27-29 OCT 2025
Madinat Jumeirah, Dubai
EXHIBITOR MANUAL
Welcome to the Future Hospitality Summit (FHS)
We would like to thank you for your participation and support at this year’s conference. We look forward to working with you to make your sponsorship of the FHS as productive, rewarding and enjoyable as possible.
This pack contains all the information you will need in relation to your stand and the relevant deadlines. Please read this carefully, paying special attention to the dates by which we need things from you.
If you have any questions about your stand, please contact Asma Eladaoui | T: +971 543747867.
IMPORTANT DATES & DEADLINES
By Friday, 26 September
- Submit Stand Design (including dimensions) (compulsory)
- Submit Power requirements (compulsory)
- Submit Production Compliance Form (compulsory)
- Method Statement (compulsory)
- Risk Assessment (compulsory)
- 3rd Party Insurance Certificate (compulsory)
- Fire Retardant Certificate (only required if fabric is used in your stand)
No earlier than Friday, 24 October
- Shipping (such as literature/stands) to arrive at the venue
EXHIBITION STANDS
Stand sizes
Stand sizes are dependent on your sponsorship level and stand spaces are allocated on a first-come, first-served basis, in the order the contracts are signed. Please refer to your Sponsorship Contract for the stand size.
Height Restrictions
Stands larger than 12 SqM: Maximum Height = 4m
Stands 12SqM and smaller: Compulsory Height = 3m
Stand designs with full measurements must be submitted to Asma Eladaoui by Friday 26 September.
Stand Contractors - Compulsory Information
The information and forms below MUST be submitted to Asma Eladaoui by Friday, 26 September.
- Submit Stand Design - Click here to submit all of the below information and forms
- Production Compliance Form - Click here to download Form
- Risk Assessment
- Method Statement
- 3rd Party Insurance Certificate
- Power requirements
Stand Contractors - Optional Information
- Fire retardant Certificate - if any fabric used for the setup
- Wired internet - Prices available upon request (Wifi is complimentary)
IMPORTANT INFORMATION
You are required to submit the final design with the layout plan along with measurements, elevation and perspective, for approval to the organiser, NO LATER THAN 26 September 2025.
Stand build will not be permitted until the design has been received and approved by the organiser.
When designing your stand, please consider the following:
Sides which are open to aisles must choose one of the following options.
- Do not create any wall on the side open to the aisle.
- If the full-height wall is built, a maximum of 40% of the length can be built, and 60% should be kept open.
- If you wish to create a complete length wall, then a maximum of 4 feet wall can be created, and the rest has to be open or any material with see-through material can be installed.
Adjoining / back walls need to be covered properly for all sides and should not be kept open, unless agreed with the organiser.
Hanging from the venue ceiling is not permitted.
You must not drill into the floor, and damage to the electrical infrastructure is not permitted. Any damage caused is subject to recovery from the exhibitor/stand contractor.
Please note:
- The stand contractor must work within their designated area of the allotted space.
- The stand contractor MUST NOT leave their empties, waste, garbage, etc. in the aisles.
- The stand contractor must pre-fabricate the stand in their workshop and only fix, assemble and mount the pre-fabricated stand at the exhibition venue.
- The stand contractor must pay for any damage caused to the hall flooring as determined by the organiser.
For full T&CS, see Health and Safety.
VENUE ACCESS
SET-UP (Stands 12 SqM or larger)
Saturday, 25 October
You will receive a specific load-in time 2 weeks before the event, provided all your documents have been received and your stand design has been approved.
SET-UP (Stands smaller than 12 SqM)
Sunday, 26 October
You will receive a specific load-in time 2 weeks before the event, provided all your documents have been received and your stand design has been approved.
PLEASE NOTE: ALL STANDS MUST BE COMPLETED BY MIDNIGHT ON SUNDAY, 26th OCTOBER, SO CARPETS CAN BE INSTALLED.
