Stall Booking Terms & Conditions

Last Updated: 11/08/2026

These Stall Booking Terms & Conditions (“Stall Terms”) apply to individuals, businesses, organizations, vendors, exhibitors, and other parties (“Stallholder”, “you”, or “your”) who apply for or book a stall at an event organized by Navodaya Cultural Association, Dhanori, Pune (“NCA Dhanori”, “NCA”, “we”, “us”, or “our”).

By submitting a stall booking application, making a stall booking payment, or occupying a stall at an NCA event, you agree to these Stall Terms.

1. Stall Booking

Stalls may be offered at selected NCA events.

Stall availability, size, location, category, pricing, and other conditions may vary from event to event.

A stall booking request does not automatically guarantee allocation.

A stall will be considered confirmed only after:

The booking application has been accepted by NCA; and
The applicable stall booking fee has been successfully paid; and
NCA has provided confirmation of the stall booking.

NCA may limit the number of stalls available for a particular category or event.

2. Stallholder Information

The Stallholder must provide accurate and complete information during the booking process.

Depending on the event, NCA may request:

Full name
Business or organization name
Phone number
Email address
Address
Nature of business/activity
Products or services proposed to be offered
Stall category
Identification or other documents, where reasonably required

The Stallholder is responsible for ensuring that all submitted information is accurate.

Providing false or misleading information may result in rejection or cancellation of the stall booking.

3. Stall Allocation

NCA will determine stall allocation based on factors such as:

Availability
Event layout
Stall category
Operational requirements
Safety considerations
Event planning
Applicable restrictions

Payment of the stall fee does not necessarily guarantee a specific stall number or exact location unless NCA has expressly confirmed it in writing.

NCA may modify stall locations when reasonably necessary for event management, safety, venue requirements, or other operational reasons.

4. Stall Size and Facilities

The stall size and facilities provided will depend on the particular event.

The applicable event information will specify, where relevant:

Stall dimensions
Table/chair availability
Electricity availability
Lighting
Display facilities
Water availability
Setup and dismantling arrangements
Other facilities

Any additional equipment or facilities requested by the Stallholder may be subject to additional charges and availability.

5. Stall Booking Fee

The applicable stall booking fee will be communicated before the booking is completed.

The Stallholder must pay the required fee within the specified period.

A booking may be cancelled or released if payment is not received within the required timeframe.

6. Permitted Products and Activities

Stallholders may sell, display, promote, or distribute only products or services approved for the relevant event.

The Stallholder must provide accurate information about the products or services proposed for the stall.

NCA may restrict or prohibit products, services, promotional activities, or materials that:

Are unlawful
Require licenses or permissions that the Stallholder does not possess
Create safety concerns
Are inappropriate for the event
Conflict with the purpose of the event
Create significant disturbance or inconvenience
Violate venue rules
Violate applicable laws or regulations
Have not been approved where prior approval is required

7. Licenses and Legal Compliance

The Stallholder is solely responsible for obtaining and maintaining any licenses, registrations, permissions, certificates, or approvals required for their business, products, services, food items, or activities.

Depending on the nature of the stall, this may include applicable:

Business registrations
Food-related permissions or licenses
Tax registrations
Product-specific approvals
Safety certificates
Local authority permissions
Other legally required documents

NCA does not provide legal, tax, licensing, or regulatory advice to Stallholders.

The Stallholder must comply with all applicable laws, regulations, venue rules, and reasonable instructions issued by NCA.

8. Food and Beverage Stalls

Where food or beverage stalls are permitted, Stallholders must comply with applicable food-safety, hygiene, storage, preparation, labeling, and licensing requirements.

Food Stallholders are responsible for:

Food quality and safety
Hygiene
Proper food storage
Safe preparation
Appropriate waste disposal
Required licenses and permissions
Allergen and ingredient information where required
Compliance with applicable food-safety laws

NCA may require evidence of applicable licenses or permissions before allowing a food stall to operate.

9. Stall Setup

Stallholders must set up their stalls only during the time period specified by NCA.

Stallholders must not begin setup before the permitted time unless specifically authorized.

All displays, equipment, decorations, signs, electrical equipment, and other materials must remain within the allocated stall area.

