General terms and conditions (GTC) for advertising customers, exhibitors & sponsors and organizer of Vogel Communications Group GmbH & Co. KG

Updated: 9/24/2025

Part A. General terms for all types of commission

1. GTC scope of application

1.1. These general terms and conditions (“GTC”) apply to any and all declarations of will, contracts, and contractual, or contractual-like actions of Vogel Communications Group GmbH & Co. KG, Max-Planck-Straße 7/9, 97082 Würzburg (hereinafter “VCG“), with its contracting parties (hereinafter “CP“), particularly as part of commissions by advertising customers, and commissions by exhibitors and sponsors (hereinafter “commission”, business divisions advertising customers, exhibitors and sponsors hereinafter jointly “business division sales“).

Part A of these GTC contains general conditions that apply to both the special conditions for advertising customers (content commissions, media- and agency services) in part B, for exhibitors and sponsors in part C, for event organizers in part D and for subscribers to print and digital media in part E. The special conditions in parts B., C., D. and E. are independent of each other in terms of validity.

1.2. These GTC exclusively apply to entrepreneurs within the meaning of § 14 sec. 1 BGB (German Civil Code).

1.3. CP is any natural or legal entity or judicable partnership that sends VCG a request, commissions VCG, or acts in any other way for VCG in the business division sales.

1.4. Terms and conditions of the CP that deviate from or contradict these GTC shall only apply if accepted in writing by VCG. This also applies if VCG provides services without any reservation in full knowledge of said GTC.

1.5. VCG may change these GTC for good cause, whereby this right to change does not apply to essential contractual obligations. The CP shall be notified electronically or in writing of any changes. The CP may object to the updated version of the GTC within two (2) weeks after said disclosure. Continuing the contractual relationship without objection after receiving said notification shall count as acceptance of the changes. An unjustified objection to the GTC may constitute grounds for termination without notice in individual cases.

1.6. These GTC are valid in their most recently updated form at the respective point in time of the legal transaction being concluded or the contractual-like relationship being entered. Unless agreed otherwise, the GTC shall also apply to any future legal transactions or contractual-like relationships, even if not expressly agreed upon again. The respective currently valid version of these GTC can be found at https://legal.vogel.de/legal-cockpit/vcg-vogel-communications-group/agb-anb/agb-sales/

2. Conclusion of contract

Offers from VCG constitute a request to the CP to themselves make an offer for the conclusion of a commission. A commission between the parties is concluded when the CP has presented VCG with a binding offer for the conclusion of a contract at least in writing and the acceptance of the services offered at the included conditions and subject to these GTC has been declared binding by VCG and received by the CP.

3. Contractual relationships and contents

3.1. VCG is a B2B communications business for customer specific B2B communications solutions. The goal of the cooperation between the CP and VCG is particularly the optimization and expansion of the CP’s presence in advertisement and communication, its products and/or services on the market, and the provision of opportunities for presenting the business scope and products of the CP. Furthermore, CP may commission VCG with event solutions in the on- and offline area.

3.2. The CP can act as advertising customer to commission VCG to create content meant for specialist media and for use on the communication channels of the CP, such as the CP’s website, social media channels, product brochures, catalogs, etc., and to generate additional opportunities for commercial and communication presence of the CP. The services ordered in detail result from the commission subject to these GTC and special conditions in part B

3.3. Additionally, as an exhibitor or sponsor, CP can book services and content of VCG’s respective event service packages for one or more events, in particular, CP may commission VCG 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 CP has no claim to admission to an event.

3.4. As an organizer, the CP may commission VCG with the planning, organization, and coordination of (on- and offline and hybrid) events and related services. The services ordered in detail result from the commission subject to these GTC and special conditions in part D.

3.5. The scope and content of the services owed by the CP and VCG shall be determined in the commission. The closed commission between VCG and CP is essential for this. VCG does not owe the verification of the legal admissibility of advertising (in particular competition law, labelling law, food law, and pharmaceutical law), if this has not been expressly agreed otherwise in writing.

3.6. The services owed by VCG are hereinafter also uniformly referred to as the “subject of performance“. VCG does not guarantee any commercial success.

3.7. VCG is entitled, at its own discretion, to perform the services itself, to use competent third parties as proxies for the performance of services under the contract, and/or to substitute such services (hereinafter “external services“).

3.8. Unless agreed otherwise, invoices are due for payment without deduction within 30 calendar days of invoicing. CP shall reimburse travel expenses incurred by VCG in connection with the provision of services. Travel expenses include in particular the costs for transportation (airplane, cab, rental car or train), and for accommodation. For flights, the costs are only reimbursable for the use of economy class, for train travel only for second class, and for accommodation only for a four-star hotel.

