Terms & Conditions

These Terms & Conditions ("Conditions") govern your participation in the Health Tourism Future Forum (HTF) 2026 ("Event"), held at Fairmont Riyadh on 30 November – 2 December 2026, organized by the Health Tourism Association ("HTA") ("Organizer"). By submitting a Booking Form or completing a registration that includes a paid Package, you ("Client") agree to these Conditions in full. The Booking Form together with these Conditions forms the Contract between the Client and the Organizer.

Cancellation refund schedule — see section 15 for full terms.

Cancellation request received	Refund
More than 120 days before the Event	100% of fees
90 – 120 days before the Event	75% of fees
60 – 90 days before the Event	50% of fees
Less than 60 days before the Event	No refund

1. Definitions

In these Conditions, the following terms have the following meanings:

• Booking Form — the registration or order form to which these Conditions are attached or by reference incorporated, setting out the details of the Package the Client is purchasing.
• Calendar Year — a full twelve-month period beginning January 1 and ending December 31.
• Client — the person, company, organization, association, or other entity named in the Booking Form as purchasing the Package.
• Conditions — these terms and conditions.
• Contract — together, these Conditions and the Booking Form.
• Data Protection Law — all laws relating to data protection and privacy applicable to any territory where the Organizer or Client processes personal data, including the Saudi Personal Data Protection Law (PDPL) and, where applicable, the EU General Data Protection Regulation (Regulation (EU) 2016/679).
• Devices — any visitor lead-capture application, barcode scanner, or similar device used to scan attendee badges.
• Directory — any online product, service, exhibitor, sponsor, or attendee directory associated with the Event, in printed or digital form.
• Event — the Health Tourism Future Forum 2026, including any related exhibition, conference, show, or program organized by the Organizer.
• Fees — the fees payable by the Client for the Package set out in the Booking Form.
• Force Majeure Event — any event or circumstance arising that is outside the Organizer's reasonable control (governmental regulation, embargo, terrorism, war, civil commotion, riot, epidemic, pandemic, fire, acts of God, flood, drought, earthquake, natural disaster, third-party contractor failure, venue damage, industrial dispute, interruption or failure of utility service, or chemical or biological contamination).
• Intellectual Property Rights — trade marks, trade names, domain names, logos, rights in design, copyrights, database rights, moral rights, goodwill, rights of confidence, know-how, trade secrets, and all other intellectual property rights worldwide.
• Marketing Services — any marketing-services element of the Sponsorship/Package set out in the Booking Form.
• Materials — content, products, and information provided by Client (or Client's personnel) including descriptions of products and services, logos, copy, text, photographs, audios, videos, artwork, and content session data.
• Online Area — any virtual exhibition space or other online area within the Platform allocated to Client.
• Opening Date — the first date on which the Event is scheduled to be open to members of the public.
• Organizer — Health Tourism Club or whoever is authorized by HTC to organize the Event.
• Package — the Space, Sponsorship, Directory, Devices, and/or Online Area purchased by Client as set out in the Booking Form.
• Personnel — Client's employees, consultants, agents, or representatives engaged in connection with the Event.
• Platform — the online environment and technology solution via which certain elements of the Package are made available; accessible through the Website.
• Reportable Breach — any breach of security leading to accidental, unauthorized, or unlawful processing of, destruction of, loss of, corruption of, alteration to, or access to personal data.
• Space — physical exhibition space allocated to Client as set out in the Booking Form.
• Sponsorship — any sponsorship or promotional element of the Package set out in the Booking Form.
• Venue — the venue at which the Event is to be staged.
• Website — any website address or application made available by the Organizer through which the Platform is accessible.

2. Package

Once submitted to the Organizer, a Booking Form constitutes an offer to purchase a Package in accordance with these Conditions and is irrevocable by Client. Submission of a Booking Form does not guarantee that Client will be: (i) permitted to exhibit or otherwise participate in the Event, (ii) assigned a particular exhibit hall, location, or position within the Venue, or (iii) provided with the actual Package (including the amount of Space and/or Sponsorship requested). Organizer reserves the right to reject any Booking Form. A binding contract only comes into effect when acceptance is sent by the Organizer to Client (whether by email or otherwise). Except as set out in these Conditions, no variation of the Contract — including any updates to the Package — will be effective unless agreed in writing by both parties.

