Terms & Conditions for Participation
Rights: The India Trade Promotion Organisation reserves all rights in connection with the IITF-2011.
1. APPLICATION AND ALLOTMENT OF STALLS
Application form can be downloaded from the event website www.iitf.in.
A. Dates:
(i) Submission of application for booking of stalls for IITF 2011 will start on 13th July (ii) Submission of application will close on September 29, 2011. (iii) 2.5% early bird discount will be extended to those applicants who submit their applications with full rentals including applicable service tax by 31st July, 2011.
B. Procedure for submission of application:
(i) Online:
Application can be submitted online. Applications submitted online with copy of digital signature shall be considered legally valid applications. In case you do not append digital signature then print online submitted application duly signed and send to Senior Manager IITF Unit India Trade Promotion Organisation Pragati Maidan New Delhi 110 001 by courier. You can do so after making payment of advance space rent or full space rent by way of RTGs /NEFT or by sending demand draft in favour of India Trade Promotion Organisation . A unique exhibitors ID on receipt of application, will be generated and it can be used for all future participation in ITPO fairs. Unique exhibitors ID shall be activated for making online location choices only after receipt of advance or full booking amount. Receipt of the money by India Trade Promotion Organisation can be checked by the applicant by going online by entering Unique exhibitors ID.
(ii) Offline: Making Applications offline is not accepted.
C. Allocation of space and Participation approval procedure is given in GUIDELINES FOR SPACE ALLOCATION IN IITF 2011
Approval letter for participation would be issued with the following conditions complied with:
(i) Payment of 100% rentals including Service Tax (ii) Payment of Refundable security deposit (iii) Submission of details for exhibitor badges as per the format (IITF-F02) by 30th September, 2011 failing which ITPO will not take any responsibility of timely issue of badges.
D. State pavilions/Ministries/State Governments:
(i) For IITF, Ministries/Departments having permanent exhibition space/taking large areas are required to submit the details from their constituents/individual participants in the prescribed format not later than 30th September, 2011. The information about constituents and details of representatives for exhibitor badges forms part of the application by group participation by government departments and foreign national pavilions and these can be submitted online. (ii) All other guidelines in these ‘Terms & Conditions’ will be applicable to all participating State Pavilions/ Ministries/Cooperatives/Statutory bodies etc. collectively as well as to their individual participants/constituents.
E. Payments schedule: Payments of stall charges shall be made as follows:
(i) The advance booking amount shown in the guidelines as advance payment along with application form for booking of space. (ii) Balance payment as given in the guidelines. (iii) If the payment is not received by the indicated date, the allocated exhibition space will stand cancelled No refund will be made on cancellation or reduction of stall space once allotment is made. All payments are to be made by RTGs/NEFT or Demand Draft drawn in favour of India Trade Promotion Organisation payable at New Delhi. (iv) Foreign exhibitors can also send their participation fee through banking channels. For foreign exhibitors ITPO’s Bank Account No. and Swift Code No. is: Name of the Bank Account No. Swift Code No.
| CITI BANK Jeevan Vihar Building, 3, Sansad Marg, Connaught Place, New Delhi-110001 Bank A/c. No. : 0002157012 Swift code : CITI INBX |
F. Refundable Security Deposit and Premium Charges if any:
Refundable Security deposit will be charged @ 5% on the payable space rent from National Participants and Indian agents displaying foreign goods. Stalls having more than one open side attract premium charges. Please note no blocking of sides facing the opening of other stalls will be allowed and it will be treated as violation. Accordingly it will invite penal action.
G. Refund of application money
(i) Allotment will be done taking into account the five choices the participant has indicated in the application. (ii) In the event of none of the choices being available, the applicant can make fresh choices till it gets location of its choice. (iii) If that too is not available, the applicant will have choice to get the refund of the advance money after deduction of 10% of the full participation charges. Applicants who have made partial payment are not entitled for refund.
H. Possession of space: Possession of space will be given from 1st November, 2011 as under:
(i) Bulk space by government organizations including department, PSUs, statutory bodies and cooperatives will be handed over on or after 1st November, 2011. (ii) Bare space will be given from 7th - 10th November, 2011. (iii) Constructed stalls/booths from 9th – 11th November, 2011. (iv) Display arrangements by all exhibitors to be completed by 10 am on 12th November, 2011.
