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TERMS
TERMS AND CONDITIONS FOR ORGANISING EXHIBITIONS AT CODISSIA TRADE FAIR COMPLEX

1. Approval for conducting the programme has to be produced from the relevant authorities listed below, 15 days before the event:-
a) Approval/ permission to be got from the Information & Public Relation Office, Government
of Tamilnadu, Chennai through The District Collector, Coimbatore for Fairs/Exhibitions
b) NOC from Police Department,Coimbatore - 1) Traffic 2) Law & Order
c) NOC from Fire Service, Coimbatore
d) NOC from Public Health Department, Coimbatore Municipal Corporation, Coimbatore
e) Approval from Airport Authorities, Coimbatore & Police Department, Coimbatore for displaying of Air Balloons if any
f) For Fireworks if any, approval must be obtained from Police / Fire Service / Airport

2 . Usage of Halls :-
Use of facilities including exhibition halls would be restricted to trade & commerce and industry related activities. However, facilities could be permitted to be used for cultural activities / fashion show. These shall not be utilized for activities related to religion and politics.

3 . Validity :-
Validity of the offer by CODISSIA TRADE FAIR COMPLEX is 15 days from the date of issue. Acceptance of the offer letter received without payment as per the schedule given in Clause 4 will not be treated as acceptance. In case, acceptance and advance payment is not received even after 2 weeks of the issue of offer letter, the offer will be treated as withdrawn and the offered space will be considered available for licensing out to other fair / event organizers.

4 . Payment schedule:-  Payment schedule for all dues shall be as follows :-
License Fee :-  5 % of the total license fee as booking amount, within 15-Days from date of Proforma, to confirm the Venue.
5% of the total license fee 12 months before the event.
20% - six months before the event.
20% - three months before the event.
Balance 50% - fifteen days before the event.
In case of cancellation, surrender charges shall be imposed as per policy in clause 6.

5. Cancellation / Postponement:-
In case of cancellation /event is postponed and not conducted within one year, the advance amount shall be forfeited by the party who has booked the hall COINTEC on its part would levy penal rates on license fee as follows:-

Notice Period Penalty Rates- as % of Licence Fees
01-30 days 75%
31-90 days 50%
91-180 days 25%
181-270 days 10%
271-364 days 5%
More than 365 days 2%

Postponement of dates can be done only once and for the postponement, due to the loss of revenue on the booked dates, 10% of the rental charges on the proforma submitted originally will be levied as postponement charges and debited to the organizers’ account.

6. Surrender of Space / Cancellation :-
The organizer is permitted to surrender 10% of the total space booked for any event without imposition of penalty (this option of surrender can be exercised only once). The penalty for surrendering space beyond 10% of the total space booked for any event / cancellation of the event would be calculated as follows:-
Notice Period Penalty Rates - As % of Licence Fee
More than 365 2%
271 - 364 Days 5%
181 - 270 Days 10%
91 - 180 Days 25%
31 - 90 Days 50%
01 - 30 Days 75%

7. Architectural Layout Plans:-
A  copy of the architectural control and guidelines, for using the halls of CODISSIA TRADE FAIR COMPLEX is enclosed for strict compliance Architectural layout plans for the exhibition space are required to be submitted to CODISSIA TRADE FAIR COMPLEX for approval at least one month before the date possession of the halls/ exhibition space. Modification as suggested by the Competent Authority should be strictly complied with or otherwise CODISSIA TRADE FAIR COMPLEX has the authority to pull down / seal the stalls, which violate the laid down stipulations. Non submission of layout plans will entail penalty of Rs.50,000/-. The layout plan of the fair should give proper passages of a minimum width of 3 Mtrs. The gates / exit points / Toilet / Wash Room entries should have free and clear access.

