Hosted Buyer Terms and Conditions


Thank you for completing the application for the POATE 2020 hosting programme.

For any questions relating to the hosting program, inclusions, criteria, and conditions, please email

Confirmed hosted buyers are required to adhere to the terms and conditions of the hosting programme, as detailed below:

You are required to:

  • Commit to your international flight ticketing as sponsored by Uganda Tourism Board. Cancellation within 1 month of the expo may incur flight penalties which may be transferred to the individual traveller.
  • Check visa requirements, for your country of origin, to gain entry into Uganda.
  • Ensure you have all the necessary medical requirements and certificates in place.
  • Arrange your own travel and medical insurance and provide proof to the organisers, on request.
  • Commit to your fam trip itinerary and participate in the sponsored trip, unless otherwise agreed with the organisers in advance.
  • Attend the expo on all three days, for the full duration of the event, unless otherwise agreed with the organisers in advance.
  • Attend a minimum of 30 meetings during the expo days.
  • Attend all official events as detailed in your hosted itinerary.
  • Use available social media links to create awareness for the destination and the expo.

POATE 2020 hosting programme includes:

  1. Accommodation in partner hotels during the fam trip and in Uganda during the expo
  2. Admission to POATE on all expo days
  3. Airport/hotel transfers
  4. Access to the online diary system for pre-scheduled appointments with exhibitors
  5. Meals as part of the daily programme where specified
  6. International flights on a return, economy basis


  1. Private transfers – should you not take the official transfer you will be required to arrange your transport at your own cost
  2. Food and beverages which are not included as part of the programme and scheduled functions
  3. Flight changes or upgrades
  4. Hotel changes or upgrades
  5. Additional accommodation due to early or late arrivals
  6. Personal extras
  7. Tip and gratuities
  8. Travel & medical insurance or expenses or visa charges
  9. Additional charges incurred due to missed flights or time changes
  10. Telephone bills and / or any personal travel related costs.


Attendance - Pearl of Africa Tourism Expo is responsible for the coordination of the Hosted Buyer programme and any queries should be directed to the hosted buyer coordinators. As part of the Hosted Buyer status, you are consenting to your contact details being available to the exhibitors during and after the exhibition to set additional appointments.

Substitution - Should you have to cancel your attendance and would like to recommend a colleague from the same organisation, please submit the request in writing to the hosting team. Your colleague will be asked to complete an application form to ensure all details and profiles are captured correctly. Should the substitution be accepted, any additional flight costs incurred will be payable by the buyer’s company.

Cancellations and No Shows - Pearl of Africa Tourism Expo monitors the participation of all hosted buyers attending the show. Should you be in breach of the terms and conditions above, your company will be notified confirming the reasons of concern. Cancellation or date change penalties may result in your company being invoiced for full travel expenses incurred. Should you need to cancel for any reason, please contact the hosting team. Any cancellations within one month of the expo will incur an administration cost of expenses to date.

Flight - Pearl of Africa Tourism Expo will not take responsibility for buyers missing flights, transfers or scheduled functions and any additional costs incurred are for your own account.

Travel Insurance - Travel Insurance is compulsory and it is your responsibility to ensure that adequate insurance is taken out for the duration of your travel to Uganda. Insurance should be in effect from the day of departure up to and including the day of arrival in your country of origin. The organisers and all POATE third parties will not be liable to assist with any expenses and evacuation out of the country should this apply.

Health - As the traveller, it is your responsibility to ensure compliance with any health requirements and recommended precautions relevant to travel, including but not limited to ensure that all necessary vaccination documentation is presented to the relevant officials.

Visa Requirements - Travellers from certain countries require a visa to enter Uganda. Please confirm all the visa requirements with the relevant authority in your country of origin. For additional reference, please visit

Accommodation - Upon check out of the respective hotels, it is your responsibility to settle any outstanding amounts which are not included as part of your hosted status. Please note the hosting does not include certain expenses.

Expenses for your account include but are not limited to:

  • Room service
  • Telephone bills
  • Internet services
  • Laundry services
  • Mini bars
  • Paid TV

Transfers - All transfers within your country of origin to access any of the allocated airports for departure will be for your own account. All transfers other than those supplied as part of the programme whilst in Uganda will be for your own account. All buyers will be notified on the programmes as to which functions require transfers and from which departure points.

Pre Show Tours - Fam trips will be coordinated through the Pearl of Africa Tourism Expo organising team. Fam trips have been arranged for buyers to experience highlights of Uganda within a limited time frame.

Third Party Suppliers - All contracted suppliers act as an agent for POATE and Uganda Tourism Board to assist with specific elements of the expo. POATE, as a marketing extension of Uganda Tourism Board, exercises care in the selection of reputable service providers but has no control over, or liability for, the services provided by third parties. By your acceptance, we understand you have read, understood and agree to be bound by the terms and conditions. If you engage in a transaction or contemplate to engage to do so and have any misapprehension about such transaction or the implications thereof, you must contact the supplier in person, telephonically or via email, indicating the misapprehension and requesting an explanation. Once a booking is made, it means that if you had any misapprehension it has been explained to your satisfaction. Any legal rights which you might have in connection with the provision of travel services are against the specific provider and, except to the extent a problem is caused by fault on POATE’s part, are not against POATE. Specifically, if for any reason any travel service provider is unable to provide the services for which you have accepted, your rights are against that provider and not against POATE, the hosting team or Uganda Tourism Board.

Force Majeure - For the purpose of this agreement, circumstances beyond the reasonable control of POATE or a third party supplier will include, but not necessarily be limited to, any of the following matters:

  • Strikes, terrorism, war, invasion, act of foreign enemy, hostilities or warlike operations (whether war be declared or not), civil war, mutiny, rebellion, revolution, insurrection, military or usurped power, confiscation or destruction or requisition by order of any government or any public authority or any other Act of State, including prevention or denial of trade, sanctions or closure of borders;
  • Denial of the use or unavailability of any railway, port, airport, shipping service or other means of public transport, other than due to default on the part of either Party; and
  • Any other circumstances beyond the reasonable control and not within the reasonable expectation of either party.

If either party is prevented from or delayed in performing any of its obligations by circumstances beyond the control of such party as set out in this clause, then it will notify the other party as well as the customer or traveller in writing of the nature and expected duration of such circumstances and of the obligation, performance of which is delayed or prevented, and both parties will thereupon be excused from the performance or punctual performance, as the case may be, of their respective obligations from the date of such notification, for so long as the circumstances or prevention or delay may continue.