Terms and conditions
General rules
1 Registration
2 Joint exhibitors
3 Conclusion of contract
4 Allocation of stand
5 Exhibitions goods
6 Payment conditions
7 Liablity, insurance
8 Cancelation, non-participation
9 Force majeure
10 Working and exhibitor indetification cards
11 Picture and sound recording
12 Adventising
13 Official permits, staututory, technical guidelines
14 General company regulations
15 General regulations, dates
16 Stand design
17 Exhibiter services folder
18 General supervision, cleaning
19 Technical instalation
20 Photographing
21 Catering
22 Data protection
23 Final provisions
1 Registration
1.1 Stand registration
The registrationto participate in a trade fair or
exhibitions (event) is made on the “Stand registration” from. The form should
be carefully in and signed as a legally binding document. The registration is
an irrevocable offer of a contract to VDEI-Service GmbH which the
exhibitorshall remain bound to until the beginning of the event.
1.2 Contact of contract
The integral parts of the contract are:
a) the registration form
b) the special participation conditions
c) the general terms and conditions
if these ar not consistent, the regu-lations shall apply in the above sequence.
1.3 Inclusion of the contract conditions
With the signing of the stand regis-thr tration exhibitorrecognises as binding
the general terms and conditions and the conditions for participating contained
in the exhibitor servic folder. He/she must ensure that persons he/she employs
at the event also comply with the entire contract.
2 Joint exhibitors
If serveral exhibitors want to jointly rent a stand, they must appoint an exhibition representative as their au-thorised agent, who shall be the only person responsible for negotiatingwith VDEI-Service GmbH. The authorised agent shall be liable fore those who authorised him/her as well as for his/her own faults. The participating exhibitors shall be jointlly and servally liable to VDEI-Service GmbH.
3 Conclusion of contract
3.1 Confirmation of partitipation
VDEI-Sservice GmbH shall decide on whether to accept the offer in an written
confirmation of participation (authorisation of the exhibitors and the
exhibitions goods.
3.2 Restriction of the exhibitors and the goods
VDEI-Service GmbH may- for objectively justified reasons, in particular if there is insufficent space
available – rule out individual exhibitors from participating and registrict
the event to specific groups of exhibitord if this is necessary for achieving
the purpose of the event. The same shall apply to the exhibition goods.
3.3 Deciation from the registration
Should VDEI-Service GmbH accept thr registration of the exhibitoion space of
the exhibitions goods with extensions, restrictions or other amendments, if
shall be bound to the amended offer for a period of 2 weeks.
4 Allocation of Stand
Principle
VDEI-Service GmbH allocates the stand. Taking into consideration the topic and the classification of the respective event and the available space. Stand requirements shall be observed as far as this is possible.
4.2 Change
to neighbouring stands
The
exhibitor must accept that at the beginning of the event the location of other
stands may have altered compared to the point in time when the stand was
authorised. Claims for compensation shall be ruled out for both parties.
4.3 Exchange,
permitting third-party use
An exchange
of allocated stand with another exhibitor and permission of partial or complete
use by a third party shall not be allowed without an appropriate agreement with
VDEI-Service GmbH.
5 Exhibitions Goods
5.1
Removal, exchange
Only the
agreed exhibition goods may be exhibited; they may only be removed from their
location after this has been agreed with VDEI-Service GmbH, one hour before the
beginning and one hour after the end of the daily opening hours.
5.2
Exclusion
VDEI-Service
GmbH may demand that exhibition goods be removed if these were not included in
the stand rental agreement or if they turn out to be irritating or are not keeping
with the aim of the event. If a request to remove the goods is not complied
with, the VDEI-Service GmbH shall have the exhibition goods removed with the
help of a court ruling and at the cost of the exhibitor.
5.3
Protection of industrial property rights
The
exhibitor must ensure that copy rights and other industrial property rights
relating to exhibition goods are respected. A six-month protection for design
(industrial design and ornamental design) and trademark shall only apply from
the beginning of an exhibition if the Bundesminister for Justiz (Federal Minister
of Justice) has published a corresponding public announcement in the Bundesgesetzblatt
(Official Federal Gazette).
