(1) Registration is binding and takes place via the registration form provided, on which acceptance of these terms and conditions must be indicated. The completed form, with a legally binding signature, should be sent to W3 Fair GmbH (hereinafter: “W3 Fair”). The contract comes into force after explicit confirmation has been provided by W3 Fair (post, fax or email).
(2) Registration applications or orders for services or technical connections are only accepted if they are submitted using the appropriate forms.
(3) Registration applications that are submitted subject to certain conditions or reservations are only accepted if these have been expressly confirmed in writing by W3 Fair. Specific location requirements will be taken into account to the greatest extent possible but cannot be guaranteed. The exclusion of competitors cannot be granted. Areas are allocated based on the date of receipt of the registration applications. It may be the case that the area is fully booked before the registration deadline. In this case, a contract does not come into force.
(4) These General Terms and Conditions apply to all services provided by W3 Fair. W3 Fair does not acknowledge any conflicting general terms and conditions of business of the exhibitor.
(5) W3 Fair is entitled to transfer the execution of the event as well as the rights and obligations arising from this contract, in whole or in part, to an affiliated company pursuant to §§ 15 et seq. of the German Stock Corporation Act (AktG). In such a case, the affiliated company shall assume W3 Fair’s rights and obligations under the exhibitor contract. The exhibitor will be informed of such a transfer in due time. The exhibitor shall only have the right to object if the change of contracting party adversely affects the exhibitor’s legitimate interests.
(1) Without prior written approval, it is not permitted to hand over an assigned stand or parts thereof to third parties (i.e., sub-exhibitors) for a fee or free of charge.
(2) Costs for the relevant registration and catalogue entry are incurred for each sub-exhibitor. The main exhibitor is liable to W3 Fair for all costs incurred and damage caused by the former or by the sub-exhibitor.
(3) W3 Fair shall be entitled to terminate the contract with the exhibitor without notice and to have the stand vacated at the expense of the exhibitor if sub-exhibitors are involved without the prior consent of W3 Fair having been obtained. In this respect, the stand lessee agrees to waive any rights associated with unlawful interference with possession. The stand lessee does not have a right to make claims for damages in this regard. The items are stored at the cost and risk of the exhibitor. W3 Fair acquires a right of lien to the stored goods equating to the amount of the costs. After provision of written notification and continued non-payment, these may be sold by W3 Fair. Any excess proceeds will be transferred to the exhibitor, after deduction of all relevant costs. In the event of damage to, destruction, or loss of the pledged property, W3 Fair’s liability is limited to intent and gross negligence. The exhibitor shall indemnify W3 Fair from all possible damage claims of the unauthorised sub-exhibitor.
(1) As a result of its participation, the following costs in particular are incurred by the exhibitor: (a) registration fee, (b) area rental, (c) stand equipment/stand construction (if explicitly booked), (d) orders for services, (e) entries in the online exhibitor directory and fold-out map (catalogue), (f) flat fee for waste disposal.
(2) A late supplement of 50% is charged for orders relating to items (c) and (d) in section 3 (1) that are received by W3 Fair after the specified deadline for submission.
(3) After registering to take part in the exhibition, the exhibitor will receive a partial invoice covering 50% of the costs. This becomes payable immediately. The remaining amount, equating to 50% of the costs, is to be paid at the latest three months before the trade fair begins. If the registration application is submitted three months or less before the start of the trade fair, W3 Fair will invoice the full amount upon receiving the application. Regarding orders relating to items (c) and (d) in section 3 (1), W3 Fair may at its discretion demand a higher partial payment, up to the full amount of the costs incurred.
(4) If the provision of electricity has been ordered as an inclusive or additional service, the power will be supplied during the exhibition opening hours and during the assembly and disassembly periods. If the provision of electricity is also required outside the above periods of time, the exhibitor has to order and pay for this separately.
(5) A flat fee for waste disposal will be charged. If the stand is not returned in a clean state, W3 Fair can also demand adequate remuneration for the disposal of rubbish. The exhibitor is obligated to report rubbish pursuant to the forms in the service manual. A fee of EUR 120/m³ can be charged for the disposal of rubbish that has not been reported.
(6) If the exhibitor is in arrears with the payment of the invoice, the organiser is entitled to withdraw from the contract after expiry of a reasonable period of time. The legally regulated cases, in which the setting of a new deadline is unnecessary, remain unaffected. In the event of withdrawal, the exhibitor shall be charged an amount as defined in the sliding scale in section 4 (3). The exhibitor has the right to prove that W3 Fair has suffered no loss at all or a significantly lower loss than claimed.
(7) For all non-fulfilled obligations, W3 Fair has a right of lien and retention regarding the exhibited goods and other stand equipment. The items can be stored at the cost and risk of the exhibitor. After provision of written notification and continued non-payment, these may be sold by W3 Fair. Any excess proceeds will be transferred to the exhibitor, after deduction of all relevant costs. In the event of damage to, destruction, or loss of the pledged property, W3 Fair’s liability is limited to intent and gross negligence.
(1) Without acknowledging a legal obligation, W3 Fair grants the exhibitor a contractual right of withdrawal.
(2) Withdrawal from the exhibitor contract (registration) must be made in writing and is only effective upon written confirmation of receipt of the notification of withdrawal (post, fax or email) by W3 Fair.
(3) The exhibitor shall pay the following sums:
The exhibitor has the right to prove that W3 Fair has suffered no loss at all or a significantly lower loss than claimed.
W3 Fair must be notified in writing immediately after the exhibitor takes possession of the stand regarding any complaints about possible defects in the stand or stand area, at the latest on the last stand set-up day, so that W3 Fair can rectify any possible deficiencies.
(1) The exhibitor shall send W3 Fair a list of all its main exhibits 30 days before the start of the trade fair.
(2) W3 Fair must expressly approve any flammable, vibration-intensive or odour-intensive exhibits or exhibits that are associated with considerable noise.