I. Sale of goods by participants:
(i) Exhibitors are prohibited to sell any goods in which trading of any form is banned/restricted/ limited/prohibited by a Parliamentary Act or by State Laws or by international conventions. (ii) ITPO will not be a party to any dispute arising out of any quality problems or otherwise between the customers and the exhibitors. If ITPO is put to any loss for the acts of omission and / or commission of / by the participant, the same shall be made good/indemnified by such participant.
2. CONSTRUCTION AND DECORATION
A. Shell Scheme:
ITPO will provide a built-up booth constructed with prefab system with a height of 2.4 mtr with fascia writing, carpet, one table, four chairs, one power point and seven spotlights (stand lighting up to 1 KW) in a booth of 15 sq.mtrs. Each panel will be of 1 mtr wide with white board. Regarding outdoor space, only 25 per cent of the outdoor area can be covered mainly for office purpose. For any area covered beyond 25 percent of the space, 50 percent extra participation fee is payable. Open space is to be used for display only. Exhibits must not obstruct passages. Fire hose, MCPs, Panel Boards, cable terminals for phone connection, outlets for electricity and water must not be obstructed.
The shell scheme package would have the following items:-
Booth Size (In Sq. Mtrs.) Table Chair Waste Paper Basket Power Plug Spot Light 15 1 4 1 1 7 18 1 4 1 1 7 24 2 5 1 1 9 30 2 5 1 1 12
B. Construction of Booth in Bare Space and Open Space:
Exhibitors who book bare space or open space will abide by the architectural guidelines prescribed by ITPO and obtain prior approval for layout and interior design of stalls from the Arch. Division before October 25, 2011. Thereafter they are required to submit the approved plan to IITF Unit by 1st November, 2011. The layout Plan will be prepared keeping in view public safety, free access to public facilities & conveniences, safety to ITPO property etc, failing which possession of space will not be allowed.. Cable terminals for telephone connections, outlets for electricity and water and convenience to fellow exhibitors must not be obstructed. In case the height of stall is required beyond 2.40 mtr (only for logo/feature), the same shall have to get approved from IITF Unit before execution. An extra charge of 10% will be required to be paid for the same. No mezzanine floor is permitted in any case..
Dependency on the layout/ plans so approved and the opening to the stall more than one side would determine the premium charges as applilcable for 2 side or 3 side or 4 side open stand.
C. Unauthorised Occupation:
Any unauthorized occupation of any space both inside the hall including passages and outside will attract confiscation of exhibits and penalty as appropriate to be decided by the competent authority. Rear spaces of stalls shall not be used for storage or any other purposes. These shall be considered as unauthorized occupation. Any deviation in the products display i.e. other then the products mentioned in their application will be treated as unauthorized and treated accordingly.
D. Stall alteration:
(i) No alteration of the size or position of an exhibitor’s stall is permitted. (ii) ITPO reserves the right to modify the layouts of stall sites and gangways. (iii) Usage of nails, pins, racks, screws, or any such material on the panel walls of the built up stall is prohibited.
E. Passage:
Exhibits must not obstruct passages. Public passages and gangways should be left clear. No hindrances, protrusion of exhibits shall be permitted otherwise it will attract penalty for the participant whose goods/products were found obstructing passages/gangways etc.
F. Subletting:
ITPO will have the right to close the stall and impose penalty, as may be deemed appropriate by the competent authority, if the allotted stall has been sub-let to another party.
3. SECURITY
A. General Security:
While ITPO will make the general security arrangements, participants will be responsible for the security of their exhibits and stalls. They may engage authorised security agencies for the security of their exhibits in coordination with Security Division of ITPO. List of exhibits should be verified and certified by Security Agency/Security Guards before handing over to them on daily basis as ITPO does not take any responsibility for thefts etc.
B. Insurance:
Participants will insure their exhibits and display materials against loss, damage, theft, fire or any cause whatsoever. They will also obtain third party insurance cover for construction period, fair period and dismantling period.
C. Product liability insurance:
Exhibitors are advised to insure against claim arising out of body injury and/or property damage. An exhibitor shall produce to the ITPO, on demand, certificates of insurance.
