§ 1 Registration

(1) The stand can be ordered online via the organizer’s website or in writing using the organizer’s registration forms. The applicant is bound to his registration until 8 days after the registration deadline announced in the “Conditions of Participation”, at the latest until 2 weeks before the opening of the trade fair/exhibition, unless admission has been granted in the meantime.

(2) Registrations received later or after the registration deadline shall remain binding for 14 days.

§ 2 Validity of the exhibition conditions

(1) By registering, the exhibitor accepts the “Veterama® Exhibition Conditions”, the “Conditions of Participation” valid for the respective events, the “Prices and Terms of Delivery”, the “Technical Documents” and the “House Rules” as binding for himself and all persons employed by him at the event.

(2) These terms and conditions of the organizer apply to all contracts concluded between the organizer and the exhibitor for participation in trade fairs and exhibitions. They shall also apply to all future business relationships, even if they are not expressly agreed again. Deviating terms and conditions of the exhibitor that are not expressly recognized by the organizer are not binding for the organizer, even if the organizer does not expressly object to them.

§ 3 Admission

(1) The organizer shall decide on the admission of exhibitors and the goods and services listed in the list of goods. The organizer is entitled to reject applications. He is also entitled to limit the number of registered exhibition stands and to change the registered area for conceptual reasons.

(2) The contract between the organizer and exhibitor is concluded upon receipt of the confirmation card for admission or the invoice by the exhibitor. The organizer does not guarantee the exclusion of competition. The exhibition and trade of non-registered and non-approved goods is not permitted. Permitted goods can be found in the supplier information.

§ 4 Amendment, force majeure

(1) Unforeseen events that make it impossible to hold the trade fair/exhibition as planned and for which the organizer is not responsible shall entitle the organizer to cancel the trade fair/exhibition before it opens.

(2) If the cancellation must be made more than 6 weeks, but no more than 3 months before the scheduled start date, 25% of the stand rental fee will be charged as a cost contribution. If the cancellation is made in the last 6 weeks before the start, the cost contribution increases to 50%. In addition, the costs already incurred at the exhibitor’s instigation must be paid. If the trade fair/exhibition has to be closed due to force majeure or by order of the authorities, the stand rental and all costs to be borne by the exhibitor must be paid in full.

(3) The events described under item (1) also entitle the organizer to postpone the trade fair/exhibition. Exhibitors who can prove that this results in a date overlap with another trade fair/exhibition that they have already booked can claim release from the contract.

(4) Exhibitors may not demand to be released from the contract. There shall be no reduction in the stand rent. Claims for damages are excluded in all cases for both parties.

§ 5 Termination, withdrawal

(1) The organizer is entitled to terminate the contract extraordinarily with immediate effect due to late payment if the exhibitor is more than 14 days in arrears with due payment obligations, even after a written reminder. Notwithstanding his further liability for stand rental and costs, the exhibitor shall in this case pay a fee amounting to 25% of the stand rental to cover the costs already incurred.

(2) If, after binding registration or after admission has been granted, the organizer exceptionally concedes a withdrawal, 25% of the rent shall be paid as compensation for costs as well as the costs already incurred at the exhibitor’s instigation from orders already placed. Even in the case of paragraph 1, the exhibitor shall be granted the right to prove that the organizer has incurred no or less damage.

(3) The application for withdrawal can only be made in writing. It is only legally effective if the organizer also gives his consent in writing.

(4) The organizer may make the release dependent on the rented stand being rented to another party. Re-letting corresponds to a release from the contract, but the first exhibitor must bear any difference between the actual rent and the rent achieved, plus the amounts resulting from paragraph 2. If the stand cannot be rented to another exhibitor, the organizer shall be entitled to move another exhibitor to the unoccupied stand or to fill the stand in another way in the interests of the overall image.

(5) In this case, the exhibitor shall not be entitled to a reduction in the stand rental fee. The costs incurred for decorating or filling the unoccupied stand shall be borne by the exhibitor.

§ 6 Rents, costs, value added tax

Stand rental fees, surcharges and the costs of other services of any kind (including the costs of utilities and other ancillary services such as the supply of gas, water, electricity, etc.) shall be governed by the provisions of the exhibition contract and the organizer’s terms and conditions of price and delivery.