(3) Exhibited articles must not be removed during the event. The exhibitor shall be liable for any damages resulting from contravention of this.
(4) Exhibited articles which, due to their appearance, smell, noise, vibration or similar characteristics, cause a considerable disruption of the running of the trade fair, in particular those that give rise to considerable danger to or impairment of other exhibitors, trade fair visitors or exhibited articles of other exhibitors, are to be removed immediately at the request of W3 Fair. This obligation on the part of the exhibitor also applies even if reference was made to the relevant characteristics in the registration application and approval was granted by W3 Fair. If the exhibitor does not immediately comply with W3 Fair’s request, W3 Fair shall be entitled to remove the objectionable exhibits at the risk and expense of the exhibitor. With regard to costs, W3 Fair acquires a lien on the exhibited articles. After provision of written notification and continued non-payment, these may be sold by W3 Fair. Any excess proceeds will be transferred to the exhibitor, after deduction of all relevant costs. In the event of damage to, destruction or loss of the pledged property, W3 Fair’s liability is limited to intent and gross negligence. The exhibitor does not have the right to exercise any claims against W3 Fair in this regard, in particular termination or demands for compensation.
(1) Proper insurance of the exhibited articles against all risks relating to transport, assembly and disassembly, as well as during the event, in particular against damage, theft, etc., is the responsibility of the exhibitor.
(2) W3 Fair’s liability for loss or damage relating to the stand, stand fittings, exhibited articles or other valuables belonging to the exhibitor, its representative or persons employed or invited by the exhibitor, or any other material damage, is limited to intent and gross negligence. The liability does not extend to indirect damages and lost profits.
(3) In the case of intentional or grossly negligent behaviour on the part of W3 Fair, in the case of intentional or grossly negligent behaviour on the part of management staff and in the case of culpable injury to life, body or health, W3 Fair shall be liable for the resulting damage.
(4) In all other cases, W3 Fair is liable, irrespective of the legal grounds, only in the case of a culpable breach of essential contractual obligations which are indispensable for achieving the purpose of the contract and in the case of intentional or grossly negligent behaviour on the part of ordinary agents. In such cases, however, liability is limited to the damage typically foreseeable at the time the contract was concluded. W3 Fair’s liability is limited to three times the invoice amount for each individual case. Liability under mandatory legal provisions remains unaffected.
(1) W3 Fair is entitled to publish the data provided by the exhibitor (basic entry) in an online list of exhibitors and a fold-out map (catalogue). The data can be amended, corrected, blocked or deleted by the exhibitor, using an online tool or by sending a written request to W3 Fair, if this is done four weeks or more before the event.
(2) Entries in the online exhibitor directory and in the fold-out map (catalogue) that go beyond a basic entry are subject to a fee and can be ordered by the exhibitor using a separate order form. An effective contract regarding such entries only comes into force after express written acceptance has been issued by W3 Fair or a corresponding service has been provided by W3 Fair. W3 Fair reserves the right to refuse to accept orders without giving reasons.
(3) The exhibitor is obliged to provide the information and images to be published in the online exhibitor directory and fold-out map (catalogue) by the date stated in the order form (closing date), in the relevant formats specified there.
(4) In the event of the cancellation of an order for a paid entry being made before the closing date, the exhibitor will be charged 50% of the agreed remuneration, unless the exhibitor is not responsible for the reason for the cancellation or can prove that W3 Fair will only incur very limited damage as a result of the cancellation. Cancellation is not possible after the closing date.
(5) In the case of paid entries in the fold-out map (catalogue), W3 Fair will send the exhibitor a proof for a final check prior to publication. Complaints and changes can only be taken into account if the exhibitor submits these in writing without delay, no later than 5 working days after the sending of the proof. Otherwise, the proof shall be deemed to have been approved.
(6) W3 Fair is under no obligation to check entries for their legal admissibility. The exhibitor guarantees that the text and graphics it provides are legally permissible and free of third-party rights. In this context, the exhibitor indemnifies W3 Fair on first demand from any claims made by third parties and pledges to reimburse W3 Fair Events for any costs and other damages resulting from claims made by third parties.
(1) The exhibitor is obliged to continually staff its stand with a sufficient number of people during the event’s public opening hours.
(2) W3 Fair is entitled to prohibit the distribution and displaying of advertisements which might give cause for complaints.
(3) All types of demonstrations require the prior written approval of W3 Fair. Even if such approval has been granted, W3 Fair is at any time entitled to restrict or prohibit any demonstrations or advertisements that significantly endanger or impair the running of the trade fair, are against statutory regulations, official orders or good morals, or are of an ideological or political character. In the event of an infringement, W3 Fair is entitled to take preventative action at the cost and risk of the exhibitor.
(4) The exhibitor is solely responsible for the handling of its business transactions. W3 Fair cannot offer any guarantees or responsibility in this regard.
(5) The dismantling of the stand and the removal of the exhibits must be carried out by the exhibitor during the dismantling periods specified by W3 Fair. The exhibitor is not entitled to start dismantling its stand before the start of the dismantling periods. In the event of a culpable breach of this regulation, W3 Fair is entitled to demand a one-time contractual penalty of 10% to 20% of the costs pursuant to section 3 (1), depending on the gravity of the infringement. If exhibits are not removed by the exhibitor by the end of the dismantling time, W3 Fair shall be entitled to store the exhibits at the expense of the exhibitor. Section 3 (7) applies in a corresponding fashion.
(1) Even if it uses a provider of security services for the event, W3 Fair does not provide any warranty regarding the guarding of the exhibitor’s stand or the exhibited articles
(2) The exhibitor is always responsible for guarding its stand and exhibited articles. Security staff may only be used with the express written permission of W3 Fair and only if they are from security companies approved by W3 Fair. The costs for this are borne by the exhibitor.
(3) It is recommended to take out a theft insurance policy.