EXHIBITION
Monday, 27 October
08:00 – 18:00
Tuesday, 28 October
08:00 – 18:00
Wednesday, 29 October
08:00 – 17:00
BREAKDOWN
Wednesday, 29 October
17:00 - 00:00
All stands MUST be removed on Wednesday, 29 October. Non-adherence to the breakdown time will result in a fine, and the contractor will be banned from future FHS events.
Work Permit & Access Procedure
Step 1- Submit all required forms to the Organisers no later than Friday, 26 September. Once all documents have been received, they will be shared with the venue for approval.
Step 2 - One company representative must go to the Engineering Office located in the basement of Mina Al Salam Hotel and must sign a form to receive their work permit. This can be done a day prior or 30 minutes prior to set up time. Please present the printed copy of all documents (compliance form, Method Statement, Risk Assessment) to the engineering representative. You will be issued a copy of the permit.
Step 3 - All workers proceed to the Security desk (near to loading area), hand over their Emirates ID (UAE residents) or passport copy (non-UAE residents).
No ID - No passes
Work permits must always be visible whilst building/working, and all contractors/exhibitors must adhere to the T&Cs that are outlined in the signed compliance form.
Contact Number:
Security: +971 58 100 2532
Engineering: +971 55 5009165 / +971 55 500 9166
Build / Load-In
Access for the build of the stands begins at 07:00 on Saturday, 25 October.
Please refer to your allocated time slot.
Vendors and independent contractors should use their Personal Protection Equipment.
All material for the exhibition must be taken into the halls through the loading zone. The use of trolleys or the movement of goods through the halls will only be permitted if the house carpet is protected by a protective material or covering. Exhibits and stand fixtures or fittings and associated materials shall only be delivered, unpacked, packed or collected at times when the public is not admitted to the halls. No structural elements shall be worked on during exhibitions unless to facilitate emergency repair of a structure.
Breakdown / Load-Out
Access for the breakdown of the stand is between 17:00 - 00:00 on Wednesday, 29 October.
As an exhibitor/stand contractor, you are responsible for the removal of all stand material, waste, and other materials.
Fines may be levied in the case that exhibition stands are dismantled before the stated load-out time or if stand material / waste is not removed.
Goods that are left at the venue after the conference will be disposed of by the venue.
GENERAL INFORMATION
Cleaning
You are responsible for cleaning your stand and if required should hire a third-party cleaning service to maintain your stand for the duration of the event.
Electricity
Electrical connection is supplied to stands free of charge, if requested one month before the event, when the Stand Design is submitted to the organisers for approval. There will be a charge for any requirements submitted after this time.
Fire and First Aid
If you require first aid assistance on site at any time, please make the event organisers aware of this to ensure help is provided. Please ensure that you are aware of all the fire exits and do not block passageways.
Freight, Customs & Storage
The Madinat Jumeirah will only accept deliveries during the exhibition set-up days. Sponsors are responsible for organising their shipping to and from the venue. Please get in touch should you need recommendations for courier/freight companies.
Insurance
The exhibitor is fully responsible for obtaining insurance protection for their exhibits, property and personnel against all risks. Equipment should be insured both in transit and on location at the exhibition for the entire period it is in the conference facility. Insurance cover should include:
- Personal Injury
- Third-party claims
- Expenses incurred and/or losses of any kind, including losses resulting from the abandonment or postponement of the event
- Medical expenses and baggage cover
- Value of your stand, including the fittings and promotional items
Internet Connections
Wireless internet connections are available throughout the venue. Wired internet can be ordered through Madinat Jumeirah - contact Asma Eladaoui to be directed to the right department.
Recommended Suppliers
Stand Build & Design
Contact: Steve Laughlin, Speed Events
T: +44 7798 848278
E: steve@speedevents.co.uk
Printing, Banners and Furniture Hire
Contact: Lenin Yeshodharan, AV Concepts
T: +971 529927416
E: lenin@avc.ae
Should you need assistance with additional stand builder suggestions, printing, furniture hire or additional AV, please contact Asma Eladaoui, who can assist directly.
Security
Stand contractors will be able to gain access to the building during the build-up and breakdown; it is not necessary for any additional contractor passes to be ordered.
