TERMS AND CONDITIONS

1. Overview   

All participants are advised to go through the following terms & conditions carefully/thoroughly before applying for registration:

1.1       Allotment of the halls to each category of publishers will be at the sole discretion of the Organizer.

1.2       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 GST.

1.3       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.

1.4       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.

1.5       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.

1.6       Sale of books and other reading materials is permitted on the following terms & conditions:

(a) Exhibitors are not allowed to sell non-book products like toys, mugs/crockery items, I-cards, photos/posters, T-shirts, Foot wears, purse, belt, bags, key chains, masks, honey, medical products, etc.

(b) Distribution of free books is not allowed. Any exhibitor found doing so will be asked to vacate the stall immediately.

(c)   A uniform discount of 10% is allowed on the printed price of books.

(d) Hawking and sale of used/old books and also the sale of books at HIGHLY reduced prices is strictly prohibited.

(e) No pirated books or the materials banned/forbidden by the rule of law, including violation of copyright act will be displayed or sold during the fair, exhibitors will solely be responsible for any such violation and the organizer will not be liable for any such violation.

(f)   Exhibitors will indemnify the organizer from and against all proceedings or expenses whatsoever, if arises in consequences of any such violation.

(g)  No exhibitor shall display its products/ books/ standy/ banner outside their stalls. If found penalty of  20% of rental will be imposed and penalty letter will be issued as well.

1.7       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.

1.8       Distribution of leaflets/pamphlets inside or outside the hall is strictly prohibited. Anyone found with such material will be penalized Rs. 10,000/- for unauthorized distribution.

1.9       Any unauthorized hoarding, standee, banner, stickers, posters, banners are banned inside the fair venue by ITPO. If found, the party/exhibitor will be charged Rs. 20,000/- per day.

1.10     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.

1.11     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 and they will further be debarred/blacklisted from participation in NBT’s future fairs.  

1.12     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.

1.13     Only those articles and products may be exhibited which fulfill the applicable legal requirements.

1.14     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.

1.15     Provisional or unofficially submitted applications or mere reservation requests are invalid and will not be processed until a formal registration along with payment is submitted by the stated deadline.

1.16     Keeping in mind the feedback received from various publishers in the Publishers’ Meets, convened by the organizer from time to time, it is hereby informed that Vigilance Team comprising of members from Publishers’ and Booksellers’ Association, 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 and will be binding on all.

1.17     The Organizer reserves the right to accept or reject Applications without assigning any reason thereof.

1.18     Any party who has not been confirmed by NBT through email / letter cannot lay claim to a stall/barespace on the basis of online booking and payment only.

1.19     The exhibitors who do not comply with conditions 1.6 (a to g) will be immediately asked to vacate the stall and will be blacklisted from future participation.

 

2. Booking of Space

2.1       The process for booking of space at NDWBF 2025 is on first-cum-first-serve basis and after realization of payment till the hall is fully booked.

2.2       No application will be entertained after the last date of booking.

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 penalty will be levied on the exhibitor.

2.4       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.

2.5       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 provisions for display of books.

2.6       The maximum height for Stall construction on Bare Space is 12 feet. Exhibitors 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 a penalty of 50% of the booking amount will be charged.

2.7       Mezzanine construction will be taken up only on ITPO’s written approval/permission. Charges for the construction of the Mezzanine area created by the exhibitor will be as per the license fee of the Hall and will be payable by the exhibitor before seeking approval of the layout. In case of non-adherence to any of the approved guidelines/plans, a penalty of Rs. 1,20,000/- per violation will be imposed.

2.8       Removal of panels 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 the PAN Card of the company (mandatory) for availing language subsidy (PAN card in the individual name will not be considered for 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. However, clubbing shall not be allowed for more than 50 stalls.

 

Note: Submitting an Application online does not mean confirmation of a stall / bare space in NDWBF, until a confirmation email is received from NBT, a party cannot lay claim to space in NDWBF.

 

3. Modification / Conversion

3.1       In case the exhibitors wish to convert their stalls to bare space and vice versa after submitting the online Application Form, they will have to pay 20% extra of the rental amount paid as administrative expenses.

3.2       No modification of stall to bare space and 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.

3.3       Any partial modification of the constructed stall which includes fascia, shelves, tables and electrical fittings etc. other than those provided by the Organizer will not be allowed and such exhibitors will be penalized 50% of the booking amount.

3.4       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, as per the space available in the Hall.

