Terms and conditions

1. Registration
2. Joint exhibitors
3. Making a contract
4. Allocation of stands
5. Exhibits
6. Terms of payment
7. Liability, Insurance
8. Cancellation, Non-Participation
9. Force majeure
10. Workers' and exhibitors' passes
11. Photographs and film, video and sound recordings
12. Advertising
13. Official permits, legal regulations, technical guidelines
14. Regulations for the maintenance of order
15. General regulations, Deadlines
16. Stand design
17. Exhibitors' Service Folder
18. General supervision, Cleaning
19. Technical installations
20. Photography
21. Catering services
22. Data protection
23. Concluding regulations

1. Registration

1.1 Stand applications
Applications to participate in a trade fair or exhibition must be made on the website www.iaf-messe.com. The form should be filled in carefully. When the application has been made, a confirmation will be sent automatically to the e-mail address given. The application is an irrevocable offer to enter into a contractual agreement with VDEI-Service GmbH to which the exhibitor is committed until the event commences.
1.2 Details of the contract
The integral parts of the contract are:
a) the application form,
b) the special Conditions of Participation, 
c) the General Terms of Business.
Where there is conflict between these various regulations they shall appliy in the order listed above.
1.3 Inclusion of the contractual conditions
By sending off the stand application the exhibitor recognises as binding the Terms of Business and Conditions of Participation iaf 2013 as well as the regulations contained in the Exhibitors' Service Folder. He is responsible for ensuring that those persons employed by him during the event also comply with the terms of the contract in every respect.

2. Joint exhibitors

If a number of exhibitors intend to hire a stand jointly, they must name one of their number in their application who will be authorised to negotiate with VDEI-Service GmbH on their behalf. The authorised party bears the same liability for any faults or cases of negligence on the part of those whom he is authorised to represent as he does for his own faults and negligence. The participating exhibitors are liable jointly and severally to VDEI-Service GmbH.

3. Conclusion of contract

3.1 Confirmation of participation
VDEI-Service GmbH will confirm its decision to accept an application with a written confirmation of participation (acceptance of the exhibitor). This must be confirmed by the exhibitor (legally binding signature and stamp) and sent back.
3.2 Restrictions on exhibitors and exhibits
If relevant grounds exist, and in particular if there is insufficient space, VDEI-Service GmbH may exclude individual exhibitors from participating, and may also limit the event to specific groups of exhibitors, if this becomes necessary in order to achieve the objective of the event. The same applies to the exhibits.
3.3 Deviation from the application
If VDEI-Service GmbH accepts the application for display space or for exhibits, subject to extensions, restrictions or other alterations, it is obliged to abide by this offer for a period of 2 weeks.

4. Allocation of stands

4.1 Principle
In allocating the stand VDEI-Service GmbH will take into account the subject and the way in which a particular event is subdivided as well as the space that is available. Specific requirements for stand locations will be taken into consideration wherever possible.
4.2 Changes to adjoining stands
The exhibitor should accept that at the beginning of the event the location of other stands may have altered compared to the time at which initial acceptance was granted. Claims for compensation shall be ruled out for both parties.
4.3 Exchange, Permitting third party use
The allocated stand may not be exchanged for that of another exhibitor, nor may it be transferred either partially or completely to a third person unless agreement has been reached with VDEI-Service GmbH.

5. Exhibits

5.1 Removal, exchange
Only the agreed exhibits may be displayed. They may only be removed from their location after agreement has been reached with VDEI-Service GmbH. Exhibits may only be replaced by other items if written agreement has been obtained from VDEI-Service GmbH and replacement must take place at least one hour before the official opening time or one hour after the official closing time.
5.2 Exclusion
VDEI-Service GmbH is entitled to demand that exhibits should be removed if these were not included in the stand hire contract, or if they subsequently prove to cause annoyance or danger, or are incompatible with the objectives of the event. In the event of non-compliance, VDEI-Service GmbH is entitled to have recourse to law in removing the exhibits at the exhibitor's expense.
Protection of copyrights and patents
It is the responsibility of the exhibitor to ensure that copyrights and other industrial patents exist for these exhibits. A six month period of protection from the beginning of an exhibition for the protection of the inventions, samples and trademarks will only become effective if the Federal Minister of Justice has published the relevant announcement in the Bundesgesetzblatt (Federal Law Gazette).