D. Damage to Exhibition Areas:
Exhibitors are required to indemnify ITPO against any claim made against them in respect of damage to Exhibition Halls, structure or property caused by exhibitors stall, exhibits or staff or by agents acting on the Exhibitor’s behalf.
E. Prohibited Items :
The following items are strictly prohibited inside the Pragati Maidan:- (i) Match box, cigarette, lighter, gas lighter, arms and ammunition, sword or knife. (ii) Candles, incense sticks, hurricane lamp, stove, welding machine or iron cutter emitting spark, (iii) No gas cylinder will be allowed for filling up of balloons or demonstration of any product unless proper certification has been obtained from the controller of explosive and proper permission is taken from DCP (Central Distt.), Delhi Police who are responsible for security during the IITF well in advance.
F. Fire Prevention:
(i) Cooking is prohibited inside the exhibition halls. Halogen and other floodlights are not permitted. (ii) Use of fire hazard material like thatch, dry grass and other inflammable materials is not permitted. All materials used in the construction of stalls and displays are to be fully fire proof and should comply with all other local regulations. (iii) Electrical wiring under carpets is a potential fire risk. Wherever this is unavoidable, adequate precautions should be taken by covering the wiring by wooden ramps. Wiring under carpet should not have joints. (iv) Arrangements of fire extinguishers in State pavilions will be the responsibility of the respective pavilion in-charge. All exhibitors shall keep and maintain fire-fighting equipment (at least 1 ABC type portable fire extinguishers in each stall of 12 sq. mtr.) within their stalls as per safety regulations. However, fire extinguishers can be provided by ITPO on payment provided requisition with payment is received by 14th October, 2011.
G. Parking, entry & exit of vehicles:-
(i) Parking is not allowed inside Pragati Maidan for any visitor. Pay & Park will be available at Bhairon Road parking on first come first serve basis. (ii) Parking is not allowed anywhere outside Gate No. 1 on Bhairon Road, Gate Nos. 5, 7 & 8 on Mathura Road and BRT corridor. (iii) Vehicle parked at unauthorized places will be towed away at the cost of participants. (iv) Entry of cars/trucks/lorries to Pragati Maidan during build-up period and exhibition will be strictly regulated.
H. Miscellaneous :-
(i) Storage of empty boxes or cartons behind the stalls and outside the hall/hanger/in open space is prohibited. If found, it will be confiscated and removed and disposed of at the expense of the participants. (ii) No unauthorized porters will be used by any participant and unauthorized labour along with goods is liable to be impounded by Security personnel. (iii) No ticketed/sponsored functions will be held in front of any stalls to attract crowd to prevent blockage of roads/passages. (iv) No celebrity shall be invited to any halls without prior permission from ITPO authority and without intimation to Security personnel two days before the function. (v) Participants and their staff inside the stall will be under obligation to produce their badges when asked by the security staff of ITPO or Delhi Police. Staff found without badges will be evicted from stalls.
4. ELECTRICITY AND WATER:
A. Installations:
All on-site electrical installations must be carried out by the registered/licensed Electrical Contractor of Govt. of NCT,Delhi. All prefabricated fittings will be subject to an inspection by the competent authority official contractor before connection to the mains supply.
B. Extra Electricity Charges:
Extra power would be made available on payment basis. Extra power would be provided on full advance payment latest by 14th October in prescribed form. @ Rs. 190/- per KW and consumption charges @ Rs. 130/- per KW per day (Subject to Revision) + 10.30% Service Tax.
Note: Electricity & Water consumption charges are subject to revision. Compressed air can be provided on demand on payment as specified in IITF rules & regulations.
C. Water Charges:
Rs. 5400 would be charged for water connection + Rs. 965 per tap per day is payable towards consumption charges. 10.30% Service tax will be payable additionally. The water charges for Permanent pavilions/shops/restaurants etc.will be Rs. 5370 per tap per month + 10.30 % Service Tax or at the rate of Rs. 185.00 per kilo litre + Service Tax based on meter reading. Request for water connection should be made along with payment one month prior to the commencement of the event. Water connection will be at the existing point.
5. STATUTORY COMPLIANCE: A. Value Added Tax (VAT):
It may be noted by all exhibitors that registration under Section 16A of the Delhi Value Added Tax Act is a Mandatory before commencing any business during the exhibition. A casual dealer is required to inform the Department of Trade and Taxes at-least three days before commencement of business in Delhi. While three days is the outer limit to apply for registration as a casual dealer, there is no lower limit for the purpose. Temporary office of VAT Authority will function from Mezzanine floor of Hall No. 5 from 1st November, 2011.
