Showcase Terms & Conditions

1. The agreement

1.1. These Terms govern registration for and attendance at the Proplr Showcase ("the Event"). By completing registration and payment, the parent or legal guardian ("Parent") accepts these Terms on behalf of themselves and the registered student ("Delegate").

1.2. Registration is complete only when: (a) the registration form is fully submitted with required documents; (b) payment has cleared; and (c) Proplr issues a written confirmation to the Head Delegate(s) and/or Head Teacher(s) and/or parent chaperone(s). Proplr may decline any registration at its discretion prior to confirmation, with any payment returned in full.

1.3. Delegates must be enrolled school students within the eligible age and grade range published on the registration page, and must register under a confirmed delegation (official) using a valid school access code, or have signed parental consent.

2. Fees and payment

2.1. Delegate fee: AED 250 (early bird, until the published cutover date), AED 300 (regular, until the published cutover date), AED 350 (late, until the published cutover date). Delegation fee: AED 300 per school delegation, non-refundable.

2.2. All fees are in AED and inclusive of applicable taxes unless stated otherwise. Payment processing is provided by third-party processors; their terms apply to the payment transaction.

2.3. The early-bird price applies strictly by payment timestamp. No retroactive price adjustments.

3. Track selection, swaps and allocation

3.1. Track selection is made at registration and is binding. Incorrect track selection is not refundable. A swap to another track may be granted only where (a) a genuine mismatch is evident, and (b) space exists in the requested track. Swaps are at Proplr’s sole discretion.

3.2. Registrations beyond a delegation’s confirmed allocation are not accepted. The registration system enforces allocation limits. In the unlikely event a payment is taken beyond allocation due to simultaneous submissions, Proplr will refund that payment in full within 30 days. This is the sole exception to clause 3.1.

3.3. Proplr may modify track formats, schedules, judges, venues within Dubai, or merge or cancel a track if minimum participation is not met. If a track is cancelled by Proplr, affected Delegates choose between (a) transfer to another track with space, or (b) a full refund of the delegate fee.

4. Code of conduct

4.1. Delegates must follow venue rules, staff and volunteer instructions, and the published Community Guidelines. Prohibited: harassment, discrimination, cheating or plagiarism in competitions, possession of prohibited substances and harmful objects, damage to property, smoking of any form, and leaving the venue during event hours without authorised sign-out.

4.2. Proplr may remove any delegate for material breach without refund. Parents will be notified and must arrange immediate collection.

4.3. Competition decisions (scores, rankings, awards) are final upon publication.

5. Event changes and cancellation (force majeure)

5.1. If the Event is cancelled by Proplr other than for force majeure, delegate fees are refunded in full.

5.2. If the Event is cancelled, shortened, or rescheduled due to circumstances beyond Proplr’s reasonable control (including government direction, severe weather, venue closure, epidemic, or safety risk), Proplr may (a) reschedule with registrations carried over, or (b) refund delegate fees less non-recoverable committed costs, at its election. Proplr is not liable for any other losses, for example transport arrangements, accommodation, or any other monetary investment made towards attending the Event.

1. What we collect and why

Student name (as per passport), contact details, grade, nationality, date of birth, school, Emirates ID image (front), parent or guardian details, signed consent form, dietary, medical and accessibility disclosures, and payment confirmation. Card data is processed by the payment provider and never stored by Proplr. Purposes: identity verification and safeguarding, event administration, allocation, communication, safety planning, and certificate issuance. Legal basis: consent and the administration of the contract, consistent with UAE Federal Decree-Law No. 45 of 2021 (PDPL).

2. Storage, access, retention

2.1. Sensitive documents (Emirates ID images, consent forms, medical disclosures) are stored in access-controlled cloud systems. Access is limited to named staff with a need to know, and these documents are never transmitted via messaging apps or open spreadsheets.

2.2. Retention: Emirates ID images and medical disclosures are deleted within 30 days after the Event. Basic registration records are retained for 12 months for certificate reissuance and dispute handling, then deleted.

2.3. Data is never sold and never shared with sponsors. Limited sharing occurs only with the venue (safety lists), first-aid providers (medical disclosures on event days), and payment and IT processors under contract, and as required by KHDA (Knowledge and Human Development Authority).

3. Beta-platform disclosure and failsafes

3.1. Disclosure: the registration platform is in active development ("beta"). While Proplr applies reasonable technical and organisational safeguards, no online system is guaranteed secure.

1. Supervision model (who is responsible for the child)

1.1. Official delegations: day-to-day supervision of Delegates at the Event is provided by the school’s supervising teachers, per the school’s own safeguarding duties and the agreed supervision ratio.

1.2. Proplr provides the event framework: venue safety arrangements, first-aid cover, staff and volunteer presence, sign-in and sign-out procedures, and an escalation contact. Proplr does not act as guardian of any Delegate and does not provide individual supervision. Parents acknowledge this division of responsibility in the consent form.

1.3. Outside published event hours, and during travel to and from the venue, Delegates remain the responsibility of Parents and their delegation’s supervisors.

2. Assumption of risk

2.1. The Parent acknowledges that attendance at a large, multi-day youth event carries inherent risks, including crowd environments, physical activity, and evening programming, and consents to their child’s participation with knowledge of those risks.

2.2. Parents must disclose all relevant medical, dietary, and accessibility needs at registration. Proplr’s safety planning relies on these disclosures. Proplr is not responsible for consequences of undisclosed conditions.

3. Limitation of liability

3.1. Nothing in these Terms excludes or limits liability that cannot be excluded under UAE law, including liability for death or personal injury caused by proven negligence, or for fraud.

3.2. Subject to 3.1: Proplr’s total aggregate liability to a Parent or Delegate arising from the Event is limited to the delegate fee paid. Proplr is not liable for indirect or consequential losses, loss of personal property, or the acts or omissions of schools, teachers, parent chaperones, other delegates, the venue, or third-party providers acting outside Proplr’s instruction.

3.3. Parents are responsible for their child’s compliance with the Community Guidelines, and agree to reimburse Proplr for damage to venue or equipment caused by their child’s wilful misconduct.

4. Media

Photography and filming occur at the Event. Use of a Delegate’s identifiable image in Proplr materials happens only where the photo and video consent box is ticked. Delegates who opt out receive a visual identifier, for example a lanyard colour, and content teams are briefed accordingly. Crowd shots in which individuals are incidental may still occur.

5. Governing law

These Terms are governed by the laws of the UAE and the Emirate of Dubai. Disputes are subject to the courts of Dubai.