§ 7 Terms of payment, right of lien

(1) Stands are allocated exclusively against advance payment.

(2) Upon conclusion of the contract, the anticipated total claim shall be invoiced in full immediately and shall be due for payment. Further claims of the organizer (in particular also from supply services) are due for payment upon invoicing.

(3) Exhibitor passes shall only be issued after payment of all outstanding claims of the organizer up to this point in time. The exhibitor shall be responsible for any direct and indirect consequences arising therefrom. Notwithstanding its right of termination in accordance with § 5, the organizer may, after unsuccessful reminder and with appropriate notification, dispose of stands that have not been paid for in full and refuse to provide the stand and issue exhibitor passes.

(4) The organizer shall be entitled to a lessor’s lien on the trade fair/exhibition objects brought in for all unfulfilled obligations and the resulting costs. § Section 562 a sentence 2 BGB shall not apply. The organizer shall not be liable for damage or loss of the pledged items through no fault of its own and may sell them by private treaty after giving written notice. It is assumed that all items brought in by the exhibitor are the unrestricted property of the exhibitor.

§ 8 Joint and several liability

If several exhibitors rent a stand together, each of them is liable as joint debtor. They must name a joint authorized representative in the application. The organizer need only negotiate with this representative. Notifications to the representative named in the application shall be deemed to be notifications to the exhibitor(s).

§ 9 Co-exhibitors and additionally represented companies, subletting

(1) At the request of the exhibitor, the exhibitor (main exhibitor) is obliged to name all co-exhibitors and additionally represented companies to the organizer. The contractual relationship is only concluded with the main exhibitor.

(2) Co-exhibitors and additionally represented companies are companies that exhibit with products and their own stand personnel (co-exhibitors) or only with products (additionally represented companies) on an exhibitor’s stand alongside the exhibitor.

(3) The exhibitor is not entitled to sublet or otherwise transfer the stand allocated to him in whole or in part, to exchange it or to accept orders for other companies without the approval of the trade fair/exhibition management. The organizer shall not charge any surcharges for co-exhibitors and additional companies represented.

§ 10 Exhibitor passes

(1) The exhibition grounds may only be entered with the exhibitor passes issued by the organizer. The passes are intended exclusively for the named exhibitor, his stand personnel and authorized representatives.

(2) They are not transferable and will be confiscated without compensation in the event of misuse.

§ 11 Booth layout

(1) The stand layout shall be determined by the organizer in accordance with its own plans, taking into account aspects relating to the concept and the theme of the trade fair and exhibition. The stand forms and/or placements specified in the application are the exhibitor’s wishes, which the organizer will take into account at his discretion. If the preferred stand forms are no longer available, the exhibitor must switch to other stand forms.

(2) The stand allocation will be communicated in writing, usually with the stand confirmation. Complaints must be made in writing within 8 days of receipt of the stand allocation.

(3) The exhibitor must expect that a slight restriction of the allocated stand may be necessary for technical reasons. This may amount to 10 cm in width and 10 cm in depth and does not entitle the exhibitor to a reduction in the stand rental fee.

(4) This does not apply to stands expressly registered as prefabricated or system stands. The organizer reserves the right to relocate the entrances and exits, the emergency exits and the passageways for compelling reasons.

§ 12 Stand construction

(1) Stand construction may not begin before the first set-up day. Exceptions require the written permission of the organizer; any additional costs incurred shall be borne by the exhibitor.

(2) Stand construction must be completed before the opening of the event and must be carried out in the hall and on the open-air site on the Friday of the event from 11.00 am to 8.00 pm. In the outdoor area, stand construction is also possible on Saturday until 9.00 am. If stand construction is not completed on time, the organizer may dispose of the stand elsewhere.

(3) The defaulting exhibitor shall nevertheless be liable for the agreed stand rental and for any additional costs incurred (decoration, etc.). Claims for damages by the exhibitor are excluded.

(4) The organizer shall mark the rented floor space; the stand construction must take place within this space.

(5) The stand must be set up in the outdoor area in such a way that there is a continuous range of goods on the side of the road or street. Any remaining transport vehicles must be parked at the rear of the stand area.