B. Performance licence:
Traditionally, ITPO organizes cultural shows in designated theatres/auditoriums. ITPO will designate locations where promotional/marketing show can be organized by an exhibitor with prior permission of ITPO. Any exhibitor intending to organize any entertainment/marketing show even in its own allotted space would require prior permission from ITPO. In either case, the exhibitor has to get performance licence from the concerned authorities two days before the function.
C. Copy Right Licence:
All necessary licences for using Copyright material from the relevant Copyright Societies e.g. the Phonographic Performance Ltd. and the IPRS etc. shall be obtained and a copy of the same shall be kept for perusal of ITPO. Anybody found infringing Copyright Act shall be personally liable to pay the penalty and indemnify ITPO for such infringements.
D. Noise Level:
Use of loud speakers for playing music, making announcements and other promotional means for attracting visitors is strictly prohibited. If cordless mike is used for promotional purposes, the exhibitors will ensure that no nuisance/disturbance is caused to other exhibitors and annoyance to the visitors and the sound level is not allowed to exceed 70 decibels.
E. No Smoking Zone:
Smoking at Pragati Maidan premises/Exhibition ground/Halls is strictly prohibited. Violation would attract penalty as per law in force.
F. No Plastic Zone:
As per the order of Hon’ble High Court of Delhi, no exhibitor will use plastic bags while promoting their goods, instead bags made from jute, cotton and recycled newspaper should be used.
6. MISCELLANEOUS CONDITIONS: A. Service Providers:
Work of cargo handling, clearing, construction of stand, decoration, furniture and catering can be availed by the participants from those contractors who are registered with ITPO. However, Details of contractor had to be given at the time of taking possession of space.
B. Temporary Staff:
No recruitment of any staff by participants will be allowed outside the gates of Pragati Maidan or inside the halls.
C. Food & Beverage outlets:
Only the authorized persons/company will be allowed to operate food and beverage outlet/kiosk. Sale of eatable/beverage of any kind inside the hall is strictly prohibited. No exhibitor is allowed to make any arrangements of food/beverage kiosk inside the hall. Nobody is allowed to put up any ad hoc/temporary kiosk without the permission of ITPO. Anybody found selling food packets etc. will be liable for punitive action by the competent authority.
D. Cleanliness and Maintenance:
The participants will be responsible for cleanliness and maintenance of their stalls. Cleaning of common passages/areas will be arranged by ITPO. Participants will be responsible for removal of empties, waste material by 12th November, 2011. No empties or wooden material shall be allowed to be kept behind the partitions of stall. If a participant is allotted a full hall, the cleanliness of the entire hall will be the responsibility of that participant.
E. Attendance at the stand:
No stand should be left unattended during the exhibition hours. The participants will not carry out any activity, which in the opinion of ITPO amounts to nuisance or annoyance. ITPO shall have the right to take remedial action as deemed fit.
F. Exit Permit & Vacation of stall:
Stalls are to be vacated within two days of the close of the Fair, i.e.by 29 November evening. The post-fair exit will be through Gate no. 1 only. No exhibits/cases/display material will be allowed to be taken out of Pragati Maidan without Exit Permit which will be issued by the Hall Master/Sector officer on production of No Dues Certificate issued by the IITF Unit/Central Control Room. Participants who fail to vacate the space will be liable to pay penalty to ITPO (as prescribed by ITPO) and the ITPO shall have the right to remove the exhibits/materials etc. of participants at the risk and cost of participants.
Storage of exhibits in the open area will not be permitted after the close of the Fair and will attract penal rent as applicable.
G. Dress Code:
The IITF is a business – oriented international event attended by domestic as well as overseas business personnel and visitors. It is, therefore, necessary that hosts/hostesses and presenters, who often promote different products and services on behalf of the exhibitors, be decently attired, keeping in view the law of the land and India’s cultural ethos.
H. Violation of rules:
In the event of violation of these rules, ITPO shall have the right to close down the stall of the participant immediately and no refund of participation charges would be considered.
