EXHIBITORS TERMS & CONDITIONS

  • Participants are requested to carefully follow the guidelines below in their own interest. In case of any difficulty, please contact the organizer immediately.

Payment and Acknowledgment:

  • Acknowledgment of payment made through RTGS/NEFT/IMPS must be submitted either online, via email, by post, or in person at the organizer’s office.
  • Participants are advised to retain a photocopy of the transaction challan for their records.
  • The payment challan must be complete in all respects; no fields should be left blank.
  • GST:All applicable taxes must be paid as per prevailing regulations.
  • Any excess payment made by participants will be refunded in accordance with the terms and conditions.

Application for Participation:

To participate in the exhibition, participants must submit a fully completed application form along with the relevant participation charges.

  • The organizer reserves the right to accept or reject any application without assigning any reason. The organizer also reserves the right to determine which items/products may or may not be displayed. All such decisions will be final and binding.
  • The specified participation fee must be paid at the time of submitting the application. Applications will only be confirmed upon successful payment. Full and final payment must be completed by 15th October 2025.
  • A 10% discountis available for SJMA members in the jewellery segment and for exhibitors in the diamond and machinery segments, provided the booth is booked before 31st August 2025 and full payment is received by 15th October 2025. Non-members are not eligible for discounts in the jewellery segment.

Stall Facilities and Additional Requirements:

  • Constructed Indoor Space:The organizer will provide modular stalls of international standards, including:
  • 1 display table (Diamond) / 1 system table (Machinery)
  • 2 chairs
  • 3 spotlights
  • 1 waste paper basket
  • Fascia with company/brand name
  • Synthetic carpeting
  • General security and housekeeping
  • Additional requirements (e.g., extra tables, shelves, electricity and strong room space) must be requested in advance as per the Exhibitor’s Manual and will be provided subject to availability and at actual cost.
  • The organizer reserves the right to reallocate space, modify layouts, or alter corridors. Such decisions will be final.

Cancellation Policy:

  • The organizer reserves the right to cancel the exhibition or any part of it without assigning any reason. In such cases, participation charges will be refunded without interest. No further claims will be entertained.
  • If an exhibitor wishes to cancel participation, a written request with reasons must be submitted. Refunds will be processed as follows:
  • On or before 15th October 2025:50% refund
  • After 15th October 2025:No refund; full amount forfeited
  • Any additional costs incurred by the organizer on behalf of the exhibitor will be chargeable.

Stall Allocation:

  • Stall allocation is at the sole discretion of the organizer. All decisions are final.
  • The organizer may change stall allocations, exhibition dates, or venue, even after confirmation. Participants will be informed in advance.
  • The organizer reserves the right to remove any machine or device deemed unsafe or non-compliant.
  • Misbehaviour by exhibitors or their representatives may result in removal from the venue without refund.

Stall Construction & Design:

  • Built-in stalls will follow standard designs and include a fascia board with the registered exhibitor name. No alterations are allowed.
  • Pavilion size: 6m x 6m(open space).
  • Exhibitors using their own contractors must submit stall design plans for approval by 20th November 2025.
  • Stall setup must be completed by 12:00 noon on 28th November 2025.

Penalties for Non-Compliance:

Encroachment: ₹20,000 per sq. metre

Height Limit:

  • Stall: Max 10 ft – ₹20,000 per ft or part thereof
  • Pavilion: Max 12 ft – ₹25,000 per ft or part thereof
  • Exhibitors using their own workers/contractors are responsible for clearing all waste before and after the exhibition. No storage will be provided for packing materials or surplus items.
  • Before decorating their stall, exhibitors must consult the organizer’s official contractor and strictly adhere to the following rules:
  • No posters, wallpaper, paint, drilling, nails, or screws may be applied to or used on the existing panels. All standard stalls are framed with high-quality aluminium, and exhibitors must not damage these frames. Any breach will result in liability for losses, damages, and applicable charges.
  • Only single or double-sided tape may be used on panels. The use of glue, scotch tape, self-adhesive paper, screws, nails, spikes, pins, or paint on the floor, walls, pillars, or any part of the stall or exhibition hall is strictly prohibited.
  • All containers, packing materials, and non-display items must be removed from the exhibition hall before the opening day.
  • Pressurized containers are not allowed in the exhibition hall without prior approval from the organizer.
  • Electricity consumption will be monitored by the organizer’s authorized personnel. Exhibitors are liable to pay for any excess usage.
  • Upon completion of stall decoration, exhibitors must inspect their stall and submit a certificate in the prescribed format confirming that the stall is complete and in order.

