Terms & Conditions

Last updated: 16 August 2026

These terms apply to the use of www.rayrak.ae and to event management, planning and production services provided by Ray Event Management FZ-LLC (trade licence 17009363), a company registered in Ras Al Khaimah, United Arab Emirates.

1. About these terms

By using this website or engaging us to deliver an event, you agree to these terms. Where we issue a separate signed contract, purchase order or service agreement for a specific event, that document takes precedence over these terms to the extent of any conflict.

2. Proposals and quotations

Proposals and quotations we issue are valid for 14 days from the date of issue unless stated otherwise. Prices are based on the brief, guest numbers, dates and venue provided at the time. Material changes to any of these may change the price, and we will tell you before proceeding.

Unless expressly stated, quotations exclude VAT, venue hire, government permits and fees, and any third-party costs paid on your behalf.

3. Confirmation and payment

An event is confirmed when you accept our proposal in writing and pay the confirmation deposit.

• Confirmation deposit: 75% of contract value, payable on confirmation
• Balance: due 7 days before the event date
• Additional or on-site costs incurred during the event are invoiced afterwards and payable within 14 days

The deposit secures your date and funds the venue, supplier and equipment commitments we make on your behalf, most of which fall due well before the event. We reserve the right not to commence or continue work where payment is overdue.

4. Changes to scope

Requests to change scope, guest numbers, timings or specification after confirmation are accommodated where reasonably possible. Changes may affect the price and the timeline, and will be confirmed in writing before we act on them. Changes requested within 7 days of the event may not be possible and may incur additional cost.

5. Cancellation and postponement

Cancellation charges depend on the type of event and how much notice you give. All notice periods run from the date we receive your cancellation in writing to the scheduled event date.

5a. Corporate and government events

• More than 60 days before the event: 25% of contract value. The balance of your deposit is refunded.
• 30 to 60 days: 50% of contract value
• 14 to 30 days: 75% of contract value
• Less than 14 days: 100% of contract value

5b. Weddings and private celebrations

• More than 120 days before the event: 25% of contract value. The balance of your deposit is refunded.
• 60 to 120 days: 50% of contract value
• 30 to 60 days: 75% of contract value
• Less than 30 days: 100% of contract value

In both cases, costs already committed to venues, suppliers and sub-contractors on your behalf remain payable in full regardless of the notice period, in addition to the charges above where those committed costs exceed them.

Where an event is postponed rather than cancelled, we will make reasonable efforts to transfer your booking to a new date subject to availability. Committed third-party costs may not be transferable.

6. Your responsibilities

You agree to provide accurate and timely information, approvals and content we need to deliver the event; to obtain any permissions you are responsible for, including those relating to your own brand, guests and content; to ensure your guests and personnel comply with venue rules and applicable UAE law; and to settle invoices in accordance with clause 3. Delays caused by late approvals or late information may affect delivery, and we are not liable for the consequences of such delays.

7. Venues, suppliers and permits

Where we book venues, suppliers or contractors on your behalf, we do so as your agent, and those bookings are subject to the relevant supplier’s own terms. We take reasonable care in selecting suppliers but are not liable for a third party’s failure to perform, beyond making reasonable efforts to secure a remedy or replacement.

Government permits and approvals are subject to the decisions and timelines of the relevant authorities. We will apply for and manage permits where agreed, but we cannot guarantee that any authority will grant an approval.

8. Equipment and production

Equipment supplied by us remains our property throughout. You are responsible for loss of, or damage to, our equipment caused by you, your guests or your other suppliers while it is in your care, at replacement cost.

9. Force majeure

Neither party is liable for failure to perform caused by events outside its reasonable control, including extreme weather, government restrictions, public health measures, civil unrest or venue closure. Where this happens, we will work with you in good faith to reschedule or restructure the event. Costs already committed to third parties remain payable.

10. Liability

Nothing in these terms limits liability that cannot be limited by UAE law. Subject to that, our total liability arising out of or in connection with an event is limited to the total fees paid by you to us for that event. We are not liable for indirect or consequential loss, including loss of profit, loss of business or reputational loss.

We maintain the insurance cover required for the services we provide. Details are available on request.

11. Photography and marketing

Unless you tell us otherwise in writing before the event, we may photograph or film our work at your event and use those images to promote our services. We will not publish images identifying your guests, confidential brand material or commercially sensitive content without your written consent. You may withdraw this permission at any time by writing to info@rayrak.ae.

12. Confidentiality

Each party will keep the other’s confidential information confidential and use it only for the purposes of the event. This obligation survives completion of the event.

13. Intellectual property

Concepts, designs, layouts, renders and creative proposals we produce remain our intellectual property until the event is paid for in full. Proposals shared with you are confidential and may not be shared with other suppliers or used to procure the same work elsewhere.

14. Personal data

We handle personal data in accordance with our Privacy Policy and UAE Federal Decree-Law No. 45 of 2021. Where you provide us with personal data about your guests or staff, you confirm you are entitled to do so.

15. Governing law

These terms are governed by the laws of the United Arab Emirates as applied in the Emirate of Ras Al Khaimah, and the courts of Ras Al Khaimah have jurisdiction over any dispute.