I. Force Majeure:
ITPO will endeavor to ensure the supply of the services, but if the supply of such services is not within the control of the ITPO, then no exhibitor is entitled for any damage incurred due to failure of services.
J. Interpretation:
The decision of CMD, ITPO or his nominee shall be final and binding on the participant about the rules and regulations.
K. Disputes:
Disputes, if any arising out of participation in this fair shall fall within the jurisdiction of the courts of Delhi/New Delhi. ITPO reserves the right to allot space on the basis of criteria decided by the Management.
GUIDELINES FOR SPACE ALLOCATION IN IITF 2011
1. ADVANCE BOOKING AMOUNT FOR DOMESTIC COMPANIES:-
Domestic private sector individual participants can book the space by personal contact for more than 80 sq. mtrs. requirement and by on-line filling up the application. If space requirement is less than 80 sq. mtrs. and making advance payment as follows:-
1. |
Less than 50 sq. mts. |
Rs. 50,000.00 |
2. |
50 to 150 sq. mtrs. |
Rs. 1,00,000.00 |
3. |
150 to 300 sq. mtrs. |
Rs. 2,00,000.00 |
4. |
More than 500 sq. mtrs. |
Rs. 5,00,000.00 |
The full payment has to be made for getting allotment for such locations. ITPO reserves the right to modify the stalls of 80 sq. mtr and above.
2. PROCESSING OF APPLICATION FOR DOMESTIC COMPANIES WITH LESS THAN 80 SQ. MTRS. SPACE REQUIREMENT.
The processing of the application would be computerised where the criteria to allocate a particular location would include the turnover of the company, size of area booked and loyalty. The various steps for getting a location from amongst the layout of booths uploaded on the Website in a hall relevant to the product category of a company would be as follows:-
a) Read carefully the instructions where different categories of products are listed for display in specific halls b) Open the application meant for domestic participants c) Look for the hall in which your product category falls. These are:-
| Hall Nos. | Product Profile |
| 1 (Foyer) | Theme - “Indian Handicrafts – The Magic of Gifted Hands”. |
| 1 (Front) | Textiles, Jute and Coir, Leather Goods, Footwear and Travel goods. |
| 1 (Rear) | Home and Kitchen Appliances, Physical fitness , Stationery, Kids items and Toys |
| Hall-2 | Chhattisgarh State |
| Hall 3 & 4 | Processed food and Agro products |
| Hall 5 | BUILDTECH by HUDCO (Innovative and low cost building technique) |
| Hall 6(Lower Level) | SAARC countries, Government Departments and Ministry of Railways. |
| 6 (Upper Level) | State Government |
| Hall 7 (A, B, C) | Ministry of Small and Medium Enterprises. |
| Hall 7 D | Department of Social Justice |
| Hall 7 E | Department of Water Resources |
| Hall 7 (F,G,H) | Rural Arts and Crafts |
| Hall 8, 9, 10 | Cosmetics and health care products |
| Hall No. 11 | International Exposition of Indian Handicrafts |
| Hall 12 | Service Sector, Banks, Insurance, Financial Services |
| 12A (AC Halls) | Consumer Electronics, Kitchen hobs chimney and home décor. |
| Hall 14 (AC Halls) | TECHMART Exhibition by National Small Industries Corporation.(display by SME’s) |
| Hall 15 | Khadi Pavilion |
| Hall 18 (Lower Level) |
Foreign Countries Government Departments and Ministries. |
| Hall 18 ( Upper Level) |
Foreign Countries and Government Departments. |
| Open Area Outside Hall No. 19 (For display only) |
Thematic display - “Indian Handicrafts – The Magic of Gifted Hands”. |
3. MAKING PAYMENT AND MAKING CHOICE OF LOCATION BY DOMESTIC COMPANIES WITH LESS 80 SQ. MTRS. SPACE REQUIREMENT.
- Take out a print out and make payment of advance booking amount by RTGS/ NEFT/ Demand Draft drawn in favour of India Trade Promotion Organisation, New Delhi. - After receipt of the advance booking amount the application would be considered active. - Choice of Location: You can make of choice of five locations. - Allotment of space: There would be computerized processing of applications. The applicants for each location would be assigned priorities on following criteria, inter alia:-
(i) Turnover of the company. (ii) Size of the space to be booked. (iii) Loyality (past participation in IITF)The company that wants space more than 80 sq. mtrs. can contact ITPO directly giving option of space that includes more than one block in the layout plan. The contact can be made by E-mail, Fax followed by telephone for reserving space of area more than 80 sq. mtrs. by any individual private sector participant for its own products only.
