GENERAL TERMS AND CONDITIONS of BVL Service GmbH - On-Site presence

GTC for exhibitors and sponsors

Part I. General part

1. general, scope of application

(1) These General Terms and Conditions (GTC) shall apply to all contracts with BVL Service GmbH (BVL). They shall also apply in their respective version as a framework agreement for future contracts with the same contractual partner without the need to refer to them again in each individual case.

(2) These GTC apply exclusively. Deviating, conflicting or supplementary terms and conditions of the contractual partner shall only become part of the contract if and insofar as their validity is expressly agreed.

(3) Our GTC shall also apply if we perform the service to the contractual partner without reservation in the knowledge of conflicting or deviating conditions of the contractual partner.

(4) Individual agreements made with the contractual partner in individual cases (including ancillary agreements, supplements and amendments) shall in all cases take precedence over these GTC. Subject to proof to the contrary, a written contract or our written confirmation shall be authoritative for the content of such agreements.

(5) Legally relevant declarations and notifications by the contractual partner with regard to the contract (e.g. setting of deadlines, notification of defects, withdrawal or reduction) must be made in writing, i.e. in written or text form (e.g. letter, e-mail).

(6) Insofar as written form is required in these GTC, the transmission of signed documents as an attachment to an e-mail shall suffice. Legal formal requirements remain unaffected.

2 Conclusion of contract

(1) Offers made by BVL are subject to change and are non-binding. BVL shall be bound by the prices stated in the offer - insofar as the contractual partner has not previously declared acceptance of the offer - for 14 days from the date of the offer, insofar as no deviating details are provided in the offer.

(2) Contracts shall only come into effect upon signature or written confirmation by BVL. BVL shall be entitled to accept contract offers from the contracting partner within 14 days of their receipt by BVL.

3. Terms of payment

(1) All BVL prices are subject to statutory VAT.

(2) After acceptance of the offer, BVL may charge the agreed exhibition and sponsorship fee. The invoice must be paid within 2 weeks.

(3) The contracting party shall only be entitled to a right of set-off or retention insofar as its claim has been legally established or is undisputed.

(4) Payment of the sponsorship or exhibition fee by the stipulated due date is a prerequisite for the construction and use of the allocated stand space.

4. Liability

(1) Insofar as nothing to the contrary arises from these GTC including the following provisions, BVL shall be liable in the event of a breach of contractual and non-contractual obligations in accordance with the relevant statutory provisions.

(2) BVL shall be liable for damages - irrespective of the legal grounds - in the event of intent and gross negligence. In the event of simple negligence, BVL shall only be liable for

a. for damages resulting from injury to life, body or health,

b. for damage arising from the breach of a material contractual obligation (obligation whose fulfilment is a prerequisite for the proper performance of the contract and on whose compliance the contractual partner regularly relies and may rely); in this case, however, BVL's liability shall be limited to compensation for the foreseeable, typically occurring damage.

(3) The limitations of liability resulting from paragraph (2) shall not apply in the event of fraudulent intent on the part of BVL or if BVL has assumed a guarantee.

5. Disruptions to performance, force majeure

(1) In justified exceptional situations and in cases of force majeure, BVL shall be entitled to postpone, shorten, cancel, temporarily interrupt, partially close or cancel and/or relocate an event.

(2) A justified exceptional situation which justifies such a measure exists in particular if

a) a sovereign measure (e.g. court or official order or other sovereign regulation such as a law or ordinance) exists in connection with the holding of the event or it is strongly advised against holding the event, regardless of whether this sovereign measure is addressed directly to the BVL or to the general public. This also includes all sovereign measures in connection with viruses, such as the coronavirus SARS-CoV-2 / COVID-19; or Translated with DeepL.com (free version)

(b) there are factual indications that the planned holding or continuation of the event may lead to a concrete danger to life or limb or to property of considerable value; or

c) it is not possible to hold the event without disruption and without significant restrictions for exhibitors, visitors or BVL.

(3) BVL shall make this decision at its own dutiful discretion, taking into account the interests of all affected event participants (in particular exhibitors, visitors, conference topics, speakers, sponsors, etc.) and necessary safety considerations.

(4) "Force majeure" means in particular the occurrence of an event or circumstance that prevents BVL or makes it partially or completely and not only temporarily impossible for BVL to fulfill one or more of its contractual obligations under the contract, this event is beyond its reasonable control and it was not reasonably foreseeable at the time the contract was concluded. In the absence of proof to the contrary, the following events/circumstances in particular shall be presumed to constitute a case of force majeure:

Act of terrorism, sabotage; currency and trade restrictions, embargo, sanctions; lawful or unlawful official action, compliance with sovereign measures, expropriation, nationalisation; plague, epidemic, epidemic, pandemic, natural disaster, explosion, fire, destruction of halls and/or buildings on and entrances to the event site, prolonged failure of public transport, telecommunications, information systems or energy; general labour unrest such as boycotts, strikes and lockouts, occupation of the entire event site or parts thereof and/or of halls, buildings and/or entrances, insofar as such unrest does not originate from BVL's sphere of influence.