3.9. The contractual agreements between the parties correlate as follows:

Commission 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. Warranty

If VCG’s services have the character of a contract for services, the following provisions shall apply:

4.1. The CP has to notify VCG immediately in writing of any defective service. As far as the rectification of defects is possible and feasible with reasonable effort, VCG has the right to rectify defects for which it is responsible.

4.2. A defect exclusively exists if the subject of performance does not have the contractually agreed quality or is not suitable for the contractually required use. Negligible deviations shall not constitute a defect.

4.3. In the event of refusal, impossibility, failure, or unreasonable delay in the rectification of defects, the CP may, at their discretion, demand the rescission of the contract or the reduction of the remuneration.

4.4. Warranty claims of the CP shall become time-barred within a period of six (6) months after completion of the respective services.

4.5. The CP’s right of self-remedy is excluded.

4.6. VCG shall be liable for consequential harm caused by a defect only in accordance with the liability provisions set forth in these GTC. This exemption from liability shall not apply if a warranty of quality was given which covers the consequential damage caused by a defect and if the damage caused by the defect stems from the lack of such quality.

5. Liability

5.1. If not differently regulated in the other provisions, VCG shall be liable to the CP for damages due to breach of contractual or non-contractual obligations only in case of intent and gross negligence.

5.2 VCG is only liable for slight negligence in the event of a breach of an essential contractual obligation (cardinal obligation), whereby liability is limited to the foreseeable damage typical for the contract. Cardinal obligations are obligations which are essential to be fulfilled for the proper performance of this contract and on the observance of which the other party may regularly rely.

5.3 The liability for breaches of duty, which occurred neither intentionally nor grossly negligent, is limited to the sum of the contractual fees, which the CP has paid to VCG for the period of two years prior to the occurrence of the damaging event within the scope of the specific contractual relationship. In the case of consequential damages and loss of profit, liability shall be limited to the foreseeable damage typical for the contract.

5.4 The limitations of liability also apply to legal representatives, executives, and proxies VCG.

5.5 The limitations specified in sections 5.1 to 5.4 do not apply to liability for injuries to life, body, or health.

5.6 VCG shall not be liable for the factual information about the CP’s products contained in the subject matter of the performance or the protectability under copyright, design, trademark, or brand law of the ideas, proposals, concepts, drafts, etc. delivered within the scope of the commission, unless this protectability was expressly agreed in writing as part of the contract.

6. Confidentiality and data protection

6.1. 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.

VCG will treat data transmitted to the CP as confidentially as state-of-the-art technology allows; however, for electronic data transmission, VCG cannot guarantee 100% confidentiality.

6.2. VCG declares that its employees and proxies are bound by strict confidentiality and compliance with data protection, and that VCG has taken all necessary technical and organizational measures to ensure the execution of the provisions of applicable data protection laws. If the subject of performance requires the conclusion of an order processing agreement in terms of data protection regulations, the parties agree to such an OPA .

6.3. If the CP commissions VCG to conduct a lead campaign and receives lead data from VCG for this purpose, the CP is obligated to comply with its information obligations in accordance with art. 14, GDPR, within 30 days of sending the lead data.

7. Cession and offset

The CP may only transfer the rights and obligations arising from this contract given express written consent of VCG. The CP may only offset claims of VCG against undisputed or legally established claims.

8. Force majeure or other occurrences

Force majeure or other unforeseeable, inevitable, or unavoidable events for which VCG 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 VCG to postpone the performance of their services for the duration of the hindrance plus a reasonable start-up period. VCG will immediately inform the CP 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 (6) 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 delivered by VCG are to be remunerated by the CP according to their share. Damage claims are excluded in such a case.

9. Form

Text form is required for all agreements between VCG and the CP, unless otherwise agreed in the respective order or in these GTC.

10. Data-Mining

VCG expressly reserves the right to use its content for commercial text and data mining within the meaning of section 44b UrhG (Act on Copyright).

11. Self-promotion

VCG as well as its affiliated companies within the meaning of §§ 15 AktG (Stock Corporation Act) are permitted to use work results or excerpts from the commissions, and also the name and brand of the CP, free of charge for the purpose of self-promotion, particularly for the purpose of reference advertising, also after the end of the contract term.

12. Place of execution, place of jurisdiction, and severability clause

12.1. Place of execution is Würzburg.

12.2. Place of jurisdiction for any arising legal disputes between VCG and CP is Würzburg.

12.3. Solely the law of the Federal Republic of Germany shall apply, excluding the UN Convention on Contracts for the International Sale of Goods.

12.4. Should one or more provisions of these GTC be or become invalid or void, the validity of the remaining provisions of these GTC and the validity of the rest of the commission shall remain unaffected. This applies accordingly to the filling of a gap in the contract.

Part B. Special conditions for advertising customers (content orders, media, and agency services)

These special conditions apply in addition to the provisions in part A to commissions placed by the CP as an advertising customer commissioning VCG with content orders, media, and/or agency services.

