Terms and Conditions

1. Definitions

In these Terms and Conditions (the “Terms”), unless the context requires otherwise:

• “Company”, “Organiser”, “we”, “us”, “our” means Harlalka Services India Pvt. Ltd., a company incorporated under the Companies Act, 2013, having its registered office at 1144, 23rd Main Road, Garden Layout, Sector 2, HSR Layout, Bengaluru, Karnataka 560102, India, which owns and operates the Bharat Defence Tech Show platform and the website www.bharatdefencetechshow.com.
• “BDTS” or “Event” means the Bharat Defence Tech Show and any edition, colloquium, conference, exhibition, summit, roadshow, awards, webinar, networking session or other activity organised, co-organised or hosted by the Company under the Bharat Defence Tech Show brand, whether physical, virtual or hybrid.
• “Website” means www.bharatdefencetechshow.com and all sub-domains, pages, micro-sites and registration portals operated by the Company.
• “Participant”, “you”, “your” means any person or entity that accesses the Website or applies for, registers for or participates in the Event in any capacity, including visitors, delegates, exhibitors, sponsors, partners, speakers, media, contractors and their personnel.
• “Exhibitor” means any entity whose application for exhibition space has been accepted by the Company.
• “Sponsor” means any entity that has entered into a sponsorship or partnership arrangement with the Company for the Event.
• “Space” means the exhibition area, display pod, stand, booth or other area allotted to an Exhibitor.
• “Venue” means the premises at which the Event is held, and includes the venue owner, operator and their appointed agencies.
• “Contract” means the agreement between the Company and a Participant, comprising the application or booking form, these Terms, the applicable tariff, the Exhibitor Manual and any written confirmation issued by the Company.

2. Acceptance and scope

1. These Terms constitute a legally binding agreement between you and the Company. They apply to use of the Website and to participation in the Event in any capacity.
2. Submission of an application, registration form, booking form, purchase order or payment constitutes an offer by you, which is accepted only when the Company issues a written confirmation of participation, invoice or allotment letter. No contract arises until that confirmation is issued.
3. Additional terms may apply to specific offerings, including the Exhibitor Manual, sponsorship agreements, delegate registration terms, speaker agreements and venue rules. Where there is a conflict, the order of precedence is: (a) a signed agreement executed between the parties; (b) these Terms; (c) the Exhibitor Manual; (d) any other document.
4. The Company reserves the right to refuse or cancel any application, registration or booking at its sole discretion without assigning any reason, in which case the Company's only liability shall be to refund amounts already received for that application, without interest.

3. Eligibility and invited audience

1. BDTS is a business-to-business and business-to-government platform focused on defence, aerospace, space and allied technologies. Attendance is by invitation, registration approval or accreditation only. The Company operates a curated and invite-only admission policy.
2. Participants must be at least 18 years of age. The Company may require proof of identity, organisational affiliation, nationality, government identification or security clearance as a condition of entry.
3. The Company may decline, restrict or revoke admission to any person or entity, including on grounds of national security, statutory restrictions, competitive sensitivity, prior conduct or non-compliance with these Terms, without liability and without any obligation to state reasons.
4. Registrations are personal to the registered individual. Badges are non-transferable without the Company's prior written consent, and sharing, resale or misuse of a badge will result in cancellation without refund.

4. Website use

1. The Website and all content on it, including text, graphics, logos, layouts, images, videos, brochures, agendas, speaker profiles, articles and software, are owned by or licensed to the Company and are protected by applicable intellectual property laws.
2. You may view, download and print Website content for your own internal, non-commercial reference. Any other use, including reproduction, republication, scraping, data mining, framing, mirroring, redistribution or commercial exploitation, requires the Company's prior written consent.
3. You must not: (a) use the Website for any unlawful purpose; (b) attempt to gain unauthorised access to any part of the Website, its servers or connected systems; (c) introduce viruses, malware or harmful code; (d) use automated tools to extract data or contact details; (e) impersonate any person or entity; or (f) interfere with the Website's operation or security.
4. The Website may contain links to third-party websites. Such links are provided for convenience only. The Company does not control, endorse or accept responsibility for third-party content, products or practices.
5. Content on the Website, including event dates, venues, agendas, speakers, exhibitor lists, floor plans and pricing, is indicative and may be changed at any time without notice.