6 Payment
6.1 Due
date
For the
stand rent as specified in the confirmation of allowance to participate/stand rental
invoice, payment must be made to one of the accounts of VDEI-Service GmbH stipulated
on the invoice. This payment must be made by the date specified in the special participation
conditions, and the customer number and invoice number must be stipulate. All
incidental expenses shall be immediately invoiced after the event has immediately
invoiced after the event has they are invoiced.
6.2
Assignment, offsetting
The
assignment of outstanding accounts against VDEI-Service GmbH shall be ruled out.
The offsetting of outstanding accounts shall only be allowed for counterclaims
that have been deemed undisputed or legally effective.
6.3
Objections
Objections
concerning the invoices can only be taken into consideration if they are
present in writing to VDEI-Service GmbH within 14 days after the invoice have
been presented. (Exemption of third-party invoices)
6.4
Lessor's right of lien
To secure
its debt claims the VDEI-Service GmbH reserves the right to exercise lessor's right
of lien and to sell the pledged goods by right of lien and to sell the pledged
goods by offering them directly after giving written notice. VDEI-Service GmbH
shall only be liable for damage to pledged goods in the case of wilful intent
and gross negligence.
7 Liability, Insurance
Liability without fault for VDEI-Service GmbH for initial defects of the rented object (liability under a guarantee) is ruled out. For willful under a guarantee) is ruled out. For willful violation of important contractual obligations VDEI-Service GmbH shall have an unlimited exposure to liability. Liability of VDEI-Service GmbH for damage arising from slight ruled out. The exhibitor shall be liable in accordance with general regulations. It is recommended that the exhibitor insures himself/herself. The exhibitor service folder contains details.
8 Cancellation, non-participation of the Exhibitor, Withdrawal from contract by VDEI-Service GmbH
8.1
Non-participation on the part of the exhibitor
The full
amount of stand rent still has to be paid if the exhibitor cancels his/her participation
or fails to take part in the event without cancelling it. If the exhibitor
cancels his/her participation and the stand is rented a third party,
VDEI-Service GmbH shall have the right to 25% of the invoiced stand rent. The
full rent must be paid if VDEI-Service GmbH rents the agreed stand space to a
third party, but the total area of rented space is reduced due to the
cancellation or failure to take part in this event. The exhibitor shall be reserved
the right to prove that VDEI-Service GmbH has not incurred these costs or that these
costs were not so high. The right to assert other claims shall remain.
8.2
Withdrawal from contract by VDEI-Service GmbH
VDEI-Service
GmbH shall be entitled to withdraw from the contract if
a) the complete payment for rent has not been received at the latest by time stipulated in the invoice and if the exhibitor then still does not pay within the period of grace he/she is granted;
b) the stand has not been recognizably occupied by 24 hours before the official opening at the latest.
c) the exhibitor violates the right of the company and does not alter his/her behavior even after being warned;
d) the requirements for awarding the authorisation to participate are no longer fulfilled by registered exhibitors or VDEI-Service GmbH subsequently becomes aware of reasons that would have justified not allowing the exhibitor to participate had they been known in good time. This shall in particular apply to filing bankruptcy particular apply to filing bankruptcy immediately inform VDEI-Service GmbH if such situations arise. In the above-mentioned cases VDEI-Service GmbH shall be entitled to claim for damages. Sub-section 8.1 shall apply accordingly.
9 Force Majeure
9.1 Failure
to stage the event
Should
VDEI-Service GmbH be unable to stage the event due to a circumstance that neither
itself nor the exhibitor is responsible for, the right to stand rent shall no
longer apply. However, VDEI-Service GmbH may invoice the work commissioned by
the exhibitor the amount of costs incurred if the exhibitor the amount of costs
incurred if the this work is not in his/her interest.
9.2 Staging
the event at a later date
Should VDEI-Service
GMbH be capable of staging the event at a later point of time, it must
immediately notify the exhibitors. The exhibitors shall be entitled to cancel
their participation at a later point in time within one week after receipt of
this notification. In such a case there shall be no right to receive stand rent.
9.3
Commenced event
Should, due
to force majeure, VDEI-Service Should, due to force majeure, VDEI-Service has
already commenced, the exhibitor shall have
no right to reimbursement or cancellation of a stand rent.
