27-29 OCT 2025
Madinat Jumeirah, Dubai
The following definitions shall apply save where the context requires otherwise:
"Attendees" means attendees or delegates at the Event.
"Contract" means the Sponsorship Application and these Terms and Conditions between Sponsor and the Organisers.
"Event" means Future Hospitality Summit 2025.
"Exhibition Centre" means the event centre or venue where the Event area portion of the Event is to be held.
"Exhibition Centre Operator" means the proprietor and/or manager of the Exhibition Centre.
"Event Deadline" means the dates confirmed in the Sponsor’s Manual.
"Exhibition Space/Area" means the allocated exhibition space/area designated to the Sponsor, table-top, stand space or otherwise, if any, in the Exhibition Centre made available to Sponsor by the Organisers as a part of the Sponsorship.
"Sponsor's Manual" means the handbook dealing with the rules and administration of all matters relating to the exhibition portion of the Event and the Exhibition Space and which will be supplied to Sponsor prior to the exhibition portion of the Event, upon Sponsor's request.
"Organiser(s)" means BEME Exhibition & Conferences Organizing LLC as designated in the Sponsorship Application.
“Sponsor” means the company, firm, or person described as such in the Sponsorship Application.
“Sponsorship” means the sponsorship opportunities and community engagement benefits granted by the Organiser to Sponsor hereunder solely for the Event as further described in the Sponsorship Application.
“Sponsorship Application" means the application form setting out the sponsorship opportunities granted to as well as the obligations of the Sponsor, which together with the Terms and Conditions form the Contract.
"Sponsorship Fee" means the fee payable by Sponsor set out in the Sponsorship Application above.
"Sponsorship Items" means any articles, products and materials, including any prizes, provided by the Sponsor for the Event.
"Terms and Conditions" means these terms and conditions, which, together with the Sponsorship Application, form the Contract between Organiser and Sponsor.
2.1 All applications for Sponsorship at the Event must be made on the Sponsorship Application and are subject to the Terms and Conditions of this Contract. The Organiser reserves the right to accept or refuse any Sponsorship Application in its sole discretion. The Organiser may, in its discretion, accept signed and binding Sponsorship Applications in writing, by registered post or email.
2.2 The Sponsorship Application and these Terms and Conditions, together with the Sponsor’s Manual (if applicable for the conference area portion of the Event) together form the entire terms and conditions of this Contract to the exclusion of any other terms, conditions, warranties, and representations, either expressed or implied, statutory or otherwise not specifically contained in this Contract, but subject to any amendments mutually agreed by the Contract parties in writing.
Sponsor shall not assign, delegate, transfer or share any part of its Sponsorship rights or obligations without the prior written consent of the Organiser which may be withheld in Organiser's sole discretion. Sponsor acknowledges that it is not entitled to exclusivity in regards to its Sponsorship and Sponsor acknowledges that other Event sponsors may participate in the Event, some of which may be competitors of Sponsor.
4.1 In the event Sponsor provides any Sponsorship Items on site at the Exhibition Centre, unless otherwise approved by the Organisers, the movement of such Sponsorship Items in and out of the Exhibition Centre must be handled by official contractors nominated by Organiser for the Event and any Sponsorship Items will not be allowed into or out of the Exhibition Centre without official clearance. All Sponsorship Items must at all times comply with the health and safety standards of the Exhibition Centre. Sponsor shall arrange for all transportation of Sponsorship Items, including packaging material, set up and dismantling. The Organisers cannot accept or sign for Sponsorship Items on behalf of Sponsor.
4.2 Prior to and for the duration of the Event, Sponsor will be entitled to utilise the Event logo on its letterhead and to state in any promotional materials that it is an Event Sponsor. All Sponsorship Items and all activities of Sponsor, including those set out in this clause 4.2 and any advertising or prizes associated with the Sponsorship are subject to the review and prior approval of the Organisers . The Organisers reserve the right to reject any Sponsorship Item or any activities of the Sponsor that Organiser believes, in its sole discretion, is not in keeping with the Event’s standards, tone or theme. Sponsor grants to Organiser the right to use Sponsor's trademarks, trade names, and logo designs and company descriptions as prepared and delivered to Organiser by Sponsor in any medium of advertising, marketing materials, and/or promotional goods distributed in conjunction with the Event.
