Updated: 10/22/2025
1. GTC scope of application
1.1. These general terms and conditions (GTC) shall apply to all declarations of intent, contracts, and legal or legal-like transactions of MEORGA GmbH, Jakobstraße 1a, 66763 Dillingen (hereinafter “MEORGA”), with exhibitors (hereinafter “exhibitor(s)”)who partake in events organized by MEORGA.
1.2. An exhibitor is anyone who registers to participate in the event with their own stand or with stand space booked from MEORGA, with or without partition screens, own staff, and own offers. A Co-exhibitor is anyone who is present at an exhibitor’s stand with their own staff and their own offers. Including a co-exhibitor or another represented company requires notification in writing to be made during the registration process, there disclosing their full title, legal form, address, and contact person.
1.3. Co-exhibitors and additional companies represented must be registered by the exhibitor. Co-exhibitors and additional companies represented that are not registered are prohibited from exhibiting on the stand space of the exhibitor. The organizer has the right to refuse admittance to co-exhibitors and additional companies represented if their individual reasons render admittance unreasonable. The exhibitor shall always be liable as joint debtor for co-exhibitor(s) or additional companies represented complying with the obligations.
1.4. Contrasting or deviating conditions to these GTC are not accepted unless an express written agreement with MEORGA is made. These GTC shall also apply if MEORGA unconditionally provides services in knowledge of contrasting conditions or participant conditions deviating from these conditions.
1.5. These GTC are valid in their most recent updated form at the respective point in time of the legal transaction being concluded or the contractual-like relationship being entered. The currently valid version of these GTC can be found here
2. Conclusion of contract
Offers from MEORGA constitute a request to the exhibitor to themselves make an offer for the conclusion of a commission. A commission between the parties is concluded when the exhibitor has presented MEORGA with a binding offer for the conclusion of a contract in writing and the acceptance of the services offered at the included conditions and subject to these GTC has been declared binding by MEORGA and received by the exhibitor. Upon registration, these GTC, the house rules, and the technical provisions are accepted. The exhibitor is responsible for their event staff and for additional exhibitors they registered to adhere to these provisions and terms.
3. Contractual relationships and contents
3.1. The exhibitor can book services and content of MEORGA’s respective event service packages for one or more events, in particular, the exhibitor may commission MEORGA with the provision of exhibition space (in the case of in-person or hybrid event format) or with the provision of virtual presentation space and digital activities on the respective online event platform (in the case of hybrid and digital event format). The exhibitor must submit their registration for an event to MEORGA in the form provided for this purpose and said registration represents a binding offer to conclude a commission regarding the corresponding event service package chosen by the exhibitor. If MEORGA accepts the offer, the contract for the respective event service package chosen by the exhibitor is concluded by notification of the admission by MEORGA to the exhibitor. Additionally, lit. 2 of these GTC shall apply to the conclusion of the contract. The exhibitor has no claim to admission.
3.2. If multiple exhibitors wish to jointly rent a stand space, they must authorize one of them during the registration process to make and accept all declarations connected to and arising from this contractual relationship with effect both for and against them. They are liable as joint debtors for any claims arising from this contractual relationship.
3.3. MEORGA is entitled, at their own discretion, to perform the services themselves, to use competent third parties as proxies for the performance of services under the contract, and/or to substitute such services (hereinafter “external services”).
3.4. The services owed by MEORGA according to section 3.1 are hereinafter also uniformly referred to as the “subject of performance“. MEORGA does not guarantee any commercial success.
3.5. The contractual agreements between the parties correlate as follows:
- Registration confirmation including potential attachments,
- these GTC, respective up to date version,
- legal provisions.
In the event of any contradictions, the contractual bases shall apply in the order listed.
4. Participation
4.1. The admission to an exhibition space or online space at an event by MEORGA communicated to the exhibitor refers only to the registered exhibitor and to the exhibition goods, presentation materials, and services confirmed in the note according to the event service package chosen by the exhibitor.
4.2. The approval may be revoked by MEORGA if it was granted on the basis of false or incomplete information, or if the requirements for approval subsequently cease to apply.