(1) Mandatory legal regulations and guidelines of the host country always take precedence over these Event Terms and Conditions. If, by virtue of this precedence or for other reasons, individual points of these terms and conditions of participation are made ineffective or invalid, the points that are not thereby affected remain fully valid.
(2) In the case of employment relationships, compliance with the applicable employment and social legislation is mandatory.
(3) The exhibitor is required to inform itself about all the relevant safety regulations, especially with regard to the exhibits, and to observe them.
(4) The exhibitor is liable for any personal or material damage resulting from the operation of machines, apparatus, equipment, etc.
(5) W3 Fair reserves the right to alter the preliminary floor plans that the exhibitor received at registration, up until the time of commencement of the trade fair.
(6) W3 Fair Events is entitled to change the name of the exhibition at its own discretion. The exhibitor is to be notified of any change of name as soon as possible.
(1) If the event cannot be fully or partly carried out due to force majeure or other circumstances beyond the control of W3 Fair, in particular strikes, natural catastrophes or terrorism, W3 Fair is entitled to cancel, postpone or shorten the event, or only hold parts of it. W3 Fair must inform the exhibitor of this in good time.
(2) If only parts of the event are carried out or the event is shortened, W3 Fair shall be entitled to the proportion of the remuneration agreed between the parties corresponding to the part of the services rendered. Any remuneration already paid that goes beyond the payment due must be reimbursed to the exhibitor.
(3) In the cases referred to in para. 1, the exhibitor is not entitled to make any claims for damages. The exhibitor shall absolve W3 Fair of any responsibility for claims made by third parties.
W3 Fair is entitled to have photographs, drawings, film recordings and video recordings made of the trade fair, the stands and the exhibited articles, and to use these for advertising or general press releases.
(1) W3 Fair collects, stores and uses the data provided by the exhibitor in the registration application and during the carrying out of the contract in order to conduct the contract and, if necessary, passes the data on to third parties if they provide W3 Fair with services or are used by W3 Fair for the execution of the contract.
(2) W3 Fair is also entitled to use the email address specified by the exhibitor even after the contract has been terminated, in order to inform the exhibitor of similar events. The exhibitor can rescind this right at any time by sending an e-mail to W3 Fair (info@w3-fair.com).
If, despite the issuing of warnings and setting of new deadlines, the exhibitor violates its contractual obligations, in particular the provisions of these General Event Terms and Conditions, the organiser may terminate the participation contract without notice.
(1) By registering to participate, the exhibitor acknowledges these General Event Terms and Conditions, as well as the Technical Guidelines and House Rules at the venue for the relevant exhibition / trade fair, as being legally binding in all parts.
(2) Additional agreements, special permits or regulations of a different kind require the written consent of W3 Fair.
(3) All claims of the exhibitor against W3 Fair become invalid after one year. The period of limitation begins at the end of the month in which the final day of the event falls.
(4) If a provision of these General Event Terms and Conditions is or becomes invalid or unenforceable, this does not affect the validity of the remaining provisions. In such cases, the parties undertake to agree an effective and enforceable provision that corresponds to the greatest extent possible to the intended purpose of the provision that is being replaced. The same applies to any possible gaps in these General Event Terms and Conditions.
(5) The exhibitor is entitled to a right of retention only in the case of undisputed or legally binding claims. The exhibitor may only offset claims that are undisputed or legally binding.
(6) Host country regulations and guidelines always take precedence over these Event Terms and Conditions. If, by virtue of this precedence or for other reasons, individual points of these terms and conditions of participation are made invalid, the regulations that are not thereby affected remain fully valid.
(7) In the event that the exhibitor is a merchant or has its registered office abroad, the exclusive court of jurisdiction is Hamburg. However, W3 Fair is entitled to bring an action at the location of the registered office of the exhibitor
(8) Contracts are governed solely by German law, with the exclusion of international private law and the United Nations Convention on Contracts for the International Sale of Goods (CISG). The German version of these General Event Terms and Conditions takes precedence.
(1) Registration is binding and takes place via the registration form provided, on which acceptance of these terms and conditions must be indicated. The completed form, with a legally binding signature, should be sent to W3 Fair GmbH (hereinafter: “W3 Fair”). The contract comes into force after explicit confirmation has been provided by W3 Fair (post, fax or email).
(2) Registration applications or orders for services or technical connections are only accepted if they are submitted using the appropriate forms.
(3) Registration applications that are submitted subject to certain conditions or reservations are only accepted if these have been expressly confirmed in writing by W3 Fair. Specific location requirements will be taken into account to the greatest extent possible but cannot be guaranteed. The exclusion of competitors cannot be granted. Areas are allocated based on the date of receipt of the registration applications. It may be the case that the area is fully booked before the registration deadline. In this case, a contract does not come into force.
(4) These General Terms and Conditions apply to all services provided by W3 Fair. W3 Fair does not acknowledge any conflicting general terms and conditions of business of the exhibitor.
(1) Without prior written approval, it is not permitted to hand over an assigned stand or parts thereof to third parties (i.e. sub-exhibitors) for a fee or free of charge.
(2) Costs for the relevant registration and catalogue entry are incurred for each sub-exhibitor. The main exhibitor is liable to W3 Fair for all costs incurred and damage caused by the former or by the sub-exhibitor.
(3) W3 Fair shall be entitled to terminate the contract with the exhibitor without notice and to have the stand vacated at the expense of the exhibitor if sub-exhibitors are involved without the prior consent of W3 Fair having been obtained. In this respect, the stand lessee agrees to waive any rights associated with unlawful interference with possession. The stand lessee does not have a right to make claims for damages in this regard. The items are stored at the cost and risk of the exhibitor. W3 Fair acquires a right of lien to the stored goods equating to the amount of the costs. After provision of written notification and continued non-payment, these may be sold by W3 Fair. Any excess proceeds will be transferred to the exhibitor, after deduction of all relevant costs. In the event of damage to, destruction or loss of the pledged property, W3 Fair’s liability is limited to intent and gross negligence. The exhibitor shall indemnify W3 Fair from all possible damage claims of the unauthorised sub-exhibitor.