5. Applications for exhibition space

1. Applications for exhibition space must be submitted on the Company's prescribed form, complete in all respects, together with the applicable advance payment.
2. Acceptance of an application is at the Company's sole discretion. The Company may allot Space of a different size, location or configuration than requested, and may relocate, resize or reconfigure any Space before or during the Event where reasonably required for floor plan, safety, security, statutory or operational reasons. Such changes do not entitle the Exhibitor to any refund, reduction or compensation.
3. Space is allotted in the order in which confirmed bookings and cleared payments are received. Priority may be given to returning exhibitors, pavilion partners and sponsors.
4. Floor plans, dimensions and renderings are indicative only. Actual measurements, pillar positions, ceiling heights, service points and aisle configurations are subject to change by the Venue or the Company.
5. The Exhibitor must display only those products, technologies, services and branding that were declared in the application and approved by the Company. The Company may require the removal of any exhibit, branding, literature or activity that is not approved, that infringes third-party rights, that breaches applicable law or export control requirements, or that the Company considers inappropriate for the Event.

6. Stand design, construction and operation

1. Exhibitors must comply with the Exhibitor Manual, the Venue rules, the build-up and dismantling schedule, and all applicable fire, electrical, structural and safety regulations.
2. Raw space designs, double-decker structures, rigging, heavy exhibits and special installations require the Company's prior written approval and submission of drawings, structural certificates and contractor details within the stipulated timelines. Approval by the Company does not transfer responsibility for design, structural safety or compliance, which remains with the Exhibitor.
3. Stand fittings, signage, lighting, sound and exhibits must be confined within the boundaries of the allotted Space and must not obstruct aisles, neighbouring stands, emergency exits or service points, or exceed the permitted height.
4. Noise, audio-visual displays, demonstrations and promotional activity must be conducted at levels that do not disturb other participants. The Company may require any activity to be modified or stopped.
5. Canvassing, distribution of literature, sampling and promotional activity outside the allotted Space is not permitted without written consent.
6. Exhibitors must not sublet, share, assign or otherwise part with possession of the Space, in whole or in part, or display the name or products of any other entity, without the Company's prior written consent. Breach entitles the Company to close the stand without refund.
7. Exhibitors must remove all exhibits, fixtures and materials within the dismantling period. Items left behind may be removed and disposed of at the Exhibitor's cost. The Exhibitor is liable for any damage caused to the Venue, floor, structures or services and for any charges levied by the Venue.
8. The Company may specify official contractors for services such as electricity, rigging, internet, furniture and handling. Use of non-official contractors requires approval and compliance with the applicable conditions and security deposits.

7. Sponsorship and branding

1. Sponsorship entitlements are as specified in the applicable sponsorship proposal or agreement. Entitlements are subject to timely delivery of artwork, logos, copy and approvals by the Sponsor in the formats and by the deadlines specified by the Company.
2. Where the Sponsor fails to supply materials on time or supplies materials that do not meet specifications, the Company is not obliged to deliver the affected entitlement and no refund or substitution is due.
3. The Company may substitute an entitlement with another of broadly equivalent value where circumstances require, including changes to the format, venue, programme or duration of the Event.
4. Branding placement, size, adjacency and prominence are at the Company's discretion, subject to the sponsorship category acquired. Exclusivity is granted only where expressly stated in writing.
5. Sponsorship does not confer any right of control over the Event programme, speaker selection, editorial content, delegate lists or the Company's communications.

