The following rules & regulations and the terms & conditions of Bombay Exhibition Center (BEC) shall be applicable to the Organisers of Exhibitions, Trade Shows, Events, Programs, conventions and all other activities (“Organiser(s)”) while availing the facilities available in the Premises and shall be read in conjunction with the Application Form dated 24th September 2018 executed between BEC and the Organiser(s). These rules are subject to alterations at any point of time, at the discretion of BEC, without prior notice.
Bombay Exhibition Center (hereinafter referred to as “BEC” or “the Center”) is a division of Nesco Limited, a Company incorporated under the Companies Act, 1913, BEC offers various halls for Exhibitions, Trade Shows, Events, Programs, Convention/promotional activity.
Exhibition Halls and other areas may be permitted to be used at the discretion of BEC for holding Exhibitions, Trade Shows, Events, Programs, Convention/promotional activity on such days and during such hours for a Consideration/Compensation in accordance with the Schedule I mentioned in this BEC Rules & Regulations as agreed between the Parties (more particularly detailed under the Application Form) and upon such other terms and conditions detailed hereunder and subject to any revisions thereof from time to time, by BEC at its sole discretion.
If the amount of the damage done to the building etc., referred to rule 10 is more than the deposit amount, the differences as determined by BEC shall be paid by the Organiser(s) without any protest within 15 days failing which BEC shall be entitled to liquidated damages/Interest @24% p.a.
Additional Security Deposit shall be paid within 7 days before the start of the Exhibition Period to this BEC Rules & Regulations based on the estimated power load and air conditioner requirement and other maintenance charges After the completion of Exhibition Final Invoice to be raised and the Organiser(s) either to pay the difference and/or BEC will refund the balance amount after deduction of actual charges.
BEC will only be responsible for general cleaning and maintenance of all toilets and area outside exhibition halls prior to handing over the agreed facilities to the Organiser(s) and for their general maintenance during the exhibition period. Cleaning of these facilities during the Exhibition Period will be the responsibility of the Organiser(s) and shall also include maintenance and cleaning up of trash collection from stalls, carpet cleaning etc. Maintenance and payments of the Housekeeping staff shall be sole responsibility of the Organiser(s).
In the event of a cancellation of the booking by the Organiser(s) for any reason, the Organiser(s) shall be liable to pay Cancellation and Surrender charges as per Schedule III to this BEC Rules & Regulations which amount shall be deducted from the amount paid by Organiser(s).
All payments shall be made in favour of Nesco Limited by way of Cheque/Draft/Bank Transfer on or before the date prescribed in the payment terms provided in Schedule II to this BEC Rules & Regulation to the Organiser(s). If the payments are made later than the prescribed dates as stated under the Application Form, the Organiser(s) will have to then make payments by bank drafts. Failure to pay the balance of the total other maintenance charges and the deposits will be deemed as the unwillingness of the Organiser(s) to fulfill his / their obligation and consequently BEC reserves the right to cancel the allotment and to forfeit the amount paid without any intimation to him/them.
| Account Name | Nesco Limited |
|---|---|
| Bank Name | HDFC Bank |
| Branch | Fort Main |
| Account Number | 00600120000690 |
| IFSC Code(For RTGS & NEFT) | HDFC00000690 |
The rates applicable for booking of the Exhibition Halls and other exhibition areas for domestic and international Organiser(s) will be subject to revision from time to time by BEC in its sole discretion and will come into force on the day as determined by BEC without any intimation to the Organiser(s).
BEC shall have the authority to cancel the confirmation already granted for the reasons beyond its control to any Organiser(s) without assigning any reason, in which case, the Organiser(s) shall be refunded the amount already paid by him without interest thereon. In the event of the Organiser(s) having already commenced the use of the space, such amount, after deducting the charges for such use, etc. shall be refunded. In the event of cancellation the Organiser(s) shall not be entitled to claim any damage or compensation whatsoever by reason of such cancellation.
BEC reserves the right to alter, under special circumstances, the areas and dimensions of the space applied for and allocated after giving intimation in writing to the Organiser(s).
