North American Bengali Conference 2025 : Advertisers - Terms and Conditions

The following Terms and Conditions (the "Contract") govern the agreement between the Advertiser (hereinafter referred to as the "Advertiser") and the Toronto Kalibari (the "Organizer") for participation in the North American Bengali Conference 2025 (the "Event"). The Event will take place from July 4th to July 6th, 2025 at the Metro Toronto Convention Centre, Toronto, Canada (the "Facility").

Payment Terms

• Payment for the Advertiser Package includes only the items outlined in the selected package.
• Full payment must be made by the Advertiser to the Organizer before the issuance of any invitation letters for visa purposes.
• If the Advertiser Package includes complimentary event tickets, they will be provided as per the selected package.
• Extra event tickets, if needed, can be purchased separately. Tickets are required for all individuals aged 13 and above. Children over the age of 3 will also require a ticket.

Compliance with Laws

• The Advertiser agrees to comply with all relevant federal, provincial, and local laws governing the use of the Facility during the event.
• The Advertiser must adhere to the rules and regulations of the Facility, including laws related to the sale of merchandise in Canada.

Insurance Requirement

• The Advertiser, along with any accompanying individuals, must have adequate medical insurance coverage while in Canada. Proof of insurance will be required before traveling.

Accommodation and Travel

• The Organizer does not provide hotel accommodations for the Advertiser or any representatives. However, the Organizer can assist with hotel reservations. All hotel costs must be paid directly to the hotel by the Advertiser. Valid credit cards are required for check-in at the hotel.
• The cost of the Canadian visa application, biometric fees, airfare, medical insurance, hotel, accommodation, and transportation are not included in the Advertiser Package.

Approval of Arrangements

• All arrangements related to the Advertiser’s participation must be approved by the Organizer before the Contract is effective.
• Advertisers are not permitted to sell only merchandise at the event without additional approval from the Organizer.

Indemnity

• The Advertiser agrees to indemnify and hold the Organizer harmless from any claims, damages, or expenses arising from the Advertiser’s activities related to the Event.

Loading, Unloading, and Display

• The Advertiser is responsible for making its own arrangements for loading, unloading, transporting, displaying, and safeguarding its merchandise at the Facility. The Organizer may assist with contractor recommendations at the Advertiser's expense.
• The Advertiser must use designated loading docks for transporting goods to and from the Facility.

Prohibited Activities

The Advertiser agrees not to engage in the following activities at the Facility:

1. Promotion or propagation of any religious or political messages, or anything that may create racial, communal, or political controversy.
2. Selling or distributing pirated goods, illegal merchandise, or items violating copyright and patent laws.
3. Any activity deemed obscene, vulgar, or illegal under Canadian law.
4. Creating environmental, chemical, or fire hazards (including but not limited to the use of open flames or hazardous materials).
5. Any activities not approved by the Facility provider or Organizer.

Dispute Resolution

• Any dispute between the Advertiser and the Organizer shall be resolved through arbitration under the laws of the Province of Ontario. The Organizer’s liability in such disputes will be limited to the amount paid by the Advertiser for the selected package.

Advertisement Representation

• The Advertiser acknowledges that the decision to advertise in the Souvenir was based on its marketing plan. The Organizer makes no guarantees regarding attendee numbers or sales projections.

Non-Compliance

• Any breach of the above conditions will result in cancellation of the advertisement and/or Contract, with no refund or compensation. The Organizer reserves the right to amend the rules and regulations to comply with legal requirements.

Amendments

• Any changes to this agreement must be made in writing and signed by all parties involved.

Cancellation Policy

• No cancellations or refunds will be processed unless the Canadian visa of the Advertiser or any accompanying individuals is declined. In such cases, written cancellation requests will be accepted until January 31, 2025. Proof of visa denial is required. A cancellation fee of 25% of the selected Advertiser Package value will be deducted.
• In the event of the cancellation of the North American Bengali Conference 2025, the Organizer’s liability is limited to refunding the payment after deducting a cancellation fee of 15% of the selected package value.

Agreement Confirmation

By purchasing the Advertiser Package, the Advertiser agrees to the terms and conditions outlined in this document.