8. Speakers, programme and content

1. The Event programme, agenda, session formats, timings, speakers, panellists and chief guests are indicative and subject to change without notice. The Company is not liable for the non-appearance of any announced speaker or dignitary, and such changes do not entitle any Participant to a refund.
2. Speakers grant the Company a perpetual, worldwide, royalty-free licence to record, reproduce, edit, broadcast, publish and distribute their presentation, name, likeness, designation and organisation in any medium for the purposes of the Event, its documentation and its promotion.
3. Presentations must not contain classified information, information restricted under applicable export control, official secrets or defence procurement rules, or third-party material used without authorisation. The presenter is solely responsible for obtaining all necessary internal and governmental clearances.
4. Views expressed by speakers, panellists, exhibitors and delegates are their own and do not represent the views of the Company. The Company does not endorse any product, technology, claim or capability presented at the Event.

9. Intellectual property

1. “Bharat Defence Tech Show”, “BDTS”, the associated logos, marks, designs, taglines, the colloquium series format and all Event content created by the Company are the exclusive property of the Company. No right, title or licence is granted except as expressly stated in writing.
2. Participants may use the Event marks only in the form, manner and duration approved by the Company, solely to publicise their own participation, and must discontinue such use on request.
3. Participants warrant that all materials they display, distribute or submit, including exhibits, branding, artwork, literature, software, videos and presentations, do not infringe any patent, trademark, copyright, design, trade secret or other right of any third party, and that they hold all necessary rights and clearances.
4. By submitting logos, images, company descriptions and other materials for the Event, the Participant grants the Company a non-exclusive, royalty-free licence to use, reproduce and display such materials in Event catalogues, the Website, signage, apps, reports and promotional material, including after the Event.
5. Photography, filming and recording inside the Venue by Participants and media are permitted only in accordance with the Company's accreditation and Venue policy. The Company may prohibit or restrict recording in any area or session.

10. Recording, photography and publicity consent

1. The Company and its appointed agencies photograph, film, live-stream and record the Event, including participants, stands, exhibits and sessions.
2. By entering the Venue or participating in any Event activity, you irrevocably consent to the capture and use of your image, voice, likeness, name, designation and organisation in any media worldwide, in perpetuity, for the Company's documentation, reporting, archival, marketing and promotional purposes, without payment or further approval.
3. If you do not wish to be recorded, you must notify the Company in writing in advance and comply with any measures the Company specifies. The Company cannot guarantee exclusion from general crowd, aisle or session footage.

11. Conduct, security and access control

1. Participants must comply with all instructions issued by the Company, the Venue, security agencies and statutory authorities, including access control, screening, credentialing, restricted-area protocols and emergency procedures.
2. The Company operates a zero-tolerance policy on harassment, discrimination, intimidation, disorderly behaviour, intoxication, unauthorised solicitation and any conduct that endangers safety or brings the Event into disrepute.
3. Prohibited items include live ammunition, explosives, operational ordnance, hazardous substances, unauthorised weapons, drones and radio-frequency emitting devices, except where expressly approved in writing by the Company, the Venue and the competent authorities, and subject to the conditions imposed.
4. The Company may inspect any stand, exhibit, baggage or material, and may remove any person or entity from the Venue, suspend an exhibit, close a stand or terminate participation for breach of these Terms, without refund and without liability.
5. Participants are responsible for the conduct of their personnel, agents, contractors and guests, and for ensuring their compliance with these Terms.

12. Compliance with law and export control

1. Participants must comply with all applicable laws, including the Arms Act, 1959 and rules thereunder, the Foreign Trade (Development and Regulation) Act, 1992, SCOMET and other export-control regulations, the Official Secrets Act, 1923, foreign exchange laws, customs requirements, anti-bribery and anti-corruption laws, and all defence procurement and security guidelines applicable to their participation.
2. Participants are solely responsible for obtaining all licences, permissions, end-user certificates, security clearances, customs clearances, temporary import permissions and visas required for their exhibits, personnel and activities. The Company may assist with invitation letters but gives no assurance of any approval being granted, and delay or refusal of any approval does not entitle any Participant to a refund.
3. Participants must not display, demonstrate or discuss any material that is classified, export-controlled, or restricted, unless all necessary clearances have been obtained and evidence of such clearance is produced to the Company on request.
4. The Participant shall be solely liable for any penalty, seizure, prosecution, or other consequence arising from non-compliance and shall indemnify the Company against the same.

