General Terms and Conditions Scope for Exhibitors

The following terms and conditions (“GTC”) apply to the exhibition “shape” (hereinafter shape).
The exhibition “shape ” will take place in Messe Berlin, Palais am Funkturm. Organizer of the exhibition “shape” is

Peacock Events GmbH, Lindenallee 31, 50968 Köln
Managing Director: Katharina Hamma, E-Mail: info@peacock.events.com.

1.1. The contractual relationship between the exhibitor and the organizer shall be governed by following provisions in the following order of priority:
– Individually agreed contracts
– these terms and conditions
– Legal regulations.
1.2. GTC of the respective location must be observed and complied with.

2. Definitions
2.1. “Exhibitor” is a person, company, association or any organization that register to exhibit at shape 2025.
2.2 “Exhibition” shall mean the shape 2025.
2.3. “Organizer” shall mean Peacock Events GmbH
2.4. Show dates are 24.-26 October 2025

3. Contract
Contract” shall mean this agreement entered into between the Organizer and the Exhibitor for the use of the stand or space in the Exhibition and shall include the terms and conditions contained herein.

4. Registration

4.1. Registration must be executed by the exhibition registration form according to the relevant exhibition, which has to be filled in and digitally legally binding and sent to the organizer. A provided Peacock Events offer signed by the exhibitor/sponsor and stamped with the company stamp is equally valid in either case. Registration can be made electronically or by post.

4.2 Electronic registration process

By completely filling in the registration forms and clicking on the button “Become an exhibitor” on the website you declare your intention to participate in the event (Registration). Immediately after submitting your registration, you will receive the login access data for the exhibitor portal at the e-mail address you have provided. You can book the desired participations in this portal. By submitting the registration, the conditions of participation and the registration are recognized as binding.

4.3. Postal registration process (if available)
To indicate your intention to take part in the event, you must return to us a completely filled in and signed registration form (Registration). Alternatively you can scan the completed and signed participation documents and send them to us via e-mail to the e-mail-address given in the registration form. A digital signature can also be provided instead of the scanned signature. By signing and returning the registration form, you the Terms & Conditions as binding.
4.4 The submission of the registration form does not justify a claim for admission. The return of the filled and signed registration form/offer to the organizer is a contract offer from the exhibitor/sponsor, which requires acceptance by the organizer.
4.5 You can download the Conditions of Participation from the event homepage You also have the option of requesting the Conditions of Participation in printed form at any time.
4.6 The registration is binding on you as of its delivery to Peacock Events UG. It cannot be subject to provisos or reservations; in particular requests for specific stand locations do not constitute a condition for participation.
4.7 If you withdraw your participation application before receiving the admission/stand space confirmation, an amount of EUR 1,000.00 as handling fee must be paid to the organizer.
4.8 By registering, the exhibitor/sponsor recognizes all General Terms and Conditions mentioned in paragraph 1. Unilateral reservations or conditions in connection with the application will not be considered. The exhibitor/sponsor is responsible for ensuring that the persons employed by him at the fair/exhibition and its agents comply with the terms and guidelines.
For registration processing purposes data will be stored, evaluated and if necessary, disclosed to third parties for the purpose of contract execution. The exhibitor/sponsor hereby grants its consent by his application.
4.9 A down payment of 20% of the participation fee is due upon registration.