As the Madinat Jumeirah is open to the public during the conference, we recommend you do not leave any valuable equipment or belongings unattended. The organisers cannot accept liability or responsibility for loss or damage that may occur to the stands during build-up/breakdown or the exhibition period, or anything that may be stolen. Stands should not be left unattended during opening times at any point.
The Hotel’s Security Department is scheduled around the clock. Additional Security/Event Security can be arranged through the Hotel’s Conference & Banqueting Department at additional charges.
Contractor can supply outside security services from a reputable licensed agency with prior written approval of the Hotel’s Chief of Security.
HEALTH & SAFETY
The Organiser and Hotel are not responsible for any injury, loss or damage that may occur to any Third-Party Contractor, Vendor, Exhibitor or their employees. All sponsors must ensure they have adequate insurance as per their sponsorship contract.
Fire & Safety
- Emergency Equipment Testing, providing a safer environment for the clients and customers, is our commitment.
- All firefighting equipment, such as hoses, standpipes, sprinklers and extinguishers must remain free and clear.
- All cabling used must not cross fire exit locations, but rather should be routed through cable trays above the Fire exits.
- All Exits and Emergency doors that are present in the room must be maintained free and clear at all times with approved signage.
Technical & Engineering
- Contractor must take proper care while constructing structures of any kind– all cautionary steps must be taken not to damage floors, carpet, walls or sliding partition wall and ceilings.
- Plastic Sheet protection/plywood protection must be used under any woodwork, flower preparation or painting activity.
- The hotel will not allow any heavy equipment or vehicles inside the venue without prior consultation and approval from the Hotel’s Chief Engineer.
- Contractor shall not affix or nail any posters or banners to the walls unless given written approval from the Hotel’s Chief Engineer.
- Contractor shall not damage the exterior of the building by fixing nails or drilling holes into the tiled walls.
- Contractor shall not be allowed to build any structures above 1,000 kg per sq m.
Logistics
- Exhibits and stand fixtures or fittings and associated materials shall only be delivered, unpacked, packed or collected at times when the public is not admitted to the halls. No structural elements shall be worked on during exhibitions unless to facilitate emergency repair of a structure.
- The moving of existing Hotel furniture and or décor is strictly prohibited unless previously arranged and approved.
- All material for exhibitions must be taken into the halls through the loading zone. The use of trolleys or the movement of goods through the halls will only be permitted if the house carpet is protected by a protective material or covering.
- Contractor shall dispose of all garbage generated during and after the set-up and at dismantle into the garbage containers provided in the Loading Bay Area, and it shall be removed and cleared by Stand Contractor without delay.
- Third-Party Contractors, Vendors and Exhibitors must bring in ALL materials (displays, exhibits, decorations, equipment) through the Loading Bay ONLY. Delivery times must be coordinated with the Hotel in advance.
- Contractor shall park trailers or trucks in the Loading Bay for the sole purpose of loading their materials.
- Event Organiser shall regulate the entry of trailers or trucks into the Loading Bay to avoid congestion.
Electrical
- Contractor shall take all necessary instructions/approval from the Hotel’s Chief Engineer for any electrical installation.
- Event Organiser & Contractor to supply all cables and connections needed for the event.
- Contractor must adhere strictly to the Hotel’s policy of No Smoking in the Main Electrical Panel Room.
- The contractor is not allowed to bypass safety devices provided in the Main Electrical Panel.
- Contractor shall cover the floor service boxes properly with the aluminium, rubber sheet and carpet after routing the cables.
- All cables must be fastened and trunked for safety reasons.
- Contractor shall conceal all cables in proper trunking, especially in public passages and walkway,s thereby avoiding any potential accidents.
Conduct
- The contractor will be granted access to only one set of toilets to be used by their staff in the loading area.
- Contractor is hereby informed that their staff should not wander into the Hotel’s staff cafeteria, lockers or other heart of the house areas which are considered to be “out of bounds” for them.
- Proper clothing & foot attire, and personal behaviour are expected at all times.
- Smoking is allowed in designated areas only.
- All Vendors, Contractors, and Crews must check in with Hotel Security.
- No food brought in from outside may be consumed on hotel premises.