Space allotted to the Organiser(s) shall be used by him/them only for the purpose mentioned in the application form received from the Organiser(s) and accepted by BEC.
The permission to use the Exhibition Halls and other exhibition areas shall be strictly limited to the area notified and shall not include access to any other part or floors of the Halls/building.
Organiser(s) is permitted to surrender the part of space booked by them subject to paying penalty as mentioned in the Schedule II to this Rules and Regulation
BEC has reserved its right not to allot certain common areas like fire exits, passages, cafeteria, office areas, storerooms, etc. for exhibition/display. The Organiser(s) is/are expected not to use areas that are outside of the "grid” area. If the Organiser(s) fails to comply with this, BEC reserves the right to immediately remove any article stored /displayed/dumped in these areas.
Literature of the floor plan, etc., will be circulated /published/given to the Organiser(s) general public only after obtaining written confirmation and approval of the booking of the Exhibition Halls or the other exhibition area. However, the Organiser(s) shall ensure safe custody and shall share the same with the third parties on a ‘Need to Know’ basis only. It shall be sole liability and the responsibility of the Organiser(s) to ensure safe custody and shall ensure that such floor plans are not being used for any unauthorized means. The Organiser(s) shall ensure that plans are returned to BEC upon the completion of the Exhibition Period.
Payment for utilization of any other additional facilities / services during the currency of the exhibition be made before 7 days of the start of event/exhibition to Nesco Limited.
Water will be available at the existing points for normal use. Any special requirements will have to be arranged by the Organiser(s) at his/their own cost, subject to feasibility on technical grounds for which prior approval, in writing, must be sought of the appropriate department of BEC.
All the wiring and other electrical requirements including fittings, etc. will have to be arranged by the Exhibition Orgnaiser(s) at his/its own costs. All electrical installation, wiring fittings including those to be provided to stalls and exhibits must be done by licensed electrical contractor of PWD as per PWD regulations. BEC will not be responsible or liable in any manner for cancellation of licence in case any defect is noticed by the officials of PWD before or during the Exhibition Period including the main exhibition dates and will be subject to inspection and approval by the electrical engineer of BEC and the power supply authority. The Exhibition Orgnaiser(s) shall provide to BEC all the receipts of the test report and completion of all other formalities for availing power supply connection and shall at all times comply with the directions and/or instructions of the PWD officials in this regards.
Electrical consumption charges will have to be paid by the Organiser(s) on the basis of the meter reading as per the rate applicable during the Exhibition Period. The Organiser(s) should ensure that he/it collects the meter reading before and after the exhibition with the confirmation from the BEC’s technicians and the same shall be recorded in writing by the duly authorized representatives of the Parties.
The Organiser(s) shall make his/their own arrangement for insurance coverage, for all types of risks for his/their own and third parties’ property and life. BEC shall not accept any responsibility for any loss or damage to exhibits or life, in whatsoever manner, or any liability towards the Organiser(s) or to the third parties.
BEC reserves the right at any time during the Exhibition Period to prohibit exhibition, distribution or sale of any article including printed literature(s) which it considers unsuitable or objectionable and to confiscate it. BEC reserves the right to prohibit the Organiser(s) from selling, distributing or demonstrating to the public if his conduct or that of his agent is likely to cause offence to anyone or is otherwise considered objectionable in any manner.
No hoarding / banner(s) will be allowed anywhere in the center (other than those permitted and approved by BEC). BMC's permission shall also be obtained wherever necessary by the Organiser(s) at his / their own cost.
Any misplacement or theft or damage of material/exhibits whether during or after the close of the exhibition, when the material is kept in the premises will be the sole responsibility of the Organiser(s) and his/their participants.
BEC provides Grounds for the purposes of parking vehicles; subject to availability, The aforesaid grounds are suitable for the purposes of parking vehicles such as four wheelers and two wheelers. BEC/Nesco will charge for parking of vehicles at the allotted parking spaces as mentioned in Schedule II to this Rules & Regulation. BEC has right to revise parking charges without giving prior notice. Cars shall not be park on the internal roads and shall be parked in the car parking area only and the Organiser(s) shall ensure compliance hereof at its sole cost and expense. Any complaints received from the authorities in this regards shall be settled and costs towards the same shall be borne by the Organiser(s).