The locations in halls for domestic participants have been divided into A, B and C. Application for most prominent space at category ‘A’ and ‘B’ shall be accepted by the software only if the cumulative weightage of various parameters of a participants exceed a specific cut off mark decided by ITPO until August 16, 2011. All applicants can apply for category ‘C’ stalls from date of the opening of the booking and for all stalls for category A, B and C left un-booked after August 16, 2011.
The choice made for a location would be considered only after receipt by ITPO of advance booking amount or full amount required for the area to be booked. Further one company can make 5 choices of locations. The priority for each location would be processed on the basis of weightage criteria and the first three priorities generated for each location would be put on the Website on the day of the allotment followed by E-mail to the companies which get first three priorities. The tentative schedule of allotment is as follows:-
| July 29, 2011 (Monday) | Ist (For applicants till July 27, 2011) |
| August 16, 2011 (Tuesday) | IInd – (For applicants till August 16, 2011) |
| September 19, 2011 (Monday) | IIIrd (For applicants till September 15, 2011) |
| October 3, 2011 (Monday) | IVth (For applicants till September 29, 2011) |
Companies booking more than 80 Sq.mtrs. block can make on-line request. The allotment shall, however, be made by the Committee and decision communicated.
ILLUSTRATION OF METHODOLOGY - Layout of each hall marked for private sector participation could have 3 categories of location A, B & C. EXAMPLE OF ‘A’ BLOCK WITH 5 SUB-BLOCKS
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| ASSISTANCE In case you do not understand the method then you may contact the following officers: |
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5. ONLINE INFORMATION ON ALLOTMENTS: The applicant can check online the following after logging on website with their Unique ID. i) Payment and refunds ii) Priority number for a location if it is first three iii) Allotment of Space
If there is change in the date of allotment it would be publicised on the WEBSITE. An E-mail would be received by the participants if they get first three priority numbers for one or more of the choices made for locations. The balance payment can be made within 10 days of the allotment date. The applicants can also view their priority if it is within first three for any of the locations opted for by going on the WEBSITE. If the balance payment is not received within 10 days from the date of allotment by the first priority applicant then after 10 days that place would be shown available to the company with 2nd and 3rd priority for that location on the 10th day of computerized allotment. Only 3 priorities for each location would be generated. After 10 days the 2nd and 3rd priority companies can make the payment and the space goes to the company that makes payment first from the second and third priority companies. An e-mail would be sent confirming allotment of space which can also be seen by logging on the site. In case of a tie the company that applied first (advance payment date shall be considered as date of payment) or makes full payment shall get priority. If still there is a tie then a committee would decide the allocation.
- Payment by way of bank to bank transfer or demand draft in case of foreign participants and by RTGs /NEFT and Demand draft from the account of the applicant (Company in which name application is being made) for advance and balance payment should be made. The applicant can view whether the money sent to ITPO has been received by ITPO. The refund, if any, shall also be made to the account from which money was received.
- The documents relating to the turnover and other relevant photocopies of nature of business duly signed by the applicant should be sent by the approved participants by speed post/courier to Mr. S.R. Marbaniang, Manager, Pragati Bhavan, Pragati Maidan, New Dellhi.
- If the documents are forged/fake or not sent within 10 days of allotment then the amount equal to booking amount shall be forfeited and the location would be made available for next allotment.
7. MODE OF PAYMENT
- The payment can be made by foreign participants by bank transfer in ITPO account given in the application form. The payment by domestic participants can be made by RTGs/ NEFT and demand draft as indicated in the application form.
Participation & Visitors Profile
The visitor profile of the India International Trade Fair covers CEOs, senior managers of trade and industry, overseas trade delegations, foreign emissaries, business leaders, decision makers, civil servants, policy makers, media persons, thinkers and members of the public.
Pragati Bhavan, Pragati Maidan, New Delhi – 110 001,
Tel: 91-11, 23378802,23371965, 23371815, Fax:91-11-23371869 & 23371845,
E-mail: ni@itpo-online.com, iitf2011@itpo-online.com,