4.3 On conclusion of the Event, all Sponsorship Items shall be removed from the Exhibition Area at Sponsor's expense and Sponsor shall ensure that vacant possession of the Exhibition Area is timely delivered to the Organisers in good order and clean condition. Sponsor will pay the cost of making good any damage caused to the Exhibition Centre whether by themselves and/or their contractors. Any Sponsorship items or Sponsor property remaining at the Exhibition Centre after the last removal day notified to Sponsor may be held or otherwise disposed of by the Organisers or the Exhibition Centre Operator at Sponsor’s expense. Sponsorship Items may not be removed by Sponsor from the Exhibition Centre before the Event ends unless otherwise agreed in writing with Organiser.
4.4 In the event the Organisers provides Event attendee lists to Sponsor, the use of such lists will be at Sponsor’s sole risk and Sponsor must comply with all applicable laws, rules, and regulations regarding data privacy. Use of any attendee list is solely for the purpose of promoting Sponsor participation in the Event as contemplated by this Contract and Sponsor may not provide the list to any third party or use the list for any purpose other than the Event. Sponsor acknowledges and agrees such attendee lists are and remain solely the proprietary confidential information of the Organisers.
4.5 Sponsor is solely liable and responsible to obtain and present, at Sponsor’s cost and expense, any prize Sponsor may determine to donate as part of the Event and the Sponsorship. Sponsor hereby indemnifies and holds the Organisers, its partners and their affiliates harmless from any claim or costs in any way connected with any prize or award associated with Sponsor made at the Event.
4.6 In consideration of, and subject to, the payment of the Sponsorship Fee in accordance with clause 6, the Organisers will provide, or procure the provision of, the sponsorship opportunities to Sponsor. If for whatever reason the Organiser is unable to deliver any of the sponsorship opportunities as set out in this Contract, the Organisers may offer alternative sponsorship opportunities of an equivalent value and benefit without penalty.
Sponsor shall observe and comply with all rules and regulations of the Exhibition Centre (including all health & safety and security legislation in force) copies of which can be obtained from the Organisers on request, as well as any reasonable written or oral instructions provided by the Organisers and/or the Exhibition Centre Operator made for the efficient and safe organisation of the Event.
6.1 Sponsor shall pay the Sponsorship Fee to the Organisers as per the terms set out below:
25% due immediately upon signing
25% due 270 days before the event
50% due 180 days before the event.
If Sponsorship Application is signed less than 270 days before event, the payment terms are as follows:
50% due immediately upon signing
50% due 180 days before the event.
If Sponsorship Application is signed less than 180 days before event, the payment terms are as follows:
100% due 180 days before the event
All invoices must be paid within 30 days of receipt of invoice, unless contract is signed and invoice issued less than 30 days prior to the event, then full payment is due immediately.
The Organiser reserves the right to apply interest to late payments. The Organiser reserves the right to cancel the sponsorship or re-allocate the stand if payment is not received on time.
6.2 Sponsor may not exercise any of the rights or benefits granted under this Contract where Sponsor is in breach of any Sponsorship Fee payment obligations provided in clause 6.1.
6.3 The Organisers may cancel and/or resell the Sponsorship where Sponsor’ payment of the Sponsorship Fee has not been received by the agreed due dates and sponsor shall have no right to claim compensation in such event.
6.4 Sponsor shall further be responsible for obtaining any tax identification numbers and/or paying any taxes, license or use fees, if applicable, assessed by any relevant authority on Sponsor’s participation at the Event.
