Terms and Conditions for All Events
These terms and conditions are applicable to all delegates, exhibitors and sponsors participating in any of the events organised by Indian Military Review aka IMR Media Pvt Ltd (IMR Media).
Payments:
a. All payments must be made in advance of the event date.
b. Requests for refunds can be made up to 7 days before the event.
c. A 10% cancellation fee will apply to all refund requests.
d. For foreign nationals, a 20% cancellation fee will apply.
e. Delegate passes may be transferred to another name up to 7 days before the event, except in the case of foreign nationals.
Discretion to Attend:
a. IMR Media reserves the right to deny admission to any delegate without assigning any reason.
b. In such cases, the Delegate Fee will be fully refunded.
c. Certain foreign nationals may be excluded from buying Delegate Passes and attending based on government policy.
Security Clearance:
a. All foreign nationals require security clearance.
b. Necessary documentation required for security clearance should be sent to IMR Media 10 days before the event date.
c. Requests for security clearance will not be accepted after the due date.
Compensation:
a. No compensation will be given by IMR Media for expenses incurred by a delegate on travel, lodging, and other commitments.
b. This includes contingencies occurring related to change of date, venue, cancellation, or postponement of the event.
c. The only exception is the refund of the Delegate Fee as specified earlier.
Terms and Conditions for Exhibitors
Payment for Exhibition Space:
a. Payment for exhibition space must be made in full before the event date.
b. Bills for extra work and hiring of items for exhibition stalls may be paid within 7 days after the event.
Refund Policy:
a. In case of cancellation by the exhibitor more than 30 days before the event, a full refund will be given, subject to a Rs 10,000 administrative fee.
b. For cancellations between 30 days and 10 days before the event, only 25% of the cost of the exhibition space will be refunded.
c. Cancellations made with less than 10 days left for the event will not be eligible for any refund.
Exhibition Space Allocation:
a. Every effort will be made to allocate the space requested and confirmed. However, IMR Media reserves the right to change the exhibition space based on availability and event requirements.
b. Exhibitors may request specific locations, but final allocation is at the discretion of IMR Media.
Exhibition Setup and Dismantling:
a. Exhibitors are responsible for the setup and dismantling of their exhibition booths within the specified time frames.
b. Any damage caused to the venue during setup or dismantling is the responsibility of the exhibitor.
c. Owners of the venue may require the exhibitor not to exceed the weight and size/ dimension requirements of exhibits.
d. Certain dangerous exhibits, like live ammunition, inflammable items, chemicals, etc, may not be permitted entry by the venue owners.
Indemnity:
a. Exhibitors shall indemnify and hold IMR Media harmless from any liabilities, damages, claims, or expenses arising out of the exhibitor's participation in the event.
b. This includes but is not limited to injury to persons, damage to property, or any other loss or expense arising from the exhibitor's activities.
Insurance:
a. Exhibitors are encouraged to obtain appropriate insurance coverage for their exhibits and materials.
b. IMR Media is not responsible for any loss or damage to exhibitor's property during the event.
Compliance with Regulations:
a. Exhibitors must comply with all local laws, regulations, and venue rules, eg demo flying of drones.
b. Any non-compliance may result in the removal of the exhibitor from the event without refund.
Subletting and Sharing:
a. Exhibitors may not sublet, share, or assign their exhibition space without prior written consent from IMR Media.
Force Majeure:
a. IMR Media shall not be liable for any failure or delay in performing its obligations due to circumstances beyond its control, including but not limited to acts of nature, government regulations, or acts of terrorism.
Additional Terms and Conditions for Sponsors
Presentation Slot:
a. Sponsors will be allocated a presentation slot as specified in the sponsorship package.
b. IMR Media will make reasonable efforts not to change the presentation slot given to the sponsor.
c. While efforts will be made not to change the presentation slot given to the sponsor, IMR Media may vary or reschedule in keeping with the requirements and goals of the seminar. IMR Media will not be held liable for any changes to the presentation slot.
Presentation Content:
a. The content of the sponsor's presentation must adhere to the guidelines provided by IMR Media.
b. IMR Media reserves the right to reject or request modifications to presentation content that is deemed inappropriate or inconsistent with the goals of the seminar.
Permission to Use Personal Details and Media Content
Consent for Use of Personal Details:
a. By registering for and participating in the event, delegates, exhibitors, and sponsors implicitly grant IMR Media the right to collect and use personal details provided during registration.
b. Personal details may include, but are not limited to, names, contact information, company affiliations, and job titles.
Media Content Release:
a. Delegates, exhibitors, and sponsors attending the event implicitly grant IMR Media the right to capture and use photographs, videos, and audio recordings during the event.
b. This includes images and recordings of individuals, company exhibition stalls, and presentations.
Use of Media Content:
a. IMR Media may use the collected media content for distribution to other delegates and for future marketing activities.
b. Media content may be used in promotional materials, on the event website, in social media, and in other marketing channels.
Opt-Out Option:
a. Individuals who wish to opt-out of having their personal details or media content used for marketing purposes may request this in writing to IMR Media.
Duration of Permission:
a. The permission granted to IMR Media for the use of personal details and media content is perpetual and applies to both current and future events.
Notification of Changes:
a. IMR Media will make reasonable efforts to notify individuals of any significant changes to how personal details and media content are used.
Exclusivity of Use:
a. IMR Media retains the exclusive right to use the collected media content for the purposes stated in these terms and conditions.
b. Third-party use of media content requires explicit written consent from IMR Media.
Modification and Editing:
a. IMR Media reserves the right to modify, edit, or enhance the collected media content for marketing purposes.
b. The integrity and context of the content will be preserved to the best extent possible.
Release of Liability:
a. Delegates, exhibitors, and sponsors release IMR Media from any liability arising out of the use of personal details and media content as described in these terms and conditions.
By participating in the event, delegates, exhibitors, and sponsors acknowledge and agree to these terms and conditions.
IMR Media reserves the right to modify these terms at any time without prior notice. Participants are responsible for staying informed about any changes to the terms and conditions.