Exhibition Participation & Contract Terms

Note:

The terms below are legal and in continuation to the main page of the application/contract submitted by the exhibitor/visitor/advertiser/sponsor. The conditions will also apply when the application/contract is submitted by fax or email. Please read the terms below carefully.

Under these rules and regulations, the term "Exhibitor" shall include employees and agents of any company, partnership, firm, or individual to whom space has been allocated for the purpose of exhibiting. The term "Exhibition" shall mean the East Africa Thai Med Expo 2025. The term "Organizers" shall mean Healjunction, the organizing entity of the East Africa Thai Med Expo. The term "Contract" means the contract or application for exhibition space at the Exhibition between the Organizers and the Exhibitor which incorporates the rules and regulations.

Application

Application must contain details of the proposed exhibits and name of any other company represented by the Exhibitor. The Exhibitor has no right to share or sell his stand to a third party without prior written permission from the Organizers.

Cancellation Policy

Exhibitor/visitor/advertiser have the right to claim any/all amounts paid towards their participation if the Exhibition is cancelled or if their participation cannot be accepted due to lack of space. The Organizers will retain 50% of the booking amount in case of cancellation by the Exhibitor/visitor/advertiser 90 days or more before the Exhibition (i.e., on or before June 27, 2025). If the cancellation is made less than 90 days before the Exhibition (i.e., after June 27, 2025), no amount will be refunded.

Postponement

In case of natural calamities, pandemics, or any other unavoidable circumstances where the Exhibition needs to be postponed, the participation will be forwarded to the rescheduled dates of the East Africa Thai Med Expo or, if not possible, to another event organized by the same Organizers.

Right to Accept or Refuse

The Organizers reserve the right to accept or refuse any application without disclosing to the Exhibitor any reasons thereof.

Payment

Payment must be made when due (as per the invoice) or the Organizers reserve the right to relocate the stand and retain any amount already paid.

Changes or Delays

The Organizers are not responsible for any change or delay in stand allocation, venue, cargo, hotel reservations, facilities, equipment, floor plan, or stand location. No Exhibitor may refuse the space allocated to him nor cancel his participation for any of the above reasons. The Organizers will also accept no responsibility for the breakdown of any service, postponement of the opening of the Exhibition, or any interruption during the Exhibition period. No compensations will be made by the Organizers for any such reasons.

Restoration Responsibility

The Exhibitor will be totally responsible for the cost of restoring to its original condition any part of the stand, structure, or furniture occupied or leased by it which has been altered in any way.

Exhibits and Stand Management

Exhibitors are entitled to exhibit only the announced products. Unauthorized exhibits will be removed at the Exhibitor's risk. Items may not be exhibited outside the rented space. The Exhibitor must man the stand with competent personnel at all times and is fully responsible for cleaning both inside and outside of his stand. The Exhibitor must not close their stand during the opening days and timings. The Organizers reserve the right to cancel the participation, remove the exhibits, and restrict entry of an Exhibitor who does not maintain decorum in the Exhibition by misbehaving, canvassing, or provoking a dispute at any time without making any refunds or compensation. Any complaints during the Exhibition will only be accepted in writing and submitted at the reception or the Organizers' office.

Inappropriate Exhibits

The Organizers reserve the right to remove any exhibits or promotional material found inappropriate, misleading, or contradictory to the host country's laws without making any compensation. Any special promotions by the Exhibitor inside or outside his stand must be pre-approved by the Organizers.

Transport and Storage

Exhibitors shall bear the responsibility and expenses for the transport of exhibits to and from the Exhibition venue. Exhibitors shall make their own arrangements or pay for storage and warehousing of their exhibits. The Exhibitor must pay all transportation, custom duty, VAT, custom bond, clearing & forwarding charges, and other expenses involved with the concerned authorities before receiving the goods at the Exhibition centre. Without prior authorization from the Organizers, no article may be removed from a stand during or after the Exhibition without written approval from the Organizers. Exhibitors shall remove all exhibits from the Exhibition venue within the period stipulated by the Organizers and shall indemnify the Organizers against any loss due to delay or damage to the Exhibition Hall. The Exhibitors are responsible for shipping their exhibition goods in time and ensuring that the exhibits are ready for display at least one day before the commencement of the Exhibition. The Organizers will not be held responsible if the exhibition goods do not reach the venue in time. The Exhibitors shall not be entitled to any claim or compensation in connection with such events. The Organizers may refer cargo and tourism agents to assist the Exhibitors without taking any responsibility. 

Modifications to the Exhibition

The Organizers have the right to modify the duration, venue, title, or dates of the Exhibition or the opening and closing times thereof. Sponsors, Exhibitors, advertisers, and visitors shall not be entitled to any claim or compensation in connection with such modifications.

Safety and Insurance

Exhibitors are wholly responsible for the safety of their exhibits, themselves, their delegates, employees, and the public when on their stands. The Organizers will not be responsible for the loss or damage howsoever caused to any Exhibitor or the property of any Exhibitor. The Exhibitor is advised to take out insurance cover for this purpose. The Exhibitor and the exhibiting company are liable to pay any hotel, custom, or other unpaid bills by their delegates in the host country. The Organizers reserve the right to retain goods or property of the Exhibitor to compensate for any balance payments.

New Decisions and Rules

All new decisions or rules made by the Organizers shall be acceptable to the participants.

Offers and Promotions

All offers and promotions are subject to respective terms and conditions. Offers such as city sightseeing, safari tours, etc., will be of standard duration and for one person only, unless otherwise specified by the Organizers. Tours and sightseeing activities may be affected or cancelled due to unforeseen circumstances like weather conditions, political situations, etc. 

Force Majeure

In case of any disputes unable to be settled mutually between the Exhibitors and the Organizers, the jurisdiction of Kenya shall apply. The Organizers cannot accept any complaint or claims against them unless submitted in writing within two weeks of the closing date of the Exhibition to the Organizers at [Insert Address].