BVL shall notify the contracting partner of the event without any delay.

6. Legal consequences from clause 5, advance costs

(1) If BVL cancels an event in full before it begins, it and the contractual partner shall be released from their contractual obligations to perform.

(2) In the event of a relocation, postponement or shortening of the event time before the start of the event, the contract shall be deemed to have been concluded for the new event location or period, unless the contracting partner objects in writing to BVL without delay, but at the latest within two weeks of receipt of the notification.

(3) In the event of premature termination (cancellation, curtailment), temporary interruption or partial closure after the start of the event or in the event of a late start, the obligation of the contracting partner to participate in the part of the event not cancelled and to pay the full agreed exhibition fee shall remain in force. BVL shall reimburse or credit any expenses saved to the contracting partner on a pro rata basis.

7. Cancellation of an event for economic reasons

BVL reserves the right, at its reasonable discretion and taking into account the legitimate interests of the parties concerned, not to hold an event if the economic viability of the event is not achievable or the number of registrations indicates that the overview of the industry aimed at by the event is not guaranteed. Upon cancellation, the mutual performance obligations of the contracting parties shall cease to apply. BVL shall be obliged to refund any payments already made by the contracting partner insofar as the service paid for has not yet been provided at the time of cancellation. Claims by the contracting partner for reimbursement of expenses already incurred for his participation in the event or for damages cannot be derived from the cancellation.

8. Code of Conduct, Consideration

(1) The contractual partner shall be obliged to observe the rules and principles of the Code of Conduct of the Federal Logistics Association in its cooperation with BVL

(2) The Contractual Partner shall observe the serious advertising principles when carrying out any measures and shall always take into account the non-profit character and neutrality of the Bundesvereinigung Logistik e.V. when carrying out advertising measures initiated by it.

(3) BVL and the contracting party agree to show mutual consideration with regard to the interests of the other party that are worthy of protection, in particular also in the context of public relations work. They shall inform each other in good time in advance of any such circumstances that may be significant for the other party.

(4) In the event of violations of the provisions in the above paragraphs (1) to (3), BVL shall be entitled to prohibit the corresponding measures of the contractual partner.

9. Exclusivity

Exclusivity rights of the contractual partner are excluded unless otherwise expressly agreed.

Part II. Participation in Exhibitions

1. Stand Allocation

Exhibition stands will be allocated by BVL. The date of receipt of the application is not decisive in this respect. The wishes of the contracting partners regarding the allocation of specific stands will be taken into account as far as possible, but cannot be made a condition. The organiser or BVL may move stands and advertising boards to other locations for organisational reasons or because of the overall appearance.

2. Multiple tenants, subletting, transfer of a stand to third parties

The contracting partner shall not be entitled, without the written consent of BVL, to transfer all or part of the space allocated to him to third parties, to exchange it, to sublet it or to accept it for other exhibitors. The admission of a co-exhibitor requires a separate application and must be submitted in writing to BVL. The admission of a co-exhibitor is subject to a fee. If a co-exhibitor is admitted without BVL's consent, BVL shall be entitled to terminate the contract with the contracting partner without notice.

3. Booth staff/Participants/Guests

Stand participants must be registered using the BVL online registration form and must be named. Entitlements are not transferable. Additional persons must pay additional participation fees.

4. Stand limitations and dimensions

Exceeding the stand limits is not permitted. BVL may demand that exhibition stands whose construction is not approved or does not comply with the exhibition conditions be modified or removed. BVL shall be entitled to charge for any additional expenditure incurred by it as a result. If a stand has to be closed for the same reason, any claim to reimbursement of the fee or compensation for damages shall be excluded.

5. Rental status

If the contractual partner has booked a rental stand, stand construction is guaranteed by the organizer's stand construction company. The stand construction material, including fascia lettering, is the property of the stand construction company. The walls of the rented stand may not be pasted, nailed or stapled. Any damage and special cleaning will be charged to the contractual partner. In the event of a subsequent change from a rental stand system to an own stand system (or vice versa) less than 30 days before the start of the exhibition, a processing fee of € 100 must be paid.

6. Own booth system

If the exhibitor uses his own stand system or commissions his own stand constructor, a sketch of the intended stand construction must be submitted as soon as possible, but no later than 6 weeks before the start of the event, in order to obtain the organizer's approval. Stand systems up to 2.50 m do not require approval.

