Terms of Reference
IEEE PES Thailand Chapter
Council of Engineers Building: 1616/1 Ladprao Road,
Wang Thong Lang District, Bangkok 10310, Thailand
which is represented by:
N.C.C. Management & Development Co., Ltd. (NCC)
60 Queen Sirikit National Convention Center,
Ratchadapisek Road, Khlong Toei Sub-District,
Khlong Toei District, Bangkok 10110, Thailand
And
Meeting Matters International Pte. Ltd. (Meet Matt)
#06-23, One Commonwealth
1 Commonwealth Lane,
Singapore 149544 - hereinafter referred to as the “Organizer(s)”.
The conference and exhibition are being held from Wednesday 26th to Saturday 29th November 2025 as the event “Dates”, at Queen Sirikit National Convention Center (QSNCC) referred as the “Venue”, Bangkok, Thailand.
The term “Sponsor/Exhibitor” shall include all representatives and agents of any organization to whom space and promotional activities have been allocated for the purpose of participating in the GTD Asia 2025’s Sponsor & Exhibitor program. And the term “Contract” means the contract for sponsorship and exhibition participation in GTD Asia 2025.
Prices are fixed and do not include any relevant taxes.
The stand costs include the rent for exhibition space for the entire duration of the event including the setting up and dismantling periods, a specific number of exhibitor and badges, the use of all general technical and service facilities in the exhibit halls such as general hall lighting, general hall ventilation, general air conditioning, general surveillance of the halls and cleaning of the aisles; consulting on organizational matters with NCC and/or Meet Matt teams.
The stand costs do not include the installation and use of compressed air, the installation of water connections, the use of water on the stand and the use of electricity on the stand.
The payments may be made by credit card or wire transfer according to the terms of payment as indicated on the invoices. All bank and administrative charges as well as foreign exchange differences are to be borne by Sponsor/Exhibitor. Within 30 days of the invoice date, the full payment of the 9 square meters or the minimum deposit must be made. IEEE PES GTD ASIA 2025 has the right to release the reservation if payment is not received.
Unless otherwise agreed in writing, the organizer(s) reserve the right to release your booking at any time. All payments must be made in full in accordance with the terms of payment as stated on the invoice and prior to the start of the event.
Telegraphic Transfer (TT)
If a Sponsor/Exhibitor decides not to participate, they must notify the Organizer(s) in writing. The following expenses will be borne by the Sponsor/Exhibitor:
Any notice of cancellation to be given hereunder is required to be in writing to the Organizer(s) and shall not be effective until such cancellation notice is received by the Organizer(s). No cancellation shall relieve the Sponsor/Exhibitor of his obligation to pay any due sums to the Organizer(s) prior to the effective date of such cancellation.
If a written request to change (downsize) the assigned exhibit space(s) is received by Organizer(s), a down size and/or re allocation of the stand space is subject to the absolute discretion of the Organizer(s). The exhibitor is obligated to pay cancellation charge of downsize space according to aforementioned cancellation policy.
Sponsor/Exhibitor is not allowed to sub-let or assign their digital showcase or sponsored/exhibit space to other parties either wholly or in part without the written consent of the Organizer(s). And any accommodation of other companies/parties will be permitted on the stand, the co-exhibitor fee will be applied. The original booth placement or location may be changed at the Organizer(s)’ discretion.
Complimentary exhibitor badges for access to the exhibit halls:
| Booth Size | Exhibitor Badge Allotment (Based on Booth Size) |
|---|---|
| 9 Sq.m. | 3 |
| 18 Sq.m. | 5 |
| 27 Sq.m. | 7 |
| 36 Sq.m. | 9 |
| 54 Sq.m. | 11 |
| Greater than 54 Sq.m. | 11 + 1 additional badge per 9 Sq.m. (63 Sq.m. = 12 Badges) |
The exhibitor badges will be valid from the first day of the setting up period until the last day of dismantling period. The extra exhibitor badges can be ordered at USD 75 per badge via the exhibitor portal and can be received at the Exhibitor Registration Counter.
You will also receive free badges to enable the company or contractor personnel to enter the exhibition hall(s) for the purpose of setting up and dismantling the stand (worker badges). These badges only valid during the setting up and dismantling period. They do not entitle the holder to enter the exhibit hall(s) during the exhibition. You can order these badges with the order form in the Exhibitor Service Manual.
The Sponsor/Exhibitor will receive the Exhibitor Service Manual. In this manual, the Sponsor/Exhibitor can order the different free of-charge and charge-able services (such as e.g. booth name on fascia board, additional furniture, additional stand cleaning, extra stand security, etc.) that the Organizer(s) offers.
In view of the professional nature of the Event, the Organizer(s) shall have the right to prohibit the direct sales and open-price labeling of exhibits or samples on the stands, in particular in case of official order or to intervene in all cases where safety and orderly conduct on the exhibition floor is at peril. Compensation or claims for reimbursement by the sponsor/exhibitor are ruled out in the case of the aforementioned measures.
Any verbal agreements, individual permissions and exceptions outside the framework of this contract are not valid until confirmed in writing by the Organizer(s).
The Event’s location, date and length may all be altered at the Organizer(s)’ discretion. If the location, date or duration of the Event are altered, the participation agreement will still be in effect as long as the Sponsor/Exhibitor is notified at least one month in advance of the new information.
The Organizer(s) shall not be held responsible for any losses incurred by the Sponsor/Exhibitor, either directly or indirectly should any portion of the Event be cancelled, suspended, reduced or postponed, due to:
Should any portion of the Event be cancelled, reduced or postponed, the Organizer(s) reserves the right to withhold the full payment or part thereof to cover any costs they have already incurred for the Sponsorship and/or Exhibition. Payments made to the Organizer(s), or any part thereof, may be refunded to the Sponsor/Exhibitor at the Organizer(s)’ sole discretion.
These Terms of Contract shall be subject to Thai law. And it is the responsibility of the Sponsor/Exhibitor to indemnify the Organizer(s) against any claims or liabilities arising from their participation in the Event.