13. Cooperation duties and approvals, acceptances, releases

13.1. The CP shall grant approvals, acceptances, and releases detailed in the commission in due time to ensure that workflow at VCG and its suppliers and thus the jointly fixed objectives are untouched. Approvals, acceptances, and releases which are not provided or are provided late may cause additional costs which shall be borne by the CP. Approvals, acceptances, and releases are deemed granted if VCG does not receive a statement from the CP within a period of seven (7) days after VCG has sent the respective subject of performance to the CP. Acceptance shall be deemed granted at the latest upon use or payment of the remuneration.

13.2. The information and materials provided by the CP serve as an essential basis for the services of VCG. The CP guarantees VCG the correctness of the information and is liable for any legal consequences of incorrect information provided. The CP ensures that VCG receive all rights required for use of the provided information and material, and that this information and material does not violate third party rights, and that this information and material is otherwise legally compliant. This also applies to content that provided information and material refers to (e.g. via links). Should VCG be held liable by a third party, a court, or an authority due to culpable behavior of the CP, in particular due to a culpable breach of the obligations mentioned under here, the CP is obligated to indemnify VCG from any claims and to assume the costs of legal defense. VCG will inform the CP immediately of the assertion of such claims. The CP shall aid VCG in the best possible way in defending said claims. If the CP does not meet this obligation within a reasonable period of time to be set by VCG, VCG is entitled to defend against the third party’s alleged claim at its own appropriate discretion, taking into account the factual and legal situation as it presents itself to VCG. The costs of this defense shall be borne by the CP, also in the event that the settlement subsequently proves to be disadvantageous due to the CP withholding information. In the case of third-party claims pertaining to said information and material (e.g. for intellectual property right infringement), the CP shall indemnify VCG at first notice. The indemnification also includes compensation for costs that have been or will be incurred by VCG due to prosecution and legal defense.

13.3. If the CP fails to comply with their duty to cooperate, VCG shall request the CP to do so within a reasonable period of time. If the client does not comply with its information obligation despite a deadline to do so, VCG shall be entitled, at its own discretion, either to provide its service on the basis of the information already available or to rescind from the contract. VCG may also claim compensation for any expenses incurred by VCG within the scope of the contractual relationship which were in vain or were additionally incurred as a result of the breach of duty by the CP. Further claims for damages remain unaffected.

13.4. If a concept or other service has to be modified due to the correction of previously provided information or as a result of the subsequent filing of information, this shall always be deemed to be an extension of the scope of services and shall be remunerated subsequently.

13.5. 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.

14. Remuneration and prices / price changes

14.1. The prices stated in the commission shall be deemed agreed between the parties, plus the VAT rate applicable at the time of performance.

14.2. In the case of agreed regular services, i.e. term projects, a monthly lump sum fee (hereinafter “retainer“) shall be agreed.

14.3. Services that exceed the scope of the retainer will be agreed upon as additional single orders based on the commission. For this, VCG shall make an estimate and a nonobligatory offer on the basis of the commission. Additionally, lit. 2 of these GTC shall apply.

14.4. Invoicing for the services provided by VCG, as well as for the costs incurred through the commissioning of third parties and for expenses, shall be in subsequent monthly form or, based on a separate written agreement, after the completion of a project.

15. Maturity of the subject of performance

15.1. The maturity date of VCG’s services shall be based on the joint agreements between VCG and the CP who shall agree on a schedule in the commission and adjust it if necessary

15.2. In the event of delays in performance for which VCG is responsible, the duration of the grace period to be legally set by the CP shall be two weeks, given the nature of the services to be provided by VCG allowing it and shall begin upon receipt of the written notice of grace by VCG.

16. Term and termination of contracts and rescission

16.1. The contract term specified in the commission and the notice periods specified therein shall apply. There shall be no ordinary right of termination on the part of the CP in the case of a fixed-term commission. In the absence of a termination provision in the case of open-ended commissions, an ordinary notice period of three months, in each case by the end of the year, shall be deemed agreed between the parties.

16.2. The right to extraordinary termination remains unaffected. Serious grounds for termination exist in particular if one party breaches essential obligations or repeatedly breaches non-essential obligations arising from the contractual relationship and does not remedy the breach within a reasonable period of time after being requested to do so by the other party, or one party cannot reasonably be expected to adhere to the contract as a result of force majeure, or insolvency proceedings have been instituted against the assets of the other party, or such proceedings are imminent.

16.3. If a commission is extraordinarily terminated by the CP after the start of its execution or if the CP withdraws from the commission for reasons for which VCG is not responsible, VCG shall be entitled to invoice the services delivered up to that point in accordance with the commission and to demand reimbursement of all costs incurred and to demand that the client indemnify and hold VCG harmless with regard to any claims of third parties, in particular contractors.