5 Admission and place allocation
5.1 The organizer decides on your participation on the basis of the stipulations valid for all of the participants in the event (acceptance/ stand area confirmation). There are no legal claims to be admitted. In the event that the organizer receives more registrations corresponding to the admission requirements prior to the deadline for submission of registrations than there is available exhibition space, the organizer will decide which applications for registration are approved according to the organizer’s reasonable discretion. If you have previously failed to fulfil your financial obligations to the organizer or Messe Berlin or have not fulfilled them punctually, your company can be excluded from acceptance- this also applies to the down payment in accordance with §4.9.
5.2 The contract comes into force with the confirmation of acceptance/stand area confirmation, both of which are valid without signature.
5.3. Admissible are national and international manufacturers, distributors, service companies and institutions or associations and organizations as well as those companies that are authorized by a manufacturer to exhibit his products, and companies whose products objectively and thematically fit to the fair/exhibition. Attendance in form of community stands / group stands is permitted, but all participating companies must be submitted to the organizer in written form before the official closing date for printed documents.
5.4 Group organizers may only register companies as group participants and admit them to their stand area if they have their registered office in the same country as the group organizer or in a country bordering on the group organizer’s country. The admission by the group organizer on its stand area of a company that does not have its registered office in the same country as the group organizer or in a country bordering on the group organizer’s country constitutes a serious violation of these Conditions of Participation. Peacock Events is entitled to impose a fine of up to €5,000.00 (depending on the severity of the violation) for each such violation and / or to exclude the group organizer from subsequent events.
5.5 All and services must suit the product range of the fair/ exhibition. Other companies may be admitted participating if the products are an essential supplement to the exhibition. The organizer may request that items be removed from the fair/ exhibition, which turn out to be harassing, hazardous or inappropriate. If this demand is not complied with, the removal of objects is carried out by the organizer at the exhibitor’s expense. The exhibitor guarantees that he possesses full authority to dispose over the registered products and necessary regulatory approvals or permits for their operation.
5.6. The admission of exhibitors and registered exhibits will be decided by the organizer, eventually in cooperation with competent bodies. The organizer may exclude individual exhibitors or suppliers from participation out of objectively justified reasons, especially if the available space is insufficient and if necessary for achieving the purpose of the fair/exhibition, limit the event to certain exhibitor or provider groups. Based on the earlier reasons the organizer is also entitled to limit listed exhibits and to change the registered stand. Admission applies only to the listed exhibits, the exhibitors determined in the confirmation of admission and the space stipulated therein. Other items than those listed and admitted cannot be exhibited. Exhibitors who do not fulfill their financial obligations to the organizer or failed or have violated the terms and conditions or legal regulations may be excluded from participation.
5.7 The participation invoice is admission and space confirmation at the same time. The organizer is entitled to revoke the admission, if it was granted on the basis of false assumptions or information or admission requirements do not apply later.
5.8 The space allocation is made by the organizer in accordance with the subject and structure of the particular fair/exhibition and the amount of space available. Special requirements regarding the space mentioned in the registration form will be accommodated wherever possible. The organizer reserves the right to change the size, shape and position of the allocated space, if this is reasonable for the exhibitor taking into account the interests of the organizer. The organizer will immediately inform the exhibitor about the necessity of the measures and will possibly allocate an equivalent stand. In case of changes in the participation fee, a recalculation or reimbursement will be done. Claims for compensation are mutually excluded. The exhibitor must accept that at the beginning of the fair/ exhibition the location of other places has changed since the time of admission. Claims cannot be derived therefrom. An exchange of allocated space with another exhibitor, as well as a partial or complete relinquishment of space to a third party is not permitted without the consent of the organizer. If the allocated space is not available due to unforeseen circumstances (non-culpably by the Organizer’s control), the exhibitor is entitled to a refund of the participation fee. A legal claim for compensation does not exist.

6. Validity of the admission
6.1 The admission/stand area confirmation only applies to the respective event, the company registered and named in the acceptance and the products and services registered. Products and services that do not correspond to the Index of Goods may not be exhibited or offered. The assignment of a stand area is carried out by the organizer in accordance with the exhibition topic area within the event to which the products you have registered belong. Exhibitors do not have a right to have a stand area assigned to them of a particular shape, in a particular hall or a specific area within a hall. The exhibitor can specify a minimum and a maximum stand area during registration. Any acceptance by Peacock Events GmbH that is within the specified size range is according to contract. Deviations from the average value of the specified desired sizes of up to 10% are also according to contract. An agreement is necessary in the case of greater deviations outside the desired size. This agreement is granted at the latest with the payment of the participation price. The organizer is entitled to revoke the acceptance if it was granted based on incorrect statements or if the participant subsequently fails to meet the conditions for admission.

7. Change after acceptance
The organizer is entitled to relocate or close entrances and exits, and to make structural changes to the trade fair halls for good cause (e.g. fire, fire protection, other hazard prevention) and taking into account your legitimate interests after acceptance without you deriving any rights from such changes. In individual cases with good cause and taking into account your legitimate interests, the organizer is furthermore entitled to subsequently assign a different stand area to the one already allocated in the acceptance and to change the size and dimensions of the stand area. If the size of the stand area is reduced, the difference in the participation fee will be refunded to you. In the event that the date or location of the event has to be changed due to good cause and this change can reasonably be demanded of you then the corresponding changes must be accepted; the acceptance/stand area confirmation is replaced by the organizer’s corresponding notification of the changes. A change of location means a change to a location outside the exhibition centre. You will immediately be notified should the stand area not be available for reasons beyond the organizer’s control. In this case, you have the right to receive a refund of the participation fee. In such cases, there is no entitlement to claim damages that go beyond this refund.

