Qatar National Tourism Council Hosted Buyers Scheme Terms and Conditions
Please read these Terms and Conditions carefully.
1. Accompanying Complimentary Services
1.1 As part of the acceptance onto the Hosted Buyer Program, Hosted Buyers will receive:
- Return economy flights from selected destination (for Fully Hosted Buyers only)
- Accommodation in a 4/5-star quality hotel for two nights for Hosted Buyers residing in Doha
- Coach transfers in Doha Between airport, hotel and DECC, Doha Exhibition Convention center or QNCC, Qatar National Convention Centre
- Admission to “Exhibition Name”
- Admission to official “Exhibition Name” networking events
- Admission to “Exhibition Name” educational seminars
- Opportunities to apply for post event tours (if any and if offered by Exhibition Organizer for Fully Hosted Buyers only)
- Refreshments in the Hosted Buyers lounge at “Exhibition Name”
- Pre-Scheduled Appointments with participating local SME’s and other exhibitors of their choice
- ALL other costs and incidental expenses are the responsibility of the Hosted Buyer. Examples include:
- Private transfers
- Food and beverage outside of the official functions
- Flight upgrades
- Hotel upgrades
- Additional night’s accommodation
- Personal extras
- Travel insurance
- Visa cost (Invitation letter is provided by Exhibition Organizer)
2.1 As a condition of receiving the complimentary services from Qatar National Council through “Exhibition Organizer Name”, Hosted Buyers will be required to:
- Actively participate in the Pre-Scheduled Appointment Program; Hosted Buyers will be required to select twenty (20) Exhibitor Appointment Preferences per day of attendance and rank in order of importance, completing the number of appointment selections within the stated timeframe given by the Exhibition Organizer Team.
- Attend a minimum number of 20 Pre-Scheduled Appointments (PSA) per day of attendance at the Exhibition (excluding Destination Presentation sessions - if any).
- Select one mandatory Destination Presentation per day of attendance at the Exhibition.
- Attendance at all Pre-Scheduled Appointments on-site unless the Exhibitor is in agreement and the Exhibition Organizer Team has been informed.
- All Pre-Scheduled Appointments, Destination Presentations and education will be both English and Arabic unless otherwise stated.
- Wear business dress as a condition of entry to the Exhibition
2.2 Failure by any person to comply with the requirements state above may result in a review of the person’s Hosted Buyer status and / or exclusion from the Qatar National Tourism Council Buyer Program and future Qatar National Tourism Council Hosted Buyer Programs without refund of any sums that may have already been paid by that person. A significant shortfall by the Hosted Buyer on the minimum commitment with respect to attending appointments and Destination Presentation sessions shall be treated by Qatar National Tourism Council through “Exhibition Organizer Name” as a No Show and No Show fees will apply (see “No Show” section below). Attendance at the above will be monitored on site by the “Exhibition Organizer Name” Team and inspected by Qatar National Tourism Council.
2.3 If two or more people from the same organization attend “Exhibition Name” as Fully Hosted Buyers, then they must conduct their PSA’s individually.
3. Travel and Accommodation
3.1 “Exhibition Organizer Name” is responsible for coordinating the Hosted Buyer’s participation at “Exhibition name”, including accommodation, transfers and appointment settings. Travel will be arranged on dates suitable for attendance at the Exhibition. Please note that these arrangements are non-transferable. The travel times will be allocated to ensure maximum time at the Exhibition. Travel changes requested by the Hosted Buyer (Fully Hosted with travel) are subject to availability and cancellation of travel may incur a fee (see “Cancellation” section bellow). Any additional costs in reaching the agreed departure port will be the responsibility of the Hosted Buyer. All travel provided by Qatar National Tourism Council shall be standard economy fare. No upgrades or use of frequent flyer miles are organized by Qatar National Tourism Council.
3.2 Buyers in reimbursement
Only the cost of the flight ticket (including taxes, charges and 1 piece of checked in luggage) will be reimbursed up to the maximum amount agreed.
Qatar National Tourism Council will not reimburse the cost of upgrades, priority boarding, change fees, pre-assigned seating fees or travel insurance.
Qatar National Tourism Council will not reimburse flights that have been booked using frequent flyer or air miles.
