Terms & Conditions

These terms and conditions are applicable to all participants registering for SAMVAAD 2026 and form a legally binding agreement between the respective participant(s) and Sahamati Foundation (“Sahamati”, “we”, “us” or “Organiser”), the organiser of SAMVAAD 2026 hosted from October 14-15, 2026 at Grand Hyatt, Mumbai India (“Venue”).

These terms and conditions shall be read in conjunction with the Sahamati Privacy Policy which explains how we handle any digital personal data we collect from participants.

General

1. You acknowledge and agree that the date and Venue of the Event is fixed, and You have no right to seek or require a postponement of the Event nor reallocate the fee or Your booking to another event or activity that may be organized by the Organiser at any time in the future.
2. The Organiser reserves their right to alter the title, location, format, Venue, and date of the Event in its sole discretion.
3. You may be asked for a valid government approved photo ID for admission into the Event.
4. If You are unable to provide identification that matches Your Pass, You may be asked to leave the Event.
5. The right of admission to the Event is specifically reserved by the Organiser and You will not have any right or authority to question or dispute this right exercised by the Organiser.
6. All visitors/ partners/ exhibitors/ delegates/ attendees/ speakers themselves will be fully liable for their actions and no liability and/or responsibility, whatsoever, will be attributed to the Organiser and/or its partners for the acts and/or actions of any attendee/ delegates/ speakers.
7. You must comply with the rules and regulations governing Your attendance at the Venue. If You bring any personal property to the Venue, You do so at Your own risk. The Organiser and its partners are not responsible for any loss and/or damage to such property.
8. You shall neither steal anything from the Event Venue nor shall You damage anything at the Event and/or Venue. You shall be solely liable for any such act and any damage to the Venue and shall fully indemnify the Organiser in that regard.
9. If You are using car parking facilities at the Venue, You do so entirely at Your own risk. The Organiser and its partners do not accept any responsibility for any loss and/or damage resulting from Your use of such car parking facilities.
10. You attend the Event at your sole risk. The Organiser shall not be responsible for any food allergies, disabilities, any health issues etc., of visitors/ delegates/ attendees/ speakers attending the Event.
11. You shall observe the rules, policies and procedures of the Event Venue including in relation to health and safety and any reasonable instructions issued by the Organiser and/or the management of the Event Venue.
12. You shall behave in a respectful, professional and appropriate way that does not breach any applicable laws, rules or regulations.

Event Pricing & Registration:

1. Conference Fees: INR 5,000/- per participant

Separate GST @ 18% is applicable on all the registrations.

If the full payment has not been received by the Organiser before the deadline as intimated, the registration shall automatically stand cancelled at the discretion of the Organiser. If the maximum visitor/delegate capacity is reached, the Organiser reserves their right to refuse additional registrations.

1. Only fully complete registration forms will be accepted.
2. The registration will only be confirmed only upon receipt of payment in full, where applicable.

Note:

1. Your registration is not complete until full payment is received.
2. The participant fee covers attendance for the presentations, hands-on sessions, exhibition, conference hand-outs, refreshments and meals as specified in the agenda.
3. The cost for travel, accommodation and other expenses shall not be borne by the Organiser.

Refund, Substitution & Cancellation Policy

Refund:
Registration fees, once received, will not be refunded/reversed under any circumstances, apart from the limited circumstances detailed hereinbelow.

Substitution:
It is possible to replace the originally registered participant with a business colleague/ co-worker from the same organisation by 4th October, 2026. In this case, please inform us by sending a request to samvaad2026@sahamati.org.in.

Cancellation/ Rescheduling of the Event

Sahamati reserves the right to cancel or reschedule the Event or part thereof if it cannot be held as scheduled, due to force majeure, if the Venue is unavailable at short notice, or if there are not enough participants to cover costs. Force majeure is to be assumed if Sahamati is prevented from organising the Event as scheduled, on account of any external event or circumstances that cannot be foreseen even with the utmost care that could reasonably be expected by Sahamati given the situation and could not be prevented by Sahamati with reasonable means, e.g. natural disasters, political crisis situations (e.g. war), terrorist conflicts, strikes as well as epidemics, pandemics, epidemics and comparable situations.

If Sahamati has to shorten or cancel the Event that has already started due to force majeure, the participant shall not be entitled to a refund of the participation fee already paid.

If Sahamati cancels or reschedules the event, the participant will receive the relevant information immediately and within 14 days, a refund of the participation fee already paid. Sahamati does not assume any liability for any costs or losses incurred by the participant due to possible expenses, such as travel and hotel expenses, or due to lost working hours.

Data Protection and Privacy

1. Personal data voluntarily shared by participants as part of the registration process may be used by the Organiser or its agents for the purposes displayed by the Organiser at the time of collecting such information.
2. The Organiser reserves the right to publish Your company name(s) on the Event website, in the official catalogue for the Event, and/or in any other directory relating to the Event or relevant industry, in each case whether in print, electronically, or in any other media.
3. The Organiser may disclose such information to relevant contractors to effectuate the provision of their services in respect of the Event;
4. Please contact us at legal@sahamati.org.in if You do not wish for Your personal or company information to be used in any of the ways mentioned above.
5. We will cease to use your Personal Data or Information or company information only after receipt of Your instructions requesting us not to do so in terms hereof.