8. Participation fee and other costs/Terms of payment

8.1 The participation fee for the standardized event services covers the rental of the participation area for the entire duration of the event and the construction and dismantling periods stipulated in § 10 of the Conditions of Participation; a specific number of exhibitor and work passes; the use of technical and service facilities at the exhibition centre; general hall security; cleaning of the generally accessible hall areas; general hall lighting; and advice on organization, advertising and public relations work for your participation. In addition, the participation fee includes services provided by the organizer as part of the general visitor marketing activities. At the organizer’s discretion, these activities especially include a selection of the following services: Placing of advertisements, direct marketing measures (e.g. publication and dispatch of newsletters and other information to potential visitors by mail, fax, or other means of electronic transmission), provision of an online ticket shop, and event related Internet domains. The standardized event services also include the provision and supply of energy covered by the flat-rate energy fee; in this respect, please note the corresponding regulations of the Special Section of the Conditions of Participation. The event services also encompass the inclusion in the list of exhibitors. This is obligatory for each exhibitor, co-exhibitor, group participant and additionally represented company.
8.2 The participation fee does not include the provision of stand partition walls, floors or other special construction elements, as well as all other additional Services.
8.3. The amount of the participation fee and other costs will be calculated on the basis of the dimensions of the allocated stand area and according to the rates specified in the Special Section of the Conditions of Participation. Projections, pillars, installation connections and other fixed objects are not taken into account in the calculation of the allocated floor area, which is deemed to be in accordance with the contract.
8.4. After your admission you will receive an invoice for the participation fee and other costs; the invoice amount is due immediately on receipt of the invoice. This also applies to all amounts that must be paid within the framework of the contractual relationship, and, in particular, to invoices, as stipulated by Item I, Paragraph 4.2 and Paragraph 9 of these conditions.
8.5 All prices are net fixed prices plus any value added tax and comparable taxes of the event location that may be payable..
8.6 The organizer shall have the right to increase the various prices to cover the higher costs in the event of an increase in its own production costs as a result of increased costs for manufacturing, procurement and labour as well as energy costs, fees, taxes and other public duties at the event location.
8.7 The timely fulfillment of all obligations and payments is a prerequisite for occupying the participation space.
8.8. The exhibitor agrees to an electronic invoicing process. The dispatch of the invoice is carried out electronically via e-mail to the e-mail address supplied by the exhibitor or by post as a paper invoice at the discretion of the organizer. The exhibitor must immediately notify the organizer of any changes to its e-mail address.
8.9. Any projections, pillars, installation connections and other fixed objects in the stand area provided do not entitle you to any reduction in the participation fee or other costs.
8.10 Payment due dates
· 20% deposit of the stand rates payable upon booking/signing the application form.
· 30% of the invoice shall be paid by June 1th 2025
· For registrations from June 1th, 2025, 50% of the participation fees are due upon registration
· The balance shall be paid 60 days before the event starting date.

8.11 Payment of all additional fees shall be payable by the Exhibitor immediately upon presentation of the invoice by the Organizer to the Exhibitors
8.12 All invoices must be paid in full in euros at the price stated on the invoice, stating the invoice and customer number. Complaints must be made in writing immediately upon receipt of the invoice and will only be considered if they are made within 14 days of the invoice being issued.
8.13 All fees payable by the Exhibitor shall be due on the aforesaid dates without formal demand from the Organizer and in the event of late or non-payment the Organizer shall be entitled at their sole discretion to trat such acts or omission/s as withdrawal by the Exhibitors under the Article Clause 9 and to forfeit the Exhibitor’s right to participate in the exhibition.
8.14 The participation invoices from June 2025 onwards are admission and space confirmation at the same time. The payment conditions are stated in the concerning invoice. The full and prior payment of the invoice amounts is a mandatory requirement for access to the stand and for handing over the exhibitor passes. Eventual early booking or fidelity rebates expire if the exhibitor fails to comply with the payment dates and does not pay within one week after receiving the reminder. If invoices are sent on the instructions of the exhibitor to a third party, the exhibitor remains liable for their payment. Invoices for any additional costs (e. g. technical service, accessories / furniture) will be sent out immediately after the order, optionally after the fair/exhibition. They are to be paid by the exhibitor immediately upon receipt of the invoice.
8.15 Any services that have been provided by the organizer will be invoiced in Euros. You are obligated to pay the amount shown on the invoice in the currency shown on the invoice (“billing currency”). If the organizer should be prepared, as a courtesy, to accept settlement of the invoice in a currency other than the billing currency in individual cases, without being under any obligation to do so, the exchange rate of such payment must be based on the official buying rate of the billing currency on the date the payment is received. Any exchange rate losses in relation to the billing currency after the invoice becomes due for payment are, therefore, at your expense.
8.16 Should the exhibitor have any complaints about the invoice, they must be submitted in writing or in the case of electronic invoicing also via e-mail immediately or at the latest within two weeks of receipt. Subsequent objections cannot be considered. A processing fee of €100.00 will be charged for every change to an invoice after your receipt of the invoice that is made exclusively at your request and without an error on the part of Peacock Events UG being present.
8.17 Failure to execute payment on time will result in interest being charged of 9 percentage points above the base rate according to Section 288 of the Civil Code of the Federal Republic of Germany plus a service fee of 50,– Euros to be paid. The organizer is entitled to claim any higher damages it may have suffered. Compensation for damages does not apply or is reduced if you can prove that the organizer has incurred less or no damage as a result of the failure to pay on the due date. Should settlement of the invoice not be effected by the deadline or not be effected in full, the organizer is, in addition, entitled to terminate the contract with you and to otherwise dispose of the stand area.
8.18 A right of lien in the organizer’s favour arising from the organizer’s claim in regard to the provision of the stand area attaches to the objects brought to the exhibition centre by you.
The organizer may, if payment is not received within the prescribed period, sell the retained items after written notification. The organizer is only liable for intent or gross negligence for damage and/or loss of the pledged property.
8.19 In the event that an invoice is sent to a third party at the request of the exhibitor, this does not constitute any waiver of the right to claim the account receivable from the exhibitor. You remain obligated to pay until such time as the account receivable has been settled in full.
8.20 In the event of the organizer not being able to fulfil the contract in whole or in part, you have a claim to a proportional reimbursement of any payments you have made. Further claims are in accordance with the regulations in Items 21,and 22 of these Conditions of Participation. This does not affect the regulation under Item 27 of these Conditions of Participation.
8.21 You can only exercise a right of withholding or set-off against the receivables arising from the contractual relations insofar as your claims are undisputed or have been determined res judicata. Claims on the grounds of unjust enrichment (Section 812 of the German Civil Code) remain unaffected.
8.22. Services which arise during the fair/exhibition or dismantling will be calculated afterwards. If the actual expenses are higher than pre-ordered a recalculation will be carried out.
8.23. The organizer reserves the right to offer certain associations, societies, environmental groups and other organizations a favored participation fee.
8.24 Stands which are not recognizably set up at least 24 hours before the fair/exhibition, may be otherwise reassigned with regard to the overall appearance. The exhibitor nevertheless owes the full participation fee as compensation for the loss suffered by the organizer. In case no other interested exhibitor can be found due to shortness auf time, the design of the stand is carried out at the expense of the exhibitor. The exhibitor reserves the right to prove that the organizer has incurred little or no damage as a result.
8.25 All ancillary technica and otherl services will be provided by Messe Berlin and its subsidiaries. The exhibitor expressly consents to the transfer of data in accordance with the GDPR