3.5       Once the booking is done and payment is received, no request for a refund will be entertained.

4. Clubbing of Stalls/Bare Space

The subsidized rates are applicable only to those publishers, who are exhibiting books in Hindi or any of the Indian languages. To avail of these discounted rental rates, it is mandatory for the exhibitors to submit a copy of PAN Card of their company while filing an online application form. The subsidized rates are allowed on the rent of one Stall only.

Exhibitors seeking to club with other exhibitors may either avail for a discounted stall or for clubbing. Both options are not allowed.

5. Assignment/Subletting

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. 

6. Withdrawal/Cancellation 

6.1       Once the booking of the Stall/Bare Space is made by an exhibitor, the same cannot be cancelled or altered under any circumstances. No refund of the rental will be made or adjusted against any other forthcoming Book Fairs.

6.2       Cancellation is possible only if the exhibitor submits a request in writing before the last date of the booking, i.e. before 31 August 2023. However, 20% will be deducted from the amount towards administrative expenses. Any cancellation request received after 31 August 2023 will not be entertained.

6.3       Exhibitors will be deemed to have withdrawn if for any reason whatsoever they fail to take possession of the allotted Stall/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 the space is allotted to other exhibitors.

6.4       Once the booking is done and payment is received, no request for a refund will be entertained.

7. Terms of Payment

Payment can be made through Demand Draft/Pay Order in favour of National Book Trust, India payable at New Delhi. Payment can also be transferred via RTGS/NEFT. Cash payment can also be deposited in any of the Canara Bank Branches. Note: Cash payments or cheques will not be accepted in NBT Office.

8. Allotment of Space

Allotment of Stalls shall be made by a computerized draw of lots. Allotment letters with layout plans, indicating the Hall nos. and Stall nos. will be intimated to the exhibitors in advance via email and it will also be notified on the Fair website.

9. Possession and Vacation

9.1       Exhibitors will be given possession of the Stall on 9 February 2025. The Stalls 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.

9.2       Exhibitors who have applied for the Bare Space will be given possession of the space at 2:00 p.m. on 6 February 2025. However, the entry is strictly through tickets to be purchased from ITPO.

9.3       Exhibitors need to follow the guidelines as issued by ITPO for smooth entry into Pragati Maidan, as mentioned herewith:

            a.   Entry through Gate No. (will be informed later via email).

            b.   Entry on the production of Allotment Letter, Gate Pass and Insurance Certificate.

 

10. 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 usable or missing, then the cost of those items will be borne by the respective exhibitor.

 

11. Telephone Service         

Exhibitors are advised to seek telephone connection from the 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 a telephone connection from MTNL, wherever necessary. The exhibitors are advised to obtain a certificate of participation.

12. Wi-fi Facility

Exhibitors who wish to have wi-fi facility may visit ITPO’s website www.itpoonline/wifi.com for the same. 

13. 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. 

14. Cleaning

While the Organizer will carry out general cleaning, exhibitors will be responsible for the cleanliness of their respective Stalls during the Fair.

15. Insurance Coverage

15.1     The Organizer generally subscribes to an insurance policy covering the financial consequences of public liability in its role as the Organizer.

15.2 Exhibitors will bear the sole responsibility to insure 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 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 Stall. In the event of a claim against the Organizer, the exhibitor(s) will indemnify the Organizer.

16. Intellectual Property Rights

It is the sole responsibility of the exhibitors to obtain the rights or authorization necessary from the authors whose works are being exhibited or represented in the Fair.

17. Fair Directory

17.1     The Organizer reserves the exclusive right to publish and sell the Fair Directory with the advertisements appearing in it.

17.2     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.

17.3     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.

18. Timings for Exhibitors

18.1     Exhibitors will be allowed entry into the Halls from 10:30 a.m. and they have to vacate the halls latest by 8:00 p.m. every day during the Fair.

18.2     In order to replenish the stock/books, etc. for their Stalls exhibitors will be allowed to bring such goods through designated Gate number only (to be informed later) in their commercial vehicles before 10:00 a.m. during the Fair days.

19. 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.

20. Security

The Organizer will provide round-the-clock security arrangements 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. 

21. Jurisdiction

Any dispute or claim arising out of the participation in the Fair will be subjected to the exclusive jurisdiction of the Delhi Courts.

22. Tax Invoice

22.1     Local GST Number registration is required as per the place of service/place of Book Fair and needs to be mentioned on the Application Form while booking the space, so that the same can be mentioned on Tax Invoice.

22.2     Tax Invoice will be raised after completion of the Book Fair

 

23. Others

Use of polythene bag is prohibited by the Delhi Government. Therefore, all exhibitors are required to strictly adhere to this ban.