10. Stall Operation

Stallholders must operate their stalls during the designated event hours.

The Stallholder should ensure that the stall remains appropriately staffed during the required operating period.

NCA may provide specific instructions regarding opening, closing, crowd management, or temporary closure for safety or operational reasons.

11. Stall Dismantling

Stallholders must dismantle and remove their stall, equipment, products, waste, and personal belongings within the time specified by NCA.

Stallholders must leave the allocated area clean and free of waste or personal property.

Any property left behind may be handled by NCA or the venue in accordance with applicable procedures.

12. Electrical Equipment and Safety

Where electricity is provided, Stallholders must use electrical equipment safely and responsibly.

Stallholders must not:

Overload electrical connections
Use damaged electrical equipment
Make unauthorized electrical connections
Interfere with venue electrical infrastructure
Use unsafe wiring or extension arrangements

NCA may require unsafe electrical equipment to be removed or disconnected.

13. Fire and Safety Requirements

Stallholders must follow all applicable fire, safety, emergency, and venue requirements.

Stallholders must not block:

Emergency exits
Fire extinguishers
Emergency access routes
Walkways
Entrances or exits
Other designated safety areas

Use of open flames, gas cylinders, heating equipment, cooking equipment, generators, or other potentially hazardous equipment is permitted only where expressly authorized and where all applicable safety requirements are satisfied.

14. Noise and Promotional Activities

Stallholders must ensure that promotional activities do not unreasonably disturb visitors, other Stallholders, event performers, or organizers.

The following may require prior approval:

Loudspeakers
Amplified music
Live demonstrations
Public announcements
Promotional performances
Large promotional structures
Distribution of promotional materials outside the allocated stall

NCA may require the reduction or cessation of activities that create unreasonable disturbance.

15. Stall Branding and Displays

Stallholders may use signs, banners, posters, displays, and branding materials within the allocated stall area, subject to event and venue requirements.

Displays must not:

Obstruct public movement
Block neighboring stalls
Create safety hazards
Damage the venue
Violate applicable laws
Contain prohibited or offensive material

16. Cleanliness and Waste Management

Stallholders are responsible for maintaining cleanliness within and immediately around their allocated stall area.

Waste must be disposed of in the designated locations or according to NCA/venue instructions.

Food stalls must take additional precautions to prevent spills, food waste, odors, pests, and other hygiene issues.

NCA may recover reasonable cleaning or damage-related costs where the Stallholder causes unusual or avoidable damage or excessive waste.

17. Damage to Property

The Stallholder is responsible for damage caused by the Stallholder, its employees, representatives, contractors, or associated persons to:

Venue property
NCA property
Event equipment
Other Stallholders’ property
Fixtures or infrastructure

Where reasonably established, the Stallholder may be required to bear the cost of repairing or replacing damaged property.

18. Security of Stall and Property

Stallholders are responsible for the security of their own:

Products
Cash
Equipment
Personal belongings
Displays
Documents
Other property

NCA does not guarantee the security of Stallholder property.

Stallholders should take appropriate precautions to protect their belongings during setup, operation, and dismantling.

19. Sales and Transactions

Stallholders are responsible for all transactions conducted from their stalls.

This includes responsibility for:

Product quality
Pricing
Customer communication
Receipts or invoices where required
Taxes
Applicable licenses
Product warranties
Returns or exchanges
Compliance with applicable consumer-protection requirements

NCA is not a party to transactions between Stallholders and their customers.

Any dispute concerning a product or service sold by a Stallholder should be resolved between the Stallholder and the customer, subject to applicable law.

20. Stall Cancellation by Stallholder

A Stallholder may request cancellation by contacting NCA.

Refund eligibility will be determined according to the applicable Refund & Cancellation Policy and any event-specific cancellation terms.

21. Cancellation by NCA

NCA may cancel or withdraw a stall booking where reasonably necessary due to:

Violation of these Stall Terms
False or misleading information
Safety concerns
Legal or regulatory concerns
Failure to make required payment
Failure to provide required documentation
Prohibited products or activities
Venue restrictions
Event changes
Operational requirements
Other circumstances affecting the safe or lawful operation of the event

Where appropriate, NCA will communicate the reason for cancellation.