9. Cancellation & Non Participation, Compensation
9.1 Pending the approval the withdrawal from registration is possible.
The organizer may withdraw from the contract if there is good cause. Such good cause is particularly the case if an application has been submitted to initiate insolvency proceedings or if such an application has been rejected due to a lack of assets. You must notify the organizer immediately if this is the case.
9.2 It is no longer possible for the exhibitor to withdraw a registration after the acceptance/stand area confirmation has been received.
9.3 As an exhibitor, you bear the sole risk for the following complications: products that are planned for the presentation cannot be imported as a result of the legal regulations valid at the event location or for other reasons; products arrive at the event location late, damaged or not at all (e.g. because they have become lost or are affected by transport or customs delays); you, your staff, your stand personnel or the personnel charged with the construction of your stand are delayed or prevented from arriving at the event location, e.g. due to the refusal of a visa. You remain obligated to pay any and all costs that have been agreed upon.
9.4 The organizer can consent to a request for release from the contract by way of exception if the stand area made available can be assigned to a third party in return for payment. Unless specified otherwise in the Special Section of the Conditions of Participation, the organizer is then authorized to demand a flat-rate amount of 25% of the participation fee for the costs incurred without further evidence. If the stand area cannot be transferred to a third party for a fee, the contract remains General Section of the Conditions of Participation in force and the participation fee must be paid in full. The occupation of the stand area that is no longer reserved by another participant who has already been admitted to the event and assigned a stand area is not considered to be a rental to a third party against payment, as two areas were merely exchanged. If the Special Section of the Conditions of Participation stipulate that you must purchase a Marketing Package, the specified price has to be paid in the event that you withdraw from the contract and the admission ticket vouchers have been provided. This does not affect your liability for catalogue fees, stand construction fees or other costs, particularly if they involve services from third parties or have arisen due to services that have already been provided. You shall be entitled to prove that no damages were incurred or that the costs were significantly less extensive than the fee charged. The co-exhibitor fee must be paid in full in the event a company that has been accepted as a co-exhibitor does not participate.

10. Construction & Dismantlement
Construction and dismantlement exhibit space should be completed by the deadline set forth by the organizer. Exhibitors shall be liable for any loss caused by the delay of construction or dismantlement (Please refer to the Exhibitors’ Information and Order Manual for terms of the violation)
Set Up: Wednesday 22.10.2025 8:00 clock- Friday 24.10.2025 11:00 clock
Show Time: Friday 24.10. 2025 12:00 clock – 20:00 clock
Saturday 25.10. 2025 10:00 clock – 20:00 clock
Sunday 26.10. 2025 10:00 clock -17:00 clock
Dismantling: Sunday 26.10.2025 17:00 clock to 24:00 clock