7.1 During the Event, Sponsor shall be solely responsible for the conduct of its employees, agents, contractors, and subcontractors and shall ensure that they observe these Terms and Conditions at all times and ensure that they do not damage the Exhibition Centre or any of the other venues used by the Event for related breakfasts, luncheons and/or dinners/receptions. Sponsor must not permit anything which causes or may cause a nuisance or, in the sole opinion of Organisers, does not conform with the general standards and character of the Event or local customs. Moving or working exhibits shall only be operated by persons authorised by Sponsor and shall not be left unattended by such authorised persons any time the Event is in session. Sponsor will not engage in any joint promotional activity or co-branding or otherwise use the Sponsorship with or in connection with any third party or unauthorised brand of Sponsor without organiser's prior written consent which grant shall be in organiser's sole discretion.
7.2 All Sponsorship Items must be confined to the area of the Exhibition Space and may not be located or extend beyond such area. Sponsor’s advertising literature may be distributed from the Exhibition Space only. Sponsor may not alter in any way the physical structure or fixtures of the Exhibition Centre.
7.3 Sponsor will ensure that all articles, goods, advertisements, signs, and any other materials exhibited comply with applicable laws, are respectful of and consistent with the cultural norms where the Event is held, are free from any offensive or defamatory matters, do not infringe any copyright, trademark, design, patent, or other intellectual property rights of any third parties and conform with any statutory provisions or regulations relating thereto. Sponsor will indemnify Organiser in respect of any loss, costs, liabilities, damages or adverse claims suffered, including legal costs and any other professional fees, arising from or in connection with a breach of this clause 7.3.
7.4 Organiser will at all times have complete control over admission and admission policies relating to delegates and other attendees of the Event.
7.5 Both parties shall not do or allow anything to be done which may denigrate or prejudice either parties trademarks, names or logos or which may damage the commercial reputation of either Party or bring either Party or the Exhibition Centre Operator or the Event into disrepute.
7.6 If Sponsor commits any material breach of its obligations under this Contract, under the Sponsor’s Manual or under any other written or oral instructions, given by Organiser in accordance with clause 5, Organiser may, without prejudice to all other rights of Organiser, require Sponsor and any of its representatives to vacate the Exhibition Space or any other related activity of the Event immediately and Organiser shall be entitled, at Sponsor’s expense, to remove Sponsor’s property and personnel from the Exhibition Centre.
8.1 The Sponsor agrees to either: a) take out and/or maintain at all times (and at Organiser’s request provide evidence thereof) adequate insurance to fully protect the Organisers and its affiliates, service contractors, and the Exhibition Centre and the Exhibition Centre Operator and attendees of the Event from any and all claims, arising from Sponsor’s activities at or related to the Event, including public liability and employee liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than US$5,000,000 (or its equivalent); or b) indemnify the Organiser, the Exhibition Centre, the Exhibition Centre Operator and any third parties on the exhibition Site (e.g., Event attendees, workers, etc.)“collectively the Indemnified Parties” against any claims related to bodily injury or other harm proven to have arisen directly as a result of Sponsor’s actions in the area designated to the Sponsor within the Exhibition Centre or from any of Sponsors employees or agents at the Exhibition Site, provided that the alleged claims did not arise or are not attributable to any Indemnified Parties' proven negligence or misconduct. Should sponsor not be able to establish to Organiser's reasonable satisfaction its ability to provide adequate indemnity amount, Organiser may request a sufficient indemnity guaranty from a Sponsor affiliate company.
8.2 The Organiser shall, at its sole cost and expense, obtain and maintain from reputable and financially secure insurers, adequate insurances to satisfy the relevant legal requirements and/or as would be affected by a prudent organizer in line with good industry practice.