Qatar National Tourism Council will not reimburse flights that have not been authorized by Qatar National Tourism Council prior to booking.
Payment will only be made if an acceptable ‘proof ticket’ is provided. An e-ticket receipt or a copy of paper tickets sent by email is acceptable.
Reimbursement will be made in Qatar Riyals. Flights booked in other currencies will be calculated using the current rate at the time of authorizing the Hosted Buyer’s reimbursement.
Reimbursement of flight costs will be processed buy Qatar National Tourism Council through “Exhibition Organizer Name” between 30 to 60 days, once attendance at “Exhibition Name” has been validated and all information (e-ticket including total cost and Hosted Buyer’s bank details) has been received by “Exhibition Organizer Name” and submitted to Qatar National Tourism Council.
Qatar National Tourism Council will not reimburse flight costs for Hosted Buyers who cancel their participation or do not attend the minimum number of Pre-Scheduled appointments or Destination Presentations for whatsoever reason.
3.3 Qatar National Tourism Council through “Exhibition Organizer Name” will provide the Hosted Buyer with return transfers from Hamad International Airport to the venue and from the venue to their accommodation (booked by “Exhibition Organizer Name”) in Doha as per the transportation schedule.
3.4 Qatar National Tourism Council through “Exhibition Organizer Name” will provide the Hosted Buyer with the offered number of nights’ accommodation, in Doha (depending on the package offered) during the Exhibition. This will be on a room only single occupancy basis. Qatar National Tourism Council will not be responsible for extra room costs incurred during the stay. Any accidentals (eg. minibar/laundry) must be settled by the Hosted Buyer on check out. Any room upgrades will be solely at the discretion of the hotel management.
3.5 Travel change requests will be considered on a case by case basis. Qatar National Tourism Council through “Exhibition Name” reserves the right to make charges for travel changes. One month prior to the “Exhibition Name” there may be no charge, unless the Hosted Buyer has confirmed his or her flights. The “Exhibition Organizer Name” Team will notify the Hosted Buyer the total costs to be incurred before proceeding with travel change. All Travel change charges will be charged ti the credit card submitted by the Hosted Buyer at the point of registration.
4. Cancellation and No -Shows
4.1 Cancellation fees for Fully Hosted Buyers: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Exhibition with no penalty on or before one month prior to the “Exhibition Name” unless the flight has been agreed and confirmed. If the flight has been confirmed or booked on a published fare, the cost of the flight will be charged. Cancellations received after the one-month period prior to the exhibition will incur a fee of 1500 US Dollars for Hosted Buyers.
4.2 No Show: Hosted Buyers who do not inform the Qatar National Tourism Council through “Exhibition Organizer Name” of their cancellation in writing one month prior to “Exhibition Name” opening, do not attend the Exhibition or the required number of PSAs and destination Presentations or miss two (2) or more of their PSAs will incur a No Show fee.
4.3 Cancellation of attendance fees, no Show fees and flight and name change, and cancellation fees shall be payable by the Hosted Buyer within 14 days of the closing date of “Exhibition Name”. Qatar National Tourism Council through “Exhibition Organizer Name” shall take payment of such fees from the Hosted Buyer’s credit card (details of which must be provided by the Hosted Buyer on registration) no longer than six weeks after the closing date of “Exhibition name” (if the payment has not been made by other means). Qatar National Tourism Council through “Exhibition Organizer Name” will provide the Buyer with a receipt in respect of such credit card charges.
4.4 All cancellations must be received by Qatar National Tourism Council through “Exhibition Organizer Name” by email as per the dates above and must be acknowledged by Qatar National Tourism Council to be effective. In case of cancellation charges, these will be debited from the credit card submitted at the point of registration. No charges will be made without prior notification to the Hosted Buyer. Qatar National Tourism Council through “Exhibition Organizer Name” will provide an invoice or receipt where required.
4.5 Medical cancellation: Any Hosted Buyer who cancels due to a medical reason must provide a medical certificate within one week of notification or the Hosted Buyer will be charged cancellation fees (see above). All medical certificates must be in English or Arabic, not hand written, and with an official stamp and signature.
4.6 The Hosted Buyer agrees that the above charges are a responsible pre-estimate of the loss suffered by Qatar National Tourism Council through “Exhibition Organizer Name” in the event of the Hosted Buyer breaching these Terms and Conditions.