11. Stand Design
11.1. The exhibitor is entitled, to build up its own exhibition stand. The exhibitor is responsible for the design of the stand in compliance with all terms and conditions (see paragraph 1.2.). The exhibition stand must conform to the overall plan of the fair/exhibition. The reverse sides must be neutral in design. The organizer reserves the right to prohibit the construction of unsuitable or inadequately equipped stands or to alter them at the exhibitor’s expense, if reasonable for the exhibitor.
11.2 Any additional technical services that may be required, in particular the installation of electricity, water and security elements, procurement of local support staff, etc., may be ordered at Messe Berlin and their subsidiaries for a separate charge. Orders placed by third parties, in particular by stand construction companies, in connection with the construction, furnishing and design of their participation area shall be deemed to have been placed in the name and for the account of the exhibitor.
11.3. The stand must be properly equipped, staffed by qualified personnel and kept accessible for visitors during the entire opening times of the fair/exhibition. Foreign stands may not be entered without permission outside the daily exhibition opening times. The premature dismantling of the stand is not permitted and is punishable by a penalty of at least 50 % of the participation fee. The exhibitor reserves the right to prove that the organizer has incurred little or no damage as a result.
11.4. The exact times, as well as the precise organization of build-up and dismantling, as well as delivery and collection will be given to the exhibitors by the organizer timely. These are binding. Moreover, the exhibitor is responsible for ensuring that the necessary approvals for its activities are available and the applicable trade law, competition law, health protection, fire safety and police regulations are fulfilled. It is strictly prohibited to conduct build-up and dismantling activities during the fair/exhibition opening times. In case of violation an amount of 500,- Euro will be charged. The exhibitor reserves the right to prove that the organizer has incurred little or no damage as a result.
11.5. Earlier build-up and later dismantling times must be requested and approved in advance.
11.6. Stand build-up must be completed on the first day at 11:00 am latest. Should this deadline not be respected, the exhibitor must notify the organizer in written form. If the organizer receives no notification until the date mentioned in paragraph 6.5 and is the stand not recognizably set up, the organizer reserves the right from this moment on to allocate the stand to an alternative use without further notice and without refund of any costs to the prior tenants. A change in the allocated space is not permitted without prior authorization.
11.7. The exhibitor is responsible for the timely dismantling of the stand. After the agreed period of dismantling all obligations of the organizer terminate. For goods still located on the exhibition grounds – even those that have been sold to a third party during the fair/exhibition – the organizer rejects any responsibility. The organizer is entitled to demand a restocking fee at an appropriate level for all not dismantled and moved out fair/exhibition goods on exhibition ground; the organizer is also entitled to remove and store exhibition goods immediately at the expense and risk of the exhibitor executed by a suitable company.
11.8 The construction and design and operation must adhere to all regulations that are valid in Germany (including the regulations of the Sonderbauverordnung, the Arbeitsschutzgesetz (industrial safety law), the industrial safety regulations, the DIN and EN standards, the VDE regulations, and the accident prevention regulations of the professional associations in the currently valid versions). All these provisions apply to both the company’s own as well as to independent stand designers, decorators, and signwriters and to all persons, in as far as they perform activities as commissioned by the exhibitor or on the exhibitor’s behalf in connection with the construction, dismantling, design and operation of the stand. The exhibitor is responsible for ensuring that all regulations are complied with. The exhibitor must supervise construction personnel and other persons working on their behalf to ensure that they adhere to the regulations. The stipulations of the General Section of the Conditions of Participation and the Technical Guidelines are not affected.
11.9 Products and services may only be presented within the stand area listed in the acceptance/stand area confirmation. You may not distribute products, flyers and other advertising materials in other areas of the exhibition centre without first receiving the organizer’s written permission.
11.10 The legal stipulations of the Federal Republic of Germany need to be complied with during the presentation and sale of products and services. Products that are not intended to be offered or are not approved for sale worldwide must bear a corresponding note or a country-specific label.
All genders must be represented by exhibitors in a non-discriminatory manner. The following are not permitted:
• Harassment such as insulting statements with regard to gender, sexual orientation, disability, physical appearance such as physique, skin color, religion, sexist depictions, intimidation, stalking, repeated disruption of lectures and other events, unwanted physical contact and unwanted sexual attention.
• Sexist picture and/or advertising materials displayed on presentation areas
• Sexually suggestive clothing, uniforms or costumes or sexist performances of any kind

11.11 The organizer can require that you remove products that do not correspond to the Index of Goods, the presentation of which would not comply with legal stipulations of the Federal Republic of Germany or that may cause a significant interference with the operation of the trade fair or give rise to a hazard to the safety of exhibitors and visitors due to smells, noises or any other emissions or due to their appearance.

12. Security/ Cleaning
12.1 The organizer is responsible for the general security of the location and halls without liability for loss or damage. The exhibitor is responsible for the supervision and guarding of the stand. This also applies during build-up and dismantling times. It is recommended to keep valuable and easily removed items under lock and key. Outside the opening times the organizer is not necessarily responsible for the general guarding of the fair/exhibition grounds. If the exhibitor desires a stand security the exhibitor has to hire a designated security firm by the organizer e.g Messe Berlin and their subsidiaries. The costs are paid by the exhibitor.
12.2 The organizer is responsible for general cleaning of the location and the exhibition hall aisles. Stand cleaning is the responsibility of the exhibitor, it must be completed each day before the event. The stand cleaning (only floor space) can be ordered via the exhibitor registration.
12.3 If after stand dismantling rubbish or other items have been left behind, the organizer is entitled to have this eliminated and destroyed at the exhibitor’s expense, plus a surcharge of 25 %. The exhibitor reserves the right to prove that the organizer has incurred little or no damage as a result.

