Event Partner Terms & Conditions

1. Event Participation and Brand Exhibition:

• 1.1. The Event Partner shall be entitled to exhibit its brand, products, and services at the Event in the form and manner deemed appropriate by the Organizer.
• 1.2. The Organizer retains sole discretion over the event layout, placing brand signages, creative guidelines, promotional activities, marketing, and overall Event management.
• 1.3. The Organizer does not guarantee any specific level of footfall or engagement at the Event.
• 1.4. The Organizer may change the format, content, venue, schedule, speakers, or other aspects of the Event without prior notice.
• 1.5. The Organizer retains the right to refuse entry or remove any Event Partner or its representatives for non-compliance with these Terms or for conduct deemed inappropriate.
• 1.6. The Organizer has the sole authority to schedule, modify, or cancel any activity, engagement, or session related to the Event, and Event Partners shall have no claims regarding such modifications.
• 1.7. The Organizer may, at its discretion, impose restrictions on the type and volume of marketing materials or displays that the Event Partner can use at the Event.

2. Responsibilities of the Event Partner:

• 2.1. The Event Partner shall comply with all applicable laws, Event venue regulations, and Organizer guidelines.
• 2.2. The Event Partner is solely responsible for obtaining any necessary permits, licenses, or regulatory approvals required for participation.
• 2.3. The Event Partner shall ensure that its representatives behave professionally and do not engage in activities that could harm the reputation of the Organizer or the Event.
• 2.4. The Event Partner shall bear all costs associated with its participation, including but not limited to branding, staffing, logistics, and promotional materials.
• 2.5. The Event Partner is responsible for ensuring that any products or services showcased at the Event comply with all relevant safety, quality, and legal standards.
• 2.6. The Event Partner must not engage in misleading, fraudulent, or deceptive marketing practices while promoting their brand or products at the Event.
• 2.7. The Event Partner is required to maintain a professional and engaging presence throughout the Event and must not vacate or dismantle its exhibition before the official end time unless explicitly permitted by the Organizer.
• 2.8. The Event Partner must ensure that its exhibits, promotional materials, or any related activities do not infringe upon the intellectual property rights of third parties.
• 2.9. The Event Partner is responsible for ensuring that any of its staff, volunteers, or contractors adhere to the same professional conduct expected of the Event Partner itself.

3. Fee / Cost:

• 3.1. The Event Partner shall ensure that the agreed fee is paid in full to the Organizer at least 3 days prior to the Event.
• 3.2. Failure to make the payment by the due date may result in forfeiture of participation rights of the Event Partner.
• 3.3. All payments made by the Event Partner for the event are non-refundable. This includes situations where a Participant is unable to attend the event or chooses to withdraw their participation for any reason. In the event of cancellation of the Event, the decision as to refunding of fees lies solely with the Organizer.

4. Branding and Promotional Rights:

• 4.1. The Event Partner may use the Event’s name and logo solely for promotional purposes with prior written approval from the Organizer.
• 4.2. All promotional materials bearing the Event’s branding must be submitted for approval at least 3 days prior to the Event. The Organizer reserves the right to reject any promotional material that does not comply with branding guidelines, Event policies, or ethical considerations.
• 4.3. The Organizer may use the Event Partner’s name, logo, and materials for event-related promotions before, during, and after the Event.

5. Indemnity:

• The Event Partner agrees to indemnify, defend, and hold harmless the Organizer, its affiliates, officers, employees, and agents from any claims, liabilities, damages, losses, or expenses, including legal fees, arising from any breach of these Terms, negligence, misconduct, third-party claims, or intellectual property infringement related to the Event Partner’s participation, branding, or promotional activities. The Organizer shall not be liable for any losses or disruptions due to force majeure, regulatory changes, or Event modifications. This indemnification obligation shall survive the termination or expiration of these Terms.

6. Limitation of Liability:

• To the fullest extent permitted by law, the Organizer, its affiliates, officers, employees, and agents shall not be liable for any direct, indirect, incidental, consequential, special, or punitive damages, including but not limited to loss of profits, revenue, data, or business opportunities, arising from or related to the Event Partner’s participation, branding, promotional activities, or any changes to the Event, even if advised of the possibility of such damages. The Organizer’s total aggregate liability, whether in contract, tort, negligence, or otherwise, shall not exceed the total fees paid by the Event Partner for participation in the Event. [ZLP3]

7. Disclaimer:

• The Organizer shall not be liable in any form and against any and all claims, actions, liabilities, damages, losses, or expenses (including reasonable court costs, attorneys’ fees, and costs of claim processing, investigation, and litigation (hereinafter referred to as “Claims”) for bodily injury or personal injury (including death), or loss or damage to tangible or intangible property caused, or any applicable law or alleged to be caused in whole or part, by any acts or omissions of visitor. Event Partner or Organizer or any third-party.

8. Intellectual Property:

• 8.1. Each party shall continue to own IP in its name. The Event Partner hereby grants FYF a license to use its logo/tradename/branding for the marketing and promotional purposes of the Event.
• 8.2. Parties acknowledge that any art/creative work or any new IP generated in connection to this Event and ownership thereof shall exclusively vest with FYF.
• 8.3. The Event Partner shall not infringe upon the intellectual property rights of any third party.

9. Governing Law:

• 9.1. The Agreement shall be governed by the laws of India and courts in New Delhi shall have exclusive jurisdiction over any dispute arising out of this MOU.

10. Acknowledgment:

• 10.1. The Event Partner acknowledges that these Terms and Conditions may be updated from time to time, and it is their responsibility to stay informed of any modifications. Continued participation in the Event constitutes acceptance of any such updates.
• 10.2. The Event Partner acknowledges that participation in the Event is at its own risk, and the Organizer shall not be liable for any loss, damage, or consequences arising from its participation, directly or indirectly.