Hall 2

Stand construction heights and technical regulations BVL: Supply Chain CX:

Stands up to 24 square meters:

The maximum construction height for exhibition stands up to 24 square meters is 3.00 m.

Ceiling suspension is not permitted.

Exhibition stands, including furnishings and exhibits as well as advertising media, must be erected in such a stable manner that public safety and order, in particular life and health, are not endangered. The exhibitor is responsible for structural safety and may be required to provide proof of this. You can find your stand in the exhibition hall by following the markings on the floor and the stand number given to you.

Stands from 25 square meters:

The maximum wall height for exhibition stands is 4.00 m. The maximum height for ceiling suspensions is 6.00 m at the upper edge. We reserve the right to check stand concepts at random.

Hall Europe:

Stand construction heights and technical regulations BVL: Supply Chain CX:

Stands up to 24 square meters:

The maximum construction height for exhibition stands up to 24 square meters is 3.00 m.

Ceiling suspension is not permitted.

Exhibition stands, including furnishings and exhibits as well as advertising media, must be erected in such a stable manner that public safety and order, in particular life and health, are not endangered. The exhibitor is responsible for structural safety and may be required to provide proof of this. You can find your stand in the exhibition hall by following the markings on the floor and the stand number given to you.

Stands from 25 square meters:

The maximum wall height for exhibition stands is 4.00 m. The maximum height for ceiling suspensions is 5.00 m at the upper edge. We reserve the right to check stand concepts at random.

Foyer 1 and Foyer 3:

The maximum construction height for exhibition stands is 3.00 m.

Ceiling suspension is not possible.

Exhibition stands, including furnishings and exhibits as well as advertising media, must be erected in such a stable manner that public safety and order, in particular life and health, are not endangered. The exhibitor is responsible for structural safety and may be required to provide proof of this. You can find your stand in the exhibition hall by following the markings on the floor and the stand number given to you.

7. Withdrawal

a. If the contract partner cancels participation, a lump-sum expense allowance shall be paid. This amounts to 25 % of the agreed stand rent up to 8 weeks before the start of the event, 50 % up to 6 weeks before the start of the event and 100 % less than six weeks before the start of the event.

b. Special regulation BVL Supply Chain Conference & Expo CX:

If the contracting partner cancels participation, a lump-sum expense allowance shall be paid. This amounts to

         - up to 12 weeks before the event 25%
         - up to 8 weeks before the event 50%
         - up to 6 weeks before the event 75%
         - and 100 % for less than six weeks.

8. Advertisement

The contracting partner is only entitled to carry out advertising measures, in particular the distribution of brochure material and product samples, within the stand allocated to it. Posters, stickers or other printed advertising material attached without permission will be removed during the event at the exhibitor's expense. Loudspeaker advertising, image or film presentations and show interludes require written agreement with BVL. The same shall apply to the use of other devices and equipment intended to achieve an increased advertising effect in a visual manner. BVL and the organiser shall be entitled, even after prior approval has been granted, to restrict or prohibit such advertising measures that cause nuisance, dirt, dust, exhaust fumes or vibrations or for other reasons lead to a hazard or impairment of the event.

9. Assembly and Dismantling

The exact times for stand set-up and dismantling will be communicated in good time and must be adhered to. Stand construction must be completed in good time before the opening of the event. Defined traffic areas must be left free at all costs. The contracting partner undertakes to dispose of the rubbish after setting up/dismantling the stand. Necessary clean-up work will be charged to the contract partner. No stand may be completely or partially cleared before the end of the event. BVL is furthermore entitled to exclude the contract partner for the next event.

10 Deposit, stand operation obligation

(1) BVL is entitled to charge a deposit of € 1,000 per stand. The deposit is due for payment after receipt of the stand confirmation, but in any case before the start of the event. The date of receipt of payment by BVL shall be decisive. The deposit shall be repaid immediately after the end of the event, provided the bank details required for this purpose are available. In the event of culpable breaches of duty by the contractual partner, BVL shall be entitled to retain the deposit in whole or in part.

(2) The contracting partner shall be obliged to operate a booked stand properly with expert staff for the entire duration of the respective trade fair during the fixed opening hours.

(3) In the event of infringements of the obligation to operate the stand, BVL shall be entitled to demand a contractual penalty of 20% of the net basic rent, but at least € 1,000, for each day on which the obligation to operate the stand was not complied with. The contractual penalty shall be claimed if the obligation to operate the stand has not been fulfilled for more than two consecutive hours.

(4) BVL shall be entitled to offset the deposit against any contractual penalty claims.