4.7 Replacements: Invitations to Hosted Buyers are at the discretion of Qatar National Tourism Council. In instances where a Hosted Buyer needs to cancel their participation, they may request that a colleague from their organization attends as a replacement. On the condition that the replacement is accepted by the Qatar National Tourism Council through “Exhibition Organizer Name”, a cancellation fee will not apply (other than flight cancellation / change fee, if applicable).
5. Post Event Tours
Post Event tours (if offered) are organized by the host destination or the Exhibition Organizer
5.1 Hosted Buyers are accepted by the host destination on the basis that they meet the criteria determined by the host destination. After the Hosted Buyer has been approved to attend “Exhibition name”, the Tour Host will review the application and Qatar National Tourism Council through “Exhibition Organizer Name” will notify the Hosted Buyer on the Tour Host’s decision separately. All tours are subject to a review process – registering an interest in the application does not guarantee a place on the tour.
5.2 Places are limited by number, country of origin, buyer type and flight schedules. Hosted Buyers can only apply and be considered for one tour.
5.3 Travel to the Post Event Tours is coordinated by the host decision.
5.4 Accommodation and the full tour itinerary are the sole responsibility of the host destination for the duration of the trip.
5.5 Hosted Buyers who wish to cancel their participation in a Post Event Tour must inform the Qatar National Tourism Council through “Exhibition Organizer Name”.
5.6 Cancellations for Post Event Tours received on or before one month prior to “Exhibition Name” opening date do not incur a fee, unless the flight has been agreed and confirmed. If the flight has been confirmed or booked on a published fare, the cost of the flight will be charged to the Hosted Buyer.
5.7 Cancellations for Post Event Tours received after the one month prior to “Exhibition Name” opening date will incur a fee to cover any costs incurred for flights and accommodation relating to the Post Event Tour up to the date of cancellation and will be advised at the time of cancellation.
5.8 In case of cancellation and No-Show charges, these will be charged to the credit card submitted by the Hosted Buyer at the point of registration. No charges will be made without prior notification to the Hosted Buyer.
6. Exclusion of Liability
6.1 Qatar National Tourism Council takes no responsibility:
- For Hosted Buyers who miss their flight/travel arrangements.
- For the insolvency of failure of any airline company or hotel or ground handling company or other supplier.
- For flights/travel cancellation or delay.
- If the Hosted Buyer is refused permission to board the aircraft or other mode of transport or is refused entry to any country.
- For any delay or loss of baggage or excess baggage charges – any subsequent dispute shall be directly between the hosted Buyer and the airline.
- For hotel expenses (excluding the cost of the hotel room only) which must be settled with the hotel prior to departure.
- For any claims or liability in relation to any Post Event Tours might be organized by the host destination.
- Any replacement travel arrangement and other costs incurred in relation to the above will be at the expense of the Hosted Buyer or airline, where appropriate.
6.2 The Hosted Buyer must obtain their own adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers take out adequate travel insurance to cover the instances referred to in paragraph 6.1, insurance for their baggage and medical insurance.
6.3 Individual visa requirements, travel permits, other licenses and inoculation will be the sole responsibility of the Hosted Buyer including any necessary costs incurred.
6.4 Qatar National Tourism Council, its agents, its employees, and its subcontractors shall not be liable for loss, damage, or delay resulting from acts or threats of war, hijack, terrorist activity, civil commotion, industrial disputes, fuel shortage, natural disasters or adverse weather conditions, strikes or lockouts interventions or regulation, military activity or any other circumstances outside Qatar National Tourism Council’s or its subcontractors’ control which shall make it impossible or inadvisable for Qatar National Tourism Council and/or the “Exhibition Organizer Name” to hold the Exhibition at the time and place provided or makes it impossible to get the Hosted Buyers to the Exhibition or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. Reed Exhibition Limited reserves the right to re-schedule the Exhibition at another date and/or at an alternative site.
6.5 Qatar National Tourism Council shall not be liable to the Hosted Buyer in contract, tort or otherwise for any loss profit, loss of business or revenue, loss of anticipated savings or any indirect or consequential loss or damage, costs or expenses arising out of or in connection with the Hosted Buyers attendance at the Exhibition.
