Terms & Conditions for Participation
Abu Dhabi Art Fair 2025
These terms and conditions (the Terms) of participation apply to all parties that submit an Application to the Abu Dhabi Art Fair (the Exhibition) taking place at Manarat Al Saadiyat from 15 to 23 November 2025.
1 DEFINITIONS
1.1 In these Terms and Conditions, the following words will have the following meanings: “Application Fee” means the participation fee to be paid by the Exhibitor to the Organiser for the Space as shown on the Booth Rental Agreement; “Booth” means any structure, platform or other erection located in the Space for the Exhibitor’s purposes at the Exhibition “Exhibitor” means the company, person, organization or other entity identified on the Booth Rental Agreement as the party making the registration for Space at the fair; “Organiser” means the Department of Culture and Tourism Abu Dhabi and its successor and assigns; “Space” means the area of the floor space at the fair licensed by the Organiser to the Exhibitor; “Terms” means these terms and conditions; and “Venue” means the events location where the Fair takes place.
1.2 References to these Clauses shall be to clauses of these Terms.
2 AGREEMENT
2.1 These Terms shall govern the applicant/Exhibitor and the Organiser’s agreement in relation to the Exhibition to the exclusion of any other terms and conditions.
2.2 A binding contract is formed between the Exhibitor and the Organiser immediately upon the Organiser’s written acceptance of the Booth Rental Agreement. The Exhibitor warrants that all information submitted in connection with their application is complete and accurate, and that all work submitted for exhibition at the fair is authentic.
2.3 The Organiser reserves the right to cancel or amend the Exhibition or the Terms at any time.
3 ACCEPTANCE OF EXHIBITORS
3.1 The Organiser has the right to cancel acceptance of the Application at any time, including during the Fair, if the Exhibitor is found to have provided any false, inaccurate or misleading information in connection with its application or if the Exhibitor fails to comply with these conditions or any additional or revised conditions that the Organiser may institute in connection with the Fair.
3.2 In any event, the Organiser shall have the right to revoke acceptance of any Exhibitor if it reasonably appears at any time that all or part of the Exhibitor’s display violates the legal rights of any person or entity and the Exhibitor fails to remove that aspect of its display immediately upon request from the Organiser.
3.3 If the Organiser cancels or revokes the Exhibitor’s Application, neither the Organiser nor its representatives or personnel shall be liable for any costs incurred by the Exhibitor in connection therein or for any compensation claims by the Exhibitor against the Organizer.
4 PERMITTED EXHIBITS
4.1 The Exhibitor is obliged to provide all artworks exhibited with a brief description (artist, title, year, technique, number of copies and price) and reserves the right to prohibit the exhibition of any artworks or other displays, which are not consistent with the nature, and purpose of the event.
4.2 For the avoidance of doubt, the Exhibitor may not exhibit artworks that have been banned from production, distribution or import by a court of law in the United Arab Emirates, or similarly in a court of law abroad, if this judgment has been declared enforceable in a court of law in the United Arab Emirates.
4.3 All Exhibitors are required to declare to the Organiser their sales derived and/or in connection with the Fair.
4.4 No liability will be accepted by the Organiser for artwork that is confiscated or removed.
4.5 Exhibitors shall use the Booth during Exhibition hours only.
5 ALLOCATION OF SPACE
5.1 The Organiser will allocate Booth spaces for the event. Reasonable efforts will be made to accommodate Exhibitor preferences relating to the size of the requested Booth. However, the precise location and size of the Booth cannot be guaranteed. Should the need arise to change the size of the Booth, the initially agreed Booth Rental Fee will be adjusted in proportion to the change in size.
5.2 The Organiser may change the location of the allocated space, as well as alter the shape and/or size of the Booth if circumstances demand. The Organiser reserves the right to rearrange the layout of unoccupied areas and alter the entrances and exits to and from the Exhibition space, halls and aisles as it deems necessary or advisable without notice to the Exhibitor.
5.3 Exhibitors are entitled to have their Booths featured on the Digital Platform of the Fair at no additional cost.
6 ASSEMBLY, DISMANTLING AND DÉCOR
6.1 The Exhibitor must comply with the Organiser’s specific construction rules and any supplementary instructions issued by the Venue and its technical services.
6.2 Constructing and dismantling the installations and removing artworks, materials and objects from each space must be done within the hours and deadlines specified by the Organiser.
6.3 Works, materials, and objects not removed within the indicated period will be considered abandoned. The technical services will destroy them at the Exhibitor’s expense, applying the corresponding fees for removal, waste and discarded objects.
6.4 The Exhibitor shall indemnify and hold harmless the Organiser against any and all damages, loss, costs and expenses in relation to any property that the Exhibitor fails to remove.