(1) As a result of its participation, the following costs in particular are incurred by the exhibitor: (a) registration fee, (b) area rental, (c) stand equipment / stand construction (if explicitly booked), (d) orders for services, (e) entries in the online exhibitor directory and fold-out map (catalogue), (f) flat fee for waste disposal.
(2) A late supplement of 50% is charged for orders relating to items (c) and (d) in section 3 (1) that are received by W3 Fair after the specified deadline for submission.
(3) After registering to take part in the exhibition, the exhibitor
will receive an invoice covering 100% of the costs. This
becomes payable immediately. Regarding orders relating to
items (c) and (d) in section 3 (1), FLEET may at its discretion
demand a higher partial payment, up to the full amount of
the costs incurred.
(4) If the provision of electricity has been ordered as an inclusive or additional service, the power will be supplied during the exhibition opening hours and during the assembly and disassembly periods. If the provision of electricity is also required outside the above periods of time, the exhibitor has to order and pay for this separately.
(5) A flat fee for waste disposal will be charged. If the stand is not returned in a clean state, W3 Fair can also demand adequate remuneration for the disposal of rubbish. The exhibitor is obligated to report rubbish pursuant to the forms in the service manual. A fee of EUR 120/m³ can be charged for the disposal of rubbish that has not been reported.
(6) If the exhibitor is in arrears with the payment of the invoice, the organiser is entitled to withdraw from the contract after expiry of a reasonable period of time. The legally regulated cases, in which the setting of a new deadline is unnecessary, remain unaffected. In the event of withdrawal, the exhibitor shall be charged an amount as defined in the sliding scale in section 4 (3). The exhibitor has the right to prove that W3 Fair has suffered no loss at all or a significantly lower loss than claimed.
(7) For all non-fulfilled obligations, W3 Fair has a right of lien and retention regarding the exhibited goods and other stand equipment. The items can be stored at the cost and risk of the exhibitor. After provision of written notification and continued non-payment, these may be sold by W3 Fair. Any excess proceeds will be transferred to the exhibitor, after deduction of all relevant costs. In the event of damage to, destruction or loss of the pledged property, W3 Fair’s liability is limited to intent and gross negligence.
(1) Without acknowledging a legal obligation, W3 Fair grants the exhibitor a contractual right of withdrawal.
(2) Withdrawal from the exhibitor contract (registration) must be made in writing and is only effective upon written confirmation of receipt of the notification of withdrawal (post, fax or email) by W3 Fair.
(3) The exhibitor shall pay the following sums:
– up until 6 months before the beginning of the trade fair, 50% of the costs agreed pursuant to section 3 (1) will be charged;
– in the event of a later withdrawal, the full amount of the costs agreed pursuant to clause 3 (1) will be charged.
The exhibitor has the right to prove that W3 Fair has suffered no loss at all or a significantly lower loss than claimed.
W3 Fair must be notified in writing immediately after the exhibitor takes possession of the stand regarding any complaints about possible defects in the stand or stand area, at the latest on the last stand set-up day, so that W3 Fair can rectify any possible deficiencies.
(1) The exhibitor shall send W3 Fair a list of all its main exhibits 30 days before the start of the trade fair.
(2) W3 Fair must expressly approve any flammable, vibration-intensive or odour-intensive exhibits or exhibits that are associated with considerable noise.
(3) Exhibited articles must not be removed during the event. The exhibitor shall be liable for any damages resulting from contravention of this.
(4) Exhibited articles which, due to their appearance, smell, noise, vibration or similar characteristics, cause a considerable disruption of the running of the trade fair, in particular those that give rise to considerable danger to or impairment of other exhibitors, trade fair visitors or exhibited articles of other exhibitors, are to be removed immediately at the request of W3 Fair. This obligation on the part of the exhibitor also applies even if reference was made to the relevant characteristics in the registration application and approval was granted by W3 Fair. If the exhibitor does not immediately comply with W3 Fair’s request, W3 Fair shall be entitled to remove the objectionable exhibits at the risk and expense of the exhibitor. With regard to costs, W3 Fair acquires a lien on the exhibited articles. After provision of written notification and continued non-payment, these may be sold by W3 Fair. Any excess proceeds will be transferred to the exhibitor, after deduction of all relevant costs. In the event of damage to, destruction or loss of the pledged property, W3 Fair’s liability is limited to intent and gross negligence. The exhibitor does not have the right to exercise any claims against W3 Fair in this regard, in particular termination or demands for compensation.
(1) Proper insurance of the exhibited articles against all risks relating to transport, assembly and disassembly, as well as during the event, in particular against damage, theft, etc., is the responsibility of the exhibitor.
(2) W3 Fair’s liability for loss or damage relating to the stand, stand fittings, exhibited articles or other valuables belonging to the exhibitor, its representative or persons employed or invited by the exhibitor, or any other material damage, is limited to intent and gross negligence. The liability does not extend to indirect damages and lost profits.
(3) In the case of intentional or grossly negligent behaviour on the part of W3 Fair, in the case of intentional or grossly negligent behaviour on the part of management staff and in the case of culpable injury to life, body or health, W3 Fair shall be liable for the resulting damage.
(4) In all other cases, W3 Fair is liable, irrespective of the legal grounds, only in the case of a culpable breach of essential contractual obligations which are indispensable for achieving the purpose of the contract and in the case of intentional or grossly negligent behaviour on the part of ordinary agents. In such cases, however, liability is limited to the damage typically foreseeable at the time the contract was concluded. W3 Fair’s liability is limited to three times the invoice amount for each individual case. Liability under mandatory legal provisions remains unaffected.
If the exhibitor has rented equipment for the stand design or the stand construction, the exhibitor is obliged to report damage or missing items immediately in writing to W3 Fair. The exhibitor shall return the rented equipment to W3 Fair in a proper and undamaged condition at the end of the trade fair. The exhibitor is responsible for proving that this has been done.