8. Services desired and their management:-
a)Organizers must inform CODISSIA TRADE FAIR COMPLEX about the various services required such as temporary power load, hall general lighting, protocol room, buntings, directional sign boards, walkie talkies etc., well in advance i.e., minimum one month from the date of the exhibition. The services are provided subject to their actual availability and their being in working condition. A Proforma relating to electrical services viz., Lighting and Power load requirement for Exhibition Halls, Conference Halls and any other exhibition space may be sent to us 30 days before the start of the event. b)The Organizers may erect stand alone structures adjacent to the Halls for putting up boards and hoardings. Under no circumstances the board facade or hoardings should be mounted from the roof or wall of the halls. A fine of Rs.10,000/- will be imposed for violations of this clause. c)Display of banners, buntings, hoardings etc., without the prior approval of CODISSIA TRADE FAIR COMPLEX, shall also be liable for imposition of penalty and / or removal of such material. The approved charges are payable by the organizers to CODISSIA TRADE FAIR COMPLEX for putting up flag poles, banners, buntings hoardings etc., At all the entrance to CODISSIA TRADE FAIR COMPLEX, organizers are free to display the names of their exhibition by hanging cloth banners only with prior permission from CODISSIA TRADE FAIR COMPLEX. It may be noted that wooden boards are not permitted either on the walls or on these locations. Violation leads to either impose penalty and / or remove the material.

9. Vehicle parking to be organized by the organizers with their own security at their cost without any levy. Otherwise, COINTEC will organize the same with a parking fee as per norms.

10. If the entry is through Entry Tickets, the ticket sale revenue is to be shared by the organizers and COINTEC on 50:- 50 basis. During the Event, our share of 50% of the Entry Ticket Collection is to be deposited at our Office on daily basis.

11. Additional security arrangements to be arranged by the organizers, if necessary. COINTEC will not be held responsible for any loss in the event of theft.

12. Statutory levies as applicable will be charged extra.

13. Banners, Buntings, Signages of any kind will be permitted only within the hall and nowhere else in the campus.

14. If additional time is required for setting up/ dismantling, proportionate hall charges, Housekeeping charges, rental & other charges will be charged extra.

15.Cooking is permitted only at the kitchen and nowhere else in the premises of our complex. For Non-veg preparation, no slaughtering is permitted in our complex and non-veg cooking should be done only outside the Hall/Kitchen with your own vessels.

16. No Food wastage and other materials used in the kitchen like plastic waste, paper cups, water bottles etc., should be dumped in the trench, by the caterers. In case it is found, we will be using additional cleaning machinery which may attract penal charges.

17. The Party should appoint one C –Certificate holder & one B –Certificate holder for the electrification work for the show/event/exhibition. All the necessary precautions are to be taken by the organizers and a safety certificate under IE Act is to be obtained by you from the concerned authorities and submitted to us, along with “B” & “C” Certificate 15 days before the event.

18.We are having Generator provision for power. You may please intimate your power requirement. We have a provision of 1600 KVA available at the Trade Fair Complex. Additional requirement of power (Generator) is to be arranged by the organisers at their cost and the usual service connection charges for the above is payable organisers. To COINTEC.

19. Insurance to be done by you for the period from day one of set up till dismantling to cover all risks during that period.

20. Preparation / distribution of Food Items in the corridor and other places (excepting the designated areas) are prohibited.

21. Payment should be made in favour of “CODISSIA INTEC TECHNOLOGY CENTRE” by DD/ at par cheques as per the payment schedule. For RTGS transfer, the details of our bankers are as under:-
Our Bankers:
INDIAN BANK, Peelamedu Branch, Coimbatore
Our Current Account №: 862591321; IFS Code: IDIB000S107
 

22.After the event is over, bill will be raised for the total charges due and refund if any will be paid only by cheque after a period of 7 days. In case of TDS deduction, the refund will be made only after getting the Confirmation of the TDS credit in “Form 26AS”

23. Serving of liquor in our premises is not permitted. Serving of liquor without prior permission is an offence. In case liquor is going to be served, necessary permission is to be obtained from the appropriate authorities and furnished to us 15 days before the event. This is to be strictly adhered to. If it is violated, COINTEC will not be responsible under any circumstances and the entire responsibilities and consequences would be vested with the Organizers/Event Managers only.