13. Advertising at Stands/ On Exhibition Ground
13.1 Exhibits, printed paper and advertising materials may be displayed only within the rented stand but may not be distributed in the aisles or other exhibition grounds. Comparative and superlative advertising is not allowed in Germany.
13.2 The organizer is entitled to prohibit the distribution and display of advertising materials which may give cause for complaint, and to confiscate the supplies of such advertising materials for the duration of the event, if reasonable for the exhibitor.
13.3 Optical, mobile and acoustic advertisement means and product presentations are permitted as long as they do not disturb the neighbors and must not drown out the fair’s/exhibition/s own announcement system in the halls. If necessary, the exhibitor is obliged to assure licenses or registrations (e. g. GEMA) and shall be liable for itself. The organizers may intervene and require alterations in case of violation.
13.4 Carrying or driving around advertisement media as well as the distribution of printed media and samples outside the rented stand is possible only with permission by the organizer. Moreover, the approach and interview visitors outside the stand is strictly prohibited. Such request must be made in written form to the organizer.

14. Regulations on the Copyrighted Materials
Each exhibitor is responsible for obtaining all necessary licenses and permits to use music, photographs or other copyrighted materials in the exhibitor’s booth or display. No exhibitor will be permitted to play, broadcast or perform any contents or use any other copyrighted materials, such as photographs or other artistic works, without first presenting to the organizer satisfactory proof that the exhibitor has, or does not need a license to use such contents or copyrighted material.

15. Technical Services
The organizer provides the general heating, cooling and lighting of the halls. The individual lighting of exhibition stand is the responsibility of the exhibitor and must be applied for separately. The costs for the installation of water, electricity and telecommunications connections for individual stands and other services will be charged to the exhibitor (main exhibitor). The organizer e. g. Messe Berlin and its subsidiaries is entitled to demand appropriate payment in advance. All installations may only be carried out by the organizer e.g. the fairground-owner. Within the stand, installations may be carried out by outside contractors who are to be nominated to the organizer on request. The organizer e. g. the fairground- owner is entitled to inspect the installations but not obliged. The exhibitor is liable for the damage caused by the installations. Connections, machinery and equipment, which are not authorized or do not comply with the relevant provisions, can be removed at the exhibitor’s expense. The exhibitor is liable for all damage resulting from uncontrolled use of energy.

16. Liability & Insurance of the exhibitor
Exhibitors shall be liable for any and all damage caused by the Exhibitor or their employees, agents or contractors, to the venue or to and equipment, facilities, goods or person within the venue. Each exhibitor should be insured against all risks, including fire and third-party liability. The organizer, to protect the exhibitors’ rights and interests, shall provide security service; However, the organizer is not responsible for the lost, disappearance or theft of any goods, material or objects at the exhibition site. Security can be booked via the Fairground owner.

17. Sales Regulation
17.1 The selling of goods (over-the-counter sale) is only allowed for products registered and confirmed by the organizer and according to relevant regulations. The right to sell food and beverages for immediate consumption is only allowed for vendors who are entitled to do so by the organizer.
17.2 The exhibitor agrees not to issue, sell or give away any kind of illegal substances. In case of violation the person will be removed from the exhibition and pays all the costs for any consequential damages. A replacement of cost does not occur.

18. Exhibitor Passes
The number of free exhibitor passes depends on the size of the stand and can be extracted from the booking. The number of exhibitors’ passes does not increase by the inclusion of co-exhibitors. Additional exhibitors’ passes are chargeable. The exhibitor passes are exclusively for the exhibitor, his stand staff and representatives. They have to be carried at all times and presented to the entry control on demand and particularly non-transferable. They are issued on site at the fair/exhibition office or sent upon request prior to the fair/exhibition. In case of misuse the passes will be withdrawn without replacement.
For up to 20 square meters the exhibitor receives 3 exhibitor passes, for every 10 square meters an additional exhibitor pass

19. Smoking Ban
In the exhibition rooms, the general ban on smoking has to be followed. Smoking is permitted only in the designated and marked areas. The exhibitor is obliged to encourage visitors on his stand to comply with the smoking ban. Should visitors contravene, this must be reported to the staff of the organizer immediately. The exhibitor is liable for all damages incurred by the organizer by the failure to comply with the smoking ban.

20. Electronic Media
The organizer will publish the exhibitors online on the organizer’s website and/or offline, also in the form of a database. Compensation for incorrect, incomplete or omitted entries is excluded. The customer is responsible for the content of the entries and any damage resulting from it.

