this respect.