6. Terms of payment

6.1 Due date
The stand rental according to the confirmation of participation/stand rental invoice must be paid into one of the accounts of VDEI-Service GmbH given on the invoice, stating customer number and invoice number, by the date given in the special conditions of participation. All ancillary costs will be invoiced immediately after the event has finished. The amounts are due for payment at the time the invoice is issued.
6.2 Transfer of claims, Offsetting claims
Claims against VDEI-Service GmbH are not transferable. Claims may only be offset in the case of uncontested counter-claims or counter-claims which have been ruled valid.
6.3 Objections
Objections concerning the invoices will only be considered if submitted to VDEI-Service GmbH in writing within 14 days following issue of the invoice. (Exemption of third-party invoices)
6.4 Lessor's rights of lien
In order to secure any claims it may have, VDEI-Service GmbH shall be entitled to exercise its rights of lien as lessor, and to sell the items thus withheld as it wishes, following notification in writing. VDEI-Service GmbH is only liable for any damage to the items held in lien if such damage was caused maliciously or by gross negligence.
6.5 Basic fee for exhibitors
Every exhibitor and every co-exhibitor will be charged a basic fee. 
This includes:
a) an entry in the exhibitor catalogue which is available free of charge to all visitors
b) an entry of all exhibitor coordinates in the online catalogue at www.iaf-messe.com
c) an image of the logo and link to the company website of the exhibitor
d) an entry and positioning of the company with logo and coordinates in the interactive hall plan at www.iaf-messe.com  
e) naming in social media tools and in the interactive planning of the fair, if these are used for the iaf Fair.

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 wilful intent and gross negligence and culpable violation of important contractual obligations VDEI-Service GmbH will assume full liability. Liability of VDEI-Service GmbH for damage arising from slight negligence on the part of VDEI-Service GmbH or its vicarious agents shall also be ruled out. The exhibitor shall be liable in accordance with legal regulations. It is recommended that exhibitors take out insurance. For further details, see Exhibitors' Service Folder.

8. Cancellation, Non-participation on the part of the exhibitor, withdrawal from the contract by VDEI-Service GmbH.

8.1 Non-participation of the part of the exhibitor
The full amount of the stand rental still has to be paid if the exhibitor cancels or fails to take part in the event without notification of cancellation. If the exhibitor cancels and another lessee can be found for the stand, VDEI-Service GmbH retains the right to demand 25% of the invoiced stand rental charge from the original lessee to cover the costs. The full stand rental must be paid when VDEI-Service GmbH rents the agreed upon stand space although the overall area is reduced as a result of the cancellation / non-participation. The exhibitor retains the right to submit evidence to prove that no such costs were incurred by VDEI-Service GmbH, or that they were lowered than stated. The right to assert additional claims remains unaffected.
8.2 Withdrawal from the contract by VDEI-Service GmbH
VDEI-Service GmbH is entitled to withdraw under the following circumstances:
a) if the rental charge is not received in full at the latest by the date stated in the invoice for participation costs and if the exhibitor does not pay before the expiry of any extension period that may be granted;
b) if the stand is not occupied in time, i.e. if it is not obviously occupied within 24 hours of the official opening;
c) if the exhibitor infringes domiciliary rights, and does not refrain from doing so even after being warned;
d) if the registered exhibitor, as a private or corporate entity, no longer conforms to the requirements for granting acceptance, or if VDEI-Service GmbH subsequently becomes aware of any reasons which, had they been known before, would have excluded that person from participation. This applies in particular when bankruptcy or insolvency proceedings have been instituted, or if the exhibitor becomes insolvent. Exhibitors are required to inform VDEI-Service GmbH immediately in such circumstances. In those cases, referred to above, VDEI-Service GmbH is entitled to claim damages. Section 8.1 may be applied accordingly.

9. Force majeure

9.1 Cancellation of the event
If VDEI-Service GmbH is prevented from holding the event for reasons outside its own control or that of the exhibitors, all claims to the stand rental become void. However, VDEI-Service GmbH may still invoice the exhibitor for work carried out at the latter's instructions, to cover any expenses already incurred, if the exhibitor is unable to furnish evidence that the results of this work are of no interest to him.
9.2 Rescheduling the event
If VDEI-Service GmbH is in a position to hold the event at a later date it must notify exhibitors immediately. Exhibitors are entitled to cancel their participation in the event if it is rescheduled, provided such cancellation is given within one week following receipt of this notification. In such cases claims for payment of stand rental no longer apply.
9.3 Commenced event
If VDEI-Service GmbH is obliged to shorten or cancel an event that has already begun, as a result of force majeure, exhibitors are not entitled to assert claims for repayment or for exemption from the stand rental charge.