Any refund will be determined according to the applicable refund terms and the circumstances of the cancellation.

22. Event Cancellation or Postponement

If the event is cancelled or postponed, NCA will communicate the applicable arrangements to Stallholders.

Depending on the circumstances, NCA may:

Reschedule the event
Transfer the stall booking to the new date
Offer a refund
Offer partial reimbursement
Offer another reasonable arrangement

The applicable treatment will be determined according to the circumstances and the event-specific terms.

23. No-Show

If a Stallholder does not occupy the allocated stall without notifying NCA in advance, the booking may be treated as a no-show.

Unless otherwise stated in the event-specific terms:

No-show refund: No refund

NCA may reallocate the unused stall where operationally necessary.

24. Transfer or Subletting

Stall bookings are personal to the approved Stallholder unless NCA provides written permission for a transfer.

A Stallholder must not:

Transfer the booking to another person or business
Sublet the stall
Allow an unapproved third party to operate the stall

without prior approval from NCA.

25. Insurance

Where required by the nature of the stall or event, NCA may require Stallholders to maintain appropriate insurance coverage.

Unless expressly stated otherwise, Stallholders are responsible for arranging their own insurance for their business activities, products, equipment, and property.

26. Photography and Event Media

NCA may photograph or record the event, including stall areas and Stallholders.

Photographs or videos may be used for:

Event galleries
NCA website
Social media
Event documentation
Community communications
Promotional purposes

If you have specific concerns regarding photography or publication of identifiable images, please contact NCA.

The use of event photographs is also subject to the NCA Photo & Media Policy.

27. Intellectual Property

Stallholders must ensure that their branding, products, promotional materials, photographs, music, artwork, trademarks, and other content do not infringe third-party intellectual-property rights.

The Stallholder is responsible for obtaining any permissions required for materials used at the event.

28. Indemnity and Responsibility

To the extent permitted by applicable law, the Stallholder is responsible for claims, losses, damages, penalties, or expenses arising from the Stallholder’s:

Products or services
Negligence or misconduct
Violation of applicable law
Violation of these Stall Terms
Damage to property
Unauthorized activities
Failure to obtain required licenses or permissions

Nothing in these Stall Terms is intended to exclude or limit liability that cannot legally be excluded or limited.

29. NCA’s Right to Refuse or Remove a Stall

NCA reserves the right to refuse, suspend, or remove a stall where reasonably necessary because of:

Safety concerns
Legal or regulatory concerns
Violation of event rules
Prohibited products
Misrepresentation
Disruptive conduct
Venue requirements
Operational considerations

Where immediate action is required for safety or legal reasons, NCA may require the Stallholder to stop operations or vacate the stall.

30. No Guarantee of Sales

NCA does not guarantee any minimum number of visitors, customers, sales, revenue, leads, or business opportunities for Stallholders.

Stall fees are paid for participation and stall allocation, not for guaranteed commercial results.

31. Compliance with Venue Rules

Where an NCA event is held at a third-party venue, Stallholders must comply with the venue’s applicable rules and reasonable instructions.

Additional venue-specific requirements may apply.

32. Privacy

Personal information collected during the stall booking process will be handled in accordance with the NCA Privacy Policy.

NCA may use Stallholder information for booking administration, communication, payment processing, event management, security, record keeping, and other legitimate purposes connected with the event.

33. Changes to Stall Terms

NCA may update these Stall Terms from time to time.

Event-specific terms may also be issued for individual events.

Where significant changes affect an existing confirmed booking, NCA will make reasonable efforts to communicate the changes to affected Stallholders.

34. Governing Law and Jurisdiction

These Stall Terms shall be governed by and interpreted in accordance with the applicable laws of India.

Subject to applicable law, disputes relating to stall bookings or these Stall Terms shall be subject to the jurisdiction of the appropriate courts in Pune, Maharashtra, India.

Jurisdiction: Pune, Maharashtra, India

35. Contact Us

For stall booking questions, cancellations, event requirements, or other stall-related matters, contact:

Navodaya Cultural Association, Dhanori, Pune

Email: manegement@ncadhanori.org