9.1 By executing and submitting the Sponsorship Application for the Event, Sponsor hereby releases the Organisers, the Exhibition Centre, the Exhibition Centre Operator and their respective affiliates, representatives, employees, and agents from any and all liability for, any damage, loss, harm, or injury to the person or any property of Sponsor or any of its officers, directors, employees, agents, representatives, or invitees resulting from, or arising out of submission of an Sponsorship Application and/or participation in, or Sponsorship of, the Event. In no event shall the Organisers, the Exhibition Centre, the Exhibition Centre Operator or any of its affiliates, representatives, employees and agents, be liable for (1) loss of profits (whether considered to be a direct or indirect loss), (2) loss of business, (3) loss of goods, (4) depletion of goodwill and/or damage to reputation, (5) loss of anticipated savings, (6) loss of contract, (7) loss of use, (8) loss of, or corruption of, data or information or (9) any special, incidental, indirect, punitive, or consequential damages arising out of or in connection with this Contract. The maximum liability of the Organisers and its affiliates, representatives, employees, and agents and Sponsor’s remedy for any claim of loss or damage arising from or related to this Contract, regardless of the form of action, shall be limited to the Sponsorship Fees paid to the Organisers hereunder. Sponsor and Organiser each agree to initially seek to satisfy any claim for loss or damage through any available insurance coverage of Sponsor or Organiser before making a claim against the other. Sponsor further agrees that the Organisers will not be liable in the event of any errors or omissions in any materials provided by the Organisers. Sponsor acknowledges and agrees that the Organisers makes no representation or warranties with respect to the number of Attendees or the demographic makeup of Attendees at the Event.
9.2 Sponsor shall indemnify and keep indemnified the Organisers, its affiliates and their respective officers, directors, shareholders, employees and agents, the Exhibition Centre and the Exhibition Centre Operator, against all third party claims, liabilities, losses, suits, damages, judgements, expenses, and reasonable costs (including reasonable legal costs) and charges of any kind arising ("Loss") from any breach, default or negligence of Sponsor or its employees, servants, or agents, except to the extent any such claims may be directly and solely attributable to the gross negligence or wilful misconduct of Organiser or its employees, servants, or agents.In the event of any third party claims, both Sponsor and Organiser agree to initially seek to satisfy any claim for loss or damage through any available insurance coverage.
9.3 All items or property that are brought to, displayed at, and removed from, the Exhibition Centre are and remain at the risk of Sponsor.
10.1 This Contract may be terminated by the Organisers by written notice to Sponsor upon the occurrence of any of the following events:
I. the Exhibition Centre becomes unfit for occupancy and use, and Organiser is unable, using reasonable commercial efforts, to obtain a suitable alternative venue;
II. the Event cannot proceed due to any event outside the control of Organiser (including force majeure events, but also including, but not limited to, sanctions, boycotts, wars, embargoes, lockdowns or quarantines or health restrictions (pandemic), whether or not such are declared and/or deemed force majeure events) which make the hosting of the event impracticable for commercial, political or health & safety reasons); or
III. payment of the Sponsorship Fees are not made by Sponsor in accordance with the payment terms in clause 6 above.
10.2 This Contract may be terminated forthwith by either Party by written notice to the other if: (i) the other Party is in material breach of any of the terms and conditions of this Contract or in breach of any applicable legislation, rule or regulation; and such breach cannot be cured within 15 days’ notice of such breach being notified to the breaching Party or (ii) the other Party becomes bankrupt or goes into liquidation, receivership or administration or, in the reasonable opinion of the solvent Party, becomes otherwise insolvent.
10.3 Upon termination of this Contract pursuant to clause 10.1 (i) or (ii), any advance payments of the Sponsorship Fee made in respect of this Contract shall be repaid to Sponsor, less any reasonably substantiated time and expenses incurred by Organiser (including fees attributed to Community Engagement Benefits incurred) relating to the Sponsorship.
10.4 If none of the early termination events set out in this clause 10 occur, this Contract will automatically expire 30 days after the Event.
