How to Book

Steps to book

  • Check for Availability by calling 8017697902.
  • Drop a proposal at bbmp@wbidc.com mentioning the dates of your event along with the dates of preparation and dismantling.
  • Post approval, a Pro-Forma Invoice will be raised on you, after receiving of which you shall have to pay a minimum of 10% of the total amount to confirm booking.

Compliances

  • Permission From Fire & Emergency Services Department
  • Permission From Kolkata Municipal Corporation, Govt. of West Bengal
  • Permission From Kolkata Police

For recorded/live music being played, all requisite copyright-related permissions/NOCs must be submitted before taking possession. Necessary licenses from Indian Performing Right Society, Phonographic Performance Limited, The Recorded Music Performance Ltd, Novex Communications Private Limited (NOVEX) for holding the programme in BBMP shall be obtained by the organizer and must be submitted to BBMP, Kolkata, seven days before the date of the programme. Possession shall not be given unless all permission-related documents are submitted.

Organizers are solely responsible for obtaining all statutory permissions, sanctions or licences necessary from the appropriate authorities for the conduct of such event at BBMP. No waiver of any permits, licenses shall be given by WBTPO.

 Dos

  • Pay 10% non-refundable booking fee within 10 days of Pro Forma Invoice.
  • Clear all old dues before paying booking fees.
  • Pay residual rent, security, and electricity deposit at least 15 days before the event.
  • Submit declaration for who is paying and name for Tax Invoice.
  • Obtain and submit all required permissions (Police, Fire, KMC, Copyrights) 7 days prior.
  • Use electrical DBs only for power distribution. No naked wire joints.
  • Use only empanelled fabricators and caterers.
  • Declare heavy machinery weight in advance.
  • Keep site clean and return in original condition.
  • Provide fire extinguishers and follow fire norms.
  • Provide adequate housekeeping and security staff during event period.
  • Submit ID proofs of all workers, housekeeping, and security staff.
  • Display car stickers on all vehicles and share with security.
  • Park only in designated spaces.
  • Unload goods at designated bays and transport manually through service entries.
  • Return all keys post-event to avoid penalty.
  • Allow BBMP staff access to pavilions during event.
  • Use service lifts and designated toilets for labourers.
  • Manage crowd as per declared numbers and submit crowd management plan.

Don'ts

  • No political, religious, or wedding events allowed.
  • No payment delays – may lead to cancellation and forfeiture.
  • No use of AC during setup and dismantling.
  • No naked electrical wire joints (penalty of ₹1000 per instance).
  • No overnight vehicle parking inside premises.
  • No food stalls inside halls or open flame cooking in food courts.
  • No fireworks or open flames outside designated areas.
  • No storage of explosive or illegal materials.
  • No child labour.
  • No misconduct, fights, or clashes.
  • No bribing or unauthorised financial transactions with staff.
  • Do not exceed declared footfall or sell more tickets than declared.
  • Do not infringe copyrights – obtain all licences beforehand.
  • Do not use non-empanelled agencies for fabrication or catering.
  • WBTPO is not liable for theft, loss, damage, or equipment failure.

Cancellation 

A) If organizer cancels:

  • If any portion of the booking is cancelled at any time after payment of booking fees, 50% of the rent of the cancelled booking shall have to be borne. Eg: If two halls are booked initially and then booking of one hall is cancelled later, 50% of the total rent of the cancelled hall shall be charged.
  • For total cancellation of booking, the booking amount deposited shall be forfeited.
  • Cancellation post payment of Full Rent and Deposits:
    • i. 50% of the occupational charges paid by the Exhibitor shall stand forfeited if the cancellation is done upto 14 days prior to the commencement date of Event;
    • ii. 75% of the occupational charges paid by the Exhibitor shall stand forfeited if the cancellation is done upto 3 days prior to the commencement date of Event; and,
    • iii. 90% of the occupational charges paid by the Exhibitor shall stand forfeited if the cancellation is done less than 3 days prior to the commencement date of Event.
    • iv. However, the said Security Deposit & Electrical Deposit will be refunded by WBTPO to the Exhibitor in all such cases.

B) If WBTPO Cancels:

  • WBTPO has the right to cancel any pre-existing booking if the terms and conditions are not adhered to or any information furnished is found to be false.
  • Since Biswa Bangla Mela Prangan belongs to WBTPO - Government of West Bengal, for urgent Government requirements, pre-existing bookings may be requested to be postponed or shifted to a mutually available date.
  • On a rare occasion if any booking has to be shifted due to Government requirements, and if the organiser is not in a position to reschedule the booking and has to cancel the booking on the whole, WBTPO shall refund the FULL amount paid by organizer.