3. Fees

Client shall pay the Fees in cleared funds in accordance with the payment terms stated in the Booking Form. Organizer will have no liability if the Fees (or any portion of the Fees) fail to enter the bank account specified by the Organizer in the Booking Form, including for any reason of loss, damage, cost, claim, or expense suffered or incurred by Client and/or any of its Personnel arising out of or in connection with third-party fraud, identity theft, or other scam. Payment of the Fees into the Organizer's designated bank account will satisfy Client's payment obligations.

It is the parties' intent that Organizer receives the Fees in full, and that bank charges and applicable VAT, GST, sales, or service taxes are paid by Client (in addition to the Fees). Where withholding taxes apply, Client shall pay such taxes directly to the relevant tax authority and provide Organizer with a valid certificate.

4. Client's General Obligations

Client shall comply with all laws (including those relating to anti-bribery, anti-corruption, trade sanctions, modern slavery, and export controls), all rules and instructions issued by the Organizer or Owners, and all health, safety, and security requirements.

Client warrants and undertakes that: (i) it has the right to enter into this Contract, (ii) the person signing on its behalf has the requisite authority, and (iii) Client and its Personnel must not act in any manner that causes offence, annoyance, nuisance, or inconvenience to the Organizer, Owners, or any other attendee — and must not do anything that adversely affects the reputation of the Event or causes damage to the Venue.

5. Data Protection

Each party acknowledges that it is responsible for its own processing of personal data in connection with this Contract, including any processing of personal data pursuant to a Data List (as defined in 5.2). The parties agree that each is a data controller for the purposes of the Saudi PDPL and, where applicable, GDPR (Regulation (EU) 2016/679). Each party shall: (i) only process personal data in compliance with and shall not cause the other party to be in breach of Data Protection Law, and (ii) reasonably co-operate with the other party in providing such information and assistance as the other may reasonably require under Data Protection Law.

If either party becomes aware of a Reportable Breach relating to the processing of personal data, it shall: (i) provide the other party with reasonable details without undue delay, and (ii) act reasonably in co-operating with the other party in respect of such notifications to data subjects and supervisory authorities.

Organizer collects, uses, and protects personal data in accordance with its privacy policy, available at www.saudihtf.com/privacy.

6. Specific terms related to Space (exhibitors)

Organizer reserves the right at any time to make alterations to the floor plan of the Event or in the specification of the Space at its absolute opinion considers to be in the best interests of the Event, including, without limitation, altering the size, shape, or position of the Space and/or the exhibition stand therein and/or changing or closing entrances, exits, and access to the Venue.

Client undertakes: (i) to occupy the Space in time for the opening of the Event, (ii) at all times during the Event to ensure that its Space and exhibition stand are staffed by competent Personnel, clean, tidy, well presented, and free from unsafe materials and items, and (iii) not to close its exhibition stand prior to the closing of the Event.

Client shall not permit the display of any exhibits within Space or otherwise at the Event that do not exclusively relate to Client's own commercial activities. Organizer reserves the right at Client's risk and expense to remove any exhibit or stop any display or demonstration which Organizer in its reasonable opinion considers: (i) contravenes any law or applicable industry regulations or standards, (ii) constitutes counterfeit goods or infringes the Intellectual Property Rights of any third party, (iii) is likely to cause offence, or (iv) does not otherwise comply with these Conditions.

7. Specific terms related to Sponsorship

Client shall: (i) provide Organizer with all Materials within any deadlines specified by Organizer; and (ii) comply with Organizer's specifications and technical requirements in relation to all Materials.

Client warrants and undertakes that the Materials are: (i) accurate and complete; (ii) Client's own original work (of which Client is the copyright owner) or that Client has gained copyright and any other applicable clearance, consent, approval, license, or permission from any relevant third party (including, without limitation, the copyright owner and any regulatory authorities); (iii) not in any way defamatory, libellous, obscene, menacing, threatening, offensive, abusive, or fraudulent; (iv) not in any way illegal nor likely to be subject of any claims, demands, liens, encumbrances or rights of any kind that could or will impair or interfere with Organizer's use of the Materials; and (v) free from any viruses or malware or corrupting elements.