4.3. The contractual basis for the participation as exhibitor in the events is comprised of the house rules of the event venue’s operator in addition to these GTC.
5. Special conditions for in-person events, for in-person services as part of hybrid event formats
5.1. Space allocation
5.1.1. MEORGA shall provide the exhibition space in the registered offer area in accordance with the specifications of the event service package booked in each case. For hybrid event formats, MEORGA shall additionally provide the exhibitor with access to the online event platform in accordance with the respective event service package booked, and in accordance with the provisions applicable to digital events. The organizer’s consent is expressly required for exchanging the stand space with another exhibitor or transferring or subletting the stand space in whole or in part to third parties to be permitted.
5.1.2. Special wishes of the exhibitor (e.g. placement, neighborhood, stand design, competition exclusion, etc.) will only be bindingly taken into account if they are expressly confirmed by MEORGA in the admission.
5.1.3. MEORGA shall be entitled to allocate the exhibitor an exhibition area in a different location from the exhibition area, to change the size of the exhibition area, to relocate or close entrances and exits to the exhibition grounds, if compelling technical or organizational reasons require it.
5.1.4. Without the prior consent of MEORGA, the transfer of the exhibitor’s rights stemming from the transfer contract, in whole or in part, to third parties is not permitted. The same applies to a transfer of the exhibition space allocated to the authorized exhibitor, in whole or in part, to third parties.
5.2. Technical services, services
5.2.1. MEORGA provides basic heating, cleaning, and lighting for the exhibition hall.
5.2.2. Installations of supply and disposal connections may only be ordered via MEORGA or via a service provider commissioned by MEORGA.
5.2.3. The exhibitor shall be separately charged for the costs for installation and consumption of water, electrical and telecommunication connections of the individual stands, and any other services.
5.2.4. In addition to these GTC, the contractual basis for the participation of the exhibitors in the events are the house rules of the operator of the respective event location as well as the organizational, technical and other provisions that are sent to the exhibitor before the start of the event.
5.2.5 The exhibitor is obligated to comply with all applicable statutory and official regulations, including those pertaining to labor and trade law, environmental protection, fire safety, and accident prevention. They shall constantly monitor the compliance with said provisions by their event staff, the additional participants registered by them, and other proxies, and, in the event of a violation, intervene and/or inform MEORGA of the violations.
5.3. Cleaning, waste disposal
MEORGA is responsible for cleaning the grounds, halls, and aisles. The exhibitor is responsible for cleaning the exhibition area and waste disposal. Cleaning must be completed daily before the start of the event. If the cleaning and waste disposal is not done in a proper manner, MEORGA, after setting an appropriate deadline, may hire a specialized company at the expense of the exhibitor.
5.4. Guarding
The exhibitor is obligated to guard their property themselves. MEORGA shall not be liable for loss of and/or damage to the property of the exhibitor, unless the damage was caused by MEORGA intentionally or by gross negligence.
5.5. Operation and return of the exhibition stands
5.5.1. The stand must comply with technical and legal guidelines. If necessary, official permits and regulations, and construction and operational requirements must be obtained and fulfilled by the exhibitor at their own expense. In case of non-compliance, MEORGA is entitled to have changes made at the expense of the exhibitor and, if necessary, to impose a stand block.
5.5.2. The exhibitor is solely responsible for traffic safety on their stand, including all access points.
5.5.3. During the opening hours of the event, the stand must be made accessible to visitors. If the stand is not operated in accordance with the contractual agreements, MEORGA may remove the stand at the expense of the exhibitor and allocate the exhibition space otherwise. The exhibitor shall not be entitled to a refund of the stand fees unless they can prove that MEORGA was able to generate revenue from the alternative allocation of the stand space.
5.5.4. Stand construction and dismantling must be completed at the specified times. Stand construction and dismantling or other changes are not permitted, if it could lead to a disruption of the event. If stand construction and dismantling are not completed within the specified times, a contractual penalty of 25% of the rental price plus VAT is payable in addition to the stand rental. This applies in particular to the dismantling of the stand before the start of the official dismantling period on the last day of the event.