6.5 Following the installation period, artworks may not be removed from the Exhibition, or in any way altered, prior to the close of the Fair on its final day. Artworks’ removal/replacement during the Fair due to sales or other reasons should only be done during the non-opening hours of the Fair and following the agreed procedures outlined in the Exhibitor Manual - which include the completion of an artwork removal form.
7 ADDITIONAL FEATURES
7.1 In return for an additional fee over and above the standard Booth Rental fee, the Exhibitor may order additional technical features for their Booths. Details of such additions and their cost can be obtained from the Organiser upon request. These services (Additional Features), if any, may be the subject of a supplemental agreement between the Exhibitor and the Organiser.
7.2 No additional lighting, furniture or other equipment desired by the Exhibitor shall be used unless approved in writing in advance by the Organiser. No additional walls, storage areas, etc. may be added to the Booth without the prior written permission of the Organiser. Order forms for Additional Features such as walls, additional lighting, furniture, etc., will be provided after acceptance of these Terms.
8 BOOTH SHARING
No Exhibitor may share, sublet or assign a Booth either entirely or partially without the written permission of the Organiser. Decisions on the approval of shared booths rest solely with the Organiser. A shared booth will only be approved on condition that all the applicants applying for the Booth have already been accepted for the Fair. Exhibitors sharing booths shall be jointly and separately liable to the Organiser.
9 SPONSORSHIP
No commercial link or partner will be permitted to be displayed in any Exhibitor’s booth without the Organiser’s prior written permission, which Organiser shall provide at its sole discretion. The Exhibitor may not organise any event at its designated Booth without the Organiser’s prior written permission.
10 FEES
10.1 Application Fee. Exhibitors are required to pay a non-refundable Application Fee of AED 1,850 (approx. USD 500) excluding the applicable Value Added Tax (VAT) as shown in the Application form, to participate in the Exhibition.
10.2 The Application Fee is a non-refundable fee payable solely via credit/debit card.
10.3 The Exhibitor shall, in addition to the Application Fee, promptly pay any additional charges relating to the Exhibitor’s participation in the Exhibition in accordance with the terms of this agreement. Upon acceptance by the Organiser, the Exhibitor will be invoiced for the total requested Booth Rental Fee provided in Clause 10.4:
10.4 Booth Rental Fee. The Booth Rental Fee shall be payable in two (2) instalments:
a. First payment: 50% of the requested square meters due upon acceptance with payment made within 30 days of receipt of invoice.
b. Second payment: The remaining 50% before 1 September 2025.
For the avoidance of doubt, any fee adjustment of the actual Booth size allocated will be reflected in a credit note.
10.5 All rates and prices incurred in relation to participation in the Exhibition are subject to 5% UAE VAT. All payments should be made in the local currency (AED) and paid via wire transfer in accordance with the payment details set out below in Clause 10.9 or by credit/debit card in one lumpsum payment.
10.6 Each fee is payable without any deduction, withholding or offset whatsoever.
10.7. If any fee required under this Clause is not paid when due in accordance with these Terms, the Organiser reserves the right to immediately terminate the Exhibitor’s participation.
10.8 Without prejudice to its right to impose late payment penalty fees, the Organiser shall have the right to retain any payments previously made by the Exhibitor and recover from the Exhibitor the Booth Rental Fee, plus any collection costs incurred by the Organiser (including legal fees) in enforcing its rights to collect such payment and costs. The Organiser shall otherwise have the right to refuse the Exhibitor’s access to the venue, halls and other premises and/or to clear the Booth immediately at the Exhibitor’s expense.
10.9 Except as provided in Clause 7, the Booth Rental Fee does not include the following:
Telephone connection, additional light/power points, additional stand furniture outside the Booth package, insurance, additional and/or external walls, modifications to the stand or extra elements, Exhibitor parking, bank charges or customs duties, storage and/or transportation of artworks before or after the Fair. The final size of the Booth may vary depending on the design and available space for the Fair.
10.10 Mode of Payment. Kindly note all bank charges must be borne by the payee.
Payment Details:
Application Fee payment to be done through the e-Payment Gateway and Booth Rental Fee payments to be made to:
Bank: Abu Dhabi Commercial Bank
Bank Account Name: DEPARTMENT OF CULTURE AND TOURISM-REVENUE AC
Bank Account Number: 10179268020001
Branch: Al Salam Street, Main Branch
IBAN Number: AE220030010179268020001
Currency: AED
For the avoidance of doubt, Exhibitor(s) are responsible for paying any additional costs including all bank charges (including Organiser’s) for the transfer of funds or for the exchange rate. Please reference your wire transfer with the name of the Exhibitor clearly.