8. Specific terms related to directories

If Client purchases any Directory entry (printed or digital) as part of the Package, the terms of this section apply. The Booking Form may specify that it is mandatory for Client to purchase a Directory entry in connection with the Event.

The length of time that Client is entitled to have a Directory entry live for, and the extent of its coverage within and benefits related to any Directory, will be specified in the Booking Form.

All Directory Content must comply with these Conditions. Organizer reserves the right to remove any Directory Content that it deems offensive, inappropriate, libelous, or non-compliant with these Conditions.

9. Specific terms related to devices

If Client orders any Devices as part of the Package, the terms of this section apply. The Booking Form may specify that it is mandatory for Client to order Devices for use at the Event.

Client acknowledges and agrees that all Devices are provided by Organizer's nominated third-party Device Supplier. Devices enable Client to engage with the lead-capture services provided by Device Supplier; activation and use of the lead-capture services require Client to agree and adhere to Device Supplier's terms of use.

10. Platform & Website usage

Client shall not, and shall procure that its Personnel shall not: (i) copy, reproduce, modify, create any derivative works from, or reverse-engineer any aspect of the Platform and/or Website; (ii) sub-license, rent, lease, transfer, or otherwise assign any rights in and/or to access and/or use the Platform and/or Website to any other person; (iii) use the Platform and/or Website for anything other than their intended purpose; (iv) infringe Organizer's Intellectual Property Rights; (v) knowingly transmit or upload any data containing viruses or other malware; (vi) use the Platform and/or Website in any way that could damage, disable, overburden, impair, or compromise Organizer's systems and/or security; or (vii) use any robots or data-gathering / mining extraction techniques intended to scrape data from the Platform and/or Website.

11. Visitor, delegates & Client personnel badges

Where visitor passes and/or delegate passes are issued as part of the Package, they are issued subject to Organizer's terms and conditions applicable to visitors and/or delegates in force from time to time. Client must be supplied (either by Organizer or the Owners) with passes for its Personnel (as applicable) who are working at the Event; such passes must be produced by Client Personnel on request at the Event. Organizer may refuse entry to any person without a valid pass. Passes are only valid in the name of the person to whom they are issued.

12. Limitation of rights granted

Client's rights in relation to the Event and the Package are strictly limited to those set out in this Contract. Client will be permitted to advertise on its own website and/or social media the fact of its attendance and participation in the Event, including by providing a web link to the Event website. Organizer may at any time and for any reason that Organizer removes any such advertising and Client shall be required to comply with any such request. Client is not permitted to: (i) establish a website specifically related to the Event, and/or (ii) otherwise promote or advertise its association with the Event and/or Organizer, except as expressly stated herein or with the prior written consent of Organizer.

13. Changes to the Event

Notwithstanding any other provision of this Contract, Organizer reserves the right without liability at any time and for any reason to make reasonable changes to the format, content, location, Venue, opening hours, duration, dates, and/or timings of the Event. If any such changes are made, subject to section 13.2, this Contract continues to be binding on both parties, provided that the Package is amended as Organizer considers necessary.

If a Force Majeure Event occurs that Organizer considers makes it illegal, impossible, inadvisable, or impracticable for the physical, onsite, and in-person (i.e. "live") elements of the Event to be staged, any part of the Package that is contingent on such physical, onsite, and in-person elements going ahead shall cease to be provided. Fees remain due in respect of any portion of the Package that does not relate to those physical / in-person elements.

14. Cancellation and changing date(s) of the Event by Organizer

Without prejudice to section 13.2, Organizer reserves the right to cancel the entire Event or change the date(s) of the Event at any time and for any reason (including a Force Majeure Event).