(1) W3 Fair is entitled to publish the data provided by the exhibitor (basic entry) in an online list of exhibitors and a fold-out map (catalogue). The data can be amended, corrected, blocked or deleted by the exhibitor, using an online tool or by sending a written request to W3 Fair, if this is done four weeks or more before the event.
(2) Entries in the online exhibitor directory and in the fold-out map (catalogue) that go beyond a basic entry are subject to a fee and can be ordered by the exhibitor using a separate order form. An effective contract regarding such entries only comes into force after express written acceptance has been issued by W3 Fair or a corresponding service has been provided by W3 Fair. W3 Fair reserves the right to refuse to accept orders without giving reasons.
(3) The exhibitor is obliged to provide the information and images to be published in the online exhibitor directory and fold-out map (catalogue) by the date stated in the order form (closing date), in the relevant formats specified there.
(4) In the event of the cancellation of an order for a paid entry being made before the closing date, the exhibitor will be charged 50% of the agreed remuneration, unless the exhibitor is not responsible for the reason for the cancellation or can prove that W3 Fair will only incur very limited damage as a result of the cancellation. Cancellation is not possible after the closing date.
(5) In the case of paid entries in the fold-out map (catalogue), W3 Fair will send the exhibitor a proof for a final check prior to publication. Complaints and changes can only be taken into account if the exhibitor submits these in writing without delay, no later than 5 working days after the sending of the proof. Otherwise, the proof shall be deemed to have been approved.
(6) W3 Fair is under no obligation to check entries for their legal admissibility. The exhibitor guarantees that the text and graphics it provides are legally permissible and free of third party rights. In this context, the exhibitor indemnifies W3 Fair on first demand from any claims made by third parties and pledges to reimburse W3 Fair Events for any costs and other damages resulting from claims made by third parties.
1) The exhibitor is obliged to continually staff its stand with a sufficient number of people during the event’s public opening hours.
(2) W3 Fair is entitled to prohibit the distribution and displaying of advertisements which might give cause for complaints.
(3) All types of demonstrations require the prior written approval of W3 Fair. Even if such approval has been granted, W3 Fair is at any time entitled to restrict or prohibit any demonstrations or advertisements that significantly endanger or impair the running of the trade fair, are against statutory regulations, official orders or good morals, or are of an ideological or political character. In the event of an infringement, W3 Fair is entitled to take preventative action at the cost and risk of the exhibitor.
(4) The exhibitor is solely responsible for the handling of its business transactions. W3 Fair cannot offer any guarantees or responsibility in this regard.
(5) The dismantling of the stand and the removal of the exhibits must be carried out by the exhibitor during the dismantling periods specified by W3 Fair. The exhibitor is not entitled to start dismantling its stand before the start of the dismantling periods. In the event of a culpable breach of this regulation, W3 Fair is entitled to demand a one-time contractual penalty of 10% to 20% of the costs pursuant to section 3 (1), depending on the gravity of the infringement. If exhibits are not removed by the exhibitor by the end of the dismantling time, W3 Fair shall be entitled to store the exhibits at the expense of the exhibitor. Section 3 (7) applies in a corresponding fashion.
(1) Even if it uses a provider of security services for the event, W3 Fair does not provide any warranty regarding the guarding of the exhibitor’s stand or the exhibited articles.
(2) The exhibitor is always responsible for guarding its stand and exhibited articles. Security staff may only be used with the express written permission of W3 Fair and only if they are from security companies approved by W3 Fair. The costs for this are borne by the exhibitor.
(3) It is recommended to take out a theft insurance policy.
(1) Mandatory legal regulations and guidelines of the host country always take precedence over these Event Terms and Conditions. If, by virtue of this precedence or for other reasons, individual points of these terms and conditions of participation are made ineffective or invalid, the points that are not thereby affected remain fully valid.
(2) In the case of employment relationships, compliance with the applicable employment and social legislation is mandatory.
(3) The exhibitor is required to inform itself about all the relevant safety regulations, especially with regard to the exhibits, and to observe them.
(4) The exhibitor is liable for any personal or material damage resulting from the operation of machines, apparatus, equipment, etc.
(5) W3 Fair reserves the right to alter the preliminary floor plans that the exhibitor received at registration, up until the time of commencement of the trade fair.
(6) W3 Fair Events is entitled to change the name of the exhibition at its own discretion. The exhibitor is to be notified of any change of name as soon as possible.
(1) If the event cannot be fully or partly carried out due to force majeure or other circumstances beyond the control of W3 Fair, in particular strikes, natural catastrophes or terrorism, W3 Fair is entitled to cancel, postpone or shorten the event, or only hold parts of it. W3 Fair must inform the exhibitor of this in good time.
(2) If only parts of the event are carried out or the event is shortened, W3 Fair shall be entitled to the proportion of the remuneration agreed between the parties corresponding to the part of the services rendered. Any remuneration already paid that goes beyond the payment due must be reimbursed to the exhibitor.
(3) In the cases referred to in para. 1, the exhibitor is not entitled to make any claims for damages. The exhibitor shall absolve W3 Fair of any responsibility for claims made by third parties.
W3 Fair is entitled to have photographs, drawings, film recordings and video recordings made of the trade fair, the stands and the exhibited articles, and to use these for advertising or general press releases.
(1) W3 Fair collects, stores and uses the data provided by the exhibitor in the registration application and during the carrying out of the contract in order to conduct the contract and, if necessary, passes the data on to third parties if they provide W3 Fair with services or are used by W3 Fair for the execution of the contract.
(2) W3 Fair is also entitled to use the email address specified by the exhibitor even after the contract has been terminated, in order to inform the exhibitor of similar events. The exhibitor can rescind this right at any time by sending an e-mail to W3 Fair (info@w3-fair.com).