5.5.5. After the end of the event, the space must be left in the same condition as it was when it was allocated to the exhibitor. Damage or pollution caused by the exhibitor may be removed at the exhibitor’s expense without prior notice.
6. Online services for hybrid and digital events
6.1. Access to the online event platform, system requirements
6.1.1. Generally the provision of access to the event platform, and the use of the functionalities of the event platform, and, if applicable, the provision of storage space for the data made accessible by the exhibitor on the event platform to the agreed extent is the subject of booking services in connection with digital events or the digitally conducted part of hybrid events.
6.1.2. MEORGA does not provide the exhibitor with an access software. Generally, access is granted via a browser supported by the event platform and meeting the system requirements of MEORGA. Unless noted otherwise in the specification of services of the respective event service package, these system requirements are:
- A standard broadband Internet connection;
- An up-to-date Internet browser;
- For active participation: Headphones, microphone, and webcam/cam;
- For passive participation: Speakers and headphones.
6.1.3. The system requirements are part of the contract provisions. The exhibitor must check in due time before their participation in the digital or hybrid event whether the connection to the event platform can be established, and, if applicable, quickly solve any technical malfunctions for which they are responsible. If a technical connection to the event platform cannot be established, MEORGA shall be informed in due time.
6.1.4. MEORGA does not owe the exhibitor the provision and/or functionality of the browser.
6.1.5. The exhibitor shall take the necessary precautions to prevent access to the event platform by unauthorized parties.
6.2. Availability of the event platform, additional service levels
6.2.1. MEORGA guarantees the exhibitor availability of the event platform including accessibility and reachability necessary for a successful execution of the respective event.
6.2.2. MEORGA shall not be liable for any malfunctions, interruptions, or failures on the event platform that
- MEORGA is not responsible for, in particular impairments based on failures and/or malfunctions of technical systems and/or network components outside the area of responsibility of MEORGA; this includes
a) Outages caused by incoming cyber-attacks. This does not apply if MEORGA is obligated to use antivirus programs and these were not up-to-date at the time of the cyber-attack;
b) Outages caused by inappropriate use of software or hardware by the exhibitor; - maintenance work agreed with the exhibitor or unforeseen mandatory maintenance work for which MEORGA is not responsible or agreed workarounds (e.g. use of another event platform as an alternative).
6.2.3. The exhibitor shall immediately notify the designated contact person of MEORGA or the designated support contact person of MEORGA responsible for the respective event of any disruptions, availability restrictions, or availability failures they notice. In the event of disruptions, MEORGA assures to react within an appropriate and reasonable period of time and to find a solution, given the disruption be within their responsibility.
6.3. Duties of the exhibitor, liability for illegal content, compliance with legal frameworks
6.3.1. The exhibitor shall be liable for ensuring that, within the scope of the functions and digital presentation options available to them on the event platform, no racist, discriminatory, pornographic, youth-protection-endangering, politically extreme, or any other unlawful incident, or incidents violating official provisions or requirements occur, or that corresponding data are created and/or stored on the server of the operator of the event platform. In particular, the following actions on the event platform are forbidden for the exhibitor:
- Posting, distribution, offering, and advertising of pornographic content, services and/or products that violate the Youth Protection Act, data protection laws, and/or other laws and/or are fraudulent;
- Use of content that may insult or defame MEORGA or third parties or may damage MEORGA’s reputation;
- Use, provision and distribution of content, services and/or products that are protected by law or protected by third-party rights (e.g. copyrights) without being expressly authorized to do so.
