EXHIBITORS TERMS & CONDITIONS

"This exhibition is organised exclusively by the Surat Jewellery Manufacturers' Association (SJMA)."

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

ROOTZ – Gems & Jewellery Manufacturers’ Show 2026

PAYMENT AND ACKNOWLEDGMENT

• Acknowledgement of payment made through RTGS/NEFT/IMPS must be submitted either online, via email, by post, or in person at the organiser’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 and all applicable taxes must be paid as per prevailing government regulations.
• Any excess payment made by participants shall be refunded in accordance with these terms and conditions.

APPLICATION FOR PARTICIPATION

To participate in the exhibition, applicants must submit a completed application form along with the applicable participation fees.

• The organiser reserves the right to accept or reject any application without providing a reason. The organiser also reserves the right to determine which items/products may or may not be displayed. All such decisions shall be final and binding.
• The specified participation fee must be paid at the time of application submission. Applications will only be confirmed upon successful payment. Full and final payment must be completed by 15^th October 2026.
• A 10% discount is available for SJMA members in the jewellery segment and for exhibitors in the diamond and machinery segments, provided the booth is booked before 15^th July 2026, and full payment is received by 15^th October 2026. Non-members are not eligible for discounts in the jewellery segment.

STALL FACILITIES AND ADDITIONAL REQUIREMENTS

Constructed Indoor Space

The organiser 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

• Exhibitors are required to submit all additional requirement forms (including extra furniture, electricity, shelves, or any other requirements) on or before 5^th November 2026. No requests shall be entertained after the final deadline.
• Any onsite requests during the exhibition period shall be provided strictly subject to availability, and the organiser shall not be responsible for the non-availability of additional requirements after the deadline.
• The organiser reserves the right to reallocate space, modify layouts, or alter corridors. Such decisions shall be final.

CANCELLATION POLICY

• The organiser reserves the right to cancel the exhibition or any part thereof without assigning any reason. In such cases, participation charges will be refunded without interest. No further claims shall be entertained.
• If an exhibitor wishes to cancel participation, a written request stating the reasons for cancellation must be submitted. Refunds will be processed as follows:
• On or before 15^th October 2026: The booking amount paid towards the stall shall be non-refundable and non-transferable.
• After 15^th October 2026: No refund shall be provided, and the exhibitor shall remain liable to pay the full stall amount.
• Any additional costs incurred by the organiser on behalf of the exhibitor shall be chargeable.

STALL ALLOCATION

• Stall allocation shall be at the sole discretion of the organiser. All decisions shall be final.
• The organiser may change stall allocations, exhibition dates, or venue even after confirmation. Participants will be informed in advance.
• The organiser reserves the right to remove any machine or device deemed unsafe or non-compliant.
• Misconduct 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's name. No alterations shall be permitted.
• Standard pavilion size: 6m × 6m (open space).
• Sponsors using their own contractors must submit stall design plans for approval by 20^th November 2026.
• Stall setup must be completed by 12:00 noon on 3^rd December 2026.

Penalties for Non-Compliance

Encroachment

• ₹20,000 per sq. meter

Height Limit

• Stall: Maximum 10 ft – ₹20,000 per ft or part thereof
• Pavilion: Maximum 12 ft – ₹25,000 per ft or part thereof
• Exhibitors using their own workers/contractors shall be responsible for clearing all waste before and after the exhibition. No storage facility will be provided for packing materials or surplus items.
• Before decorating their stall, exhibitors must consult the organiser’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 shall 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.
• Pressurised containers are not allowed in the exhibition hall without prior approval from the organiser.
• Electricity consumption will be monitored by the organiser’s authorised personnel. Exhibitors shall be 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 THE EXHIBITION

• Stalls must not be left unattended during exhibition hours. Exhibitor 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 permitted. Audio-visual equipment must be positioned and adjusted to avoid disturbance. The organiser reserves the right to disconnect any equipment deemed disruptive.
• Exhibitors must submit details of all products, materials, and exhibits — including weights and dimensions — for organiser approval.
• Moving or working exhibits must include adequate safety precautions and clearly visible “DO NOT TOUCH” signage. Prior written approval is required for demonstrations.
• Fire safety measures must be implemented to the satisfaction of the organiser.
• Repairs or alterations during the exhibition may only be carried out when the hall is closed and with prior consent from the organiser.
• 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 organiser.

ELECTRICAL WORK

• All additional electrical work must be carried out by the organiser’s appointed official contractor. Exhibitors must submit electrical installation plans for approval at least 15 days before on-site work begins.
• Standard electrical supply shall be single-phase, 210–230V. Three-phase supply shall be available only with prior permission and arrangement.
• Electricity will be supplied exclusively through the organiser 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 organiser.
• Exhibitor property brought to, displayed at, stored in, or removed from the exhibition centre shall remain entirely at the exhibitor’s own risk. Exhibitors shall be solely responsible for the safety of their property and personnel.
• Exhibitors agree to indemnify the organiser against any actions, claims, demands, losses (including consequential losses), proceedings, damages, liabilities, costs, and expenses.
• The organiser 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 organiser’s decision shall be final and binding.
• All disputes between the organiser and exhibitors shall be subject to the jurisdiction of Surat only.

DECLARATION

We have carefully read all the rules and regulations of the “ROOTZ – Gems & Jewellery Manufacturers’ Show 2026” and hereby explicitly agree to comply with all the regulations contained herein. We further agree to abide by any future modifications made by the exhibition authorities.

Clicking the tick box on the application form shall be considered as confirmation that you have read and agreed to these terms and conditions.

 
Terms & Conditions for Visitors

Visitor Registration Charges

Register Early and Save!

Compliance Requirement
All badge holders must strictly adhere to the rules, regulations, and security protocols established by Organisers for entry into the exhibition halls.

Event Modifications
Organisers reserve 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
Organisers retain 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 SJTF’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 organised 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
Unauthorised 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 the first two days of the Exhibition and until 05:00 PM on the last day. No early entry will be granted, including to employees of exhibiting companies who are registered under visitor registration.

Registration & Transaction Policy
The registration of any Visitor will only be approved upon successful completion of the transaction, that is, upon receipt of the registration fee by SJMA. If the relevant payment is not received despite the amount being debited from the Visitor’s account (“Transaction Failure”), SJMA and/or ROOTZ shall not, at any time or in any manner whatsoever, be held liable for the same.