If, despite the issuing of warnings and setting of new deadlines, the exhibitor violates its contractual obligations, in particular the provisions of these General Event Terms and Conditions, the organiser may terminate the participation contract without notice.
(1) By registering to participate, the exhibitor acknowledges these General Event Terms and Conditions, as well as the Technical Guidelines and House Rules at the venue for the relevant exhibition / trade fair, as being legally binding in all parts.
(2) Additional agreements, special permits or regulations of a different kind require the written consent of W3 Fair.
(3) All claims of the exhibitor against W3 Fair become invalid after one year. The period of limitation begins at the end of the month in which the final day of the event falls.
(4) If a provision of these General Event Terms and Conditions is or becomes invalid or unenforceable, this does not affect the validity of the remaining provisions. In such cases, the parties undertake to agree an effective and enforceable provision that corresponds to the greatest extent possible to the intended purpose of the provision that is being replaced. The same applies to any possible gaps in these General Event Terms and Conditions.
(5) The exhibitor is entitled to a right of retention only in the case of undisputed or legally binding claims. The exhibitor may only offset claims that are undisputed or legally binding.
(6) Host country regulations and guidelines always take precedence over these Event Terms and Conditions. If, by virtue of this precedence or for other reasons, individual points of these terms and conditions of participation are made invalid, the regulations that are not thereby affected remain fully valid.
(7) In the event that the exhibitor is a merchant or has its registered office abroad, the exclusive court of jurisdiction is Hamburg. However, W3 Fair is entitled to bring an action at the location of the registered office of the exhibitor.
(8) Contracts are governed solely by German law, with the exclusion of international private law and the United Nations Convention on Contracts for the International Sale of Goods (CISG). The German version of these General Event Terms and Conditions takes precedence.
Date: October 2025
1. Registration
(1) Registration must be made using the registration form sent to you, accepting these terms and conditions, and is binding. The completed and legally binding signed form must be returned to FLEET Events GmbH (hereinafter referred to as “FLEET”). The contract shall only come into effect after express confirmation by FLEET (by post, fax, or email).
(2) Registrations or orders for services or technical connections will only be accepted if they are submitted on the appropriate forms.
(3) Registrations subject to conditions or reservations will only be accepted if this has been expressly confirmed in writing by FLEET. Special space requests will be taken into account as far as possible, but cannot be guaranteed. Exclusion of competitors cannot be guaranteed. In any case, space will be allocated according to the date of receipt. It may happen that the space is fully booked before the registration deadline. In this case, no contract will be concluded.
(4) These General Terms and Conditions apply to all services provided by FLEET. Conflicting general terms and conditions of the exhibitor will not be recognized by FLEET.
(5) FLEET is entitled to transfer the implementation of the event and the rights and obligations arising from this contract in whole or in part to a company affiliated with FLEET in accordance with Sections 15 ff. of the German Stock Corporation Act (AktG). In this case, the affiliated company shall assume the rights and obligations arising from the exhibitor contract in place of FLEET. The exhibitor shall be informed of such a transfer in good time. The exhibitor shall only have a right of objection if the change of contractual partner adversely affects the exhibitor’s legitimate interests.
2. Sub-exhibitors and shared stands
(1) Without prior written permission, it is not permitted to transfer an allocated stand or parts thereof to third parties (= sub-exhibitors) in return for payment or without remuneration.
(2) Each sub-exhibitor shall incur costs for registration and catalog entry. The main exhibitor is liable to FLEET for all costs and damages incurred by him or the sub-exhibitor.
(3) The admission of sub-exhibitors without the consent of FLEET entitles FLEET to terminate the contract with the exhibitor without notice and to have the stand cleared at the expense of the stand renter. The stand renter waives any rights arising from unauthorized action. The stand renter is not entitled to any claims for damages. The items will be stored at the exhibitor’s expense and risk. FLEET acquires a lien on the stored items in the amount of the costs. These may be sold by FLEET after written notification and continued non-payment. The additional proceeds shall be transferred to the exhibitor after deduction of all costs. In the event of damage, destruction, or loss of the pledged goods, FLEET’s liability shall be limited to intent and gross negligence. The exhibitor shall indemnify FLEET against all claims for damages by the unauthorized sub-exhibitor.
3. Costs, services, and terms of payment
(1) The exhibitor shall incur costs for participation, in particular from the following items: (a) Service fee, (b) Space rental, (c) Equipment for stand design/construction (if expressly booked), (d) Service orders, (e) Entries in the online exhibitor directory and trade fair planner (trade fair catalog), (f) General environmental fee.
(2) Orders for items (c) and (d) in section 3 (1) that are received by FLEET after the specified deadline will be subject to a 25% late fee.
(3) After registering for the exhibition, the exhibitor will receive a partial invoice for 50% of the costs. This partial payment is due immediately. The remaining 50% of the costs is due no later than three months before the start of the trade fair and will be invoiced separately. If registration takes place three months before the start of the trade fair or later, FLEET will invoice the full costs upon registration. For orders relating to items (c) and (d) in section 3 (1), FLEET may, at its own discretion, demand a higher advance payment of up to the full amount of the estimated costs upon registration.
(4) If the provision of an electrical connection is ordered as an inclusive or additional service, this service includes the supply of electricity during the opening hours of the trade fair and the times for assembly and dismantling. If the provision of electricity is also required outside the aforementioned periods, the exhibitor must order this separately and pay for it separately.
(5) A general environmental fee is charged. If the stand is not returned in a clean condition, FLEET may additionally charge a reasonable fee for waste disposal. The exhibitor is obliged to register waste in accordance with the forms in the online exhibitor service. A fee of EUR 120/m³ may be charged for the disposal of unregistered waste.
(6) If the exhibitor is in default of payment of the invoice, the organizer is entitled to withdraw from the contract after a reasonable period of time has elapsed. The cases regulated by law in which a grace period is not required remain unaffected. In the event of withdrawal, the exhibitor will be charged an amount in accordance with the scale in Section 4 (3). The exhibitor has the right to prove that FLEET has incurred no damage or significantly less damage.