6.3.2. Furthermore, the following activities are prohibited for the exhibitor irrespective of any possible violation of the law, when posting their own content via the features of the event platform, and when communicating with other participants and/or moderators (e.g. by sending personal messages, by participating in forum discussion, or by writing guestbook entries):
- Distribution of viruses, Trojans, and other malicious data;
- Sending junk or spam e-mails and chain letters;
- Spreading lewd, offensive, sexually oriented, obscene, or defamatory content or communication, and content or communication that is/are likely to promote or support racism, bigotry, hatred, physical violence, or illegal acts (both explicitly or implicitly);
- Harassing other customers, participants, and/or moderators, e.g. by repeatedly contacting them personally without permission or contrary to the reaction of the person contacted, and encouraging or supporting such harassment;
- Soliciting other customers, participants, and/or moderators to disclose passwords or personal data for commercial or unlawful purposes;
- Distribution and/or public reproduction of content available on the event platform, unless the exhibitor is expressly permitted to do so by the respective author.
6.3.3. The exhibitor assures to own all rights, in particular all copyrights, rights of use, and neighboring rights to the contents posted by them. If the exhibitor is not the author of the posted content, they assure the ownership of the unrestricted right of use to said content. The participant assures the ownership of unrestricted exploitation rights, the non-existence of third-party rights for the submitted content, and that no personal rights have been violated in the representation of people. The exhibitor assures to have acquired the rights of all authors, ancillary copyright owners, trademark owners, and other rights holders mandatory for publication, exploitation, and making available to the public, in particular that people depicted have given their express consent to the exploitation and evaluation of the image as part of the application via the exhibitor’s profile.
6.3.4. Each party shall designate to the other party a contact person authorized to give and receive information and declarations of intent, and who also assumes full responsibility for the orderly performance of the contractual services.
6.3.5. The exhibitor adheres to applicable data protection provisions. In accordance with General Data Protection Regulation (GDPR), the exhibitor is the controller of any personal data processed by them, e.g. additional event participants added by them (if agreed). If the exhibitor stores or processes personal data on the systems of the event platform, this shall be secured by concluding a corresponding data protection agreement on commissioned processing in addition to the existing contractual agreements.
7. Advertising, marketing, press, specialist lectures
7.1. Advertising is admissible within the stand (for in-person or in-person parts of hybrid events). Outside the exhibitor’s stand – in particular on tables, wall surfaces, in stairwells, as well as in the corridors of the exhibition halls – advertising is only permitted for money given MEORGA’s prior consent. The admissibility of advertising measures on the online event platform depends on the event service package booked by the exhibitor.
7.2. Only advertising measures are permitted that do not violate statutory provisions or morality or are of an ideological or political nature. Visual, moving and acoustic advertising media, musical renditions, and product presentations are permitted in compliance with legal/official regulations, provided other customers are not unreasonably impaired. MEORGA is entitled to prohibit the publication, distribution, and display of advertising material that may lead to objections and to seize any stock of the advertising material for the duration of the event. The same applies to making unlawful or otherwise objectionable advertising material or content publicly available on the event platform. In this case, MEORGA may, depending on the severity of the violation and the extent of a complaint, exercise their domiciliary rights and, in particular, exclude the exhibitor from participation in the event or block their access to the event platform, unless this is unreasonable for the exhibitor.
7.3. MEORGA is entitled to use the name and logo of the exhibitor on advertising and marketing materials (e.g. advertisements, websites) for the preparation and execution of the event free of charge. The exhibitor is obliged to provide MEORGA with a logo of appropriate quality.
7.4. Photography, video and film recordings of the exhibits are permitted, given the respective exhibitor’s consent. MEORGA is entitled to make or create photographs, film and video recordings, and drawings of the event, the stands and the exhibited goods or to have them made by the press and to use them for advertising purposes or general press publications free of charge. This section 7.4 shall apply accordingly to digital recording options for digital event formats, in particular to screenshots and screencasts, for example of digital presentation areas of the exhibitor.
7.5. The organizer is entitled to restrict or prohibit performances that endanger or significantly impair the execution of the event.
7.6 Approaching and surveying visitors outside of the stand area is strictly forbidden. In case of a violation, MEORGA has the right to terminate the contractual relationship for due cause immediately
7.7 Political advertising and/or political statements are prohibited, unless the political statement is part of the event. For political statements or political advertisement that have the potential to disturb the peace of the event or the public order, MEORGA has the right but not the duty to insist on ending such measures and on removing potential objects. In case of non-compliance, MEORGA has the right to terminate the contractual relationship for due cause immediately
8. Payment maturity
8.1. The agreed fees (rental of the exhibition space, advance payments for ancillary costs, advertising measures, access to the online event platform, etc.) are due upon receipt of the invoice.