Recording

We intend to take photos and video recordings during the Event. We reserve the right to film, record, or photograph at the Event for marketing purposes, including by vendors engaged for such purposes.

By attending the Event, You agree to be filmed, recorded and/or photographed. Furthermore, You agree to the use of videos, recordings, or images, in which you may be heard or seen.

In addition, you give us permission to share and store these content on third-party platforms. If you do not want to be portrayed, please inform the photographer at the Event and us by emailing us at samvaad2026@sahamati.org.in.

It is prohibited to make videos on our Event. You may take photos for your personal use only. Commercial use is only allowed with prior written permission from an authorised personnel of Sahamati.

Event Content

1. The Organiser reserves their right to change the content, agenda, speakers, timing, and Venue of the Event, at any time and without any prior intimation to You.
2. All rights in all recordings, presentations, materials, and documentation - published or otherwise - made available as part of the Event (“Content”) are owned by the Organisers.
3. The Organiser is the sole and exclusive owner of all the intellectual property rights in the recording of the Event throughout the world and in perpetuity.
4. No (i) photography, filming, or recording; and/or (ii) republication, broadcast, or other dissemination of the Content is permitted.
5. Without prior written permission of an authorised personnel of Sahamati, You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content, including but not limited to:
   • You shall not upload any Content onto any website, intranet, or shared system or include any Content in a database;
   • You shall not transmit, re-circulate or otherwise make available any Content to any third party;
   • You shall not use the Content in any way that might infringe or violate any of Organiser's rights, including intellectual property rights, or that of any third-party or that may bring Organiser or any of Organiser's affiliates into disrepute; and
   • You shall not make any commercial use of the Content.
6. If any Content is published online by the Organisers, the Organiser reserves their right to remove or suspend access to such Content at any time.
7. The Organiser is not responsible for the contents of any speaker’s/ delegate’s presentation; such content is the opinion of the speaker/delegate and not of the Organiser. No liability, whatsoever, can be accrued to the Organiser for any such content.
8. You agree and acknowledge that You have consented to be part of the recordings which shall be the sole and exclusive property of the Organisers. You further agree that the Organiser shall under no circumstances, whatsoever, be held liable for any infringement or violation of personal and/or property rights, whatsoever, based on the use of such recording by the Organiser or its partners.
9. You agree that the Organiser shall not be liable and/or responsible for any errors, omissions, or changes to the program or content of the Event.

Liability

1. The Organiser will not be liable under contract, tort, or for breach of statutory duty or otherwise concerning any matter arising directly or indirectly out of or related to any Event booking (or requested Event booking) made by visitors / partner / exhibitor /delegates / attendees / speakers or otherwise with the Event, for any indirect, consequential, incidental or punitive loss, damage or liability or loss of profits, loss of business, loss of use, loss of data and loss of reputation.
2. To the extent permitted by law, the Organiser's aggregate liability to You, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims, or expenses of any kind howsoever arising, out of or in connection with any Event booking (or requested Event booking) made by You or otherwise about the Event, shall be limited to the amount of the Event registration fee paid by You.
3. You agree to fully indemnify, defend and hold harmless Organiser, its officers, directors, employees, agents, and affiliates from all damages, liabilities, losses, claims, charges, injuries, fines, penalties, costs and expenses (and all legal costs including reasonable attorneys’ fees, court costs, expenses and settlements resulting from any action or claim) arising out of or in connection with, whether directly or indirectly, including but not limited to
   • any acts of omission/commission or due to negligence of Your violation of law, byelaw, rules-regulation, notification and or for any third-party claims for any of Your actions;
   • any damage to the Venue and/or any property of the Venue by You;
   • infringement of any third-party intellectual property rights in the materials shared by You; and
   • any breach of any of these terms and conditions by You.
4. You agree that the Organiser or any of its partners, agents, officers, employees shall not be responsible for any injury, death, damage, theft, losses or cost suffered at or as a result of the Event or any part of it related to the Event.

Miscellaneous

1. The Organiser reserves their right to change these terms & conditions and any other information contained on the said Event’s website, or any website specifically developed for the Event (the “Sites”) at any time. The continued use of the Sites will be subject to the then-current terms and conditions.
2. These terms and conditions shall be governed by and interpreted by the laws of India and You hereby submit to the exclusive jurisdiction of the courts located in Bengaluru, Karnataka, India with respect to any disputes with respect hereto.

We look forward to having you join us at SamvAAd 2026!

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Above/ Below the form (where participants fill PII):

Information collected through this form shall be used by Sahamati Foundation (“Sahamati”) for the purpose of:

1. Contacting you and providing information related to the event
2. Issuing passes
3. Sharing photographs and
4. Inviting You to other events organized by Organiser

We may share some information with relevant vendors or third parties limited to the purpose of efficient organisation of the event.

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Separate Opt-IN tick box:

I would like to receive more information and updates about Sahamati Foundation and its offerings. You may opt-out at any time.

I confirm that I have taken appropriate consent(s) from any other individuals whose personal data is provided by me.