1. General :

• Permission is granted subject to clients abiding by the following “Terms & Conditions” and “Schedule of Charges” for utilizing the NEDFi Convention Centre for Meetings, Conferences, Exhibitions, shows of non- political nature etc.
• Bookings of any hall at NEDFi Convention Centre- Auditorium, Exhibition, Conference, Seminar etc. are non- transferable and non- assignable.
• Programs like Fashion Show, Beauty Contest, rock Show, get –together parties of purely private nature will generally not be allowed except if such an event is related to promotion of social causes, charity etc. without assigning any reason thereof. The art work to be exhibited by the Client during the utilization period shall not be obscene, lascivious, blasphemous, defamatory of ant person, appeal to the prurient interests, tend to deprave or corrupt any person or capable of outraging the feelings of any person or class of persons and the clients shall comply with all applicable laws, rules, regulations, guidelines and code of conduct for the time being in force.
• No liquor or tobacco sponsorship is allowed.
• The Client is liable to pay all taxes, levies, charges and impositions on the use of the NEDFi Convention Centre arising from or under terms and conditions both existing and as may be accrued, levied or imposed in future.

2. Timings of Booking:

• The Time of booking of Convention Centre is on two slots. Morning Slot (1^st session) and Evening slot (2^nd session).
• The duration of the 1^st session is from 9:30 A.M. to 1:30P.M and 2^nd session is from 2:00P.M to 6:00P.M. The facility may be extended provided an additional fee as per the Schedule of Charges after granting permission from the authority.
• The hirers must clean & vacate the Auditorium/ Greenroom/ Any Hall within half an hour immediately after the show.
• Auditorium/ Exhibition Hall/ Meeting Hall/ Meeting Room/Seminar Hall will be handed over to hirers before half an hour. In case of exhibition hall the handling time may be extended.
• Request for grant of permission for function in NEDFi will be considered on “First Come First Serve basis.

3. Refreshment:

• Eatables like snacks, tea, packet lunch, including water etc. are strictly prohibited in the Auditorium and any other Hall. Throwing of any form of waste inside the halls/premises is not allowed except in the area earmarked for serving food and water. THE USER WILL BE RESPONSIBLE FOR CLEANING AFTER USE.
• For big refreshments (lunch, hi-tea etc.) the Exhibition/ Dining Hall may be used. Conditions apply.
• NO LIQUOR, TOBACCO OR CHEWING OF PAN IS ALLOWED INSIDE ANY OF NEDFI HALLS OR PREMISES.
• Entire premise of NEDFi is a NO SMOKING ZONE.

4.Display of Posters, Banners and other Publicity Materials etc.

• The user shall be entitled to display Boards/ Posters/ Banners of the approved size at the (prescribed place) in the NEDFi House premises seven days before the day of event/function.
• No other publicity material shall be allowed unless approval in writing is obtained from the authority for putting up such publicity material anywhere inside the NEDFi House.
• The user will be responsible for removing the display materials once the program is over. No damage to property will be allowed during the process. In case of damage, the user will have to pay charges for the damage incurred.
• Use of any substance that may damage the painted walls not be allowed. No cello tape, nails will be allowed to be used in any of the halls. In case of damage, charges will be added in the billing amount.
• Clients are prohibited from tampering with the electrical fittings on their own
• Use of NEDFi logo: The Exhibitor is not allowed to use NEDFi logo for any purpose. 

A responsible attitude towards the property of NEDFi is expected from the client. The Client shall be responsible and liable for any loss, damage or destruction of any property of NEDFi including the doors, walls, windows, floors or ceiling and shall also be liable for any bodily injury sustained by any person in and around the NEDFi premises or while coming in or going out from the NEDFi premises, for any negligence by clients/ their authorized representatives/ agents/ any other person working for the client.