16.4. In deviation from section 16.3, the following product-specific cancellation conditions apply to the subjects of performance listed below, whereby VCG must be notified in writing of cancellations and rebookings

16.4.1. Web-based seminar/whitepaper/advertorial campaigns/cover page/inner cover page/4. cover page:

25 % baseline cancellation fee,
50 % cancellation fee from twelve (12) weeks before publication date (print bookings) or start date (online bookings),
100 % cancellation fee from fourteen (14) days before publication date (print bookings) or start date (online bookings).

16.4.2. Digital (excluding the services at 16.4.1):

25 % baseline cancellation fee,
50 % cancellation fee from four (4) weeks before start date,
75 % cancellation fee from two (2) weeks before start date,
100 % cancellation fee from start date.

16.4.3. Print:

25 % baseline cancellation fee,
50 % cancellation fee from four (4) weeks before advertising deadline,
75 % cancellation fee from two (2) weeks before advertising deadline,
100 % cancellation fee from advertising deadline

16.4.4. Fair newspapers:

In case of cancellation of a trade fair, VCG cancels the commission without any costs for the CP. In case of postponement of the trade fair, the agreed service of the commission shall be postponed until the new start date of the trade fair. If the CP does not agree to postponement, lit. 16.4.3 of these GTC shall apply.

16.4.5 Content Services

25 % baseline cancellation fee,
50 % after briefing by the CP,
100 % after 50 % of the handling period.

VCG reserves the right to assert further claims for damages.

17. Rights of use

17.1. In the event that a service obtains copyright protection through processing by VCG, VCG shall transfer to the CP a non-exclusive right of use unlimited in terms of space, content, and time. This right of use includes in particular the right to reproduce, distribute, and make publicly available the work in whole or in part. The right to modify and transfer to third parties is included. Any differing granting of rights of use requires an individual agreement in writing.

17.2. The granting of any rights of use shall take place upon acceptance and, subject to a condition precedent, upon full payment of the agreed remuneration..

17.3. Rights of use for designs rejected or not executed by the CP remain with VCG. This also applies to VCG’s services that are not subject to special statutory rights, in particular copyright.

18. Editorial independence

VCG may internally employ editorially independent specialist editors of its own media brands to provide services for the CP. The work of the editors for VCG’s media brands remains unaffected by the project work for the CP and is carried out independent from each other. The editors are free to also publish product information about the CP for their editorial work

15. Retention, archiving, and release of data and documents

19.1. All reports, print documents, films, and illustrations created by VCG for the CP shall be properly stored by VCG without separate remuneration for a period of one year, beginning with the termination of the respective communication measure, and shall be handed over during this period at the request of the CP. Section 19.2 shall apply in this respect. After expiration of the retention period or in the event of termination of the contract before expiration of this period, the documents shall be handed over to the CP at the CP’s written request, otherwise they shall be destroyed. The aforementioned documents may also be stored in digital form.

19.2. The CP shall bear the costs of the compilation of data, shipment, packaging, or storage beyond the agreed period and, if applicable, the costs of removal and destruction as well as the activities and insurance in connection therewith.

19.3. VCG may immediately destroy documents that are no longer required, such as manuscripts, sketches, drafts of unrealized advertising measures, or similar documents.

Part C. Special conditions for exhibitors and sponsors

These special conditions apply in addition to the provisions of part A. for the CP commissioning VCG regarding the provision of exhibition space for in-person and hybrid events or, additionally for hybrid and digital events, if need be, with the provision of virtual presentation options and the access to the online event platform for their exhibitor and sponsor activities according to their event service package of choice.

20. Participation

20.1. The admission to an exhibition space or online space at an event by VCG communicated to the CP refers only to the registered CP and to the exhibition goods, presentation materials, and services confirmed in the note according to the event service package chosen by the CP.

20.2. The approval may be revoked by VCG if it was granted on the basis of false or incomplete information, or if the requirements for approval subsequently cease to apply. The CP has no claim to admission.

21. Special conditions for in-person events, for in-person services as part of hybrid event formats

21.1. Space allocation

21.1.1. VCG shall provide the exhibition space in the registered offer area in accordance with the specifications of the event service package booked in each case and in accordance with the provisions of this Part C. For hybrid event formats, VCG shall additionally provide the CP 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 (sec. 23)

21.1.2. Special wishes of the CP (e.g. placement, neighborhood, stand design, competition exclusion, etc.) will only be bindingly taken into account if they are expressly confirmed by VCG in the admission.

21.1.3. If it is reasonable for the CP, VCG shall be entitled to allocate the CP 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.

21.1.4. Without the prior consent of VCG, the transfer of the CP’s rights stemming from the surrender 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 CP, in whole or in part, to third parties.

22.2. Technical services, services

22.2.1. VCG provides basic heating, cleaning, and lighting for the exhibition hall.

22.2.2. Installations of supply and disposal connections may only be ordered via VCG or via a service provider commissioned by VCG.

