TERMS & CONDITIONS FOR PARTICIPATING IN CARING MOMS Annual Gathering and Bazaar 2022
SECTION 1: GENERAL INFORMATION
This handbook acts as a guide to aid exhibitors’ planning for CARING MOMS Annual Gathering and Bazaar 2022 (“EVENT”). It contains vital information and details which will need your attention leading up to the event. Please pay special attention to making the process of exhibiting hassle-free.
However, if you do not find the information you require in this handbook, feel free to contact the Organiser directly at m.me/caringmoms.my
1.0 EXHIBITION CONTACT
If you have any queries regarding your participation at the bazaar, please get in touch with the Organiser. Contact details are as follows.
CARING MOMS GROUP SDN BHD
Preferred channel of support: m.me/caringmoms.my
Secondary channel of support
Emergency or urgent contacts only
Shera – 0192646613
Umesh – 0172272007
1.1 SMOKING & ALCOHOL CONSUMPTION POLICY
All Exhibitors shall ensure that they and/or anyone assisting them, do not consume or distribute any cigarettes/vapes, etc., and/or alcohol within the exhibit area and/or venue. Exhibitors found in violation of this policy/regulation will risk penalties including immediate booth closure.
1.2 COOKING & MUSLIM-FRIENDLY POLICY
Cooking is NOT permitted in the exhibitors’ booth.
Food containing pork or alcohol is NOT ALLOWED.
SECTION 2: SECURITY, ACCESS, INDEMNITY & ENTRY POINTS
2.0 SECURITY & ACCESS
This section covers aspects of security and access. Please ensure all the relevant information has been complied with.
The event is open to the Public.
Exhibitors shall be solely responsible for the safety, care, control, and well-being of the child/children who shall accompany/assist the Exhibitors at their respective Booths. The Organiser shall not in any manner whatsoever be liable for the safety, care, control, and well-being of the said child/children nor shall the Organiser be obliged to provide any form of security or surveillance for the said child/children.
Security guards of the venue will patrol the exhibition site/venue in general, but their duties shall not include specific attention to individual booths. Exhibitors are reminded to arrange for their own insurance coverage during the event as well as during the moving in/out period. Exhibitors are also reminded that they have to be particularly careful with light, portable, and attractive exhibits after the close of the event whilst loading and unloading to and from and within the confines of the event area or venue.
Exhibitors are reminded that their booths and Children should not be left unattended until all items have been secured.
Exhibitors shall be solely responsible for all their exhibits/items and/or belongings in transit to and from and within the confines of the event area or venue. All Exhibitors’ items/belongings/exhibits shall be deemed to be under the Exhibitors’ custody and control at all times.
Exhibitors have to ensure that there are no valuables left behind after the end of Day 1 to Day 3 at the venue. Neither the Organiser nor the venue owner shall be responsible for any loss, damage, or theft of items. Organisers may try to provide a common storage facility, and if the Exhibitors choose to store their items/belongings/exhibits at the common storage area (if provided), they do so at their sole risk. The Organiser shall in no way be responsible or liable for the Exhibitors’ items/belongings/exhibits which are stored at the common storage area (if provided).
i) Exhibitors shall be solely responsible for all loss or damage to property (including those belonging to other Exhibitors and persons) or any form of injury to persons, including but not limited to the child/children under their care during the course of the event.
ii) All Exhibitors participating in the event hereby covenant and agree to and shall INDEMNIFY the Organiser and/or its employees/agents/volunteers against any and all claims of liability, damage, or expense, whether directly or indirectly, arising from any injury to or death of any person or any loss of, damage to, or theft of any property, including but not limited to the Exhibitors’ property, arising out of or in any way connected with the Exhibitors’ participation in /during the event.
2.2 LOADING & UNLOADING AREA
Exhibitors have to take extra care and not block the vehicles or impede the flow of traffic at the Main Entrances.
SECTION 3: BOOTH SET-UP, STORAGE & REMOVAL OF WASTE MATERIALS
3.1 BOOTH FITTINGS & DISPLAY
Exhibitors must ensure that all the belongings including any display unit fittings have to be within the confines of their booth.
No fitting, display or self-adhesive stickers/signs may be attached to any part of the exhibit area, and no item may be nailed, screwed, drilled, or punched into the wall/ floor. If this instruction is ignored, the Organiser has the right to remove the items and charge the Exhibitor concerned for the damage caused.
