Conditions of participation and business for trade exhibitions accompanying VDI conferences
Registration
Companies are to enroll solely by means of the enclosed form, on acknowledging these conditions of participation. The registration form, completely filled in and signed legally binding, is to be sent to the VDI Wissensforum GmbH, P.O. Box 10 11 39, D-40002 Düsseldorf or via email to fachausstellungen@vdi.de. The registration is binding, irrespective of the admittance. Terms and conditions possibly given in the registration will not be taken into account. Special requests for certain floor spaces to be considered if possible do not constitute a condition for participation. An exclusion of competition is not granted.
Admittance
Those companies offering exhibits which contribute to illustrating or supplementing the planned theme of the conference will be admitted. The VDI Wissensforum GmbH (VDI WF GmbH) will decide on the admittance of companies and exhibits after hearing the relevant VDI bodies. There is no legal entitlement to admittance. The admittance as an exhibitor will be confirmed in writing and is only valid for the exhibitor named in this confirmation. The contract between the VDI WF GmbH and the exhibitor is considered to be concluded at the time the confirmation of registration is sent. The VDI WF GmbH is entitled to revoke the admittance granted, if it was granted on the basis of false qualifications or particulars, or if the admission requirements later do not apply.
Allocation of floor space and changes in floor space
If, for a reason the VDI WF GmbH is not to blame for, the allotted floor space is not available; the exhibitor is not entitled to a reimbursement to the rent paid for the stand.
Terms of payment
Immediately after the receipt of the invoice, without deduction, on stating the code number, given in the registration and invoice, for the respective specialised accompanying exhibition. Companies, which do not come fromcountries, which are members of the European Union, must pay the invoice 3 weeks before the exhibition occurs, because otherwise the floor space cannot be at the disposal. In this case the requirement on the floor space expires.
Co-exhibitors and joint stands
Exhibitors are not allowed to transfer, against payment or free of charge, an allotted stand or parts of a stand to third parties. If the renter wishes to take on a co-exhibitor, it must file an application for that at the VDI WF GmbH. The renter must pay a co-exhibitor fee of € 515, - plus the statutory value-added tax. This fee does not contain an admission ticket. The exhibitor renting the stand always remains the party liable to pay the co-exhibitor fee. Co-exhibitors are all parties exhibiting at the stand in addition to the principal renter. Such parties are also considered to be co-exhibitors if they have close economic or organisational relations with the principal exhibitor. In cases of doubt, the VDI WF GmbH decides.
Cancellation and non-participation
Up to the date of admittance (confirmation of registration form), a cancellation of the enrolment is possible. A cancellation fee of € 150,- plus the statutory value-added tax must be paid. After admittance, the exhibitor is no longer able to cancel or reduce the stand floor space. If, after admittance, the exhibitor refrains from occupying the stand space allotted to it, and that floor space cannot be rented out to any other company by the VDI WF GmbH, the exhibitor must pay 50% of the participation fee. If the exhibitor decides to cancel its registration 30 working days before the date of the event, it is obligated to pay the full participation fee.
Assembly and design of the stands
As regards the assembly and design of the specialised accompanying exhibitions, the information drawn up by the VDI WF GmbH is applicable. This information includes binding stipulations which the exhibitors are in-formed of with the registration documents. This information is an integral part of the contract. The relevant provisions and administrative regulations are binding for the exhibitor.
Technical services
All installations must be coordinated with the VDI WF GmbH. Exhibitors are not allowed to have installations manufactured by their own engineers. In case of violation, the exhibitor is liable for any damage by the installations. Any connections, machines and equipment which are not admitted, or which do not comply with the relevant provisions, can be removed at the exhibitor’s expense.
Assembly and dismantling
The exhibitor will carry out the assembly and dismantling of exhibits as well as the equipping and designing of the stand unless stated otherwise in the "information on the specialised accompanying exhibitions". Unless agreed otherwise in individual cases, exhibits are to be assembled, dismantled and transported away by the exhibitor by the time given in the contract. VDI WF GmbH is entitled, as occasion arises, to have the stand cleared and exhibits stored at the expense and risk of the exhibitor. The stand rented by the exhibitor must be returned in its original state.
Insurance - liability
The VDI WF GmbH takes on no duty to take proper care of exhibits and rules out every liability for damage and loss.
Institutional advertising
The specialised accompanying exhibition fulfils a scientific and information purpose as a supplement to the corresponding conference in each case. For this reason, only those exhibits and technical descriptions which correspond, in terms of their theme, with the contents of the trade conference are permitted. From this point of view, a rejection of single or of the entire exhibits offered is also possible. Demonstrations associated with noise nuisance can only be carried out during periods when no lectures are being held. The exhibition companies are free to invite customers to the specialised accompanying exhibition. A list of exhibitors/catalogue will possibly be published and handed out to the participants in the event free of charge. The VDI WF GmbH will decide on the type and scope of such a list. The opening times of the specialised accompanying exhibitions are continuous and determined by the times for the conference proceedings.
Visitors
During the event, only a valid name badge issued by VDI WF GmbH entitles any interested persons to visit the industrial exhibition run in parallel to the conference. Once attendence bookings have been effected, name badges will be produced for all registered conference attendees, chair persons, speakers, booth operators, sponsors as well as for accredited representatives of the press. Any exceptions will be feasible only by prior consultation with, and authorisation by VDI WF GmbH and will need to be applied for in writing.
Verbal agreements
All agreements, special permits and special arrangements require written confirmation by the VDI WF GmbH.
Cancellation of an event
In the event that VDI WF GmbH is not in a position to stage the event as a result of force majeure or due to other reasons, it shall be required to inform the exhibitors of same without delay. As a matter of principle the entitlement to stand rent shall not apply. However, VDI WF GmbH may charge for the work it has commissioned in the sum of the amount of expenses incurred. In the event that VDI WF GmbH is in a position to stage the event at a later date, it shall be required to inform the exhibitors of same without delay. The exhibitors shall be entitled, within a period of one week following receipt of this announcement, to cancel their participation on the changed date. In such a case they shall be entitled to reimbursement of the stand rent. If VDI WF GmbH is forced to shorten or cancel the event, the exhibitors shall not be entitled to repayment or cancellation of the stand rent or be entitled to claim for damages unless the damage has caused by way of intent or gross negligence and such damage is the responsibility of VDI WF GmbH. In the event that VDI WF GmbH is responsible for gross negligence, the claims for damages shall be restricted to the agreed stand rent.
Statutory limiation
All claims of the exhibitors against the VDI WF GmbH must be asserted immediately. The period of limitation begins with the end of the week in which the final day of the event falls. Notwithstanding that, such claims become statute-barred within 4 weeks. The place of fulfilment and jurisdiction for all mutual obligations is Düsseldorf. The law of the Federal Republic of Germany applies January 1st , 2004.