22.2.3. The CP 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.

22.2.4. In addition to these GTC, the contractual basis for the participation of the customers 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 CP before the start of the event.

22.3. Cleaning, waste disposal

VCG is responsible for cleaning the grounds, halls, and aisles. The CP 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, VCG, after setting an appropriate deadline, may hire a specialized company at the expense of the CP

22.4. Guarding

The CP is obligated to guard their property themselves. VCG shall not be liable for loss of and/or damage to the property of the CP, unless the damage was caused by VCG intentionally or by gross negligence.

22.5. Operation and return of the exhibition stand

22.5.1. 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 CP at their own expense. In case of non-compliance, VCG is entitled to have changes made at the expense of the CP and, if necessary, to impose a stand block.

22.5.2. The CP is solely responsible for traffic safety on their stand, including all access points.

22.5.3. 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, VCG may remove the stand at the expense of the CP and allocate the exhibition space otherwise. The CP shall not be entitled to a refund of the stand fees unless they can prove that VCG was able to generate revenue from the alternative allocation of the stand space.

22.5.4. 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 lump-sum compensation regardless of fault 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.

22.5.5. After the end of the event, the space must be left in the same condition as it was when it was allocated to the CP. Damage or pollution caused by the CP may be removed at the CP’s expense without prior notice.

23. Online services for hybrid and digital events

23.1. Access to the online event platform, system requirements

23.1.1. 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 CP 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.

23.1.2. VCG does not provide the CP with an access software. Generally, access is granted via a browser supported by the event platform and meeting the system requirements of VCG. 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 headphone.

The maximum number of participants for digital seminars is five hundred (500) participants. In individual cases, the parties may agree on a higher number of participants.

23.1.3. The system requirements are part of the contract provisions. The CP 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, VCG shall be informed in due time.

23.1.4. VCG does not owe the CP the provision and/or functionality of the browser.

23.1.5. The CP shall take the necessary precautions to prevent access to the event platform by unauthorized parties.

23.2. Availability of the event platform, additional service levels

23.2.1. VCG guarantees the CP availability of the event platform including accessibility and reachability necessary for a successful execution of the respective event.

23.2.2. VCG shall not be liable for any malfunctions, interruptions, or failures on the event platform that

VCG 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 VCG; this includes
- failures caused by incoming cyber-attacks. This does not apply if VCG is obligated to use virus protection programs, and these were not up-to-date at the time of the cyber-attack;
- Failures caused by incorrect use of software or hardware on part of the CP
maintenance work agreed with the CP or unexpectedly required maintenance work for which VCG is not responsible or agreed workarounds (e.g. use of another event platform as an alternative).

23.2.3. The CP shall immediately notify the designated contact person of VCG or the designated support contact person of VCG responsible for the respective event of any disruptions, availability restrictions, or availability failures they notice. In the event of disruptions, VCG assures to react within an appropriate and reasonable period of time and to find a solution, given the disruption be within their responsibility

23.3. Duties of the CP, liability for illegal content, compliance with legal frameworks

23.3.1. The CP 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 CP:

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 VCG or third parties or may damage VCG’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.

23.3.2. Furthermore, the following activities are prohibited for the CP 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 CP is expressly permitted to do so by the respective author.

23.3.3. The CP assures to own all rights, in particular all copyrights, rights of use, and ancillary copyrights to the contents posted by them. If the CP 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 CP 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 CP’s profile.

23.3.4. 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.

24. Advertising, marketing, press, specialist lectures

24.1. 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 VCG’s prior consent. The admissibility of advertising measures

24.2. 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. VCG 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 pursuant to sections 21.3.1 and 21.3.2 on the event platform. In this case, VCG may, depending on the severity of the violation and the extent of a complaint, exercise their domiciliary rights and, in particular, exclude the CP from participation in the event or block their access to the event platform, unless this is unreasonable for the CP

24.3. VCG is entitled to use the name and logo of the CP on advertising and marketing materials (e.g. advertisements, websites) for the preparation, advertisement and execution of the event free of charge. The CP is obliged to provide VCG with a logo of appropriate quality.

24.4. Photography, video and film recordings of the exhibits are permitted, given the respective CP’s consent. VCG 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 22.4 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 CP.

24.5. The organizer is entitled to restrict or prohibit performances that endanger or significantly impair the execution of the event.

25. Payment maturity

25.1. 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.

25.2. VCG is entitled to demand advance payment of the agreed remuneration. If the client fails to meet the payment deadline, VCG may exclude them from participating in the event. The obligation to pay the agreed remuneration remains unaffected by this.