If the date(s) of the Event are changed to new date(s) that are within twelve (12) months of the originally scheduled Opening Date and/or the entire Event is cancelled but is reasonably expected by Organizer to be held at any time in the next Calendar Year (or, in the case of an Event held on a biennial basis, in the next two (2) Calendar Years), this Contract shall continue in full force and effect, and the Package shall be deemed to apply to the Event on the new date(s) or when it is next staged (as applicable) in the same way that they would have applied to the originally scheduled Event. For the avoidance of doubt, nothing in this section 14.2 shall excuse Client from the payment of the Fees in accordance with the payment terms stated in the Booking Form.

15. Cancellation by Client

The application for the Package is irrevocable by Client and, save as expressly stated in these Conditions and/or in the Booking Form, Client has no right to cancel this Contract. Save as expressly set out in these Conditions and/or in the Booking Form, no refunds shall be given, and the Fees shall remain due and payable in full.

To the extent the Booking Form expressly permits cancellation by Client, Client may cancel the Package on written notice to Organizer, except where Organizer has the right to terminate this Contract under section 16.1. Upon any such cancellation by Client, Client shall pay Organizer such cancellation fees as are stated in the Booking Form.

Cancellation refund schedule (PDF section 15.3):

This clause does not constitute any obligation on the Organizer to refund any amounts and does not affect the validity of clauses 14 and 16.

16. Termination

Organizer may terminate this Contract without liability immediately at any time by written notice to Client if: (i) Client is in material breach of any of its obligations under this Contract and the breach is irremediable (or, if the same is capable of remedy, has not been remedied within fourteen (14) days of receiving written notice of the breach); (ii) Client goes into liquidation, is declared insolvent, has an administrator appointed, or ceases to carry on business; or (iii) is convicted of any criminal offence or otherwise so conducts itself as to bring itself, the Event, and/or Organizer into disrepute.

17. Liability and indemnity

Organizer does not make any warranty as to the Event and/or Package in general, including, without limitation, in relation to: (i) the presence, absence, or location of any exhibitor, sponsor, or attendee of the Event; (ii) the number of exhibitors, sponsors, or attendees participating in the Event; and/or (iii) the outcome (commercial or otherwise) that Client may achieve as a result of participating in the Event and/or purchasing any element of the Package.

Subject to section 17.7: (i) Client expressly assumes all risks associated with, resulting from, or arising in connection with Client's and Personnel's participation in and/or presence at the Event and/or Client's and its Personnel's access to and/or use of the Platform and/or the Website; (ii) neither Organizer nor any of its partners or any of his authorized companies shall be liable for any (a) indirect, consequential, special, incidental, or punitive loss or damage, loss of actual or anticipated profits or income, loss of business, loss of opportunity, or loss of goodwill, or (b) loss (or theft) of, injury to, illness of, or damage to the person, property, and effects of Client and/or any of its Personnel; and (iii) Organizer's maximum aggregate liability to Client and its Personnel under this Contract or otherwise in connection with the Event and/or the Package and Client's and Personnel's access to and/or use of the Platform and/or the Website, howsoever arising, shall be limited to the total amount of the Fees paid by Client.

18. Insurance

The Organizer is obligated to issue an insurance policy for the Event in general (Public liability insurance) against others, in addition to obliging its partners and contractors to issue similar documents. The Organizer does not bear responsibility resulting from the failure of exhibitors or participants to issue their own insurance policies, and the participants alone bear responsibility for issuing these documents. The Organizer has the right to request the issuance of a document or policy from the exhibitors or participants or to request access to these documents at any time.

19. General Terms

The Organizer reserves the right to refuse any person entry to the Event or to remove any person from the Event at any time. From time to time, the Organizer, the Owners, and their respective Personnel may enter the Venue to carry out works, repairs, or alterations or for any other purposes which they deem necessary ("Works"). Organizer shall not be liable for any loss, damage, cost, claim, expense, or inconvenience suffered or incurred by Client and/or any of its Personnel arising out of or in connection with any matter relating to the Works.

20. Governing law and jurisdiction

This Contract and any dispute or claim arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with Saudi law. Each party irrevocably agrees that the Saudi courts shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Contract or its subject matter or formation.

For the full bilingual original (Arabic side-by-side with English), see the official HTF Registration Form 2026 PDF distributed by HTA Finance, or contact info@saudihtf.com for a signed copy.