13. Insurance

1. Exhibitors, Sponsors and contractors must, at their own cost, obtain and maintain comprehensive insurance covering public liability, third-party liability, employer's liability, and all risks in respect of their exhibits, stand structures, equipment and personnel, from transit through build-up, Event days and dismantling.
2. Evidence of insurance must be produced to the Company on request and is a condition of access to the Venue.
3. Exhibits, materials and personal property are brought to and kept at the Venue entirely at the Participant's own risk. The Company does not provide insurance cover for Participants and is not responsible for loss, theft or damage.

14. Liability and disclaimers

1. The Website, the Event and all associated content are provided on an “as is” and “as available” basis. To the maximum extent permitted by law, the Company excludes all warranties, express or implied, including as to accuracy, completeness, merchantability, fitness for a particular purpose, uninterrupted availability or achievement of any commercial outcome.
2. The Company gives no warranty or representation regarding the number, seniority, profile or identity of visitors, delegates, exhibitors, buyers, dignitaries or media who attend the Event, or regarding any business, lead, order or return on investment arising from participation.
3. The Company shall not be liable for any loss of profit, loss of revenue, loss of business, loss of opportunity, loss of goodwill, loss of data, or any indirect, incidental, special, punitive or consequential loss, howsoever arising.
4. The Company shall not be liable for loss, theft, damage or destruction of exhibits, property or personal belongings, or for personal injury, except to the extent directly caused by the Company's proven gross negligence or wilful misconduct.
5. The Company is not responsible for failures, interruptions or deficiencies attributable to the Venue, its services, utilities, power supply, internet connectivity, air conditioning, transport, third-party contractors, government restrictions or acts of other participants.
6. The Company's aggregate liability to any Participant arising out of or in connection with the Website, the Event and these Terms, whether in contract, tort, statute or otherwise, shall not in any circumstance exceed the amount actually received by the Company from that Participant for the relevant Event, excluding taxes.
7. Nothing in these Terms excludes or limits liability to the extent such exclusion or limitation is not permitted by applicable law.

15. Indemnity

The Participant shall indemnify, defend and hold harmless the Company, its directors, officers, employees, agents, sponsors, partners and the Venue against all claims, demands, actions, proceedings, losses, damages, fines, penalties, costs and expenses, including legal fees on a full indemnity basis, arising out of or in connection with: (a) the Participant's participation in the Event; (b) any breach of these Terms or of applicable law; (c) any act or omission of the Participant or its personnel, contractors, agents or guests; (d) any claim of infringement of third-party intellectual property or confidentiality; (e) any injury to persons or damage to property caused by the Participant's exhibits, stand or activities; and (f) any regulatory or export-control non-compliance.

16. Force majeure, postponement and cancellation by the Company

1. The Company shall not be in breach of these Terms or liable for any failure or delay in performance arising from circumstances beyond its reasonable control, including acts of God, natural disaster, fire, flood, epidemic or pandemic, public health restrictions, war, hostilities, armed conflict, terrorism, civil unrest, strikes, labour disputes, transport disruption, power or network failure, venue unavailability, government orders, denial of permissions, or restrictions imposed by any authority.
2. The Company may, at its discretion and without liability, postpone the Event, change its dates, venue, city, format or duration, convert it to a virtual or hybrid format, reduce its scope, or cancel it in whole or in part.
3. Where the Event is postponed or its format, venue or dates are changed, the Contract shall continue and amounts paid shall be applied to the rescheduled or modified Event. No refund shall be payable in such circumstances.
4. Where the Event is cancelled by the Company for reasons of force majeure, the Company may, at its discretion, apply amounts paid as a credit towards a future edition of the Event, valid for 24 months. Where a refund is made, it shall be net of costs and commitments already incurred by the Company in relation to the Event, and the Company shall not be liable for travel, accommodation, stand construction, staffing, marketing or any other expenditure incurred by the Participant.
5. Participants are advised to obtain their own event-cancellation and travel insurance.