Oral agreements shall become valid only after they have been confirmed in writing by both sides.
In the event of infringement of any of these regulations, BEC shall be entitled to immediately close down the operation of the Organiser(s) at the Exhibition Halls and / or at the other exhibition area(s) at its sole discretion without assigning any reason for the same and shall be entitled to the penalty as may be determined by BEC in its sole discretion.
If at any time after the grant of permission for the use of the Exhibition Halls and/or the Premises, BEC considers that it has reason to believe that:
BEC shall have the right to waive or reduce charges in cases it may, in its discretion think fit, subject to such regulations as may be laid down from time to time by BEC or on case to case basis. These decisions to waive or reduce charges will not be applicable to all Organiser(s)
All reservations as also all receipts for all payments and charges and dues shall become valid when signed by office bearers/authorized representatives of BEC.
BEC is equipped for supply of electricity and water etc. While every effort shall be made to maintain the services in order, BEC shall not be responsible for any failure or breakdown or curtailment thereof or any damage/loss caused to the Organiser(s) thereby.
All programs and activities of the exhibition conducted by the Organiser(s) shall be orderly and entirely lawful and strictly within the scope of the objects for which the use of the Exhibition Halls and other exhibition areas is applied for. The Organiser(s) shall undertake all responsibilities and BEC shall be, in no way, held responsible in any manner.
Spitting, smoking, committing nuisance of any kind or otherwise making any portion of the Exhibition Halls and other exhibition areas or furniture, walls, etc. dirty in any way is strictly prohibited and the Organiser(s) shall be responsible for any breach of these rules. It must also be ensured by the Organiser(s) that all stall embellishments like tables, chairs and stall display materials will not be placed outside the stall area allotted to the Organiser(s). BEC will reserve the right to remove from its premises any of these items. The stall owners must not have any dangerous or hazardous materials on display during the exhibition/trade show in the Exhibition Halls or in the other Exhibition areas.
Organiser(s) shall not sub-let or allow the use of any part of the space allotted to him/them to any other party for holding exhibition without the prior written approval of BEC.
No music of any kind shall be played at the entrance nor shall loudspeakers be installed outside the entrance of the Exhibition Halls and other exhibition areas without the permission of BEC.
The Organiser(s) shall provide proper identification badges for the attendants, staff, participants and others who are required to work at the Exhibition Halls and other exhibition areas on behalf of Organiser(s) ts. It must be ensured that a copy of the badge/s will be provided to BEC before the start of the exhibition. The Organiser(s) shall also provide a list of all the personnel’s engaged and/or contracted to BEC for its reference and records.
The Manager, Officers and Staff of BEC connected with the Exhibition Halls and other exhibition areas shall have full authority to enter any part of the Exhibition Halls and other exhibition areas at any point of time.
In addition to the aforestated liabilities and responsibilities of the Organiser(s), the Organiser(s) shall also be solely responsible for:
The use of the Exhibition Halls shall be available in order of reservations made in advance, but for any reason, if it is not possible to allow the use thereof, BEC shall not be held responsible in any respect, and space not in this event, the amount standing to the credit of the party shall be refunded but the Organiser(s) not claim any damage or compensation on that account
BEC has commissioned, installed and maintained the permanent signage’s at the Entry/Exit, Emergency exits, Toilets and inside all the halls. In case any additional signage is required to be installed either through an appropriate agency or through BEC, the same shall be facilitated by BEC, at the cost of Organiser(s).
Nesco has installed CCTV cameras at the main entrances and exits of all the Halls, vouter peripherals and such other required places. If the additional CCTV cameras are required to be installed inside the halls as per Organiser(s) convenience and requirement, the same may be installed at the cost of Organiser(s).