Sponsor, by giving notice of its intention in writing, may cancel or withdraw from the Sponsorship, provided that Sponsor shall be liable to the Organisers who shall be entitled to receive or retain from Sponsor the following amount of the Sponsorship Fee in accordance with the following time schedule:
(i) 25% non-refundable
(ii) no later than 9 months prior to the Event 50% of the Sponsorship Fee
(iii) no later than 6 months prior to the Event 100% of the Sponsorship Fee.
Organiser may, in its sole discretion but without obligation, offer to credit any Sponsorship Fee amounts retained by Organiser, and which are not applied to cover any substantiated time and expenses incurred by Organiser prior to any cancelation, against any sponsorship fees payable by Sponsor for future event(s) of Organiser.
Sponsor must comply at all times with all applicable laws and regulations of the country where the exhibition portion of the Event is held and shall be responsible for ensuring that its employees, agents, and servants observe and comply with the same. and for obtaining all consents, approvals, authorities, licenses, and the like as may be requisite to its participation in the exhibition centre portion of the Event.
13.1 Any dispute, controversy or claim arising out of or in connection with this Contract, including the breach, termination or invalidity thereof (a “Dispute”), will first be referred to a member of each Party’s senior management, who will use reasonable endeavours to resolve the Dispute amicably. In the event the Parties are unable to resolve the Dispute amicably within a period of thirty (30) calendar days from the date of referring the Dispute to senior management, then either Party may refer the Dispute for resolution pursuant to clause 13.2.
13.2 This Contract shall be governed, construed and shall take effect in accordance with the Dubai International Financial Centre (DIFC) Courts in accordance with the DIFC courts rules and procedures
13.3 This Contract is agreed and executed and shall be governed by the English language. In any dispute relating to any other language version of this Contract, the English language shall govern.
From time to time, photographs, motion pictures and/or video recordings may be made at the Event or in the Exhibition Centre, which recordings may include images of Sponsor, its employees, agents and related merchandise signs and displays. Sponsor shall not hinder, obstruct or interfere in any way with such photography or recordings whether by the Organisers, its agents, Attendees, or other exhibitors, and Sponsor hereby consents to the Organisers’ use of such recordings for commercial purposes related to the event or otherwise. For the duration of the event, to the extent necessary to fulfil the Organisers’ express obligations under this Contract, Sponsor hereby grants the Organisers a non-exclusive, royalty-free, irrevocable, non-transferable, worldwide license (without the right to sublicense) to use Sponsor’s trademarks, service marks, logos, trade names, copyrighted content, hypertext links, domain names, icons, buttons, banners, graphic files, and images in relation to the promotion and hosting and media coverage of the Event. Sponsor shall indemnify, defend, and hold Organiser harmless from and against any claims arising out of, or relating directly or indirectly to, content on their respective web sites, use of Sponsor’s trademarks and logos and Sponsor Materials. Unless Sponsor specifically requests otherwise, Organiser may also use the above items and images of Sponsor in Organiser’s promotion and marketing of similar future events organised by Organiser. By providing the Organisers the email addresses set forth on the Sponsorship Application, Sponsor hereby consents to receiving unsolicited commercial email messages from the Organisers, its affiliates and partners, as well as third parties licensed to send such messages to Sponsor by any of the foregoing. By providing the data herein, Sponsor agrees that such data may be used by the Organisers and its parent and subsidiaries and their affiliates anywhere in the world.
15.1 In the event that a Party is prevented, materially hindered or delayed in performing any of its obligations under this Contract (the “Affected Party”) for any reason beyond its reasonable control, including without limitation by acts of God, flood, drought, earthquake, volcanic eruption, or other natural disaster, epidemic or pandemic (whether or not so declared by the World Health Organization and including recurrences of Covid-19 or similar variants thereof even though foreseeable), or any other widespread communicable disease, terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, nuclear, chemical or biological contamination or sonic boom, any law or any action taken by a government or public authority, including the imposition of sanctions, embargos, boycotts or breaking off of diplomatic relations, export or import restrictions (whether goods or services), quotas or prohibitions, business or employee lockdowns, labour shortages or labour strikes, or failing to grant a necessary licence, permit or consent, collapse of buildings, fire, explosion or accident (all or similar occurrences being a “Force Majeure Event”), the Affected Party (provided such Affected Party have not caused the occurrence of such event being claimed Force Majeure Event) shall not be in breach of this Contractor otherwise liable for any such failure or delay in the performance of such obligations during the period of such Force Majeure Event. The Affected Party shall promptly notify the other Party of the Force Majeure Event and the reasons why it will prevent performance of its obligations. The time of performance of the Affected Party’s performance of its obligations shall be extended accordingly during the Force Majeure Event.