(7) FLEET shall have a lien and right of retention on all exhibitor goods and other stand equipment for all unfulfilled obligations. The items may be stored at the exhibitor’s expense and risk. These may be sold by FLEET after written notification and continued non-payment. The additional proceeds shall be transferred to the exhibitor after deduction of all costs. In the event of damage, destruction, or loss of the pledged goods, FLEET’s liability shall be limited to intent and gross negligence.
4. Withdrawal/Termination
(1) Without acknowledging any legal obligation, FLEET grants the exhibitor a contractual right of withdrawal.
(2) Withdrawal from the exhibitor contract (registration) must be made in writing and shall only become effective upon written confirmation of receipt of the withdrawal (by mail, fax, or email) by FLEET.
(3) The exhibitor shall pay the following amounts:
– up to 6 months before the start of the trade fair, 50% of the costs agreed in accordance with Section 3 (1) shall be charged;
– up to 3 months before the start of the trade fair, 75% of the costs agreed in accordance with Section 3 (1) will be charged;
– in the event of later withdrawal, the full costs agreed in accordance with Section 3 (1) will be charged.
The exhibitor has the right to prove that FLEET has incurred no damage or significantly less damage.
5. Warranty
Complaints regarding any defects in the stand or exhibition space must be reported to FLEET in writing immediately after occupancy, but no later than the last day of construction, so that FLEET can remedy any existing defects.
6. Exhibition goods
(1) The exhibitor must send FLEET a list of all essential exhibits 30 days before the start of the trade fair.
(2) Exhibits that are flammable, cause vibrations, emit strong odors, or whose presentation involves loud noise must be expressly approved by FLEET.
(3) Exhibits may not be removed during the event. Any damage caused by violations shall be borne by the exhibitor.
(4) Exhibition goods that cause a significant disruption to the operation of the trade fair due to their appearance, smell, noise, vibrations, or similar characteristics, in particular if they pose a significant danger or impairment to other exhibitors, trade fair visitors, or the exhibition goods of other exhibitors, must be removed immediately at the request of FLEET. This obligation on the part of the exhibitor shall also apply if he has indicated such characteristics in the application and FLEET has granted approval for this. If the exhibitor does not comply with FLEET’s request immediately, FLEET shall be entitled to remove the objectionable exhibition goods at the exhibitor’s risk and expense. With regard to the costs, FLEET shall acquire a lien on the exhibition goods. These may be sold by FLEET after written notification and continued non-payment. The additional proceeds shall be transferred to the exhibitor after deduction of all costs. In the event of damage, destruction, or loss of the pledged goods, FLEET’s liability shall be limited to intent and gross negligence. The exhibitor shall have no claims against FLEET arising from this, in particular for termination or damages.
7. Insurance and liability
(1) The exhibitor is responsible for ensuring that the exhibition goods are properly insured against all risks associated with transport, assembly, and dismantling, as well as during the event, in particular against damage, theft, etc.
(2) FLEET’s liability for loss of or damage to the stand, stand equipment, exhibition goods or other assets belonging to the exhibitor, its representative or persons employed or invited by it, as well as other property damage, is limited to intent and gross negligence. Indirect damage and loss of profit are excluded from liability.
(3) In the event of intentional or grossly negligent conduct on the part of FLEET, intentional or grossly negligent conduct on the part of its senior employees, and culpable injury to life, limb, or health, FLEET shall be liable for the damage caused thereby.
(4) Otherwise, FLEET shall only be liable, regardless of the legal basis, for culpable breaches of essential contractual obligations that are indispensable for achieving the purpose of the contract and for intentional or grossly negligent conduct on the part of simple vicarious agents. In such cases, however, liability shall be limited to the damage typically foreseeable at the time the contract was concluded. In each individual case, FLEET’s liability is limited to three times the invoice amount. Liability under mandatory statutory provisions remains unaffected.
8. Equipment for stand design/stand construction
If the exhibitor has rented equipment for stand design or stand construction, the exhibitor is obliged to report any damage or missing items to FLEET in writing without delay. The exhibitor must return the rented equipment to FLEET in proper and undamaged condition after the end of the trade fair. The exhibitor bears the burden of proof for this.
9. Online exhibitor directory and trade fair catalog
(1) FLEET is entitled to publish the data provided by the exhibitors in an online exhibitor directory and a trade fair catalog (basic entry). The data can be amended, corrected, blocked, or deleted by the exhibitors in the online exhibitor service or by written notification to FLEET up to 4 weeks before the start of the trade fair.
(2) Entries in the online exhibitor directory and in the trade fair catalog that go beyond a basic entry are subject to a fee and can be ordered by the exhibitor using a separate order form. A valid contract for these entries shall only come into effect after express written acceptance by FLEET or after FLEET has provided the service. FLEET reserves the right to refuse orders without giving reasons.
(3) The exhibitor is obliged to provide the data and images to be published in the online exhibitor directory and the trade fair catalog in the formats specified therein by the dates specified in the order form (advertisement deadline).
(4) If the exhibitor cancels an order for a paid entry before the advertising deadline, 50% of the agreed fee will be charged, unless the exhibitor is not responsible for the reason for the cancellation or can prove that FLEET has incurred only minor damage as a result of the cancellation. Cancellation is no longer possible after the advertising deadline.
(5) In the case of paid entries in the trade fair catalog, FLEET will send the exhibitor a proof copy for approval prior to publication. Complaints and changes can only be taken into account if the exhibitor notifies FLEET in writing immediately, at the latest 5 working days after the proof copy has been sent. Otherwise, the proof copy shall be deemed to have been approved.
(6) FLEET is not obliged to check the entries for legal admissibility. The exhibitor assures that the texts and graphics provided by them are legally permissible and free of third-party rights. The exhibitor indemnifies FLEET against any third-party claims upon first request and undertakes to reimburse FLEET for all costs and other damages incurred as a result of claims by third parties.