11 LIABILITY AND INDEMNITY
11.1 The Organiser shall not be liable for any loss incurred in connection with the Exhibition including losses, delays or other disruptions sustained by the Exhibitor whilst transporting objects into or out of the United Arab Emirates and within the United Arab Emirates. The Organiser shall not be liable for any failure of the Exhibitor obtaining insurance, or the failure of such insurance to cover any loss sustained.
11.2 The Exhibitor agrees to indemnify the Organiser, their representatives, agents, art handlers, carrier, sub-contractors and Venue owners from and against any liability, claim, loss or damage whatsoever:
a. by reason of the Exhibitor’s gross negligence, willful misconduct or breach, of the provisions of these Terms;
b. by reason of any claim by a third party against the Organiser for infringement or alleged infringement of that third party’s intellectual property rights, and
c. from any action or omission of the Exhibitor including but not limited to any property damage or personal injury caused by the Exhibitor, its employees, agents, representatives or subcontractors.
12 INSURANCE
12.1 The Exhibitor is responsible for obtaining and maintaining full insurance of the artworks including public liability cover. The Fair, Organisers and partners cannot be held liable for any accidental damage that occur on the premises, or accidents that occur in transit or in storage or any uncontrollable events that are covered under Force Majeure (defined herein). It is the Exhibitor’s responsibility to insure the artworks and any related property in the space for the duration of the Exhibition, transportation, storage, and also for theft and/or any other damages. The Exhibitor waives all rights of subrogation against the Organiser, agents, art handlers, carrier and Venue owners.
12.2 The Exhibitor must effect and maintain a third party liability insurance of at least USD 500,000. Upon request by the Organiser, the Exhibitor shall provide evidence or certificates of compliance with the insurance obligation under this Clause.
13 SHIPPING
Exhibitors are solely responsible for Customer Insurance Freight (CIF) and applicable VAT for all artworks and for the timely shipment of their property to and from Abu Dhabi and within the United Arab Emirates.
14 SECURITY
14.1 A guard or security service for the Fair Entrance and Exit will be provided at the Organiser’s expense. The Exhibitor will be required to comply with security procedures requested by the Organiser, and/or the security service retained by the Organiser.
14.2 The Exhibitor recognises that, by participating in the Fair, it assumes security risks that cannot be eliminated by security services provided by the Organiser.
14.3 Additional security for individual Booths is not included under this Clause.
15 EMERGENCY
No removal, relocation of or intervention on the artwork(s) in the Exhibitor’s Booth can be undertaken without the Exhibitor’s prior consent, except in the event of an emergency to prevent damage or loss of the artwork(s), with immediate notification to be made to the Exhibitor.
16 ELECTRICAL SERVICES
The Organiser will provide common area lighting but shall not be liable for any loss or damage due to failure or interruption of electrical service. No Exhibitor will be allowed to install its own power connections.
17 MAINTENANCE AND BOOTH CLEANING
Each Exhibitor is responsible for the maintenance and tidy appearance of its Booth and will leave the Booth in the same condition in which it was found, reasonable wear and tear accepted. Booth cleaning will be provided by the Organiser.
18 DIGITAL PLATFORM, COMMUNICATIONS, IMAGES, AND PHOTOGRAPHY
18.1 The Exhibitor agrees that any images, text, and artwork or details about the artist and the artworks provided may be used by the Organiser for the purposes of sales, marketing or PR purposes, including but not limited to any Organizer or Fair-related website, e-newsletter, social media platform(s) and press.
18.2 Any applicant wishing to participate in the Fair must create a gallery profile on the Abu Dhabi Art Fair website (https://fama.abudhabiart.ae) (the Digital Platform) and submit images of their artworks. Every Exhibitor will be allocated a section on the Exhibition platform.
18.3 The Exhibitor takes full responsibility for copyright clearance and confirms that all copyright has been cleared for the use of any image (Image) in all Fair communications including but limited to artwork preview book, website/Mobile App, social media, and for press purposes related to the Fair. The Exhibitor agrees to indemnify the Organiser from any claim, arising out of, or connected with, the Organiser’s publication of the Image or infringement of third party’s intellectual property rights.
18.4 The Exhibitor is deemed to have granted the Organiser the right to include photographs of the Exhibitor’s booth and Images of artworks shown, in Abu Dhabi Art-related communications.
18.5 The Exhibitor irrevocably consents and acknowledges that the Digital Platform:
a. will be recorded in audio and video by the Organiser and understands that the Exhibitor’s artworks will appear in audio and/or video recordings (the Material); and
b. may contain links or pointers to other websites, including, without limitation, the Organiser’s other websites which are governed by different terms and conditions and are applicable to all of their users.