17. Data protection and privacy

1. The Company collects and processes personal data in accordance with the Digital Personal Data Protection Act, 2023, applicable rules and the Company's Privacy Policy, which forms part of these Terms.
2. By registering, you consent to the Company collecting, storing and processing your details, including name, designation, organisation, contact details, identification details and badge-scan data, for the purposes of registration, access control, security, event administration, matchmaking, analytics and communications relating to the Event and future editions.
3. Badge scanning at a stand or session constitutes your consent to the sharing of your contact details with that Exhibitor, Sponsor or partner for follow-up. The Company is not responsible for the subsequent use of such data by third parties.
4. The Company may share data with the Venue, security agencies, government authorities, service providers and co-organisers where required for the Event or by law.
5. Participants who receive personal data through the Event must process it in compliance with applicable data protection law, use it only for legitimate follow-up, and indemnify the Company against any claim arising from misuse.
6. You may withdraw consent or request correction or erasure of your data by writing to the contact address in Clause 22, subject to the Company's legal and record-keeping obligations.

18. Confidentiality and non-solicitation

1. Information disclosed by the Company in connection with the Event, including floor plans, pricing, delegate and buyer information, matchmaking data and commercial terms, is confidential and must not be disclosed to third parties or used for any purpose other than participation in the Event.
2. Participants must not use the Event, its delegate base or its brand to organise, promote or solicit attendance at any competing event, whether during or in connection with the Event, without the Company's written consent.
3. Unauthorised marketing, “suitcasing”, outboarding or solicitation at or around the Venue by non-contracted parties is prohibited and may result in removal without refund and recovery of the applicable participation fee.

19. Assignment and subcontracting

The Participant may not assign, transfer, sublet or otherwise deal with its rights or obligations under the Contract, in whole or in part, without the Company's prior written consent. The Company may assign, subcontract or novate any of its rights or obligations to an affiliate, successor or appointed agency without consent.

20. Amendments to these Terms

The Company may amend these Terms, the Exhibitor Manual and Event rules at any time. The version published on the Website at the time of your access or participation applies. Material changes will be notified on the Website or by email where practicable. Continued use of the Website or participation in the Event after such changes constitutes acceptance.

21. Governing law, jurisdiction and dispute resolution

1. These Terms and any dispute or claim arising out of or in connection with them, their subject matter or formation, including non-contractual disputes, are governed by and construed in accordance with the laws of India.
2. The parties shall first attempt to resolve any dispute amicably through discussions between senior representatives within 30 days of written notice of the dispute.
3. Failing amicable resolution, the dispute shall be referred to arbitration by a sole arbitrator appointed by the Company, under the Arbitration and Conciliation Act, 1996. The seat and venue of arbitration shall be Bengaluru, India, and the language shall be English. The arbitral award shall be final and binding.
4. Subject to the above, the courts at Bengaluru, Karnataka shall have exclusive jurisdiction.
5. No claim may be brought by a Participant more than 6 months after the last day of the Event to which the claim relates.
6. The existence of a dispute does not entitle a Participant to withhold payment or to suspend performance of its obligations.

22. General and contact

1. Severability. If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force, and the invalid provision shall be replaced by a valid provision that most closely reflects the original intent.
2. Waiver. No failure or delay by the Company in exercising any right shall operate as a waiver of that right or any other right.
3. Entire agreement. The Contract constitutes the entire agreement between the parties and supersedes all prior discussions, proposals, representations and understandings. The Participant acknowledges that it has not relied on any representation not expressly set out in the Contract.
4. Relationship. Nothing in these Terms creates a partnership, joint venture, agency or employment relationship between the parties.
5. Notices. Notices must be in writing and sent to the email or postal address stated below, and shall be deemed received on the next working day after sending by email or on delivery by hand or courier.
6. Language. These Terms are executed in English, which shall prevail over any translation.