21. Liability and Indemnification
21.1 The organizer is liable without limit for claims, irrespective of their legal grounds, of intent or gross negligence. The organizer is only liable for simple negligence insofar as essential contractual obligations have been breached, and any such liability is limited to foreseeable damage typical of the contract. Essential contractual obligations shall pertain only to those contractual obligations which are indispensable for the performance of the contract and on the fulfilment of which the exhibitor may rely. Otherwise the organizer’s liability for damages is excluded. The aforementioned limitations and/or exclusions of liability do not apply to a legally mandatory specified strict liability (e.g. arising from the Product Liability Act) or the liability from the acceptance of a guarantee or in the case of loss of life, bodily injury or impaired health. Insofar as the liability is limited or excluded by the aforementioned regulations, this also applies to the liability of the bodies, employees, legal representatives and vicarious agents and officers of the organizer (also with regard to their respective personal liabilities).
21.2 A strict guarantee of liability on the grounds of initial defects of the area provided is excluded.
21.3. A reduction of the fee due to material defects shall only be considered if the organizer has been notified in writing during the term of the contract of the intention to reduce the fee. Claims to reduction and/ or rights of retention of the exhibitor can only be asserted insofar as they are based on legally determined or uncontested claims. Exhibitor’s claims for repayment according to Section 812 of the German Civil Code remain unaffected.
21.4 If and to the extent that the organizer e.g. the Fairground owner provides water, district heating, gas and electricity from the supply networks of utility companies, the exhibitor shall not assert any further claims for damages in the case of liability on the part of the organizer in the event of service disruptions than those to which the organizer, e.g. the Fairground owner is entitled under the relevant provisions vis-à-vis the respective utility company. The exhibitor shall immediately notify the organizer and directly notify the utility company supplying the service of any damage in writing.
21.5 If the organizer is compelled to temporarily vacate or permanently close the exhibition area or parts thereof, to reschedule the event, shorten or extend it due to force majeure, or for other reasons beyond its control, then the exhibitor is not entitled to any rights, in particular, to claims for damages against the organizer.
21.6 Liability continues to be subject to the legal burden of proof rules, which are unaffected by this clause. The organizer does not assume any obligation to exercise proper care of exhibits, stand fittings and objects which are the property of the stand personnel. Therefore the organizer does not assume any liability for the loss of objects, equipment, structures and other valuables brought in by exhibitors and third parties, unless Peacock Events has assumed custody for a fee. The possibility of hiring hall and stand security personnel for a fee is expressly pointed out. The organizer transfers the general surveillance of the trade fair halls and the outdoor areas, the oversight of the exterior grounds, and the checks at the entrances to security agencies and their uniformed guards and non-uniformed personnel. Every visitor and exhibitor in the trade fair halls must be in possession of a valid admission ticket or exhibitor pass and show it to the aforementioned security personnel upon request. The exhibitor will notify those service providers it has commissioned that they will require an admission ticket (e. g. a constructor’s ticket). The surveillance and security of individual stands or parts of stands is not included in this general oversight. In the event of contracts that provide for the procurement of certain items, then, unless otherwise expressly agreed in individual cases, the organizer does not assume the risk of procurement.
21.7 The organizer does not conclude specific insurance for the stand and the items located at the stand. The organizer recommends that the exhibitor insure its participation risk against the normal insurable risks such as fire, burglary, simple theft, damage, water damage etc. including the risks of transport to and from the event itself and at its own expense and that it ensure adequate insurance cover for the construction, trade fair, and dismantling periods including the periods of transport to and from the event. All cases of theft and damage must be immediately reported to the police, the organizer and the insurance company and thereafter notified in writing. Stand security personnel may only be hired from the security companies commissioned by the organizer.
21.8 The exhibitors are also responsible for compliance with all laws, guidelines and other regulations applicable in the Federal Republic of Germany if the content of the organizer’s Conditions of Participation deviate from such regulations. They are obligated to inform themselves in good time and comprehensively about the relevant regulations at the event location and to obtain the necessary knowledge.
The organizer is not obligated to provide any notification or information in this regard.
21.9 As an exhibitor, you are liable to the organizer e.g. the fairground owner and third parties for any damage that you, your personnel, your employees or third parties commissioned by you or other third parties that you use to fulfil your obligations culpably inflict on the organizer or third parties. You shall indemnify the organizer in this respect from all claims of third parties. The Technical Guidelines as well as the information contained in the organizer’s circulars on questions concerning the preparation and implementation of the event must be strictly observed.
21.10 The exhibitor shall irrevocably indemnify the organizer from all claims by third parties insofar as these are based on the exhibitor’s presentation, the design of the exhibitor’s stand, the products presented at the exhibitor’s stand, or the intellectual content of these products violating the rights of third parties (in particular, but without being limited to, copyrights, the rights to names and images, trademark rights, competition rights and personal rights) or other statutory provisions. This indemnity obligation encompasses all of the associated costs and expenses (in particular, but without being limited to, warning and legal costs as well as court fees).

22. Assertion of claims/statute of limitations
22.1 Claims against the organizer that are identifiable to the exhibitor must be asserted in writing to the organizer without delay, generally during the duration of the event. The date of receipt by the organizer shall be decisive for timeliness. Claims received later can no longer be considered. This also applies to claims that should have been recognizable with due diligence.
22.2 Claims against the organizer arising from the contractual relationship and all related claims shall become time-barred within 6 months. The limitation period begins at the end of the month in which the final day of the event falls. Excluded from this are claims for damages for injury to (i) life, limb and health, (ii) the Product Liability Act, (iii) material contractual obligations and (iv) damage caused by gross negligence or intent on the part of the organizer. In this respect, the statutory limitation periods shall apply.

