• The following words and phrases - wherever they appear in these regulations - shall have the meanings indicated next to each of them, unless the context requires otherwise:

• 1- Exhibition: An exhibition held outside the Kingdom to display certain products or services.

• 2- Participation: The organization of an exhibition by the government agency or participation in it.

• 3- Participant: The person delegated by the government agency to represent it in the participation, whether alone or as part of a delegation.

• 4- Government Agency: The entity whose nature of work requires participation in the exhibition.

• 5- Accompanying Activities: Introducing products, innovations, and acquisitions, exchanging expertise, and developing and enhancing relationships in all fields with various entities outside the Kingdom.

1- The participation shall be for the purpose of introducing products, innovations, and acquisitions, exchanging experiences, and developing and enhancing relations in all fields between government agencies and various entities outside the Kingdom, in a manner befitting the Kingdom's status and reputation.

2- The government agency must highlight the Kingdom's achievements and successful experiences related to the subject of participation.

3- The government agency must coordinate with the Ministry of Foreign Affairs through the Kingdom's embassy in the host country, well in advance of the participation date, to achieve the desired objectives of this participation in a way that serves the Kingdom's interests.

• The following conditions are required for participation:

• A- The government agency must obtain permission for participation.

• B- The exhibition activity must fall within the competencies of the government agency.

• C- The exhibition space, if held, or the pavilion, if participated in, must be appropriate to the level and importance of the exhibition activity.

• D- An media plan must be prepared, and a media coordinator proficient in English must be appointed, according to the size of the participation.

• E- Prior preparation must be made, including setting a work plan and a timeline for it, with the preparation period not less than three months.

• F- The participation must be appropriate to the duration and size of the exhibition.

• G- The facility intended to be contracted with - if necessary - to design and equip the Saudi pavilion at the exhibition must meet the following conditions:

  • 1- It must be licensed to practice exhibition equipment activities.

  • 2- It must have experience in such activity, and similar projects it has implemented must be attached to its offer.

• H- The exhibits - if any - must be presented in a proper manner and consistent with what the government agency has approved.

The following conditions are required for participation in accompanying events:

A- That its subject is related to the specialization of the Government Agency.

B- Complete preparation for it, including providing all necessary information, preparing the participation material in a correct and clear formulation, and obtaining approval from the Government Agency when submitting working papers and the like.

The following should be considered when nominating a participant for exhibitions and their accompanying events:

A- To be a Saudi national with the relevant expertise and competence.

B- To have the necessary proficiency in the language used in the exhibition, if possible.

C- To be at least one of the participants familiar with the organization of exhibitions in case the government agency is hosting the exhibition.

• The participant in exhibitions and accompanying events shall comply with the following:

• A- Adherence to the main purpose of participation and commitment to its schedules, approved programs, and activities.

• B- Adherence to Islamic principles and ethics in all actions and official and personal relations.

• C- Respecting the laws of the country where the exhibition and accompanying events are held, and the regulatory rules of participation.

• D- Ensuring residence in appropriate accommodation and appearing in a manner befitting the status of the Kingdom.

• E- Not dealing with the media directly or indirectly.

• F- Not adopting any position or taking any action that imposes (or may impose) a material or moral obligation on the state or any of its institutions, unless there is an explicit prior authorization from the competent government agency empowering him to do so.

The head of the participating delegation - upon the conclusion of the participation - shall prepare a comprehensive report including all positive and negative observations that accompanied the delegation's participation in the exhibition and its accompanying events, along with any recommendations proposed, and submit it to his superior.