10 Working and Exhibitor Identification Cards
10.1
Working identity cards
During the setting up and dismantling work the exhibitor shall receive working identification
cards free of charge for himself/herself and his/her supporting staff. These
shall only apply during the setting up and dismantling time and shall not
entitle the holder to enter the exhibition premises during the event.
10.2
Exhibitor identity cards
For the duration of the exhibition or trade fair the exhibitor shall receive a
limited number of exhibitor identification cards for himself/herself and for
his/her employees, entitling the holder to free entry. All other details are
regulated by the participation conditions.
10.3 Join
regulations
The identification cards shall be made out in the name of the owner or
completely filled in by him/her and then personally signed. They are not transferable
and only valid in conjunction with official identification papers. If the
identification cards are misused they shall be confiscated and not replaced. In
the event of a joint exhibition, only the authorized exhibitor shall receive
the necessary identification cards. Any additional identification cards which
may be required can be obtained but will be charged for.
11 Picture and Sound Recordings
VDEI-Service GmbH shall be entitled to take photographs, make drawings and film and video recordings of the event taking place at the exhibition and of the exhibition constructions and stands and use these advertising or press publications without the exhibitor being able to make any objections to this for any reason. This shall also apply to recordings made by the press or television with the approval of VDEI-Service GmbH.
12 Advertising
12.1 Scope
All types of advertising shall only be allowed within the stand rented by the
exhibitor for his/her own company and only for exhibition goods that he/she manufactures
or sells.
12.2
Authorisation requirement
The trade fair management must be previously
informed in writing about any loudspeaker advertising, slide or film projections
and all other types of shows. The same shall apply to the use of other equipment
and fittings are intended to increase the advertising impact. Political advertising
is not allowed as a matter of principle.
13 Official Permits, Statutory Regulations, Technical Guidelines
The exhibitor always has to secure official permits. He/she shall be responsible for ensuring that GEMA regulations and regulations under commercial law and police law, as well as public health regulations and all other statutory regulations are complied with, in particularly also the “Law on technical equipment” (equipment safety law). He/she must also conform to the “Technical guidelines” of the exhibitor service folder, which in particular contain regulations on stand construction and stand design, together with comprehensive safety regulations.
14. General Company Regulations
14.1
Company regulations
During the event the exhibitor is subject to VDEI-Service GmbH's company
regulations on the entire premises of the trade fair. The instructions of
VDEI-Service GmbH's employees, who are legitimised by an official identification
card, must be followed.
14.2
Parking spaces
Requests of the exhibitors for parking spaces on the premises of the exhibition
will be taken into consideration where possible. There shall be no right to a
parking space
14.3
Vehicle access to exhibition premises
During the event vehicles without authorisation have no right to enter the interior
premises. The delivery of goods, etc. is regulated in the participation
conditions.
14.4
Leaving the premises
The exhibitors and accompanying persons must have left the halls and have
removed all vehicles within one hour after the daily opening time. Persons who
wish to leave the exhibition with packets must prove they are entitled to do so
when they go through the exit control.
14.5
Miscellaneous
Animals are not allowed to be taken onto the premises of the exhibition. Water
for use with foodstuffs and for cleaning consumer goods that come into contact
with foodstuffs is only allowed to be taken from hygienic water taps Taking
water for such uses from toilet rooms is forbidden.
14.6
Environmental protections
The exhibitor is obligated to behave in an environmentally-friendly manner. In
doing so he/she also has to observe the environmental guidelines of
VDEI-Service GmbH enclosed in the exhibition service folder.
15 General Regulation, Dates
15.1 Dates
and times
The times for setting up and dismantling are stipulated in the special
participation conditions.
15.2
Setting up, exhibitor service
The exhibitor service folder contains the range of services offered by
VDEI-Service GmbH, setting up and designing system stands and individual
stands.
15.3
Dismantling time
The stands are only allowed to be removed The stands are only allowed to be
removed the dismantling time (end of dismantling) must be observed. After the
dismantling time has expired VDEI-Service GmbH shall be entitled to remove and
store the exhibition goods or have them removed and stored at the cost of the
exhibitor. VDEI-Service GmbH shall only assume liability for losses or damage
of exhibition equipment or goods in the case of wilful intent and gross
negligence VDEI-Service GmbH shall have a right of lien for the costs this
involves.