25.3. The CP shall bare the costs for travel to and from the event, overnight stays, and comparable costs.

26. Cancellation, changes

26.1. Unless otherwise stated or agreed in the commission or in the commission confirmation, the CP is entitled to cancel the commission in writing. A lump sum compensation shall be paid by the participant to VCG in case of cancellation according to the following gradients:

Cancellation up to twelve (12) weeks prior to the agreed event: 25% of the agreed remuneration
Cancellation up to eight (8) weeks prior to the agreed event: 50% of the agreed remuneration
Cancellation up to six (6) weeks prior to the agreed event: 75% of the agreed remuneration
Cancellation less than six (6) weeks prior to the agreed event: 100% of the agreed remuneration

The client is entitled to prove that VCG has not suffered any damage at all due to the cancellation or that the damage is lower than the flat rates listed above.

26.2. Furthermore, VCG 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), provided this does not cause the CP an undue disadvantage. VCG will notify AG separately in text form of any substantial changes. Any changes shall also be published on the website. Thus, the CP must inform themselves in good time about such changes.

Part D. Special conditions for organizers

These special terms and conditions shall apply in addition to the provisions in part A. for the CP commissioning VCG with the planning, organization, and coordination of an event and further related services, the details of which (date, location, sequence, technical details, etc.) are derived from the commission.

27. Obligations to cooperate, approvals, releases

27.1. The CP shall grant approvals and releases detailed in the commission in due time to ensure that workflow at VCG and its suppliers and thus the jointly agreed objectives are untouched. Approvals and releases which are not provided or are provided late may cause additional costs which shall be borne by the CP. Approvals and releases are deemed granted if VCG does not receive a statement from the CP within a period of seven (7) days after VCG has sent the respective subject of performance to the CP. Acceptance shall be deemed granted at the latest upon use or payment of the remuneration.

27.2. The information provided by the CP serves as an essential basis for the services of VCG. The CP guarantees VCG the correctness of the information and is liable for any legal consequences of incorrect information provided.

27.3. If the CP fails to comply with their duty to cooperate, VCG shall request the CP to do so within a reasonable period of time in writing. If the client does not comply with its information obligation despite a deadline for doing so, VCG shall be entitled, at its own discretion, either to provide its service on the basis of the information already available or to rescind from the contract. VCG may also claim compensation for any expenses incurred by VCG within the scope of the contractual relationship which were in vain or were additionally incurred as a result of the breach of duty by the CP. Further claims for damages remain unaffected.

27.4. If a concept or other service has to be modified due to the correction of previously provided information or as a result of the subsequent filing of information, this shall always be deemed to be an extension of the scope of services and shall be remunerated subsequently

27.5. The expected number of participants must be announced no later than five (5) business days before the event. This stated number of participants is binding and must be adhered to.

27.6. If a risk assessment conducted by VCG shows that additional safety precautions must be taken (e.g. provision of paramedics, etc.), the CP shall be obliged to take the corresponding precautions or to commission VCG to do so.

27.7. The catering of the premises shall be carried out by the approved catering partners. The CP may propose another caterer in coordination with VCG. There is no claim to admittance for the proposed caterer.

28. Organizer

28.1. The CP is the sole organizer of the event conducted within the scope of the contractual relationship. Given their role as organizer, the CP assumes sole responsibility for all liability-related matters for the visitors and participants of the event or for third parties.

28.2. The CP themselves shall be obliged to obtain, maintain, and comply with all required permits or conditions under public law that may be necessary for the execution of the event.

28.3. The CP shall be responsible, at their own discretion, for taking out appropriate, at least normal market, organizer’s liability insurance for personal injury and property damage for the period of the event

28.4. The CP indemnifies VCG against any liability for personal injury and property damage arising in the course of the performance of the event in accordance with this contractual relationship.

28.5. On all printed materials, posters, admission tickets, invitations, etc., the CP shall be indicated as the organizer in order to clearly signal a legal relationship being established between the event visitor and the CP, and not between the visitors or third parties and VCG or its affiliated companies.

28.6. When mentioning the name “Vogel Convention Center” (hereinafter “VCC“) on announcements of any kind (including on the Internet) printed materials, posters, and admission tickets, only the original VCC lettering and/or the original VCC logo shall be used. The corresponding templates are provided exclusively for this purpose via VCG.

29. Provisions for the rental of premises and objects

29.1. The CP must treat rented furniture with care.

29.2. After the event, premises shall be handed over to VCG by the CP in clean-swept condition. Attachments of decorations, stages, or similar objects or materials to the walls, floors, and ceilings of the rented premises are not permitted. In particular, adhesive tapes may not be used and drilling or similar may not be carried out. Laminating glass panes of any kind inside and outside is expressly prohibited. The suspension of cross beams on the ceilings may only be carried out under the supervision of the hall master, or after consultation with VCG. The electrical connection or any meddling with electrical installations requires the prior consent of VCG.

29.3. Commercial image and sound recordings or transmissions require the prior written consent of VCG.

29.4. VCG provides basic heating and lighting for the exhibition hall.

29.5. Installations of supply and disposal connections may only be ordered via VCG or via a service provider commissioned by VCG.