(6) Complaints regarding the location, type or size of the stand must be reported to the trade fair/exhibition management before the start of the stand set-up, but at the latest before the start of set-up.

§ 13 Design and equipment of the stand

(1) The stand owner’s green stand card must be clearly displayed on the stand for the entire duration of the event. The exhibitor is responsible for furnishing the stand within the framework of the uniform structure provided by the organizer, if applicable. The instructions of the trade fair/exhibition management must be followed in the interest of a good overall appearance. The use of prefabricated or system stands must be expressly noted in the application.

(2) The minimum requirements are clean walls at the stand boundaries to the neighboring stand and a suitable floor covering approved by the organizer. The following must also be observed:

(3) The general construction height of stands is 3.50 m. Exceeding this height requires the express permission of the organizer, which is dependent on the technical regulations of the exhibition site and the acceptance of the immediately adjacent stand neighbors.

(4) The approval of a multi-storey structure also requires the exhibitor to submit a structural analysis. For the additional floor space, a square meter price of 50% of the square meter price of the floor space will be charged as rent. Signs and lettering may not protrude above the top edge of the stand. In the case of multi-storey structures (including towers or pylons), the lettering must be affixed in such a way that it is clearly identifiable as belonging to the exhibition stand and does not obstruct the view of neighboring stands.

(5) The organizer reserves the right to change the signage. All materials used for the construction and decoration must be flame-retardant (building material class B1 according to DIN 4102).

(6) If the organizer discovers violations and the exhibitor is not willing or able to take immediate remedial action, the organizer may impregnate or remove the offending parts at the exhibitor’s expense. Safety equipment (fire extinguishers, fire alarms, hydrants, etc.) and signs indicating safety equipment may not be built over or covered. The same applies to distribution cabinets for connections of any kind (electrical, telephone, IT, etc.). The installation of foundations, drill holes and anchoring in the hall floor or other structural changes in the halls or outdoor area are only permitted with the express written permission of the organizer. Direct painting, labeling or sticking on the halls, individual components or accessories is not permitted. The exhibitor shall be liable for damage of any kind – even as a result of authorized modifications – for himself, any co-exhibitors and agents. Any necessary repair and maintenance work shall be carried out exclusively by the organizer or its contractors. The above provisions shall apply mutatis mutandis to damage in the outdoor exhibition area.

(7) The trade fair/exhibition management may demand that stands whose construction has not been approved or which do not comply with the exhibition conditions be modified or removed. If the exhibitor fails to comply with such a request without delay, the organizer may remove or modify the stand at the exhibitor’s expense. If the stand has to be closed for the same reason, the exhibitor is not entitled to a refund of the stand rental fee.

§ 14 Operation of the stand

(1) The exhibitor is obliged to occupy the stand with the registered goods for the entire duration of the trade fair/exhibition and, unless the stand is expressly rented out as a representation stand, to keep it manned by competent personnel. If the stand is not occupied and/or is dismantled prematurely, the exhibitor loses the right to the stand.

(2) The StVO applies on the exhibition grounds. The maximum speed on the exhibition grounds is 5 km/h. Only authorized and insured vehicles may be put into operation. Vehicles may only be put into operation for test and demonstration purposes.

(3) Exhibitors are not permitted to sell drinks and/or food on the stand. This also applies to open fires and the disruptive playing of music on the stand.

(4) Cleaning of the stands is the responsibility of the exhibitor and must be carried out daily after the end of the trade fair/exhibition. Exhibitors are required to avoid waste and to separate waste into recyclable materials. In particular, no iron parts or other scrap and waste must be left behind. Additional disposal costs will be charged to the exhibitor according to the polluter-pays principle.

(5) The exhibitor will receive one or, if requested, several garbage bags upon entry. Due to the prescribed waste separation, waste containers are no longer used. Exhibitors are requested to deposit only combustible waste in the waste bags. Disposal is carried out by regular collection during the event.

(6) Oil spills on the roads and on the grounds must be avoided. Should an oil leak or spillage nevertheless occur, this must be reported immediately to the organization office or to the organizers on the site. To avoid damage, the relevant parts/vehicles must be covered with plastic sheeting or drip pans.