8.2. MEORGA is entitled to demand advance payment of the agreed fees. If the exhibitor fails to meet the payment deadline, MEORGA may exclude them from participation in the event. The obligation to pay the agreed fees remains unaffected by this.
8.3. The exhibitor shall bear the costs for travel to and from the event, overnight stays, and comparable costs.
9. Cancellation, changes
9.1. Unless otherwise stated or agreed in the commission or in the commission confirmation, the exhibitor is entitled to cancel the commission in writing. A lump-sum compensation shall be paid by the participant to MEORGA in case of cancellation according to the following gradients:
- Cancellation up to 12 weeks prior to the event: 25% of the agreed remuneration
- Cancellation up to 8 weeks prior to the event: 50% of the agreed remuneration
- Cancellation up to 6 weeks prior to the event: 75% of the agreed remuneration
- Cancellation less than 6 weeks prior to the event: 100% of the agreed remuneration
The exhibitor is entitled to prove that MEORGA has not suffered any damage at all due to the cancellation or that the damage is lower than the flat rates listed above.
9.2. Furthermore, MEORGA has the right to change the event for important reasons (e.g. changes to the program, the format (in-person, hybrid, or digital), timing, schedule, location, or venue). MEORGA will notify the exhibitor separately in text form of any substantial changes. Any changes shall also be published on the website. Thus, the exhibitor must inform themselves in good time about such changes.
9.3 In case of non-participation of the exhibitor, MEORGA has the right to rent out the unclaimed stand space to a third party or to re-arrange the stand allocation at the exhibitor’s expense in order to ensure a cohesive appearance of the trade fair.
10. Liability
10.1. The insurance of the exhibition goods against all risks of transport and during the event against damage, theft, etc. is the exhibitor’s responsibility.
10.2. The exhibitor shall be liable for any damage caused to third parties by their participation in the event, including damage to the premises and facilities of the organizer. The exhibitor is solely responsible for the contents of advertisements, brochures, and other information material.
10.3. MEORGA is fully liable for damages in the event of intent and gross negligence. Liability for ordinary negligence only exists for damage to life, body, or health and in case of a breach of an essential contractual obligation, the fulfillment of which constituting the prerequisite for the proper execution of the contract or the breach of which jeopardizes the contract purpose and on the adherence to which the exhibitor regularly relies (cardinal obligation). In the event of negligent breach of cardinal obligations, liability shall be limited to damages foreseeable at the time of conclusion of the contract and typical for the contract. Liability resulting from the potential assumption of a warranty or from statutory fault-based liability (e.g. according to product liability act).
11. Warranty
The claims of the exhibitor arising from the commission and from all legal relationships in connection with it shall become time-barred within 6 months. The period begins upon return, i.e. in the case of in-person events upon complete clearance of the exhibition space, or in the case of digital formats upon termination of the event and discontinuation of access to the event platform, unless otherwise agreed with the exhibitor (e.g. in cases where access to the event platform is still required for the use of further services following the respective event).
12. Special right of cancellation of MEORGA
In the event of significant violations of the contractual provisions, MEORGA may terminate the contractual relationship without notice after issuing a warning in writing. Termination without notice may also be effected verbally during an event given significant disruption of public safety and order. In this case, the exhibitor is obligated to immediately clear or leave the event, and, in case of virtual participation of a hybrid or digital event, to leave the event platform. If the exhibitor fails to comply with this request, MEORGA is entitled to carry out the evacuation at the expense and the risk of the exhibitor.
13. Confidentiality and data protection
13.1. MEORGA will treat the transmitted subjects of performance as confidentially as state-of-the-art technology allows; however, for electronic data transmission, MEORGA cannot guarantee 100% confidentiality.