10. Workers' and exhibitors' passes

10.1 Workers' passes
Exhibitors will be supplied free of charge with passes for themselves and for any auxiliary staff employed during construction and dismantling. These will only be valid during construction and dismantling periods and do not entitle the holders to enter the exhibition grounds during the event itself.
10.2 Exhibitors' passes
Exhibitors will receive a limited number of special passes valid for the duration of the exhibition or fair, for use by themselves and their employees, and entitling them to admission free of charge. Additional details can be found in the conditions of participation.
10.3 General regulations
Passes are issued in the holder's name or must be filled in correctly by the holder who should also sign them. They are not transferable and are only valid in conjunction with an official ID document. In cases of misuse the passes will be withdrawn without replacement. In the case of joint participation by a number of exhibitors, only the authorised exhibitor will receive the required passes. Additional passes are available, for which a charge will be made.

11. Photographs and film, video and sound recordings

VDEI-Service GmbH is entitled to take photographs, make drawings, or to make films or video recordings of events taking place at the fair, of structures and stands, or of exhibits, and to use these for advertising purposes or for publication in the media. No objections for whatever reason by exhibitors will be entertained. This also applies to photographs or recordings made directly by the press or television with the approval of VDEI-Service GmbH.

12. Advertising

12.1 Scope
Advertising of all kinds is permitted but only within the stand hired by the exhibitor, on behalf of the exhibitor's own company, and only for exhibits manufactured or distributed by the exhibiting firm.
12.2 Approval
Advertising by means of loudspeakers, the display of slides or films, or the inclusion of performances or shows require the written approval of VDEI-Service GmbH. Written approval must also be obtained for the use of other equipment and installations intended to enhance the impact of advertising either optically or acoustically. Advertising of a political nature is strictly prohibited.

13. Official permits, legal regulations, technical guidelines

In all cases it is the responsibility of the exhibitor to obtain official approval. Exhibitors are responsible for ensuring the compliance with GEMA (performing rights) regulations, as well as regulations pertaining to trading and industrial law, police regulations, health regulations and other legal requirements. This also applies in particular to the "Law on technical equipment" (Gerätesicherheitsgesetz). Moreover, exhibitors must observe the "Technical Guidelines" as specified in the Exhibitors' Service Folder, in particular with regard to the regulations contained therein relating to stand construction and design and the extensive safety regulations also specified in this folder.

14. Regulations for the maintenance of order

14.1 Domiciliary rights
During the event exhibitors are subject to the domiciliary rights of VDEI-Service GmbH which apply throughout the exhibition grounds. Exhibitors must comply with instructions given by employees of VDEI-Service GmbH carrying appropriate identification.
14.2 Parking spaces
Efforts will be made to meet exhibitors' specific requirements regarding parking on the exhibition grounds. However, no automatic rights exist to a parking space.
14.3 Access to the exhibition grounds
Vehicles which do not have the correct authorisation or a document entitling them to park with the exhibition grounds will not be allowed access to the grounds during the event. No liability will be assumed in the case of wilful violation and gross negligence. 
14.4 Leaving the exhibition grounds
Exhibitors and accompanying persons must leave the halls within one hour following the official closing time each day, and all vehicles must leave the grounds by this time. Any person wishing to leave the exhibition with packages must be able to prove the origin of such items to officials at the exit.
14.5 Miscellaneous
No animals are allowed on the exhibition grounds. Water required for use in connection with foodstuffs or for the cleaning of utensils coming into immediate contact with foodstuffs may only be obtained from taps supplying hygienic water. Water for such purposes may not be obtained from toilet facilities.
14.6 Environmental protection
Exhibitors are required to make every effort to protect the environment. In this respect they should also observe the environmental guidelines of VDEI-Service GmbH which are enclosed in the Exhibitors' Service Folder.