19 DATA PRIVACY
The Organiser is hereby informed that the processing of the Organiser’s personal data will be carried out by the Department of Culture and Tourism Abu Dhabi as data controller, based on a legal obligation of the applicable data protection law. The personal data will only be kept for as long as necessary to fulfill the purpose for which it was collected and to determine any liabilities that may arise from said purpose and data processing. Likewise, the Organiser is informed that their personal data will not be disclosed to third parties, except as required by law.
20 EVENTS AFFECTING THE EXHIBITION
20.1 Any of the following events are “Cancellation Events”:
a. a Force Majeure Event, which shall include inter alia national mourning, government decree, civil disturbance, act of God or other reasons beyond its control; or that adversely affects the ability of the Organiser to deliver or operate the Exhibition or otherwise perform its obligations pursuant to this agreement; or
b. pursuant to a decision of the chairman of the Department of Culture and Tourism Abu Dhabi to cancel, postpone, terminate the Fair prematurely or to adapt the Fair’s operation to new circumstances; or
c. if the Organiser determines that there is a reasonable risk that any of the above-listed events may occur.
20.2 If a Cancellation Event occurs:
a. the Organizer shall not be in default of this agreement nor liable to the Exhibitor to the extent it is unable to perform its obligations because of such Cancellation Event; and
b. the Organizer may cancel the Exhibition and if it does so the rights and obligations set out in these Terms shall apply.
20.3 The Exhibitor acknowledges and agrees that it shall have no right or claim for any damages, financial loss or liability of any kind, arising or alleged to arise because of the cancellation, postponement or any of the preceding circumstances.
20.4 The Exhibitor acknowledges that it is recommended by the Organiser that it take out appropriate insurance to protect itself against any unrecoverable expenses or losses it may incur as a result of a Cancellation Event affecting the Exhibition or the Exhibition being cancelled.
20.5 Any Booth Rental Fee payments already made will be refunded after deduction of any expenses already incurred by the Organiser in connection with a cancellation of the Fair which is not attributable to a Force Majeure Event.
21 GOVERNING LAW AND JURISDICTION
21.1 These Terms, the jurisdiction clause contained in it and all non-contractual obligations arising in any way whatsoever out of or in connection with these Terms are governed by, construed and take effect in accordance with the laws applicable in the Emirate of Abu Dhabi, United Arab Emirates.
21.2 Disputes or matters of difference arising out of or in connection with these Terms (including non-contractual disputes and claims) shall be subject to the exclusive jurisdiction of the courts of Abu Dhabi, United Arab Emirates.
22 REPRESENTATIONS AND WARRANTIES
22.1 The Exhibitor represents and warrants to the Organiser that:
a. it has the authority to grant the Organiser the permission and rights granted in Clause 18 and Clause 23;
b. no element it provides to the Exhibition infringes upon any copyright or other right of any person, firm, or corporation nor will give rise to any claims; and that use of the Material by the Organiser will not require any payment to any third party, and that no other permission is required with respect to the rights granted under these Terms;
c. all information it provides in relation to these Terms, including, without limitation its Application Form are correct, accurate, and made with due care and diligence;
d. it will comply with all reasonable instructions given to it by the Organiser in connection with the Exhibition; and
e. it will upload its content to the Digital Platform in a timely and professional manner and in accordance with these Terms.
23 INTELLECTUAL PROPERTY RIGHTS
23.1 All intellectual property rights arising out of or in connection with the Exhibition, including without limitation the Digital Platform are owned by the Organiser (the Intellectual Property Rights).
23.2 The Exhibitor agrees to transfer and assign to the Organiser all legal and beneficial title to the Material and ownership of all Intellectual Property Rights in the same including (without limitation) any likeness rights, copyright, right of adaptation, right of secondary usage and excluding any moral rights that cannot be assigned in the Material and waives any right of payment for the assignment to the Organiser of the intellectual property rights and the Organiser’s use of the Material.
23.3 The Exhibitor irrevocably consents to the Organiser’s use of the Material and reproductions of it in any media including (without limitation) social media platforms, websites, multimedia guide, digital and printed publications and for any commercial and non-commercial purposes, including (without limitation) internal, educational and archival purposes and corporate promotions and all other publication purposes.
23.4 The Exhibitor grants to the Organiser the right to exploit the Material, in whole or in part, without any limit on frequency and worldwide in any and all media formats (now existing or developed in the future), throughout the world in perpetuity.
23.5 The Exhibitor irrevocably undertakes that it will, and will ensure that any third parties will, execute and do all matters, acts, deeds, documents and things necessary or desirable (including, without limitation, any document the Organiser requires to be executed to effect the assignment of the Intellectual Property Rights to give full force and effect to the Terms.