TERMS AND CONDITIONS
The following are the for commercial retail booth rental agreement
(Hereinafter referred to as the Contract) at the 46th North American Bengali Conference (NABC), also
known as NABC 2026 (hereinafter referred to as the ‘Conference’), to as an ‘Exhibitor’) and the
NABC to as the ‘Organizer’).
The Conference will be held 2,3,4,5 July 2026 at Westchester county center, White plains, New York,
referred to as the ‘Facility’ hereinafter..
1. All arrangements with Exhibitor for use of the Facility during the event must be be approved by
Organizer before confirmation of the contract.

2. Exhibitor will be permitted to sell only the merchandise that is pre-approved by the Organizer.

3. Exhibitor shall comply with all applicable federal, state, and county regulation related to use of the
Facility during the Conference. Additionally, Exhibitor shall comply with all regulations by the facility
provider concerning the use of the Facility. Any requirement of license or permit or the procurement of
any other documents pertaining to federal, state or local body related to display and sale of the
merchandise must be done in advance.

4. Under the Contract, the US Exhibitors are required to and are responsible for obtaining proper
Business and Conduct licenses necessary including sales tax authority certificate by registration.
Exhibitor must furnish these documents to the Organizer at the earliest, but no later than March 1,
2026. Organizer retains the authority to disqualify the exhibitor due to lack of proper documents.

5. The Organizer shall provide each Exhibitor with one or multiple booths as per contract each 10 ft
by 10ft in size. Each Booth will be provided with a table, two chairs, and general ambient lighting in
the designated area with a signboard displaying Exhibitor’s name.

6. The rental charge for one Standard booth 10 ft x 10 ft Booth is US $3500 for the duration of the
Conference. Exhibitors from India may please note that the aforesaid rental charges booths are
located in the high foot traffic areas. The layout of the Facility can be downloaded from the website.

7. Rental cost does not include accommodation, food or transportation costs. Organizer will book hotel
rooms if requested at least 90 days prior to event date and payment is made in advance.

8. Non-receipt of the balance payment as per due date in contract will lead to cancellation of
preliminary allocation of the Booth. In such a case any refund will follow the contract.

9. Refund on cancellation by exhibitors.
All due payment including fully paid registration and applicable additional charges to NABC by the
exhibitors must be cleared by Feb 28 2026 to secure the spot.
•
• Additional 10% on registration charges will applied after Feb 28 2026.
Any refund on cancellation of contract after 28th Feb 2026 till 31st May 2026 by exhibitors will
trigger a 25% deduction as an administrative charge.
•
In case of any cancellation of contract by exhibitors after 31st May 2026 there will be NO REFUND
from NABC.

10. Exhibitor must return the Booth in a clean “as received” condition without any damage or
defacement. Additional charge will be levied upon Exhibitor if the Booth is not returned in as received
condition.

11. Organizer reserves the right to alter the layout to meet facility requirements and optimize space
utilization based on occupancy.

12. Should Exhibitor require additional facilities or utilities, such as data lines or phone lines, additional
lighting, etc. it shall be charged for such facilities/utilities at a rate based on the Organizer’s rate
schedule for such services. Exhibitor must indicate such requirements by march 31st 2026.

13. Exhibitor shall obtain insurance coverage for damage, theft, or any kind of loss of merchandise as
well as any accidental injury caused to its staff or to any third party within the Facility. Exhibitor shall
indemnify the Organizer and hold the same, harmless of any claim and/or liability associated with the
Exhibitor’s activity during the period of rental.

14. The final Contract with a copy of the approved application form, with necessary amendments and/or
modifications, will be mailed/emailed to Exhibitor upon receipt of the full payment and all required
documentation.

15. The Organizer will issue I.D. badges (2 per standard Booth) to the Exhibitor. Number of entry
badges to be issued for non standard booth will be decided by organizer. These badges must be worn
at all times to enter and stay inside the Facility.

16. Exhibitor is expected to make its own arrangement for loading/unloading, transporting to/from the
Booth, displaying and safekeeping of the merchandise. For loading/unloading and transporting heavy
merchandise, Exhibitor may be able to hire, at its own expense, a contractor who is approved by the
Facility. Exhibitor must use the designated loading docks for such loading and unloading.

17. For exhibitors from overseas, applying for and obtaining US visa is their responsibility however
Organizer will assist with invitation letter if requested.

18. Exhibitor shall not engage in the following activities in the Facility:
• Subletting or sharing the Booth without prior written approval of the Organizer.
\• Selling any kind of snacks, food or beverage.
• Selling or displaying helium balloons inside the Facility.
• Engaging in any activity (such as, display, lecture, canvassing, distribution of pamphlets, video
presentation, etc.), which could be construed as an attempt to convey any religious thought or faith, or
to advance any political cause or any activity, which may create racial or communal controversy or ill
feeling.
• Selling or distributing any contraband merchandise, pirated goods, or goods produced in violation
and/or patent laws of this country (USA) is strictly prohibited.
• Exhibitors must not engaging in any activity that could be deemed “obscene”
,
“vulgar”
, or inappropriate
• Creating any form of environmental, chemical, and/or fire hazard (including but not limited to, use
flame, storage of combustible and hazardous material, tampering or interfering with electrical lines, etc.)
• Engaging in any activity that may approved by the Facility provider, County, State or Federal Law.
Non-compliance with any of the above restrictions will lead to cancellation of the Booth allocation and/or
any Contract executed by the Organizer in good faith. In such a case, no refund of rental payment of
compensation of any kind will be made. Organizer will not be liable for any monetary loss of Exhibitor
for cancellation of Booth allocation. The Organizer also reserves the right to amend and/or make any
changes to the prescribed rules and regulations from time to time, in order to comply with the statutory
rules and regulations as the New York State Law/Nevada State Law and/or in compliance with the
requirements of the Facility provider.

19. Any dispute between Exhibitor and Organizer subsequent to the execution of the Contract shall
under the New York State Law/Nevada State Law. Exhibitor however understands and explicitly agrees
that in no case Organizer will be liable for any damage, penalty or resulting from such dispute of an
amount exceeding the total amount of rental payment paid by Exhibitor.

20. Exhibitor acknowledges that its decision to rent the booth space at the Facility was solely based on
the Exhibitor’s marketing plan and that the Organizer or any of its agents, employees, volunteers or
officers did not make any offer any explicit or implicit assurance or guarantee of any kind in regard to
the number of attendees or the amount of sales expected.