Ladies Sport Night - Vendor Registration

Short Term Vendor Terms and Conditions

Terms and Acceptance:

·       These Terms and Conditions (“Terms”) govern each booking made by a vendor (“Vendor”) through the Education City App (“EC App”) for the use of Qatar Foundation (“QF”) venues.

·       By confirming a booking and/or completing payment on the EC App, the Vendor accepts these Terms and enters into a legally binding agreement with QF.

·       Each confirmed booking constitutes a separate agreement incorporating these Terms, as may be revised and updated from time to time.

License:

·       Subject to these Terms, QF grants the Vendor a personal, revocable, non-exclusive and non-transferable license to access and use the venue specified in the EC App booking (“Venue”) strictly for the duration and purpose of the confirmed booking.

·       The license does not create any lease, tenancy, or proprietary interest in the Venue.

·       QF reserves the right to access the Venue at all times.

Access:

·       All bookings must be made through the EC App.

·       Vendors are required to submit valid company details and all required documentation at the time of booking via the EC App.

·       The individual or entity making the booking is fully responsible for the conduct of all staff, contractors, and representatives operating on-site.

·       Vendors maybe asked to present their confirmed booking (QR code, if applicable) prior to accessing the venue.

Licensing & Regulatory Compliance:

·       Vendors shall obtain and maintain all required licenses, permits and approvals from all relevant Competent Authorities, for the preparation and / or sale of food and beverages and / or retail in the State of Qatar.

·       Vendors are solely responsible for complying with all applicable laws, regulations, and industry standards in the State of Qatar.

·       Qatar Foundation reserves the right to request and verify all documentation at any time and may suspend operations in case of non-compliance.

Food Safety & Hygiene:

·       All food must be prepared, stored, and served in  compliance with applicable food safety, hygiene, and health standards.

·       Vendors are fully responsible for the quality and safety of all products offered to customers.

·       Staff handling food must maintain appropriate hygiene standards and wear suitable protective attire where required.

·       Qatar Foundation reserves the right to suspend operations immediately in the event of any health or safety violation.

·       Vendors are responsible for always maintaining cleanliness during operations.

·       All waste must be disposed of in designated bins and in accordance with applicable regulations.

·       Vendors are encouraged to minimize waste and reduce the use of single-use plastics.

Equipment & Utilities:

·       The use of open flames, gas cylinders, or high-load cooking equipment is prohibited unless explicitly approved.

·       All equipment must be safe, certified, and compliant with applicable regulations.

·       Electrical usage must not exceed approved capacity; unauthorized equipment may be removed without liability.

·       QF may remove or prohibit any equipment that poses a safety or operational risk.

Operations & Setup:

·       Vendors must complete a Qatar Foundation Risk Assessment, apply for and receive a Permit to Work from Qatar Foundation before setting up

·       Vendors are responsible for the full setup, operation, and removal of all equipment and materials

·       The premises must be vacated promptly at the end of the booking period, in accordance with the venue usage guidelines.

·       Any delays or failure to comply may result in additional costs or restrictions on future bookings.

·       The premises must be returned in the same condition as received.

·       Any damage caused shall be rectified at the Vendor’s cost or recovered by QF.

Venue Rules:

·       All users must respect the Venue, staff, and other participants.

·       Disorderly conduct, unsafe behavior, or violation of policies may result in immediate removal and suspension of access rights.

·       Vendors are responsible for their personal belongings, equipment, and materials always.

·       All vendor staff must always behave in a professional and respectful manner.

·       Staff conduct and appearance must be appropriate to the venue and event environment, including culturally sensitive settings where applicable.

·       Qatar Foundation reserves the right to remove any personnel in violation of these Terms.

·       Vendors are fully responsible for their personnel, equipment, and operations.

·       Qatar Foundation shall not be liable for any loss, theft, damage, or injury arising from vendor activities.

·       Vendors are required to maintain adequate insurance coverage, including public liability (and product liability for F&B vendors) with reputable insurers to protect against operational risks.

·       QF may request evidence of such insurance at any time.

Safety, Security, and Access:

·       Vendors must comply with all Qatar Foundation Health, Safety, Security, and Environment (HSSE) requirements.

·       All activities are conducted at the vendor’s own risk, and vendors are responsible for the safety of their operations, staff, and equipment.

·       Vendors must immediately report any accident, injury, fire, or hazardous incident to the venue focal point.

·       Qatar Foundation reserves the right to suspend or terminate operations immediately in case of any safety or operational violation.

Fees and Payment:

·       Applicable fees, charges and payment terms are as set out in the EC App and form part of these Terms.

·       Payment of fees is a condition of access to the Venue.

Branding, Sales & Promotions:

·       All menus, pricing, branding, and promotional materials must be approved in advance by Qatar Foundation.

·       Unauthorized signage, activations, or promotional activities are not permitted.

• Photography and filming permits need to be approved by QF Communications and Venue focal point.

·       The Vendor shall not use QF’s name, logos or trademarks without prior written consent.

Cancellation, Refund & No-Show Policy:

·       Vendor cancellations are non-refundable.

·       Failure to attend or operate as scheduled may result in restrictions on future bookings.

·       QF may suspend or terminate access immediately for breach, safety or operational reasons.

·       Qatar Foundation reserves the right to cancel or reschedule bookings due to operational, safety, or force majeure circumstances. In such cases, Qatar Foundation at its sole discretion may, offer rescheduling or refund of fees paid.

Privacy Policy:

User data collected through the EC digital platforms will be handled in accordance with the EC digital platforms privacy policy. By using the EC digital platforms, you consent to the collection, use, and disclosure of your personal information as described in the privacy policy.

Liability

·       The Vendor uses the Venue at its own risk and is responsible for its operations, personnel and equipment.

·       To the extent permitted by law, QF shall not be liable for any loss, damage or injury arising from the Vendor’s activities or use of the Venue.

·       Nothing in these Terms excludes or limits liability for fraud, willful misconduct or any liability that cannot be excluded under applicable law.

·       In no event shall Qatar Foundation, its affiliates or its suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption) arising out of the use or inability to use the materials this website or your participation or venue booking.

Indemnification

The Vendor shall indemnify and hold harmless QF and its affiliates from and against any third-party claims, losses or liabilities arising out of:

(a) the Vendor’s breach of these Terms;

(b) the Vendor’s negligence or misconduct; or

(c) the Vendor’s operations at the Venue.

General

·       These Terms constitute the entire agreement between the parties in relation to each booking.

·       The Vendor may not assign or transfer its rights without QF’s prior written consent.

·       Nothing in these Terms creates any partnership, joint venture or employment relationship.

·       QF may update these Terms from time to time. Updated Terms shall apply to future bookings.

Governing Law

These Terms  shall be governed by and construed in accordance with the laws of the State of Qatar, and you irrevocably submit to the exclusive jurisdiction of its courts.

Language

These Terms and Conditions are drafted in English and into Arabic, English language version will prevail if there is any inconsistency between the two.

How do I contact the Venue owner?

Please find the contact information below:

Anusheh Zaman

ahzaman@qf.org.qa

44546652

Who do I contact in case of an emergency?

In case of an emergency, the emergency number is 4454 0999. This number should be used for ambulance services and other urgent situations requiring immediate assistance. In the event of any fire alarm activation or other emergency requiring evacuation, it is the sole responsibility of an individual to promptly and safely evacuate the building. You must follow the designated evacuation routes and procedures without delay to ensure your safety and the safety of others.