11. Electricity/Lighting, WLAN, material requirements

A 220 V to 2.0 KW power connection is available at the stand. The costs of general lighting shall be borne by the organiser. If the contracting partner wishes to set up its own WLAN network, this must be agreed with BVL in advance. BVL is entitled to prohibit the operation of unauthorised radio networks insofar as the operation impairs the general WLAN stability.

12. Warranty, Duty of Care, Safety

(1) BVL shall provide a warranty subject to the proviso that claims shall only arise if the limited suitability or unsuitability of the service owed for use in accordance with the contract has not been remedied by the contractual partner despite two attempts by BVL to remedy the defect after setting a reasonable deadline and the contractual partner has also not been offered a replacement.

(2) BVL shall employ a security service at event times, but shall not assume any duty of care for valuables, exhibits, the stand fittings and other property of the contracting partner.

(3) The exhibition stands shall be guarded exclusively by the security services commissioned by BVL. The contracting partner is not authorised to deploy its own security services.

13. Liability

The contracting partner shall be liable to BVL for damage culpably caused by him, his stand personnel, employees or agents to persons or property. BVL shall not be liable for the contracting partner's exhibits. BVL must be notified of any damage without delay and, if necessary, also the police and the insurer. Compensation for damage is excluded if BVL's insurance company refuses to assume the damage due to late notification of damage by the contracting partner.

14. Official regulations

All aisles in the exhibition area must be kept clear to their full width due to safety regulations. Stand furnishings must not extend beyond the perimeter of the stand.

Due to legal regulations, the organiser may spontaneously take measures to ensure general safety.

15. Exhibitor/Participant Passes

The name badge issued to all exhibitors by the organizer must be worn for the duration of the event. Other name badges are not permitted.

16. Distribution of food and beverages/dispensing of drinks

The distribution of food and beverages and the serving of drinks are subject to approval, unless they are provided by local catering services that may be prescribed.

Part III. Virtual and Online Events

For virtual events, i.e. those events that are held without the physical presence of the participants via a digital medium and where the interaction between participants and exhibitors takes place exclusively using electronic means of communication (e.g. online chat), as well as for online events that take place in addition to face-to-face events, the following supplementary regulations apply GENERAL TERMS AND CONDITIONS OF BVL Service GmbH for the organisation of virtual and online events.

Part IV. Advertisement placement

Rights of the contracting party to a specific placement of an advertisement are excluded unless otherwise expressly agreed.

Part V. Provision of vehicles

Vehicles provided by the contractual partner must be roadworthy and in very good general condition. Fuel and operating materials used during the term of the contract are not to be reimbursed or replaced by BVL.

Teil VI. Sponsoring

(1) BVL's liability towards the sponsor shall be limited in accordance with Part I Clause 4, unless the sponsorship agreement contains a different provision. BVL shall not be liable beyond the provision of the services owed under the contract for the achievement of the purposes and communicative objectives pursued by the sponsor, unless BVL has culpably thwarted or impeded their achievement by breaching essential contractual obligations.

(2) If an event is cancelled in accordance with Part I Clause 5 prior to commencement, the services commissioned and/or provided by BVL up to that point for the fulfilment of sponsorship agreements (e.g. printing costs) shall be remunerated by the contractual partner insofar as cancellation or other use is not possible for BVL. Services already received are not to be reciprocally returned.

This also applies to other cancellations of sponsored events declared by BVL, for example due to lack of sufficient registrations / participation. This does not apply if the reasons that led to the cancellation of the event are the sole responsibility of BVL.

(3) If the sponsorship agreement does not contain any provision to the contrary, BVL shall be entitled to name the sponsor together with the brand and logo on the pages operated by BVL in social networks and to advertise events with the sponsor.

Part VII Final Provisions

1. Data protection

BVL processes personal data on the basis of the DSGVO and the BDSG. The legal basis of the processing is in particular Art. 6 para. 1 lit. b DSGVO, the processing for purposes of contract performance and for pre-contractual measures. For this purpose, data is also passed on to BVL service partners. Information on data processing and the rights to which you are entitled under the DSGVO can be found at https://www.bvl.de/impressum/datenschutzerklaerung.

2. Severability clause

Should one or more provisions of these terms and conditions be invalid in whole or in part, this shall not affect the validity of the remaining provisions.

3 Applicable law, place of jurisdiction

(1) The law of the Federal Republic of Germany shall apply to all legal relationships between BVL and the contracting partner to the exclusion of all international legal systems, in particular the UN Convention on Contracts for the International Sale of Goods.

(2) If the contractual partner is a merchant, Bremen shall be the exclusive place of jurisdiction. However, BVL shall also be entitled to bring an action at the general place of jurisdiction of the contractual partner.

Status: December 2023