No devices, such as electricity cables, water/compressed air pipes, and telephone lines inside or near the booth may be removed, cut, or diverted without first obtaining the permission of the Organiser.
No nailing, painting, wallpapering, or drilling will be allowed. In short, the walls or pillars of the venue should be untouched.
Exhibitors have to ensure there are no scratches or damage to the floor or walls caused by them / their representatives in the event venue of the event.
3.2 BOOTH SET-UP
Only the official / registered name of Exhibitors will appear in the directional / information signage
3.4 STORAGE & REMOVAL OF WASTE MATERIALS
All Exhibitors’ materials and properties kept within the venue shall be at Exhibitors’ sole risk.
All Exhibitors are required to store materials in an orderly manner to avoid any obstruction.
All Exhibitors have to maintain the cleanliness of their exhibit area and surroundings at all times.
At the end of the day, Exhibitors are responsible to remove all unwanted materials from the exhibit area and clean up their area.
All unwanted materials need to be disposed of by the Exhibitors at the designated disposal unit at the mall. Exhibitors are not allowed to use the bins in the event area. The bins at the event are for visitors.
F. All Exhibitors must come prepared with sufficient and adequate garbage bags or bins to collect all the materials to be disposed of generated from their respective booths.
SECTION 4: EVENT OPEN DAYS / OPERATING SCHEDULE
A. Venue: Auditorium PWTC
B. Exhibitors are advised to be early and not to leave during the exhibition operating hours.
C. Please note that the Exhibitors are responsible to arrange for ALL the booth materials to be removed from the venue after the event.
D. The Organiser, Venue Owner, and Official Contractor shall not be responsible for any loss of items
SECTION 5: EXHIBITORS’ RESPONSIBILITIES
This section highlights the responsibilities of Exhibitors during and after the Exhibition. Exhibitors are required to observe and comply with these regulations. Should Exhibitors have any questions or require advice, do contact the Organiser for assistance.
5.1 BOOTH OPERATIONS AND CONDUCT OF BOOTH PERSONNEL
>> Exhibition booths must be fully staffed and operational throughout the operating hours of the event. Booths and exhibits must not be dismantled or packed until the event has closed at 7 pm.
>> Exhibitors are not allowed to distribute flyers, brochures, any and all types of forms, and or any promotional items all throughout the mall which includes entrances, public passageways, common areas, or walkways of the mall. Distribution of approved flyers, brochures, any and all types of approved forms, and or promotional items can only be done within the confines of your own booth area. Any promotional materials or banners above 4 feet and if it’s blocking the view of other vendors, the organizer reserves the right to remove or move the promotional materials.
>> Certain areas of the event are essential to maintain low noise levels. The Organiser has the right to ask Exhibitors to lower or turn off the audio-visual equipment or machines should the noise levels exceed the acceptable level for neighbouring Exhibitors and Visitors to the event.
>> No person participating in the exhibition is to behave or act in a manner that may cause harm, injury, or damage to other persons, exhibits, exhibition hall, properties, and fixtures.
>> All Exhibitors are advised to prepare payment receipts for issuance during the carnival to all the buyers from their booth.
>> All Exhibitors must exercise professional and ethical best practices in honoring and delivering their products and services sold to customers. Any substantiated complaint against any Exhibitor received by the Organiser from customers or venue providers or Official Contractor shall be subject to heavy penalties and may be a determining factor for the Exhibitors’ future participation in any CARING MOMS EVENTS.
>> The booth has to be operational with an Exhibitor or representative in the booth to address visitors for the whole day.
>> Every booth has to be equipped with a disposal bin/bag to collect all the disposals that could be generated from the booth activities/sales. Plan the disposal bin as per the size of the activities/sales.
>> Organiser shall not be responsible for any theft, injuries, or damage to person, property, or belongings.
>> Booth site and allocation are discretionary and at the prerogative of the Organiser. No changes shall be allowed unless otherwise expressly allowed by the Organiser. Organiser reserves the right to cease any booth setup or change the location of the booth without the consent of the organiser.
Organizer’s decisions on all matters/ issues related to the Exhibitors and booths including the closure of booths for defaulters shall be FINAL and not subject to discussion or review.