OPERATION OF STALLS DURING EXHIBITION

  • Stalls must not be left unattended during exhibition hours. Exhibitors staff must be present at least 30 minutes before opening and leave no later than 30 minutes after closing.
  • Business activities must be confined to the allocated stall area. Advertising or canvassing outside the stall or in the registration area is prohibited.
  • Activities causing nuisance or annoyance to visitors or other exhibitors are not allowed. Audio-visual equipment must be positioned and adjusted to avoid disturbance. The organizer reserves the right to disconnect any equipment deemed disruptive.
  • Exhibitors must submit details of all products, materials, and exhibits—including weights and dimensions—for organizer approval.
  • Moving or working exhibits must include safety precautions and a visible “DO NOT TOUCH” sign. Prior written approval is required for demonstrations.
  • Fire safety measures must be implemented to the satisfaction of the organizer.
  • Repairs or alterations during the exhibition may only be carried out when the hall is closed and with organizer consent.
  • No products may be brought into the stall after the exhibition has officially opened without special permission.
  • Products may not be removed before the exhibition closes, except for overnight storage in the designated safe area with prior intimation to the organizer.

ELECTRICAL WORK

  • All additional electrical work must be carried out by the organizer’s appointed official contractor. Exhibitors must submit electrical installation plans for approval at least 15 days before onsite work begins.
  • Standard electrical supply is single-phase, 210–230 volts. Three-phase supply is available only with prior permission and arrangement.
  • Electricity will be supplied exclusively through the organizer or their appointed contractor. Use of multi-plug adapters is strictly prohibited.

 

INSURANCE, INDEMNITY & LIABILITY

  • Exhibitors must maintain valid and adequate insurance coverage at all times, including protection against theft, fire, public liability, property damage, personal injury, third-party loss, accidents, natural calamities, and other risks as required by the organizer.
  • Exhibitor property is brought to, displayed at, stored in, and removed from the exhibition centre at the exhibitor’s own risk. Exhibitors are responsible for the safety of their property and personnel.
  • Exhibitors agree to indemnify the organizer against any actions, claims, demands, losses (including consequential losses), proceedings, damages, liabilities, costs, and expenses.
  • The organizer reserves the right to change, modify, or alter any of the above rules in the overall interest of the exhibition.
  • In case of any dispute or malpractice, the organizer’s decision shall be final and binding.
  • All disputes between the organizer and exhibitors shall be subject to the jurisdiction of Surat only.

We have read carefully all the rules & regulations of “ROOTZ - Gems & Jewellery Manufacturers’ Show” and hereby explicitly agree to comply with all the regulations contained therein. We further agree to comply with such other regulations as may be modified by the exhibition authorities from time to time relating to participants of “ROOTZ - Gems & Jewellery Manufacturers’ Show”.

 

Visitors Registration – Terms & Conditions

 

  • Compliance Requirement
    All badge holders must strictly adhere to the rules, regulations, and security protocols established by Organizers for entry into the exhibition halls.
  • Event Modifications
    Organizers reserves the right to postpone, cancel, reschedule, or relocate the Exhibition at its sole discretion. No claims or compensation shall be entertained in such cases.
  • Badge Display
    Visitor E-Badges will be available through the ROOTZ mobile app and must be presented whenever and wherever required during the Exhibition.
  • Admission Rights
    Organizers retains the authority to deny or suspend entry to any visitor, exhibitor, or badge category for security reasons or for causing disruption or discomfort. Admission of pre-registered visitors is subject to SJMA’s discretion, regardless of badge issuance or payment status.
  • Age Restriction
    Individuals under the age of 18 are strictly prohibited from entering the Exhibition premises or serving as booth attendants, technicians, or workers.
  • Non-Refundable Fees
    Visitor registration fees are non-refundable and non-transferable under all circumstances, including changes in employment, service transfers, or cancellation of visit plans.
  • Security Violations
    Visitor badges blocked due to security breaches will result in permanent denial of access to all future events organized by the organizers.
  • Baggage Policy
    For security purposes, all luggage must be deposited at designated baggage counters near the Registration Hall or other specified areas during the Exhibition.
  • GST Inclusion
    All visitor registration charges are inclusive of applicable GST.
  • Photography & Videography
    Unauthorized photography or videography within the Exhibition premises is strictly prohibited. ROOTZ officials reserve the right to confiscate devices and cancel registrations if violations occur.
  • Entry Timings
    Visitor entry is permitted strictly between 10:00 AM and 06:00 PM on first two days of exhibition and 05:00 PM on last day. No early entry will be granted, including to employees of exhibiting companies who are registered under visitors registration.