23. Warranty
Any complaints regarding defects of the stand or exhibition area have to be reported to the organizer immediately after occupation in written form, but not later than the last day of build-up, so that the organizer can remedy the deficiencies he is responsible for. Later complaints cannot be considered and cannot lead to claims against the organizer. Furthermore, the organizer does not warrant for any sales between exhibitors and visitors.

24. Domicilary rights
24.1 During the entire fair/exhibition the exhibitor shall comply with the domiciliary rights of the organizer e.g. fairground owner on the fair/exhibition ground. Instructions by the organizer or his representatives, which are legitimized by an official identity card or name badge have to be followed. Violations of these participation conditions or instructions taken under domestic authority entitle the organizer e.g. fairground owner to close the stand immediately at exhibitor’s expense in case the infringement are not terminated after request. The instructions of competent persons (e.g. fire safety guard, building services, paramedics, police etc.) must be complied with.
24.2 The organizer is entitled to take photographs, drawings and films of the exhibition, the exhibition Thee organizer is entitled to have exhibits removed from a stand if their display violates applicable laws, or is morally offensive or not in keeping with the exhibition program. Advertising of political or ideological nature is prohibited. In the event of serious offences against the Conditions of Participation, the Technical Guidelines or the legal stipulations, the organizer is entitled to close your stand or have it vacated.

25. Place of performance/place of jurisdiction/valid law
25.1. The place of performance is the seat of the organizer. The place of jurisdiction is Cologne, provided you are a merchant, a legal person governed by public law, or a special asset regulated by public law. This also applies to processes relating to documents, notes, and cheques. The organizer may also at its discretion assert claims at the court of the city in which you have your registered seat or your branch office.
25.2 All legal relationships between you and the organizer are subject to Federal German Law and the German text is authoritative.

26. Change of Venue or Dates
Venue: Messe Berlin, Palais am Funkturm
The Organizer shall be entitled to change the venue, dates and or duration of the Exhibition by giving to the Exhibitor a notice in writing at least one (1) month before the present proposed date of the Exhibition without being liable for any loss or damages suffered by the Exhibitor or for the return of the deposit or any part thereof.

27. Reservations / force majeure, cancellation of the event
27.1 The organizer is entitled to cancel the fair/exhibition, change location, time or duration or – if space conditions, police instructions or other compelling circumstances require – to relocate, change and/or limit assigned exhibition space out of important reasons. A change in location or time or any other changes are part of the contract when messaged to the exhibitors.
27.2 The organizer has the right to cancel the fair/exhibition, if the expected minimum number of registrations is not reached and the unchanged implementation is not economically reasonable.
27.3 The organizer shall have the right to reschedule, shorten, extend or cancel the event, as well as to terminate the event temporarily or definitely, in part or in whole, insofar as such an action is required due to compelling reasons for which it is not responsible or unforeseen events such as force majeure, natural disasters, wars, strikes, terrorist attacks or the large-scale breakdown or obstruction of traffic, supply and/ or communication links, epidemics or pandemics. The organizer shall immediately notify the exhibitor of such circumstances, provided it is not also prevented from doing so by force majeure. In such cases, the exhibitor has no claim to recompense for the resulting damages.
27.4 Cases of force majeure that prevent the organizer or its service partners from fulfilling some or all of their obligations release the organizer from its obligations until the force majeure ceases. The organizer shall immediately notify the exhibitor of such circumstances, provided the organizer is not prevented from doing so by force majeure as well. Strikes, lockouts, regulatory intervention and the impossibility of providing auxiliary materials such as electricity in sufficient amount are considered to be the equivalent of force majeure, unless they are of short duration or caused by the organizer.
27.5 If the organizer needs to shorten the fair/exhibition due to force majeure or for reasons not indebted by him, the exhibitor is not entitled to request the reimbursement of full or partial participation fee. The exhibitor reserves the right to prove that the organizer has incurred little or no damage as a result.
27.6 In case the event is cancelled as a result of one of the cases mentioned in Item 27, the exhibitor is obligated to cover the costs of the services already provided to the exhibitor if the organizer requests it to do so.

28. Final provisions
28.1 Only those stipulations in Item I Paragraph 1 respectively Paragraph 2 apply to the contractual relationship. Divergent or supplementary terms from the exhibitor do not become part of the contract even if the organizer does not specifically object to them. This applies especially to diverging conditions of payment.
28.2 Should some of the provisions be invalid or incomplete, the validity of the remaining provisions and the contract shall not be affected. In this case, the parties to the contract undertake to replace the invalid provision or to fill the gap with a provision that comes closest to fulfilling the economic purpose being pursued by the parties to this contract.
28.3 Any amendments to the contract must be in text form. The same shall also apply to any amendment or cancellation of the text-form clause itself.

Status March 2025