15. General regulations, Deadlines

15.1 Deadlines
The construction and dismantling periods will be specified in the special conditions of participation.
15.2 Construction, Services for exhibitors
The Exhibitors' Service Folder contains a list of services available for the planning, construction and design of standard and individual stands.
15.3 Dismantling period
The stands may not be cleared before the end of the event. Dismantling must be completed by the end of the allotted dismantling period. On expiry of this period VDEI-Service GmbH is entitled to undertake dismantling, removal of exhibits and their storage at the exhibitor's expense. VDEI-Service GmbH will only be liable for losses or damage to exhibits when such losses or damage are due to deliberate action or gross negligence. VDEI-Service GmbH is entitled to impose liens to cover any expenses thus incurred. (Section 6.4).

16. Stand design

16.1 Authorisation certificate
Exhibitors with ground-level, single-storey stands without roofs are not required to submit plans for approval, providing the stand is in compliance with all other technical guidelines. A simple floor plan sketch will be sufficient. All other types of stands, mobile stands, or special constructions require approval. Construction plans (floor plan and front view) must be submitted to VDEI-Service GmbH for approval. Full details can be found in the Exhibitors' Service Folder.
16.2 General appearance
The exhibition stand must comply with the overall plan for the exhibition. VDEI-Service GmbH reserves the right to prohibit construction of unsuitable or inadequately designed stands.
16.3 Stand equipment during the opening times
The stand must be correctly equipped and furnished, and staffed by competent personnel throughout the duration of the fair or exhibition, between the stipulated opening times.
16.4 Penalty clause
If the exhibitor fails to comply with the regulations as stated above (Sections 16.2. and 16.3) VDEI-Service GmbH is entitled to impose a penalty of Euro 500.00 per day if its instructions and warnings are not heeded.

17. Exhibitors' Service Folder

Together with the confirmation of participation, exhibitors will receive the Exhibitors' Service Folder containing the necessary forms and information about technical guidelines, technical equipment standards in the halls, installations, stand construction, design and furnishing, as well as about other services for exhibitors, insurance, electricity and water supply, hotel reservations and other services.

18. General supervision, Cleaning

a) VDEI-Service GmbH will provide general supervision of the halls. However, it will only be liable for damages in the case of gross negligence. Guarding the exhibition stand itself is a matter for the exhibitors. They are advised to take out appropriate insurance cover for such risks. During the night valuable and easily removed items should be securely locked up. Private security staff to guard the stands may only be employed subject to written agreement with VDEI-Service GmbH.
b) VDEI-Service GmbH will provide general cleaning on the grounds and in the aisles. Exhibitors are responsible for cleaning their own stands. Such cleaning work must be completed each day prior to opening of the event.
c) If the exhibitors do not employ their own personnel, stand cleaning and guarding must be arranged through the respective firm appointed by VDEI-Service GmbH.
d) The exhibitor or his appointed stand constructor are responsible for disposing of any waste materials resulting from their work. The rules laid down in the environmental guidelines in the Exhibitors' Service Folder must be observed.

19. Technical installations

Regular supplies of electricity, water, gas and telephone services, along with other services in the halls, will be provided by firms authorised by VDEI-Service GmbH. Further details are contained in the special conditions of participation.

20. Photography

The taking of photographs, films or videos on behalf of exhibitors during the daily opening hours of the event may only be carried out by photographers, film or video production companies thus authorised by VDEI-Service GmbH and in possession of the appropriate pass. Such authorisation also applies prior to and after the daily opening hours of the event. No other photographers or production companies will be allowed access.

21. Catering services

Catering services are provided within the exhibition grounds by MCC Halle Münsterland.

22. Data protection

The personal data of our business partners will be stored and processed in accordance with Section 28 and 29 of the BDSG (German data protection laws) under the terms of the contractual arrangement.

23. Concluding regulations

23.1 Changes and amendments in writing
Any changes to the contents of this contract (Section 1.2) and ancillary agreements are only legally binding if they have been confirmed in writing by VDEI-Service GmbH.
23.2 German law
The mutual rights and obligations deriving from this contractual agreement and resulting from this contract are subject to the law of the Federal Republic of Germany.
23.3 Place of performance and jurisdiction
Place of performance is Berlin. This also applies to the jurisdiction if the exhibitor is a businessman or a legal entity in the public domain, or if the defendant has no general place of jurisdiction within Germany.
23.4 Statutory limitation
Claims by exhibitors against VDEI-Service GmbH expire after 6 months if not precluded by cogent legal regulations.
23.5 Redemptory Clause
If any individual provisions of these conditions of participation become void, this shall not affect the validity of the other regulations. The void provision should be altered in such a way as to fulfil the intended purpose.

Copyright 2023 VDEI-Service GmbH
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