All companies exhibiting at Digipol 2023 needs to agree to the following Terms and Conditions.

Exhibitor Terms and Conditions

Exhibiting Space: Exhibit booth space is offered complimentary to all exhibiting companies related to HLS and Defense. Companies demanding raw space will be assigned the required space and they need to create their own canopy.

Booth Size: All approved exhibiting companies are offered a complimentary Booth space of sizes 5 meters X 5 meters or 5 meters X 3 meters or 3 meters X 2 meters. The size of the booth will depend on the product portfolio of the company and availability of space at the Expo.

Booth Facilities: Each allotted booth will contain Octogen panels with carpet, Lights, Power sockets, Table with chairs and name Facia.

Additional Facilities: Exhibitors can procure if needed additional gadgets like TV, Display systems etc from the vendors who facilitates them on rent. Exhibitors needs to come with their own publicity material, branding etc. Other items like demonstration kits or equipment should be brought by the exhibitor where necessary.

Term: This Agreement is effective upon acceptance and shall expire immediately following the final day of the event / item as described or until all responsibilities set out are fulfilled.

Additional Costs & Expenses: All other costs and expenses not directly covered under these terms and conditions are the full responsibility of the Exhibitor.

Cancellation: Exhibitor is responsible for meeting all requirements and deadlines stipulated by Digipol. It is expressly agreed by the Exhibitor that in the event Exhibitor fails to comply with any provisions contained in these rules and regulations concerning use of exhibit space, Digipol shall have the right to reassign the booth location or to take possession of said space and, or any part thereof, to such parties and upon such terms and conditions as it may deem proper.

Space and Assignment: Digipol reserves the right to make the final determination of all space assignments in the best interest of the event. No compensation shall be provided in the case of substitution, alteration or change to the space assignment.

Use of Space: No Exhibitor shall assign, sublet, or share the space allotted with another business or company unless approval has been obtained in writing from Digipol. Exhibitors are not permitted to feature names or advertisements of non-exhibiting companies or agents in the exhibitor’s display. Exhibitors must show only services offered and/or goods manufactured or dealt by them in the regular course of business. Should an article of non-exhibiting company be required for operation or demonstration in an exhibitor’s display, identification of such article shall be limited to the usual and regular nameplate, imprint or trademark under which same is sold in the general course of business.

The Booth allocated to any company cannot be shared with other vendors products not subleased to other companies. Booth allocated to any vendor should have the same vendor’s products. Multiple products of different vendors cannot be shared under one Booth.

Exhibitor Booth Staff: No employee other than those listed by the Exhibitor company as an employee is allowed to the Digipol to either represent the exhibitor company or as general visitor.

All Exhibitors need to share the details of the participating staff of their company including their complete name, mobile number, email id and also produce their identification proof for collection of their Expo Badges.

The organiser might also demand any additional information regarding the exhibitor employees’ credentials as per the regulations of Government of India.

Exhibitors’ staff are permitted in the Conference Halls, Arena 1 and Arena 2 only during their speaker’s presentation.

Otherwise no employee of the Exhibition’s company will be permitted at conference halls. The conference is exclusively for Police and Defence officers only.

However exhibitors can attend the inaugural event from 10:30 AM till 11:00 AM on the inaugural day on 6^th March 2023.

Exhibitors may not schedule private functions or events which conflict with the event.

Exhibitors can only invite Police and Defense officers to the conference and can not invite other acquaintances, friends, relatives etc.

Speaking Opportunity: Each Exhibiting company does not automatically qualify to get speaking opportunity. Speaking opportunity is offered to exhibitor companies based on the relevancy and merit of the product/technology/subject. It is the sole discretion of the Digipol organising committee to decide on the allocation of speaking opportunity.

Non Exhibiting Companies: Companies and organisations not assigned booth at Digipol are not authorised to participate in the Conference or Expo.

Non Approved Activity: Digipol reserves the right to request and enforce cessation of any non-approved activity as it sees fit; Exhibitors may not use strolling entertainment, nor distribute samples, magazine, or advertising materials in any area outside their exhibit booth including but not limited to, paraphernalia that is associated with or representing a competing or similar entity as the Association or their publications. Any type of product distributed for purposes of display in other Exhibitors booths will be immediately removed and destroyed.

Limitations: The use of objectionable amplifying or lighting equipment may not exceed reasonable limits. Digipol reserves the right to have exhibitors remove any strobe lighting that negatively affects other exhibitors or attendees; All activities must be carried on in Exhibitor’s contracted exhibit space. Furthermore, product demonstrations, presentations, and entertainment located within an exhibitor's booth space may not cause significant obstruction of aisles; Entertainment, marketing schemes or activity outside of the assigned space for the purpose of generating traffic to the booth must have the express written consent of Digipol prior to exhibit hall hours. Upon approval, this activity must not interrupt or cause harm to any other exhibitor or their display.

Code of Conduct: If Exhibitor engages in any conduct in violation of this Agreement and/or applicable laws, Digipol reserves the right to cancel the Exhibitor’s space without further notice and without further obligation to refund monies previously paid and to re-sell or remove completely from show floor. Digipol further reserves the right to reject Exhibitor’s application in future shows.

Inspection: Digipol in its absolute discretion, shall have the right at any time to enter and inspect the area occupied by Exhibitor. Exhibitors and their representatives shall at all times conduct themselves in a professional manner and shall not disparage or defame fellow exhibiting companies, Digipol, or the employees of aforementioned organizations, or engage in other activities detrimental to the Event.