BEC shall provide internet /Wifi services in various halls at tariffs decided by BEC as mentioned in the Schedule III to this Rules and Regulations. Additional infrastructure apart from the existing infrastructure required by Organiser(s) for additional network services shall be at extra charges as decided and provided by BEC. Charges for the same shall be payable 7 days before the start of exhibition.
The Organiser(s) is responsible and liable for compliance of all Labour related laws and payment of wages to the labourers engaged by it. BEC is not responsible and liable for the payment of wages to any labour The Organiser(s) indemnifies and shall keep fully indemnified BEC against all demand, costs, and litigations arising out of non-payment of wages to labour/s employed by either the Organiser(s) or his /its /contractor.
The Organiser shall obtain NOC and relevant permissionsf from the appropriate authority for managing the vehicular the traffic at its cost. For controlling vehicular and pedestrian traffic on days of the exhibition, prior intimation by the Organiser(s) to the Local Police Station is recommended. Organiser(s) ensure on the followings:
Co‐ordinate with our estate & security team members for ensuring harmony during the exhibition schedule.
For maintaining services, entry of vehicles for the following categories is allowed on the basis of permits issued by the Security Division:
BEC shall not be responsible for any injury or damage which may be caused or done to the persons including the contractors or any other third party or property of the Organiser (s)s, to the person or property of their employees agents and customers who may for the time being be in occupation or visiting or being in or about the Exhibition Halls or the said premises, whether such injury or damage may be caused by fire, rain, tempest, leakage, drainage, or bursting of water lines, waste or sewage pipe or tanks, electric gas or other appliances and whether the same be in or upon the said premises or not or by the collapse or giving way of the building or any part thereof including any portion of the flooring ceiling walls, timber terrace of roof or from any cause or causes whatsoever. BEC shall not be responsible or liable to the Exhibition Organiser(s) for any shortage or deficiency or total stoppage or failure of water and / or electricity supply of air conditioning services or any of them.
Any delay or failure of performance by either party to this agreement shall not constitute default hereunder or give rise to any claims for damages against that party, if and to the extent such delay or failure of performance is caused by matters beyond reasonable control of such party including, but not limited to the acts of God, acts of Governmental authority and requirement of space by Government Authority or any appropriate authority, Rules & regulation of Government & any appropriate authority strikes, lockouts, trade disputes or other concerned act of workmen, fires, floods, severe droughts, explosion, riots, war, breakdown, etc.
In the event of the Government imposing complete lockdown and exhibitions/ events are not permitted by the MCGM/ GoM/ GoI due to any pandemic/epidemic resulting in the postponement/cancellation /and reduction in area and days of exhibition, then the BEC will permit the exhibitions/ events to do so without imposing any penalties.
BEC will undertake security measures in cooperation with the Organiser(s) in view of any bomb threats that could be received by BEC or the Organiser(s) in the course of the exhibition. BEC will be indemnified by the Organiser(s) against claims for any loss, damages that may be caused during the process of the evacuation whenever required as security measure or during measures BEC deems fit for security reasons. BEC will not be liable to the Organiser(s) and/or any stall participants in the exhibition and/or their respective agents, servants, employees, licensees, invitees, visitors and guests may by reason of any theft and/or pilferages of and/or damage to the property of the Organiser(s) and/or any stall owners and/or participants in the exhibition and/or their agents, servants, employees, licensees, visitors and guests or for any claim on account of injury or loss to life during the process of evacuation whenever required as security measures or during measures undertaken by BEC as it may deem fit for security reasons. The Organiser(s) will indemnify and keep indemnified and harmless BEC/Nesco Limited, its agents, and servants against all claims for loss of property on account of theft and/or pilferage’s of and/or damage to property of stall owners and/or participants in the exhibition, their respective agents, servants, employees, invitees, licensees, guests and visitors and claims on account of injury or loss of life caused during the process of evacuation whenever required as a security measure during any measures BEC may take as it deems fit for security reasons.