29.6. The CP shall be separately charged for the costs for installation and consumption of water, electrical and telecommunication connections, and any other services

29.7. In addition to these GTC, the contractual basis for the CP renting the premises are the house rules of the operator of the respective premises, as well as the organizational, technical, and other provisions that are made available to the CP before the start of the event.

29.8. The CP is responsible for cleaning the premises and waste disposal. Cleaning has to be conducted immediately after the end of the event. If the cleaning and waste disposal is not done in a proper manner, VCG, after setting an appropriate deadline, may hire a specialized company at the expense of the CP.

29.9. The CP is obligated to guard their property themselves. VCG shall not be liable for loss of and/or damage to the property of the CP, unless the damage was caused by VCG intentionally or by gross negligence.CG intentionally or by gross negligence.

30. Provisions for booking online seminars

30.1. The subject matter when booking services in connection with online seminars shall generally be the provision of the online seminar software application, and the use of its functionalities, and the provision of storage space for the data provided by the CP to the agreed extent. The data may also include PowerPoint presentations, lists of participants, and other materials used by the CP upon their request. Participants are those users of the online seminar who make use of an offer of the CP, in particular such an offer to participate in an online seminar.

30.2. Here, the contractual relationship shall be established exclusively between VCG and the CP. The participants of the online seminar shall not become parties of the existing contractual relationship between VCG and the CP.

30.3. VCG does not provide the CP with an access software. Access shall be made via a browser supported by the application that complies with VCG’s system requirements. The respective system requirements are available via the URL:Systemanforderungen – Legal Cockpit . These 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.

The maximum number of participants for online seminars is five hundred (500) participants. In individual cases, the parties may agree on a higher number of participants.

30.4. The system requirements are part of the contract provisions. Before conducting an online seminar or participating in an online seminar, the CP needs to check in due time whether the connection to the virtual conference rooms can be established and, if necessary and within their realm or responsibility, remedy any existing technical malfunctions in due time. If a technical connection cannot be established, VCG must be informed immediately.

30.5. VCG does not owe the CP the provision and/or functionality of the browser.

30.6. The CP shall take the necessary precautions to prevent the use of the online seminar and the API by unauthorized parties.

30.7. The CP shall be liable for ensuring that no racist, discriminatory, pornographic, youth-protection-endangering, politically extreme, or otherwise unlawful incidents or incidents in violation of official regulations or requirements occur within the scope of the online seminars or that corresponding data are created and/or stored on VCG’s server. This obligation of the CP shall also apply with regard to the contents posted by the participants of their offers. In particular, the following actions are forbidden for the CP and the participants of the online seminars:

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 VCG or third parties or may damage VCG’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.

30.8. Furthermore, the following activities are prohibited for the CP and the participants of the online seminars irrespective of any possible violation of the law, when posting their own content in the context of online seminars and when communicating with other participants and/or moderators (e.g. by sending personal messages, by participating in forum discussions, 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;
the distribution and/or public reproduction of content available in the online seminars, unless the CP is expressly permitted to do so by the respective author.

30.9. The CP assures to own all rights, in particular all copyrights, rights of use, and ancillary copyrights to the content posted by them and/or the moderators added by them. If the CP 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 CP 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 CP’s profile.

30.10. 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.

31. Remuneration, prices, retainer

31.1. The prices stated in the individual commission shall be deemed agreed between the parties, plus the VAT applicable at the time of performance.

31.2. If VCG provides additional services at the request of the CP, these shall be remunerated separately. The prices detailed in the commission apply accordingly. If the order does not contain any prices for the additional services provided, the respective VCG price list for the corresponding service shall apply.

31.3. When commissioning services with a volume of more than € 10,000.00 net (calculated according to all commissioned services), the CP shall pay a retainer of 35 % of the order value upon conclusion of the contract.

31.4. Invoices are due thirty (30) days after receipt and are payable to VCG’s account.

32. Maturity date of VCG’s services

32.1. The maturity date of VCG’s services shall be based on the joint agreements between VCG and the CP who shall agree on a schedule in the commission and adjust it if necessary.

32.2 In the event of delays in performance for which VCG is responsible, the duration of the grace period to be legally set by the CP shall be two weeks, given the nature of the services to be provided by VCG allowing it, and shall begin upon receipt of the written notice of grace by VCG.

33. Term, termination, cancellation, change of the event

33.1. The contract term specified in the commission and the notice periods specified therein shall apply. There shall be no ordinary right of termination on the part of the CP in the case of a fixed-term commission.

33.2. In the event of significant violations of the contractual provisions, VCG 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 CP shall be obliged to immediately vacate and surrender all rental objects. If the CP fails to comply with this request, VCG is entitled to carry out the evacuation at the expense and the risk of the CP.