16. Stand Design
16.1 Permit
note
Assuming that technical guidelines are conformed to during the designing and building
of the stand it is not necessary to submit a building permit for ground-level,
one storey stand constructions without roofing in the trade fair halls: a
simple ground plan sketch is adequate. All other stand constructions, mobile
stands, special designs and constructions (ground plan and view) must be
presented to VDEI-Service GmbH for authorisation. The exhibitor service folder contains
the details.
16.2
Appearance
The exhibition stand must be adapted to suite the overall plan of the
exhibition.VDEI-Service GmbH reserves the right to reject stands whose
structure is inappropriate or inadequately designed.
16.3
Equipment and fittings during the opening time
During the entire duration of the trade fair or exhibition the stand must be
properly equipped and be staffed by competent, specialist personnel during the
stipulated opening times.
16.4
Penalty for non-performance of contract
If the exhibitor culpably violates the above regulations (Section 16. 2.3),
following an unsuccessful warning VDEI-Service GmbH may impose a penalty for
non-performance of contract amounting to 500.00 euros per day.
17 Exhibitor Service Folder
Together
with the confirmation of admission to participate the exhibitor shall receive
an exhibitor service folder, containing all important information on technical
guidelines, technical equipment standards, installations, stand construction,
stand design and stand equipment, as well as the trade fair services of
VDEI-Service GmbH, insurance, electricity and water supply, hotel reservations
and other services, together with the necessary forms.
18 General Supervision an Cleaning
a) VDEI-Service GmbH will be in charge of security in the halls. It will only be liable for damage in the case of gross negligence. The exhibitor shall be responsible for the security of the trade fair stand. It is recommended that insurance cover should be taken out for damage. During the night valuable, easily removable objects should be locked away. Private security personnel for guarding the stands may only used after written agreement with VDEI-Service GmbH.
b) VDEI-Service GmbH will arrange for the general cleaning of the premises and the hall corridors. The exhibitor shall be responsible for cleaning the stand. Each day cleaning work must be finished before the opening of the event.
c) If the exhibitor does not use his/her own staff, the contracting firm of VDEI-Service GmbH must be commissioned for stand security and cleaning of the stand.
d) The exhibitor and the stand constructor he/she commissions shall be responsible for disposal of any waste he/she produces. He/she must observe the regulations contained in the exhibitor service folder.
19 Technical Installations
Companies authorised by Hall Münsterland shall provide electricity, water, gas, telephone and other services in the halls. The special participation conditions contain further details.
20 Photographing
For any photographs, films or video recordings which are made, the exhibitor should only commission those photographers or film and video production companies which have been authorised by VDEI-ServiceGmbH and have been issued with an appropriate identification card. Only these persons may be commissioned before the beginning and after the conclusion of the daily opening times. Other photographers or production companies shall have no access to premises of the trade fair.
21 Catering
Halle Münsterland will provide catering within the premises of the trade fair.
22 Bundesdatenschutz (Federal Data Protection Act)
The personal data of our business partners will be stored and processed within the framework of the purposes of the contractual relationship in accordance with Sections 28 and 29 of the Bundesdatenschutzgesetz.
23 Final Provisions
23.1 Written
form
Deviations from the content of this agreement (Section 1.2) and collateral
agreements shall only be legally binding
if they are confirmed in writing by VDEI-Service GmbH.
23.2 German
law
The mutual right and obligations arising from this contractual relationship and
on the basis of this agreement shall the subject to the law of the Federal
Republic of Germany.
23.3 Place
of performance and place of jurisdiction
The place of performance is Berlin. This shall also be the place of
jurisdiction if the exhibitor is a businessperson or a legal person under public
law or does not have a general place of jurisdiction in Germany.
23.4
Limitation of liability in time
Claims of the exhibitor against VDEI-Service GmbH shall be time-barred in 6
months, insofar as there are no legal regulations governing otherwise.
23.5 Separability clause
Should any individual provision of these participation conditions be void,
illegal or unenforceable, the validity of the remaining provisions her of shall
in no way be affected. The unenforceable provision shall be amended so that the
intended purpose is achieved.