How to Book

Steps to book

  • Check for Availability by calling 8017697902.
  • Drop a proposal at bookings@biswabanglamelaprangan.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 The Fire & Emergency Services Department
  • Permission From Kolkata Municipal Corporation
  • Permission From Kolkata Police
  • KMC Garbage Disposal Vat Requisition
  • Public Performance License as per Copyright Act 1957 to be issued by RMPL Copyright Society in case of recorded/live music performance.

 Dos and Donts

  1. Use of facilities would be restricted to Trade, Commerce and Industry related events.
  2. The Exhibitor shall submit the application for requirement of space by a letter.
  3. The Exhibitor has to make payment in the following manner:
    • Non-refundable Booking Fee of 10% of the total rent within 10 days from the date of the event confirmation letter.
    • Balance occupational charges will be submitted at-least 15 days before commencement of the Fair/Exhibition
    • Refundable interests free Security Deposit of Rs. 2, 00,000/- for each hall namely Hall A and Hall B respectively.
  4. An amount will be deducted from the security deposit, if any damages occur during the event. The organiser has to pay the extra amount after completion of the event, if cost of damage exceeds the Security deposit.
  5. Electricity consumption may be charged on the basis of actual consumption from the exhibitors in addition to the rent. An amount of Rs. 2.5 Lakhs per event day per hall being electricity deposit to be deposited at least 7 days before the commencement of the event.
  6. Old dues have to be cleared before submission of Booking Fees.
  7. Distribution of power to be made through Electrical DB’s only. No joint in electrical naked wire is allowed.
  8. In case of power failure 2 nos. of DG’s can be provided, but the fuel to be arranged by the exhibitor.
  9.  Goods vehicles are prohibited from entering the Halls. Goods vehicles would be allowed to enter BBMP through Gate no. 1.The unloading of the goods will be done at the peripheral bay (backside of the Halls).The goods will be transported inside the pavilions manually through Service Entry gates of the respective pavilions.
  10. Adequate care should be taken by the exhibitor in unloading and transporting of goods so that no damage occurs to the BBMP property. The exhibitor shall be solely responsible in case of any damage of assets and/or property and will be recovered as from the exhibitor.
  11. The weight of the machineries need to be declared beforehand for taking prior   permission from the appropriate authority in case the organise wants to exhibit heavy machineries at BBMP premises.
  12.  No fireworks will be allowed anywhere inside the BBMP premises. Open flame will not be allowed other than designated area.
  13. Cooking is strictly prohibited inside the halls.
  14. Exhibitors 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 BBMP authority. Submit copies of such licenses, permits at least within 72 hours prior to taking of possession.
  15. Parking of vehicles (including goods) to be prohibited  in the open exhibition area and the pathways in between business block and pavilions.
  16. There is a separate parking zone for VVIP and VIP inside the BBMP premises near Gate no. 4.
  17. Organizers may please arrange for their  housekeeping maintenance s services, security services and necessary internet facilities for themselves. Site to be cleaned absolutely before handing over to BBMP authorized personnel. This is addition to the maintenance and security services of WBTPO.
  18.  Exhibitor will also make necessary arrangement for cleaning of toilet blocks daily at regular intervals to keep it clean. Provide temporary vats at different locations in the BBMP premises for accumulation of wastes / garbage generated day to day during the event and the KMC may please be officially contacted by the organizer for final disposal of the same. Failure to do shall lead to additional fines that may be levied by a competent authority.
  19. The organizer has to remove all such materials before the date till which the space has been hired. An amount will be deducted from the security deposit if the organise fails to handover the facilities before the end of the booking period.
  20. Not store any inflammable, explosive or otherwise dangerous substance on the premises, neither any item of contraband nor any goods, substance or material which is unlawful to possess. BBMP authority shall not be liable for any item lost, damaged, destroyed or stolen which is stored on the premises or used during the event.
  21. Drinking water to be arranged by the exhibitor.
  22.  Consumption of liquor and gambling in the BBMP premises is prohibited.
  23. The organiser should return the keys of BBMP to the concern personnel
  24. at BBMP after completion of the event, in case the organiser takes keys of the facilities (Halls, Food Courts, and Office Rooms etc.)  

Cancellation 

(a) In case the Exhibitor cancels the booking after confirmation:

  1. 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;
  2. 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,
  3. 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.
  4. However, the said Security Deposit will be refunded by BBMP authority to the Exhibitor in all such cases.

(b) In case Government cancels the booking after confirmation:

  • Since Biswa Bangla Mela Prangan belongs to Government of West Bengal, for urgent Government requirements, pre-existing bookings may be requested to be postponed or shifted to a mutually available date.