33.3. The right to extraordinary termination remains unaffected. Serious grounds for termination exist in particular if (i) one party breaches essential obligations or (ii) repeatedly breaches non-essential obligations arising from the contractual relationship and does not remedy the breach within a reasonable period of time after being requested to do so by the other party, or (iii) insolvency proceedings having been instituted or impending against the assets of one party.

33.4. If this agreement is terminated or canceled by the CP prior to the commencement of its performance or prior to the commencement of the event, or if the CP withdraws from the agreement for reasons for which VCG is not responsible, or if the event is canceled due to force majeure, VCG shall charge a cancellation fee according to the following pattern:

25 % baseline cancellation fee,
cancellation fee of 50% of the order volume up to six (6) months prior to the event,
cancellation fee of 75% of the order volume between six (6) and three (3) months prior to the event,
Cancellation fee of 90% of the order volume if less than three (3) months prior to the event.

VCG reserves the right to assert further claims for damages.

33.5. VCG is entitled to withdraw from the contract if:

security deposits and retainer payments are not paid on time,
there is reasonable cause to believe that the event threatens to significantly jeopardize the smooth operation of business, public safety, or reputation of the house,
the required official approvals are missing or are not provided in time,
the CP lies about the purpose and content of the planned event.

33.6. Furthermore, VCG 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, venue) if it is reasonable for the CP. VCG will notify AG separately in text form of any substantial changes. Any changes shall also be published on the website. Thus, the CP must inform themselves in good time about such changes.

Part E. Special conditions for subscribers to print and digital media

These special conditions apply in addition to the provisions in part A, in case the CP enters into a contract for the subscription to print media or digital media.

34. Contract term

34.1. The contract term equals the duration of the given subscription period and is automatically extended for another subscription period unless the contract is terminated by one of the parties.

34.2. During the first subscription period, an ordinary termination is not possible. After the first subscription period, contracts with a duration of more than one month may be terminated at any point given a four week’s notice. Any other contracts may be terminated with seven days’ notice to the end of the current subscription period.

34.3. The right of termination without notice for good cause remains unaffected.

35. Remuneration

35.1. Payment is due in advance given an invoice.

35.2. VCG has the right to suspend the provision of services if the CP defaults on payment.

36. Delivery

36.1. Print media shall be delivered to the delivery address provided by the CP.

36.2. After conclusion of contract, the CP shall receive the next regular issue of the selected print subscription.

36.3. Any information on delivery times is non-binding.

36.4. Digital media shall be delivered to the e-mail address provided by the CP. For subscription-based content on the website, customer access is facilitated via customer login.

36.5. After conclusion of contract for a subscription with a print component, the CP shall receive the next regular issue

37. Rights of use of the CP

37.1. The media content is protected by copyright and may only be used for your own, i.e. in-house, information purposes.

37.2. Any use of the content exceeding what is permitted by law requires VCG’s express consent in advance. Expressly prohibited are the following:

37.2.1. The digitalization of content of the print media and storage of print and digital media in third-party or cloud-based storage systems is prohibited.

37.2.2. Any form of reproduction, public performance, and physical distribution outside of the in-house area is also prohibited.

37.2.3. The contents may not be added to databases, archives, or press reviews outside of the in-house area.

37.2.4. The contents may not be divided, edited, or have their design changed.

37.2.5. VCG expressly reserves the right to use the content for commercial text and data mining within the meaning of section 44 b UrhG (Act on Copyright). For the acquisition of a corresponding right of use, please contact datenschutz@vogel.de

37.2.6. In particular, the contents may not be used in the context or the training of AI applications or other automated IT applications. In particular, it is prohibited to enable or provide AI applications access to digitalized contents or to enter into or upload said contents to AI applications.

37.2.7. Copyright notes, brand names, or other identifying marks (e.g. names or company logos) may not be removed or edited.

37.2.8. It is irrelevant whether or not said actions are performed against pay or free of charge.

37.3. VCG has the right to temporarily or permanently suspend delivery of the media to the CP in case of justifiable suspicion of misuse. VCG shall inform the CP of such a suspension and of the facts that this suspension is based on. A suspension does not constitute a loss of other rights or claims of VCG against the CP.

38. No legal advice

The contents of the print media do not constitute legal advice. The contents have been created to the best of one’s knowledge and with the meticulousness customary in the publishing industry. The contents’ complexity and the constant change accompanying legal matters require for any liability or guarantee for completeness, correctness, and topicality to be excluded.

39. Trial subscription

39.1. If the CP has the option to enter into a trial subscription, the following terms apply.

39.2. Upon conclusion of the contract for the trial subscription, the CP is entitled to test the product during the specified trial period for the discounted price offered.

39.3. Already when concluding the contract, the CP must select the option “trial subscription” to use the trial subscription.

39.4. After the period specified under sec. 2 expires, the contract is extended for the regular subscription price in accordance with 34.1.

39.5. The provision of 34.2. applies accordingly.

39.6. The trial subscription may only be used once per user, product, and company.