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Terms and Conditions for CIPTRIX 2025 Exhibition Registration
14-16 November 2025 | Mines International Exhibition Convention Centre (MIECC) | www.ciptrix.com
1. Application for Exhibition Space
Exhibitors are invited to apply for exhibition space in CIPTRIX 2025 by filling out the application form available on the CIPTRIX website (www.ciptrix.com). The form must be completed by an authorised representative from the company/organisation. Upon submission of the form and the payment, the Organiser will issue an acceptance of the application. This acceptance will bind the Exhibitor to exhibit at CIPTRIX 2025 and to comply with all Rules and Regulations of the exhibition, whether explicitly stated or implied. The Organiser reserves the right to refuse any application without prior notice or reason.
2. Payment
(a) The total amount payable for the exhibition space/booth rental must be made in full (100%) at the time of submitting the
online application form.
(b) The total amount payable, as stated in the application form, represents the payment for the exhibition site, either with or
without the Organiser's stand fitting, as appropriate. All additional goods and services required by the Exhibitor must be
paid for separately.
(c) Exhibitors who fail to meet payment terms or whose payments cannot be verified will not be permitted to occupy their
space or stand. Additionally, interest at a rate of 2% per month will be charged on any outstanding amount for a period
exceeding 14 days after the payment due date.
3. Cancellation of Exhibition Space
The Organiser has set aside the requested exhibition space for the Exhibitor for participation in CIPTRIX 2025. The Exhibitor acknowledges that cancellation of their participation will cause financial loss to the Organiser. Therefore, the following Cancellation Policy applies:
This scale of charges will take effect from the date the Organiser receives written Cancellation Notice from the Exhibitor by Letter or email. In addition to this scale, the Exhibitor shall indemnify the Organiser for all losses, damages, and liabilities as a result of this Cancellation.
4. Failure to Exhibit
Any company or organisation that has filled out the online application form but fails to exhibit, whether for any reason of their own choosing, and has not been released from the contract by the Organiser, will be liable for the full amount stated in the application form. The Exhibitor may also be liable for any additional costs incurred by the Organiser due to the failure to exhibit.
5. Limitation of Liability and Indemnity
(a) To the extent permissible under the law, the Organiser, its officers, directors, employees, servants, or agents shall not be
held liable for:
(i) the safety of the Exhibitor, its staff, servants, agents, contractors, or invitees during the exhibition;
(ii) any damage to or loss of exhibits, articles, or other property brought into the exhibition;
(iii) any other loss or damage, including business profits, data loss, or any other commercial damage or loss arising out of contract or tort.
(b) The Organiser will not be held responsible for any restrictions or conditions that prevent the setup, alteration, or
dismantling of stands or exhibits or for failure of services provided by hall landlords or other third parties.
(c) While the Organiser may provide information on applicable legal requirements (including permits and licenses), the
Exhibitor is solely responsible for ensuring compliance with all legal requirements.
(d) The Organiser will not be held responsible for the actions or omissions of any contractor appointed by the Organiser.
(e) If the Organiser is found to be liable for any reason, its aggregate liability for all claims will not exceed the amount paid by
the Exhibitor for the exhibition space. This does not apply to personal injury or death claims.
(f) The Exhibitor agrees to indemnify and hold the Organiser harmless against any losses, damages, expenses (including legal
costs), or liabilities resulting from the Exhibitor’s actions, omissions, or neglect.
6. Sub-Letting
Exhibitors must not transfer, sublet, or assign their exhibition space or any part of it to a third party, whether for financial consideration or otherwise. If the Exhibitor is an agent, distributor, or licensee, the names of the principals represented must be disclosed at the time of the contract.
7. Exhibitor’s Insurance
Exhibitors shall make sure that they are fully covered by Insurance including, but not restricted to, all risks of their property, exhibits or articles of any kind, public liability, and comprehensive protection against any loss or damage caused by any circumstance whatsoever whether by reason of fire, water, theft, accident, or any other cause. The Exhibitor shall insure against, indemnify, and hold the Organiser harmless in respect of the Exhibitor’s liability to the Organiser. If the Organiser so demands the Exhibitor shall provide proof to the Organiser that the Exhibitor has adequate insurance cover. Exhibitors shall ensure that their temporary staff and the staff of their servants, agents, or contractors are insured against claims for workman’s compensation. The period for which such insurances shall be maintained shall be from the time the Exhibitor or any of his servants, agents, or contractors first enters the exhibition grounds until it has vacated the exhibition grounds and all its exhibits and property has been removed.
8. Group Stands
Contracting parties for group stands are responsible for ensuring that all Exhibitors within their group are fully aware of and agree to abide by these Terms and Conditions and by the Rules and Regulations of the Exhibition.
9. Force Majeure
The Organiser shall not be liable to the Exhibitor because of any cancellation or part-time opening of the exhibition, either as a whole or in part, for any non-performance of its obligations under this Contract or for any amendments or alterations to all or any of the Rules and Regulations of the Exhibition in each case to the extent that such occurrence is due to any circumstances not within its control. Force Majeure Event means any circumstance beyond the Organiser’s control including, without limitation, acts of God, flood, drought, earthquake or other natural disasters, the outbreak of a pandemic or epidemic (and any measures adopted by local, regional or national governments, legislatures, public health or other competent authorities that are designed to limit the extent or impact of such pandemic or epidemic), collapse of buildings, fire, explosion or accident, any labour or trade dispute, strikes, industrial action or lockouts, interruption or failure of a utility or major technical outage or transportation service, lack of commodities or supplies, vendor or software failure or systems outage or any other event which causes the whole or a substantial part of the Venue to be closed to the public or which otherwise adversely impacts the Event, including (without limitation) by making it impossible or unlawful to host the event at the Venue and/or on the planned date.
10. Unforeseen Occurrences
In the event of any occurrences not foreseen in these Rules and Regulations, the decision of the Organiser shall be final.
11. Copyright
The Exhibitor permits the Organiser to publish before, during, and after the Exhibition any press releases, photographs, product information, and brochures sent to Organiser to obtain publicity for the Exhibition and/or Exhibitor. The Exhibitor guarantees that all graphic elements, designs, and photos are either:
(a) Original material,
(b) Paid for by the Exhibitor or,
(c) Already in the public domain such that the Organiser cannot be sued for copyright violation.
12. Counterfeits and Copyright Infringements
Copyright infringement will be vigorously policed at the Exhibition. Copies or counterfeit goods are not permitted at the Exhibition. Exhibitors infringing copyright laws may have their goods confiscated by customs and be banned from future exhibitions.
13. Government Ruling
The Exhibitor shall have no claim against the Organiser should national or state government authorities, acting independently or under the auspices of an international authority (e.g. the United Nations), ban, restrict, or refuse participation at the Exhibition by the Exhibitor or the display or promotion of any of its products or service.
14. Governing Law and Jurisdiction
These Terms and Conditions and the Contract between the Organiser and the Exhibitor shall be governed by the laws of Malaysia, and the parties submit to the non-exclusive jurisdiction of the courts of Malaysia.
TERMS AND CONDITIONS of Space Application Quotation & Contract, accepted by the Exhibiting Company.