>> Exhibitors must obtain clearance from the Floor Manager before leaving the booth on both days. A certificate will be issued upon inspection. (Booths will be inspected)
SECTION 6: UTILITIES & OTHER SERVICES
The Electric socket will be provided only to Exhibitors who have already registered and paid for electrical sockets in their booths. Each electrical point is for per device ONLY. Should you require to use multiple devices, do get in touch with Organisers to add on an electrical socket with an add-on cost. Exhibitors are informed to refrain from using the other electrical points at the venue. The Exhibitor and/or anyone assisting them who uses the other electrical points at the venue shall be held directly responsible for any loss or damage to the venue’s Electrical socket/circuitry.
The official electrical contractor will manage the electrical requirements for the Exhibition.
In certain areas of the event, it is essential to maintain low noise levels.
Exhibitors are permitted to bring their own audio-visual equipment, such as TVs and CD Players into the exhibition area. These must be placed inside the confines of your own booth area and must not be on walkways or any other common area.
The Organiser has the right to ask Exhibitors to lower or turn off the audio-visual equipment or machines should the noise levels exceed the acceptable level for neighbouring Exhibitors and Visitors to the event.
6.3 PROMOTIONAL ACTIVITIES
The Organiser may arrange for promotional activities such as Lucky Draws & etc. These can also be organized by individual Exhibitors within their booth, provided that the approval of the Organiser is first obtained.
The Organiser reserves the right to stop any promotional activity or evict any Exhibitor who contravenes this ruling.
6.4 RIGHTS OF OFFICIAL SPONSORS
The organiser has the right to give privileges and preferences to the official Sponsors (if any).
No Exhibitor is allowed to have any direct or indirect joint promotion with competitors of the official Sponsors (if any) at the event without prior approval from the Organiser.
6.5 TIMINGS TO BE ADHERED TO
A. Kindly adhere to all the timings set by the organizers. This is to ensure the smooth running of the event throughout both days.
A. Kindly adhere to all the timings set by the organizers. This is to ensure the smooth running of the event throughout both days
6.6 OTHER MATTERS
i) The use of the Official CARING MOMS logo and the phrase CARING MOMS Annual Gathering and Bazaar 2022 may be used in ALL MEDIA by officially registered CARING MOMS Annual Gathering and Bazaar 2022 Exhibitors only.
ii) The Organiser may, due to unforeseen circumstances, require a change to either venue or date or both for the event. All payments made by Exhibitors shall still be valid and entitle them to participate on the new date and/or at the new venue for the event. The Organiser SHALL NOT REFUND payments made and shall not entertain any requests for such refund, whether verbal or otherwise. Exhibitors will be informed of any change via email provided during registration.
iii) The Exhibitors hereby give CARING MOMS and their assigns, the right, and permission to photograph, digitally record, videotape, or audio tape, the Exhibitors and/or their booths and further agree that any or all of the material recorded may be used, in any form, in publications, including electronic publications, or in audio-visual presentations, promotional literature, advertising, or in other similar ways, and that such use shall be without payment of fees, royalties, special credit, or other compensation. All such recordings, in whatever medium, shall remain the sole property of CARING MOMS.
I HAVE READ AND UNDERSTOOD THIS EXHIBITOR’S HANDBOOK. I ACCEPT AND AGREE THAT MY PARTICIPATION IS BASED ON ITS TERMS AND CONDITIONS AND I SHALL ENSURE STRICT COMPLIANCE OF THE SAME BY MYSELF AND ALL THOSE ASSISTING ME IN CARING MOMS Annual Gathering and Bazaar 2022.
NOTE: THE ABOVE TERMS & CONDITIONS ARE NOT EXHAUSTIVE. THE ORGANIZER RESERVES THE RIGHT TO DECIDE ON EACH CASE AS DEEMED FIT. ALL PAYMENTS MADE IN RELATION TO THE EVENT IS CONSIDERED FINAL AND NON-REFUNDABLE.
Changes to the Terms & Conditions: Our registration process, and the way we run events, may change from time to time. As a result, at times it may be necessary for Organiser to make changes to these Terms & conditions. CARING MOMS GROUP SDN BHD reserves the right to update or modify these Terms & conditions at any time and from time to time without prior notice. Please review these terms and conditions periodically, especially before you register. These Terms & Conditions were last updated on the date indicated above. Your registration, your participation in the event, or continued use of the App / Site after any changes or revisions to these Terms & Conditions shall indicate your agreement with all such revised Terms & conditions.