13.2. The parties shall treat as confidential all documents, information, and data they receive for the realization of the contractual relationship, and which are designated to them as confidential and shall use them only for the realization of the respective commission. In particular, commissions concluded between the parties shall also be deemed confidential. The parties shall impose a corresponding obligation on their employees and third parties involved in the commission, in particular subcontractors. Independent of the reason for a potential termination, these obligations shall remain in effect even after the termination of the respective commission for two years from the end of the contract.
13.3. The exhibitor authorizes MEORGA to process the data received in connection with the business relationship in accordance with applicable data protection laws. MEORGA declares that their employees and proxies are bound by strict confidentiality and compliance with data protection, and that MEORGA has taken all necessary technical and organizational measures to ensure the execution of the provisions of applicable data protection laws.
13.4. With their registration to a MEORGA event, the exhibitor consents to their address information (role, first name, last name, company name, company address) be included in a list of exhibitors that may be given out during the event. The list of exhibitors shall solely be provided to event participants for the purpose of networking. The exhibitor can revoke their consent at will.
14. Cession and offset
The exhibitor may only transfer the rights and obligations arising from this contract given prior written consent of MEORGA.
15. Cancellation and Force majeure
15.1 MEORGA has the right to cancel the event for good cause, to relocate it to another location, and/or change its timing, to change its duration, or — if space constraints, official orders, or other serious circumstances necessitate it —to relocate the exhibitor’s stand space and/or change its dimensions. A change of location or timing, or any other change shall become part of the contract upon notification of the exhibitor. In this case, the exhibitor shall have the right to withdraw from the contract withing 14 days after receiving the notification of a change. Claims for damages against MEORGA are excluded for this, unless the change is based on gross negligence or intentional action by MEORGA or their proxies.
15.2 Force majeure or other unforeseeable events for which MEORGA is not responsible and which make it substantially more difficult or temporarily impossible to provide the contractual services, including pandemic, strike, lockout, and regulatory actions, shall allow MEORGA to postpone the performance of their services for the duration of the hindrance plus a reasonable start-up period. MEORGA will immediately inform the exhibitor of the occurrence of such hindrances to performance. If the delays resulting from an event in accordance with sentence 1 above exceed the period of six weeks, and if an adjustment of the contract is not possible and not reasonable for either party, both parties are released from their performance obligations agreed upon in the commission. Services rendered by MEORGA are to be remunerated by the exhibitor according to their share. Damage claims are excluded in such a case.
16. Legal provisions, commercial legal protection
16.1. Compliance with all statutory and official provisions, and procurement of approvals by the police in regard to commercial and health provisions, or other official permits or approvals is the sole responsibility of the exhibitor. The same applies to the compliance with and safeguarding of copyright or other industrial property rights to the exhibition objects and third-party services. so-called Exhibition protection, i.e. a six months’ protection from the start of an event, based on the Law on the Protection of Designs and Exhibitions of 18 MAR 1904 (RGBl p. 141) and the Trademark Law Reform Act of 25 OCT 1994 (Federal Law Gazette I, p. 3082), only applies if the Federal Minister of Justice has published a corresponding announcement in the Federal Law Gazette for a specific exhibition.
16.2 In case proven infringements of property rights for which the exhibitor is responsible, MEORGA has the right to terminate the contractual relationship for due cause immediately
17. Place of execution, place of jurisdiction, and severability clause
17.1. Place of execution is Würzburg.
17.2. Place of jurisdiction for any potential legal disputes between MEORGA and the exhibitor shall be Würzburg, given the exhibitor be merchant, legal entity / special fund under public law.
17.3. Solely the law of the Federal Republic of Germany shall apply, excluding the UN Convention on Contracts for the International Sale of Goods.
17.4. Should one or more provisions of these GTC be or become invalid or void, the validity of the remaining provisions of these GTC shall remain unaffected. This accordingly applies to gaps in the contract.
17.5. The invalidity of individual provisions of these GTC shall not affect the validity of the remainder of the commission.
MEORGA expressly reserves the right to use its content for commercial text and data mining within the meaning of section 44b UrhG (Act on Copyright). For the acquisition of a corresponding right of use, please contact datenschutz@vogel.de.