10. Stand staffing, advertising, demonstrations, sales, and dismantling
(1) The exhibitor is obliged to ensure that its stand is staffed at all times with sufficient personnel during the event’s opening hours to the public.
(2) FLEET is entitled to prohibit the distribution and display of advertising material that could give rise to complaints.
(3) All types of demonstrations require the prior written approval of FLEET. Despite approval having been granted, FLEET is entitled at any time to restrict or prohibit demonstrations or advertising that lead to a significant danger or impairment of the trade fair operation, violate legal regulations, official orders, or public decency, or are of an ideological or political nature. In the event of a violation, FLEET is entitled to prevent this at the expense and risk of the exhibitor.
(4) The exhibitor is solely responsible for the execution of transactions. FLEET cannot assume any guarantees or responsibility in this regard.
(5) The dismantling of the stand and the collection of the exhibition goods must be carried out by the exhibitor within the dismantling times specified by FLEET. The exhibitor is not entitled to begin dismantling before the start of the dismantling times. In the event of a culpable violation of this provision, FLEET is entitled to demand a one-time contractual penalty of 10% to 20% of the costs in accordance with Section 3 (1), depending on the severity of the violation. If exhibition goods are not collected by the exhibitor by the end of the dismantling period, FLEET shall be entitled to store the exhibition goods at the exhibitor’s expense. Clause 3 (7) shall apply accordingly.
11. Security
(1) Even if a general security service is commissioned for the event, FLEET does not guarantee the security of the exhibitor’s stand and exhibition goods.
(2) The exhibitor must in any case ensure the security of their stand and exhibition goods themselves. Security personnel may only be requested and commissioned with the express written permission of FLEET and only from security companies approved by FLEET. The costs shall be borne by the exhibitor.
(3) It is recommended that theft insurance be taken out.
12. Reservations
(1) Mandatory legal regulations and guidelines of the host country shall take precedence over these event conditions at all times. Should individual points of these conditions of participation be invalid or become ineffective due to this precedence or for other reasons, the points not affected by this shall remain valid in full.
(2) In the case of employment relationships, the applicable labor and social security regulations must be observed.
(3) The exhibitor must inform themselves about all safety regulations, in particular with regard to the exhibition goods, and observe them.
(4) The exhibitor shall be liable for any personal injury or property damage caused by the operation of exhibited machines, apparatus, equipment, etc.
(5) FLEET reserves the right to amend the provisional floor plans on which the exhibitor’s registration is based until the start of the trade fair.
(6) FLEET is entitled to change the title of the exhibition at its own discretion. The exhibitor shall be notified of any change to the title as early as possible.
13. Cancellation of the event/change in event times
(1) If the event cannot be held in whole or in part due to force majeure or other circumstances beyond FLEET’s control, in particular strikes, natural disasters, or terrorist threats, FLEET shall be entitled to cancel, postpone, shorten, and/or hold only parts of the event. FLEET must inform the exhibitor of this in good time.
(2) If the event is only held in part or is shortened, FLEET is entitled to the portion of the remuneration agreed between the parties that corresponds to the part of the services rendered. Any additional remuneration already paid must be reimbursed to the exhibitor.
(3) In the cases referred to in paragraph 1, the exhibitor shall not be entitled to any claims for damages. In this case, the exhibitor shall continue to indemnify FLEET against any claims by third parties.
14. Photography, filming, video recordings, and drawing
FLEET is entitled to have photographs, drawings, film and video recordings made of the trade fair, the stands, and the exhibition goods and to use these for advertising or general press publications.
15. Data protection
(1) FLEET collects, stores, and uses the data provided by the exhibitor during registration and contract execution for the purpose of contract execution and may pass this data on to third parties if they provide services for FLEET or are used by FLEET for contract execution.
(2) FLEET is also entitled to use the email address provided by the exhibitor after the contract has ended to inform the exhibitor about similar events. The exhibitor can object to this use at any time by sending an email to FLEET (info@fleet-events.de).
16. Non-compliance with the terms and conditions
If, despite a warning or the setting of a grace period, the exhibitor violates its contractual obligations and, in particular, these General Terms and Conditions for Events, the organizer may terminate the contract of participation without notice.
17. Final provision
(1) By registering to participate, the exhibitor accepts these “General Terms and Conditions for Events” as well as the “Technical Guidelines” and the house rules for the venue of the respective exhibition/trade fair as legally binding in all respects.
(2) Additional agreements, special permits, or regulations of any other kind require the written consent of FLEET.
(3) All claims by exhibitors against FLEET shall become time-barred within one year. The limitation period shall commence at the end of the month in which the final day of the event falls.
(4) Should any provision of these General Terms and Conditions for Events be or become invalid or unenforceable, this shall not affect the validity of the remaining provisions. In such a case, the parties undertake to agree on a valid and enforceable provision that corresponds as closely as possible to the purpose of the provision to be replaced. The same applies to any gaps in these General Terms and Conditions for Events.
(5) The exhibitor shall only be entitled to a right of retention with undisputed or legally established claims. The exhibitor may only offset claims that are undisputed or legally established.
(5) The exhibitor shall only be entitled to a right of retention in respect of undisputed or legally established claims. The exhibitor may only offset claims that are undisputed or legally established.
(6) The regulations and guidelines of the host country shall take precedence over these event conditions at all times. Should individual points of these Terms and Conditions of Participation become invalid due to this priority or for other reasons, the provisions not affected by this shall remain fully valid.
(7) If the exhibitor is a merchant or has its registered office abroad, Hamburg shall be agreed as the exclusive place of jurisdiction. However, FLEET shall be entitled to bring legal action at the exhibitor’s place of business.
(8) German law shall apply exclusively, excluding international private law and the UN Convention on Contracts for the International Sale of Goods. The German language version of these General Terms and Conditions of the Event shall be authoritative. As of January 2024