15.2 If the Force Majeure Event prevents, hinders or delays a Affected Party's performance of its obligations for a continuous period of more than 6 months either Party may terminate this Contract by giving written notice to the other Party at the end of that period. In such event, the Sponsor shall be entitled to a refund of the Sponsorship Fees paid or owing under the Contract, less any reasonably substantiated time and expenses incurred by Organiser in initially onboarding the Sponsor and/or attributable to pre-event marketing and other event costs, but in no event shall the amount retained by Organiser be less than 25% of the Sponsorship Fee. In the event that such Force Majeure Event hinders the Organiser’s performance of its obligations to deliver an onsite, physical conference Event, the Organiser may, in its sole discretion, choose to deliver a remote digital conference Event in its place. Both parties shall in good faith discuss any adjustment in the Sponsorship Fee based on the variances in the time and costs associated with Organiser staging a remote digital Event versus an onsite physical Event.
16.1 All warranties, conditions and other terms implied by statute or common law and not expressly included in this Contract are, to the fullest extent permitted by law, excluded from this Contract.
16.2 Nothing in this Contract limits or excludes the liability of a Party (1) for death or personal injury resulting from gross negligence of a Party or (2) the fraud or fraudulent misrepresentation or grossly negligent actions of a Party or for any other liability of a Party which cannot be excluded as a matter of law.
16.3 This Contract and information relating to the business or affairs of each of the Parties as well as any and all information in relation to this Contract to which confidentiality is capable of attaching (whether or not such information is reduced to a tangible form or is marked in writing or designated orally as “confidential”) will be considered for the purposes of this Contract to be Confidential Information. Each of the Organisers and Sponsor will (1) not use Confidential Information other than for the purposes of exercising its rights or performing its obligations under this Contract and (2) not disclose any Confidential Information to any third party except with the prior written consent of the other Party.
16.4 Any Confidential Information held by a Party must be returned to the disclosing Party on the termination of this Contract or at the written request of the disclosing Party.
16.5 Clauses 7.3, 9, 13, 14 and 16 will survive termination of this Contract.
16.6 This Contract constitutes the whole agreement between the Parties and supersedes all previous agreements whether written or oral between the Parties relating to its subject matter. No variation of this Contract will be valid unless it is in writing and signed by or on behalf of both Parties.
16.7 Nothing in this Contract is intended to, or will be deemed to, constitute a partnership or joint venture of any kind between the Parties, nor constitute either Party the agent of the other Party for any purpose. Neither Party will have authority to act as agent for, or to bind, the other Party in any way.
16.8 If any provision of this Contract is held by any competent authority to be invalid or unenforceable, the remaining valid provisions and the remaining valid portion of the provision in question will not be affected..
16.9 A person who is not a Party to this Contract will have no rights or claim under this Contract against either of the Parties.
16.10 The Organiser recognises its responsibility to protect our planet and is dedicated to minimising its impact on the environment. We strive to uphold this commitment both through our client service and through decarbonising our own operations. As part of our sustainability efforts, we are introducing an initiative to calculate the Events carbon footprint.
Sponsor agrees to submit a report on the sustainability aspects of their stand and event participation. The report must include information on build materials, transport logistics, waste and recycling, travel details and energy usage. Sponsor will be given a short form to complete with these details which must be completed upon submission of event stand design.