(7) For safety reasons, parties and similar events may only be held at the exhibitor’s stand during and outside the general opening hours if the organizer has given prior written permission.

§ 15 Guarding

(1) The organizer shall assume general security of the trade fair/exhibition grounds and the halls without liability for loss or damage.

(2) The exhibitor is solely responsible for the supervision and guarding of the stand, the exhibits and other items brought onto the stand – including during set-up and dismantling times. He should keep valuable, easily transportable objects under lock and key outside the general opening hours.

(3) The supervisory staff are not authorized to accept guarding orders or orders of any other kind from exhibitors.

(4) If required, the exhibitor may order stand security through the organizer. For security and insurance reasons, only the Organizer’s contractors are permitted to do so.

§ 16 Advertising

(1) Advertising of any kind, in particular the display of posters, the distribution of printed advertising material and the addressing of visitors, is prohibited on the entire trade fair/exhibition grounds, including the parking lots and access roads.
Exceptions require written permission from the organizer.

(2) The operation of loudspeaker systems, music/visual presentations and AV media of any kind – including for advertising purposes – by the exhibitor also requires written permission, which must be applied for in good time before the trade fair is set up.

(3) The demonstration of machines, acoustic devices, photographic equipment and fashions, including for advertising purposes, may be restricted or revoked in the interest of maintaining orderly trade fair/exhibition operations, even after approval has already been granted.

§ 17 Liability insurance

(1) The organizer maintains insurance cover for its legal liability, which is limited in several respects. The liability of the exhibitor is not covered by the insurance.

(2) Exhibitors are recommended to take out their own appropriate liability insurance.

§ 18 Safety regulations, connections

(1) When setting up and operating machinery and equipment, the exhibitor is obliged to observe the generally recognized rules of technology as well as the health and safety and accident prevention regulations.

(2) If protective devices are removed from machinery in order to make the function of the equipment visible, danger points must be secured by transparent safety devices of sufficient strength.

(3) In the case of noise-generating demonstrations above 75 dBA by the exhibitor, a noise protection booth is mandatory. Other installations of any kind up to the stand connection may only be carried out by companies approved by the organizer. If such connections are required, this must be notified to the exhibitor at the exhibition office. A power supply with a voltage of 220 V and a current of 16 A can be provided.

(4) The organizer shall place the order with the contracting companies on behalf of the exhibitor. Installation and consumption shall be borne by the exhibitor.

(5) The organizer is not liable for interruptions or fluctuations in the supply of electricity, water/waste water, gas and compressed air.

(6) Connections and equipment that do not comply with the relevant regulations – in particular those of the VDE and the local utility company – may be removed or put out of operation by the trade fair/exhibition management at the exhibitor’s expense.

(7) The exhibitor shall be liable for all damage caused by the use of unregistered connections and connections that were not made by installation companies approved by the organizer. He shall also be liable for all damage caused by the operation of equipment that does not comply with the relevant safety regulations at the trade fair/exhibition venue.

(8) Due to fire safety regulations, every exhibitor with a stand of at least 4 units (8 m) in size is obliged to keep a working fire extinguisher within easy reach at his stand. Open fires are strictly prohibited. In the event of non-compliance, the organizer and the fire department are permitted to close the stand immediately.

§ 19 Photography and other image and sound recordings

(1) Commercial image and sound recordings of any kind, in particular photographs, films, video recordings and other image recordings, are prohibited on the entire exhibition grounds. This does not apply to press representatives accredited by the organizer.

(2) The organizer and the exhibition company have the right to make or have made drawings, images and sound recordings of exhibition stands, exhibits or individual exhibits for the purpose of documentation or for their own publications (including in advertisements and publicity). This right also extends to employees of the exhibitor who are photographed.

§ 20 Requirements for the use of EDP

When using EDP on the exhibition stand, the exhibitor is obliged to use radiation-protected hardware. The organizer is not liable for any interference caused by electronic interference fields during operation of the system.

§ 21 Dismantling

(1) No stand may be vacated in whole or in part before the end of the trade fair/exhibition. Exhibitors who fail to do so must pay a contractual penalty amounting to half the stand rental fee. It is not possible to leave before the end of the trade fair/exhibition. Failure to do so may result in the loss of the right to the stand.