The Organiser shall perform and observe strictly the provisions hereof and also the provisions of law of the country in force and also the rules and regulations and byelaws of BEC which may be revised by BEC from time to time at its sole discretion. In the event, the Organiser(s) is required to pay any sum/(s) under any provisions of law of the State/Country, the Organiser(s), shall pay forthwith to BEC/Nesco Limited on demand, the amount so required to be paid by the Organiser(s).
The decision of BEC as regards interpretation of the Rules & Regulations shall be binding on the Organiser(s).
In case of any disputes arises between the parties, same shall be amicably resolve by authorized representative of both the Parties failing which such disputes or differences shall be referred to the decision of Sole Arbitrator i.e. of the Chairman of Nesco Limited. The venue of Arbitration shall be Mumbai and shall be conducted in English language.
Courts at Mumbai alone shall have exclusive jurisdiction over all disputes arising between BEC and the Organiser(s).
BEC reserves right to amend, change and modify and cancel Rules and regulation from time to time.
I / We have read the above Bombay Exhibition Center Rules and Regulations which we accept and undertake to abide by them. I / We also accept that incase of failure on my / our part to comply with any one or more of the above-mentioned terms and conditions, BEC would be entitled to cancel the exhibition / promotional activity.
Per Day Tariff for the various premises during 1st April 2021 to 31st March 2023 are as follows:
| No. | Halls | Total Area | Minimum Area | Tariff on Exhibition days | Tariff on Preparation / dismantling days | One day event | |
|---|---|---|---|---|---|---|---|
| Commercial | Non Commercial | ||||||
| 1 | I | 19143 | 19143 | 280 | 140 | ||
| 2 | II | 7378 | 7378 | 280 | 140 | ||
| 3 | II Bay | 2975 | 2975 | 140 | 70 | ||
| 4 | III | 11799 | 11799 | 280 | 140 | ||
| 5 | V | 4664 | 4664 | 280 | 140 | ||
| 6 | IV | 10800 | 10800 | 280 | 140 | ||
| 7 | P1 | 18500 | |||||
| 8 | P2 | 4010 | |||||
| 9 | VIP GR | 4700 | |||||
1. Payment Schedule for the use of the exhibition Halls
| No | Amount Payable | % | Rs |
|---|---|---|---|
| 1 | Received Rs.__/- incl. GST. Amount payable immediately | 15 | |
| 2 | on or before _________ | 25 | |
| 3 | on or before ___________ | 35 | |
| 4 | on or before __________, along with payment for additional area and facilities required, if any. | 25 |
2. Parking Charges
| Four Wheelers | Rs. 100/- |
|---|---|
| Two Wheelers | Rs. 20/- |
| Trucks and Buses | Rs. 200/- |
| Trailers | Rs. 500/- |
3. Cancellation Charges
| Period of cancellation/postponement prior to the exhibition | Cancellation/postponement fee applicable as % of total estimated compensation along with taxes |
|---|---|
| 181 days or more | 20% |
| Between 180 days and 120 days | 25% |
| Between 119 days and 80 days | 50% |
| Between 79 days and 30 days | 80% |
| Between 29 days and less | 100% |
4. Surrender Charges
| Notice period from exhibition date | Amount in % of total fees paid |
|---|---|
| 366 days above | 3% |
| 271-365 days | 7.5% |
| 181-270 days | 15% |
| 91-180 days | 30% |
| help 16-90 days | 45% |
| 0-15 days | 100% |
Charges for Other Exhibition Facility(ies):
| Sr No | Facility | Amount (in INR) |
|---|---|---|
| 1 | Wifi services | |
| 2 | Additional Security Deposit | |
| 3 | Meeting rooms in Exhibition Hall | |
| 4 | Frames for branding to be put up on road leading from Gate 2 to Hall no 1 | INR 2500 per frame per day |
Following statutory approvals are required to be obtained from the appropriate authority. The Organisers shall obtain the relevant permission/compliance required by them at their cost and ensure that the same is procured and submitted to Nesco Limited or its divisions [Bombay Exhibition Center and Nesco Foods] prior to the Exhibition/event.
Few of authorities are mentioned hereinafter
