Event Service Guides

1. Payment Regulations

• Bookings are confirmed only after receiving a non-refundable deposit.
• A refundable deposit is required two weeks before the setup date to cover potential damages during setup, dismantling, or the event.
• If no damages occur, the full deposit will be refunded after the event. Any damages will be deducted, and the remaining balance returned.
• Additional costs beyond the deposit must be paid separately.
• The deposit must be transferred to the bank account provided by the Conference & Event Manager and will be refunded to the same account.
• A Loading Permit will be issued once the deposit is received.

2. Cancellations Policy

• Cancellations or changes must be submitted in writing.
• A cancellation fee may apply.
• JCC reserves the right to cancel or modify bookings due to force majeure events, including natural disasters, fires, riots, or other emergencies beyond its control.

3. Installation and Setup

• Layout plans and wire diagrams must be submitted to JCC for approval at least 30 days before installation.
• Exhibition setup must be completed 24 hours before opening. The area must be cleared 6 hours before for cleaning.
• Protective underlay (e.g., plywood) must be used for flooring during loading and setup to prevent damage from heavy structures.
• Gangways to emergency exits, fire hydrants, and extinguishers must remain clear at all times.
• The event organizer is responsible for cleaning and repair costs from setup, dismantling, or event operations.
• The event organizer is responsible for construction, installation, and dismantling, unless stated otherwise. Activities that disrupt other users are prohibited.

4. Use of Facilities

• Use of JCC facilities must comply with regulations and internal policies.
• Illegal activities, destructive actions, or behaviors disturbing other guests are prohibited.
• Any items that may cause discomfort or compromise safety (e.g., loud music, smoke machines, candles) require prior approval from Management.
• JCC reserves the right to deny access or remove individuals or groups violating these terms.

5. Security & Insurance

• JCC is not responsible for the safety of any items brought onto the premises by exhibitors, vendors, attendees, agents, contractors, or others.
• The organizers must ensure all parties have adequate insurance, including public liability and protection for potential losses, damages, or claims.
• The organizer’s liability starts when anyone enters JCC and continues until all exhibits, property, and personnel are removed.

6. Damage Policy

• Clients are responsible for maintaining the condition of the property and equipment used during the event.
• Clients agree to accept responsibility and cover any damages to JCC caused by exhibitors, contractors, their associates, employees, or agents while the JCC premises are under the organizer’s control.
• JCC is not liable for any loss or damage to personal belongings during the event.

7. Food and Beverage

• All food and beverage must be provided by JCC.
• Bringing outside food and beverages onto the premises is not allowed.
• The organizer is required to sign a Food Waiver Disclaimer Form.
• A corkage fee will apply for specialty food items.

8. Safety & Hygiene

• JCC complies with all applicable health and safety regulations in Indonesia.
• Clients are responsible for ensuring that all event participants adhere to the established health and safety standards.

9. Power Supply

• House lights are provided free of charge from 08:00 to 18:00 on event days. For lighting after 18:00, prior arrangements with JCC are required, and additional charges may apply.
• Additional electricity or power for booths will be charged separately based on requirements. A list of needs must be submitted to JCC at least two weeks before the event. It's recommended to use a silent-type generator for equipment like LED screens, special lighting, and sound systems.
• The JCC team will assist with generator placement and connectivity.

10. Deliveries

• Event organizers must inform JCC in advance to arrange for the receipt of any equipment, goods, displays, or other materials being sent, delivered, or brought into the venue. Failure to do so may result in deliveries being refused or materials not being available as needed.
• JCC assumes no liability for equipment, goods, displays, or materials that arrive or fail to arrive, and is not responsible for any loss or damage to these items.

11. Shipping

• Exhibitors must ship their materials using their chosen freight forwarder, who will also handle customs clearance.
• The consignee's details must be on the Air Waybill (AWB) or Bill of Lading (B/L), with the consignee address being the freight forwarder in Bali.
• The hotel's address should only be used for delivery after customs clearance.

12. Movement of Exhibits and Equipment

• Access to JCC will be redirected through the back-of-house Security Post.
• All exhibition materials and goods must be loaded and unloaded at the designated JCC loading dock.
• Please note that JCC does not provide forklifts or trolleys.
• A designated parking area for loading vehicles (e.g., trucks) is available and will be directed by the security team.
• Parking in driveway access areas is strictly prohibited.
• Please adhere to all instructions provided by the JCC Security team.

13. Event Branding and Decoration

• Branding and decoration plans must be submitted to JCC for approval at least two weeks before the event.
• Excessive branding in public areas like the lobby, pool, and restaurants is not allowed. Only approved branding may be used.
• The event organizer is responsible for installation and removal, ensuring no disruption to others.
• Extra charges may apply for space usage, decal replacement, and other related costs.

14. Privacy Policy

• Personal information provided to JCC during the booking process will be treated with full confidentiality in accordance with our privacy policy.
• JCC will not share personal information with third parties unless required by applicable laws or regulations.

15. Dispute Resolution

• Any disputes arising from the use of JCC services will be resolved through direct negotiation.
• If an amicable solution cannot be reached, the dispute will be referred to the courts with jurisdiction in Bali, Indonesia.

16. Governing Law

These terms and conditions are governed by and interpreted in accordance with the laws of the Republic of Indonesia.