24.In case of TDS deduction kindly issue us the Form16A in the name of “CODISSIA INTEC TECHNOLOGY CENTRE” and our PAN is “AAATC2212N”

25.Arch Advertisement:-  The Front Arch (75 ft x 5 ft) at Main Avinashi Road is available for flex advertisement with prior information to us and approval from us. However, in case of two events at a time, the arch space has to be shared on 50:- 50 basis or “FIRST COME, FIRST SERVED” basis, based on our proforma invoice dates with the consent of COINTEC.

26.It is important that all the Kitchen waste/residues are to be collected only by the catering/cooking contractors in the black plastic bags and kept at the designated area for disposal. This is to be strictly adhered to. Otherwise, the work will be carried out on your behalf and appropriate expenses incurred will be debited to the Event Organizers’ account.

27.Due to unforeseen reasons of any kind, if the Fair/Event is disrupted or comes to an end, it is the responsibility of the Event Manager/Organizers to comply with the requirements. COINTEC shall not be held responsible whatsoever and no claim shall be entertained by COINTEC on this account.

28.The sign boards inside the complex should not be blocked by any boards or advertisements, or announcements by way of flex boards.

29. Entertainment programmes in all the events are to be completed positively before 11 p.m., on the event days. This is to be strictly adhered to.

30. Any events prohibited under law are not permitted in our premises. If any event goes without our knowledge, the license granted for the Event will be revoked at once and no refund of the license fees/charges paid will be entertained. It is the sole responsibility of the Organizers/Event Managers only and the legal implications if any are to be complied with by them only. COINTEC will not be held responsible in whatsoever manner.

31. Electrical wiring and installations:
Organizers have to appoint one C-Certificate Holder or one B-Certificate Holder for the electrification work for their exhibition / event. All the necessary precautions are to be taken care by the Organizer and a safety certificate under IE act is to be obtained from the concerned authorities. For installation of additional gensets for power, permission is to be obtained and necessary Electricity Tax is payable by the Exhibitor.  A copy of B / C Certificate of the Electrician, appointed by the organizer, has to be submitted to COINTEC.

32. Security and Protocol arrangements:

a) The COINTEC provides general security. The exhibition organizers are advised to hire the services of security Agencies inside the halls / stalls. The participants desirous of engaging security personnel may be advised to take the services of such approved Security Agencies hired by the Exhibition Organizers and Stall allottee.

b) The fire safety precautions, security and comprehensive insurance against all risks, for the exhibits / exhibition / exhibitors / organizers including but not limited to any natural calamity / water leakage etc., during entire license period shall be carried out by organizers’ own cost. COINTEC shall in no way be responsible for any claims whatsoever. Organizers are advised to take insurance cover for public liability and fire risks. Similarly, the exhibitors may be advised to take insurance cover for their exhibits against fire, water, handling, transport and other risks.

c) The Organizers are required to keep fire safety equipment, emergency lighting etc., in the exhibition halls to avoid any mishap.

d) Cooking is not allowed inside the COINTEC Halls (A, B, C, D & E)

e) Due care of hygienic and sanitation have to be maintained in and around exhibition halls of COINTEC.

f) The organizers shall indemnify COINTEC from any claims from their exhibitors, contractors, service providers and other arising out of any account / reason.

g) Maintenance of decorum and decency in COINTEC: Codissia Trade Fair Complex is an International trade fair complex. The complex is visited by a large number of business visitors and general public. Keeping in view the dignity and decorum of the complex and the business nature of the events, it is essential that the participants and the hostesses and guides employed by the exhibition organizers and participants should be decently dressed and well mannered. Any violation will be viewed seriously and the concerned stalls will be closed down.

h) The organizer should inform COINTEC well in advance about VVIP’s visits to the exhibition and co-ordinate the protocol arrangements.

33. Live animals, Cattle / birds etc.,
In case of live animals, cattle / birds / fish, reptiles etc., to be brought to the venue, the same can be done only with the prior written approval of COINTEC only for exhibit purpose.