6.6 Qatar National Tourism Council shall not be liable for the death or personal injury of any Hosted Buyer save where such liability cannot be excluded under English law.
6.7 Qatar National Tourism Council’s liability to the Hosted Buyer or in respect of their attendance at the Exhibition under these Terms and Conditions whether in contract, tort or otherwise shall not exceed 1500 US Dollars.
7.1 Completion of an online or other application form applying to become a Hosted Buyer at the Exhibition does not automatically guarantee a place on the Qatar National Tourism Council Hosted Buyer Program. Applicants will be notified by the “Exhibition Organizer Team” if their application is successful. The Qatar National Tourism Council’s decision is final. Only one application form lay be completed by each proposed participant and only the first application form will be reviewed. Applicants must be aged 18 or over.
7.2 Successful applicants will only be accepted as Hosted Buyers if they have read and agreed to these Terms and Conditions and Admission Policy and have ticked the relevant boxes on the online application form and have provided valid credit card details.
7.3 All sections of the application form must be completed. Failure to do so will result in the application not being processed.
7.4 All applicants for the Hosted Buyer Program are required to supply valid credit card details as part of the application.
7.5 Persons accompanying the Hosted Buyer (such as spouses or family) are not included in any offer regarding the Hosted Buyer Program.
7.6 Participants who are not accepted on the Hosted Buyer Program will have the opportunity to attend the Exhibition as Trade Visitors.
7.7 These Terms and Conditions and any dispute, controversy, proceeding or claim of whatever nature arising out of or in any way relating to them, the validity and performance hereof or their formation (including any non-contractual disputes or claims), shall be governed by and construed in accordance with Qatar law (save that the conflicts or law principles will be expressly excluded).
7.8 Qatar National Tourism Council will use the Hosted Buyer’s personal information for the purpose of fulfilling these Terms and Condition, including disclosure to travel and destination management companies, conferences service providers as well as our exhibitors in connection with your attendance at the Exhibition, and subject to Qatar National Tourism Council privacy police.
“Qatar National Tourism Council Hosted Buyer Scheme” is registered trademarks of Qatar National Tourism Council.
In these Terms and Conditions, the following words have the below meanings unless the context otherwise requires:
“Exhibition Name” or “Exhibition” means the exhibition to be held at Qatar National Convention Center (QNCC) or Doha Exhibition Convention Center (DECC) by officially licensed Exhibitions Organizers in Qatar.
“Exhibitors” means exhibitors who have contracted with “Exhibition Organizers Name” to take stand space at the Exhibition.
“Hosted Buyers” or “Buyers” means the meetings, events and business travel professional who has applied to be a Hosted Buyer and has agreed to theses Terms and Conditions and has been accepted by Qatar National Tourism Council through “Exhibition Organizer Name” to attend the Exhibition as a buyer of meetings, events and business travel products and services where complimentary accommodation, transfers and/or flights are provided by Qatar National Tourism Council through “Exhibition Organizer Name”.
“Pre-Scheduled Appointments (PSA)” means the appointment matching program operated by Qatar National Tourism Council through “Exhibition Organizer Name” to coordinate the appointments of the Hosted Buyer with Exhibitors based on preselected exhibitor appointment preferences. “Pre-Scheduled Appointments” shall be conducted accordingly during the Exhibition.
“Destination Presentation means sessions hosted by Destination Exhibitors. Each Destination Presentation session will last for 20 minutes.
“No Show” means as referred to in section 4.
“Travel” means transportation arranged by Qatar National Tourism Council through “Exhibition Organizer Name” by air, rail or bus as appropriate for the use of Hosted Buyers. For the avoidance of doubt, it does not include transportation by private vehicle or any transportation nor arranged by Qatar National Tourism Council through “Exhibition Organizer Name”.
Small and Medium Enterprises shall mean: the companies registered in accordance with the laws of the State of Qatar, where the number of labor force does not exceed two hundred and fifty (250) employees (with the exception of companies operating in the creative industries sector and where the number of labor force shall not exceed one hundred (100) employees), and with an annual turnover that does not exceed on hundred (100) million Qatari Riyals, (See Appendix 1).