Facilities Rules: Exhibitor agrees to comply with all rules and regulations prescribed by the management of the exhibit facilities, meet the requirements of all local authorities, and obtain, at their own expense, any necessary permits, licenses, or equipment, should any be required for the particular individual displays or the particular exhibit of the Exhibitor. Exhibitor agrees that failure to conform to all facilities and city rules and regulations may result in the closure of its exhibit by Digipol.

Live/Video Streaming/Photography: Exhibitors and attendees are prohibited from videotaping, video streaming/wireless transmitting or photographing other exhibitors’ booths, events or activities during the event, without the express written permission of Digipol. However, an exhibit booth may be photographed or videotaped with the permission of the legitimate occupants of that booth, but that permission shall only apply to that exhibitor’s booth. By submitting your exhibit contract, the exhibitor gives consent to Digipol to use images of both your person(s) and/or your display. Booth personnel should immediately notify Digipol if they believe their booth or another booth is being photographed/videotaped without permission. Television and/or video cameras (including webcams) are prohibited without prior written approval of Digipol. Digipol reserves the right to deny, alter or limit such access or distribution as the event is the proprietary property of Digipol.

Listing and Promotional Materials: By exhibiting at the Event, Exhibitor grants Digipol a free, perpetual, non-exclusive license to use, display, and reproduce the name of the Exhibitor in any directory or listing of exhibitors or Event and to use such names in promotional materials. Digipol shall not be liable for any errors in any listing or for omitting any Exhibitor from any directory or listing pertaining to the Event.

Intellectual Property: Digipol is the sole owner of all right, title, and interest to all Digipol information, including Digipol’s logo, trademarks, trade names, and copyrighted information. Exhibitor agrees that it shall not use Digipol’s Property in a manner that states or implies that Digipol endorses Exhibitor or Exhibitor’s products or services. Exhibitor is the sole owner of all right, title, and interest to all Exhibitor information, including Exhibitor logos, trademarks, trade names, and copyrighted information, unless otherwise provided. Exhibitor hereby grants to Digipol a limited, non-exclusive license to use certain of Exhibitor’s intellectual property, including names, trademarks, and copyrights (collectively, “Exhibitor Property”), solely to identify Exhibitor as [a/the] Exhibitor of the event/item. Exhibitor represents and warrants that it has not previously disposed of any of the rights herein granted to Digipol nor previously granted any rights adverse thereto or inconsistent therewith; that there are no rights outstanding which would diminish, encumber or impair the full enjoyment or exercise of the rights herein granted to Digipol; and that the Exhibitor Property does not and will not violate or infringe upon any patent, copyright, literary, privacy, publicity, trademark, service mark, or any other personal or property right of any third party. Upon termination or expiration of this Agreement, all rights and privileges for use of the Intellectual Property shall expire.

Insurance: During the term of this Agreement, Exhibitor is required to maintain general liability insurance in the annual aggregate for the acts and omissions of Exhibitor.

Guarantee of Sale: Digipol is a unified platform for product exhibition. Digipol doesn’t guarantee of sale of exhibitors’ product at the Expo. It is the sole responsibility of the Exhibitor to use the opportunity and network with right customers who visit the Expo.

Use of Digipol Name for Marketing: The Exhibitor agrees not to use the names, logos, or any other marks owned by or associated with Digipol for marketing or advertising purposes, or on any form of publicity (including Exhibitor’s publicly distributed client lists, on Exhibitor’s website or in any of Exhibitor’s other promotional materials) without the prior written consent of Digipol in each instance.

Warranties: Each party covenants, warrants and represents that it shall comply with all laws and regulations applicable to this Agreement and the performance of its obligations, and that it shall exercise due care and act in good faith at all times in the performance of its obligations hereunder.

Indemnity: Exhibitor shall indemnify and hold harmless Digipol, its related entities, partners, agents, officers, directors, employees, attorneys, heirs, successors, and assigns from and against any and all claims, losses, damages, judgments, settlements, costs and expenses (including reasonable attorneys' fees and expenses), and liabilities of every kind incurred as a result of: (i) any act or omission by Exhibitor or its officers, directors, employees, or agents; (ii) any use of Exhibitor’s name, logo, Web site, or other information, products, or services provided by Exhibitor; and/or (iii) the inaccuracy or breach of any of the covenants, representations and warranties made by Exhibitor in this Agreement.

Confidentiality: Confidential Information is all information that is marked as such and all other information which a reasonable person would consider to be confidential. Confidential Information shall include, but is not limited to, information regarding the organization, its operations, programs, activities, financial condition, and membership or customer lists. Each party shall restrict disclosure of the other party’s Confidential Information to its employees and agents with a reasonable need to know such Confidential Information and shall not disclose the other party’s Confidential Information to any third party without the prior written consent of the other party.

Survivability: The ownership, proprietary rights and confidentiality provisions, and any provisions relating to contributions (which obligations are accrued during the term of this Agreement), set forth in this Agreement, and any other provisions that by their sense and context the parties intend to have survive, shall survive the termination of this Agreement for any reason.

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state of Telangana and the republic of India, without regard to principles of conflicts of law.

Force Majeure: Neither party shall be held liable for any delay or failure in performance of any part of this Agreement (other than failure to pay any sum due) from any cause beyond its control and without its fault or negligence, such as acts of God, acts of civil or military authority, current laws and regulations and changes thereto, embargoes, epidemics, war, terrorists acts, riots, insurrections, fires, explosions, earthquakes, nuclear accidents, floods, strikes, power blackouts, volcanic action, other major environmental disturbances, unusually severe weather conditions, inability to secure products or services of other persons or transportation facilities, or acts or omissions of transportation or telecommunications common carriers.