34. Possession of Space and movement of exhibits: 

a)       The COINTEC will handover possession of the halls only on receiving payments against all dues by Demand Draft. COINTEC will not be held responsible for any inconvenience caused due to non-settlement of dues. The hall(s) shall be handed over to the organizer on “as is where is” condition. The possession of the space / halls shall be taken by an authorized representative, (the name and signature of the representative should be conveyed in writing to COINTEC at least 15 days in advance). The hall(s) shall be handed over to the organizer considering one day tenancy as of 24 hours starting at 09.00 a.m. The halls will have to be handed over back to COINTEC 09.00 a.m on the next day after the end of the license period. If any excess space be utilized, additional license fee shall be payable by the organizer before leaving COINTEC after the event. The representative has to sign / witness the records / registers maintained by Engineering Division of COINTEC while handing / taking over of halls. Non-compliance of these timings and approved license period may attract penalty as deemed fit by COINTEC. 

b)       The organizers have to clear COINTEC dues before the conclusion of the exhibition, failing which, the exhibition materials would not be allowed to be taken out of COINTEC. 

c)       The organizers shall not assign, sublet, grant or allot to others any or whole of allotted area leased by them, except for their exhibitors participating in the event.

 35. Entertainment tax:
 
In case the event involves on activity which has entertainment tax liability, it is necessary to obtain a No Objection Certificate from Entertainment Tax Department.

36. Rights of COINTEC:

a)       Organizers are required to settle outstanding dues, if any, for the fairs / events held by them in past at CODISSIA INTEC TECHNOLOGY CENTRE. In case of the organizers’ failure to settle these dues, amounts paid / to be paid for this fair will be adjusted in these accounts.

 b)       The COINTEC reserves the right to cancel, withdraw or change the halls in the event of unforeseen / unavoidable circumstances or for non-compliance of payment schedule.

 c)       When there are more than one organizer concurrently holding and conducting the respective events, COINTEC reserves the right to set aside separate entry / exit / parking etc., to each of these organizers. The decision of COINTEC is final. The organizers have no rights whatsoever to make any claim on the score.

 37. Entry through tickets:
Organizer should hand over entire tickets to be sold to the COINTEC office and obtain the COINTEC seal on each and every ticket. The Organizer shall arrange for their own man power to sell the tickets. Everyday ticket collection should be remitted to the COINTEC office along with counterfoils. The Organizer has to share 50% of the ticket value with COINTEC.

38. Arbitration:
Any dispute or difference arising out of or in connection with this contract including the interpretations of the terms of this Agreement shall be referred to the arbitrations of the Indian Chamber of Commerce and Industry, Coimbatore and shall be settled under the rules governing arbitrations of the Indian Chamber of Commerce and Industry at Coimbatore by one or more arbitrators appointed in accordance with the said rules at Coimbatore and their decision shall be final and binding on the parties.

IMPORTANT NOTE:-  All the rates quoted are based on current cost, Labour charges, Governmental levies etc, and the same are subject to revision if necessitated, under due intimation to organisers and the new applicable rate are payable by organizers to COINTEC

Codissia Complex an Ideal destination for
National and International Trade fairs
Conferences, symposiums and exhibitions
Organizing Meetings and Product Launches
Seminars and Special Events
Corporate events and meetings
Family Functions and get together
   
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NEWS & EVENTS
 
* INTEC - 2017 will be held by CODISSIA at all the halls from 01st to 5th June 2017. Contact - 0422 2222396, 97 ( INTEC - 2017 )

* COIMBATORE SHOPPING FESTIVAL 2017 will be held by CODISSIA at all the halls from 23rd December 17 to 01st January 18. Contact - 0422 2222396, 97 ( CSF - 2017 )

* AGRI INTEX - 2017 will be held by CODISSIA at all the Halls from 14th to 17th July 2017. Contact - 0422 2222396,97 ( AGRI INTEX 2017 )

* Coimbatore Book Festival - 2017 will be held by CODISSIA at all the Halls from 21st to 30th July 2017. Contact - 0422 2222396,97 ( Coimbatore Book Festival - 2017 )

* BUILD INTEC - 2018 will be held by CODISSIA at all the halls from 02nd to 05th February 2018. Contact - 0422 2222396, 97 ( BUILD INTEC - 2018 )

 
 
 
 
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