5. Reservation and Cancellation:

• NEDFi reserves the right to accept or reject the proposals.
• No Booking will be confirmed unless the booking amount is paid in advance to the authority. The Client shall deposit a sum of Rs. 5000.00/- (Rupees five thousand only) + GST (applicable as per Govt. norms) as the booking amount for confirming the event which will be adjusted later with the total bill.
• In case the event is cancelled or postponed (postponement can be adjusted only once within that financial year), the advance booking amount is not refundable.
• Booking of the halls should be made at least 7 days before from the date of event (the client may book the hall within a financial year 1^st April to 31^st March).
• If the tentative billing amount exceeds more than Rs. 50,000/- then 50% of the total amount is to be deposited at least 30 days prior to the event date as an additional advance amount. For confirmation on booking, the advance amount needs to be remitted; else NEDFi reserves the right to reallocate the proposed dates to other clients.
• If the booked event is cancelled for any reason the additional advance amount will be refunded to the client after the deduction in the below mentioned process only by cheque within a month (Not more than 30 days).
  
  • For any Cancellation 30 days prior to the event date, 100% booking amount will be refunded.
  • For any Cancellation between 30-16 days 80% booking amount will be refunded.
  • For any cancellation between 15-8 days 60% booking amount will be refunded.
  • For any cancellation between 7-4 days, 40% booking amount will be refunded.
  • For cancellation between 3-2 days, 20% of the booking amount will be refunded.
  • For cancellation before 1 day or on same day of the event, no amount will be refunded.
  • And for rescheduling of the event the entire additional advance amount will be adjusted in the new scheduled date (within that financial year) or that amount will be forfeited.
• Once permission has been granted, NEDFi reserves the right to cancel the booking at any time in the event of any unavoidable circumstance or grave situation arising before the scheduled event. In such a case, where the cancellation is not at the behest of the Client, full booking amount will be refunded.
• Permission will be accepted for hiring the halls only when 50% of the tentative bill is deposited in advance, in case the bill is more than Rs. 50,000/-. The rest of the amount has to be cleared within a week of completion of the event.

6. Security:

• Instructions on norms of safety, security & decorum for use of facilities in Convention Centre are at Annexure A.
• NEDFi is not responsible for the loss or damage to any person and belongings of the Clients/ Visitors.
• Security guards are posted 24 hours at all the entrances and exits of NEDFi premises.
• In case of events involving sale of goods, the client must utilize the services of his/her own Security Guard from any reputed security agency, to be posted during the utilization period. The Client must inform NEDFi through letter mentioning the name, address and other details of the security guard(s). Client shall be responsible for all acts or omissions, deeds and things done or caused to be done or omitted by such security guard.
• The Client must inform NEDFi at the time of booking of any scheduled visited by VIPs. The visit must be scheduled after consultation with NEDFi. Any additional cost incurred on such visits by VIPs shall be borne by the Client only.
• Clients are also informed that surveillance system is in operation within the NEDFi premises.

7. Exhibition Hall:

• The Exhibitors can avail octonorms (Ready stalls) which are available at NEDFi premises on payment basis. Please refer Schedule of Charges. The spaces outside the halls cannot be used for display without prior permission.
• Insurance:
• The Client shall obtain and maintain, at its own cost, a valid comprehensive insurance during the Exhibition or utilization period covering all his/its properties to be brought inside the NEDFi Convention Centre and shall also cover the Visitors to the exhibition and all or any third party claims. The NEDFi shall not be responsible for any loss or damage to the same by any reason whatsoever.
• Opening and closing of the Hall:
  
  • The exhibition should start not before 10.00AM
  • The exhibition programme should close by 6.00PM
  • The exhibition programme may be extended with an additional fee as per the Schedule of Charges
• Exit Slip:

During the utilization period, removal/ moving of exhibits from the NEDFi premises shall be permitted by the security guard only after obtaining a valid exit slip (gate pass) from the organizers.

8. Indemnity:

The Client agrees to indemnify, defend and hold harmless NEDFi against any and all losses, liabilities, claims, damages, costs and expenses including reasonable legal fees and other expenses and disbursements in connection therewith and interest  charges thereon (Collectively, “Claims”0 suffered or incurred by NEDFi which arise out of, result from or may be payable by virtue of any breach of any terms and conditions mentioned herein or obligation required to be performed hereunder or violation of any applicable law, rule, regulation or guideline by the Client.

Please note: In case the clients or their associates misbehave with the NEDFi staff, the programme will be cancelled with immediate effect.

For information regarding Hall Charges/ Bookings and any other additional queries please contact the below mentioned numbers.

0361-2222200 (O)

Pallabi Nath (Floor Executive) 9854021760

Anjana Singha Borah (Floor Executive) 9577059456