Terms & Conditions

1.1 The IAES U.S. University Education Outreach Tour and Fair comprises:

• Institutional visits to schools, colleges, and universities across select Gujarat cities.
• An Open U.S. University Education Fair held in Ahmedabad.

1.2 The planned cities for institutional visits include Ahmedabad, Changa, and Vadodara, subject to confirmation and availability. IAES reserves the right to modify, add, or remove venues from the itinerary without prior notice.

1.3 The detailed itinerary, including confirmed venue names, addresses, and timings, will be shared with registered participants no later than four (4) weeks before the commencement of the Event.

2.1 Registration is confirmed only upon receipt of full payment as per the applicable pricing tier (Standard or Early Bird).

2.2 Each registration entitles the University to one (1) counter space at the Fair and institutional visits, unless an additional table has been booked and paid for separately.

2.3 Each registration includes one (1) counter/table space and a maximum of two (2) University Representatives as the default allocation. Additional representatives may be added during registration at a fee of USD 100 per representative. The maximum number of representatives permitted is two (2) per table booked (e.g. 2 tables = max 4 representatives).

2.4 Universities requiring additional counter/table space may book up to a maximum of three (3) tables in total. Each additional table beyond the default is charged at USD 300 per table. Add-on fees (extra tables and extra representatives) are added to the base registration fee and appear as separate line items on the invoice. All add-on fees are subject to the same GST rules and cancellation policy as the base registration fee.

2.5 All representatives must carry valid identification. IAES reserves the right to deny access to any individual not listed in the registration.

IAES will arrange and provide the following to all confirmed participating institutions:

3.1 Counter space with chairs at the Fair venue and during institutional visits.

3.2 Drinking water at each fair/visit location.

3.3 Meals (lunch and/or refreshments, as applicable) during institutional visits and the main Fair.

3.4 Transportation: Group transportation from a designated boarding point to institutional visit locations and the Fair venue, and return drop-off to the designated point. The transportation schedule will be communicated in the itinerary.

4.1 IAES will arrange group transportation exclusively for movement between the designated boarding point, institutional visit locations, and the Fair venue.

4.2 Transportation will not be available for personal visits, sightseeing, shopping, or any activity outside the official Event itinerary. Any personal travel arrangements required by the University or its representatives are entirely at the University’s own cost and responsibility.

4.3 IAES is not liable for any delays caused by traffic, road conditions, or other factors beyond our reasonable control.

5.1 Universities are encouraged to ship promotional materials (brochures, banners, standees, merchandise) in advance. Details of the shipping address and deadlines will be provided in the Event briefing pack.

5.2 In the event that a University’s registered representatives are unable to attend — for any reason — and materials have been received by IAES prior to the Event, IAES will endeavour to display the University’s materials at the allocated counter space. However, IAES does not guarantee the manner or prominence of such display and will not provide a live representative on behalf of the University.

5.3 IAES accepts no liability for any loss, damage, or theft of materials during transit, storage, or at the venue.

6.1 All fees must be paid in full at the time of registration.

6.2 USD Payments: No GST is applicable. Invoice will be issued in USD.

6.3 INR Payments: The INR amount is calculated based on the live USD–INR exchange rate at the time of invoice generation. GST at the applicable rate will be charged in addition:

• Intra-state (Gujarat-registered entities): CGST 9% + SGST 9%
• Inter-state (entities registered outside Gujarat): IGST 18%
• Unregistered entities: IGST 18%

6.4 The forex rate applied will be stated on the invoice and is locked at the time of invoice generation. No adjustments will be made for subsequent rate movements.

6.5 Payments must be completed within seven (7) days of invoice issuance. Registrations where payment is not received within this period may be cancelled at IAES’s discretion, and the slot may be offered to another institution.

7.1 All cancellation requests must be submitted in writing to eduadviser@iaesgujarat.org with the subject line: “Cancellation Request — [University Name] — [Invoice Number]”.

7.2 The date of receipt of the written cancellation request by IAES will be treated as the effective cancellation date.

7.3 Refunds, where applicable, will be processed within thirty (30) business days of the cancellation confirmation and will be issued in the same currency as the original payment.

7.4 The following cancellation schedule applies:

7.5 GST amounts are non-refundable as they are remitted to the government upon invoice issuance. Refund calculations above apply to the base registration fee only.

7.6 IAES reserves the right to apply a processing fee of USD 100 (or INR equivalent) on all approved refunds to cover administrative costs.

10.1 IAES’s total liability to the University under these Terms shall not exceed the registration fee paid by the University for the Event.

10.2 IAES is not liable for:

• Any loss of business, revenue, opportunity, or goodwill.
• Personal injury or property damage not directly caused by IAES negligence.
• Actions or omissions of third-party vendors, venues, or transportation providers.

11.1 The University and its representatives agree to conduct themselves professionally and in accordance with the laws of India throughout the Event.

11.2 IAES reserves the right to remove any representative from the Event without refund if their conduct is deemed disruptive, offensive, or harmful to other participants or students.

11.3 The University confirms that all materials and communications at the Event are accurate, lawful, and compliant with applicable Indian and US regulations governing educational institutions and admissions.

12.1 Student contact information and profiles collected at the Event (via QR scan or otherwise) may only be used by the University for legitimate admissions and educational advisory purposes.

12.2 The University agrees not to sell, share, or transfer student data obtained at the Event to any third party.

12.3 The University acknowledges that students have the right to withdraw consent at any time, and agrees to honour such requests promptly.

12.4 By registering, the University consents to IAES using the University’s name and logo in Event-related promotional materials, press releases, and reports.

13.1 These Terms are governed by and shall be construed in accordance with the laws of the Republic of India.

13.2 In the event of any dispute arising out of or in connection with these Terms, the parties shall first attempt to resolve the matter amicably through good-faith negotiations.

13.3 If the dispute is not resolved within thirty (30) days of written notice, it shall be referred to arbitration under the Arbitration and Conciliation Act, 1996, with a sole arbitrator appointed by mutual consent.

13.4 The seat of arbitration shall be Ahmedabad, Gujarat, India. The language of arbitration shall be English.

13.5 Subject to the arbitration clause above, the courts of Ahmedabad, Gujarat shall have exclusive jurisdiction.

14.1 IAES reserves the right to amend these Terms at any time. Material changes will be communicated to registered participants by email with at least fourteen (14) days’ notice.

14.2 Continued participation following notice of amended Terms constitutes acceptance of the revised Terms.

15.1 These Terms, together with the registration confirmation and invoice, constitute the entire agreement between IAES and the University with respect to the Event and supersede all prior discussions, representations, or agreements.