(2) The trade fair/exhibition space must be returned in the condition in which it was taken over by Sunday, 10 p.m. at the latest. Upon special request, the organizer may grant an extension in justified exceptional cases. The exhibitor shall be liable for any damage to the floor, walls and material provided on a rental or loan basis.

(3) Any material, foundations, excavations, etc. that have been placed on the stand must be properly removed. Otherwise, the organizer is entitled to have this work and any necessary repair and maintenance work carried out at the exhibitor’s expense. Further claims for damages remain unaffected. Stands not dismantled or trade fair/exhibition items not removed after the date set for dismantling shall be removed by the organizer at the exhibitor’s expense and stored at the organizer’s or a forwarding agent’s premises at the exhibitor’s expense, excluding liability for loss and damage. Obviously worthless items, in particular packaging materials, garbage etc. will be disposed of at the exhibitor’s expense.

§ 22 Delivery and removal of goods

The organizer is not obliged to accept consignments and is not liable for loss, damage or incorrect delivery, unless it can be accused of intentional or grossly negligent action.

§ 23 Violations of the contractual conditions

(1) The organizer may have the stand closed in the event of serious violations of the contractual agreements, included trade fair conditions, public law regulations or in the event of conduct by exhibitors, personnel or representatives of exhibitors that endangers the orderly running of the event, even after a warning. This also applies in particular if the exhibitor violates legal regulations, public decency or the purpose of the trade fair with advertising measures or advertises for ideological, religious or political purposes. The organizer is not liable for the economic consequences of the closure.

(2) The exhibitor may not claim a reduction in the stand rental fee. He shall be liable for all direct and indirect consequences of non-compliance with contractual and/or statutory provisions.

§ 24 Data protection

The exhibitor is informed that the organizer will store the exhibitor’s data disclosed to it within the scope of and for the fulfilment of the contractual relationship for the purpose of automatic processing. The exhibitor expressly consents to this storage.

§ 25 Liability of the organizer

(1) Claims for damages against the organizer are excluded regardless of the type of breach of duty, including tortious acts, unless intentional or grossly negligent action is involved.

(2) In the event of a breach of material contractual obligations, the organizer shall be liable for any negligence, but only up to the amount of the foreseeable damage. Claims for loss of profit, saved expenses, claims for damages from third parties and other indirect and consequential damages cannot be demanded, unless a guarantee assumed by the organizer is specifically intended to protect the exhibitor against such damages.

(3) The above limitations and exclusions of liability do not apply to claims due to fraudulent conduct on the part of the organizer or damages resulting from injury to life, limb or health.

(4) Insofar as the liability of the organizer is excluded or limited, this also applies to employees, workers, representatives and vicarious agents of the organizer.

§ Section 26 Forfeiture of claims

Exhibitors’ claims against the organizer that are not asserted in writing within 2 weeks of the end of the trade fair/exhibition shall be forfeited.

§ Section 27 Supplementary agreements

Additional agreements are only legally binding after subsequent written confirmation by the organizer.

§ 28 House rules

(1) The trade fair/exhibition management shall exercise domiciliary rights on the trade fair/exhibition grounds. It may issue house rules. Exhibitors and their employees may only enter the grounds and halls one hour before the start of the trade fair/exhibition, except during set-up and dismantling times.

(2) They must leave the halls and grounds no later than half an hour after the end of the trade fair/exhibition. Overnight stays on the exhibition grounds are not permitted.

§ Section 29 Applicable law, place of performance, place of jurisdiction

(1) The law of the Federal Republic of Germany shall apply exclusively to all legal relationships between the organizer, its employees, vicarious agents and assistants on the one hand and the exhibitor or its employees, vicarious agents and assistants on the other.

(2) The place of performance and place of jurisdiction for all disputes arising directly or indirectly from the contractual relationship for both parties shall be the place of the registered office of the organizer, provided that the exhibitor is a merchant, a legal entity under public law or a special fund under public law or has no general place of jurisdiction in the Federal Republic of Germany. However, the organizer reserves the right to take legal action at the exhibitor’s general place of jurisdiction.