General Terms and Conditions of Business of BVL Service GmbH

Part I. General Provisions

1. General Information, Scope of Application

(1) These general terms and conditions apply to all contracts concluded with BVL Service GmbH (BVL). They shall also apply as a general agreement to any future contracts concluded with the same contractual partner – in the version valid at the time the contract is concluded – without the need to make reference to them in each case.

(2) These terms and conditions shall apply exclusively. Any deviating, conflicting or supplementary terms and conditions of the contractual partner shall only be included in the contract if their validity is explicitly approved.

(3) These general terms and conditions shall apply even if BVL unreservedly provides a service to the contractual partner despite being fully aware of the latter’s conflicting or deviating conditions.

(4) Any individual agreements made with the contractual partner (including any side agreements, additions and amendments) shall take precedence over these general terms and conditions in each case. Subject to evidence to the contrary, the content of such agreements shall be specified in a written contract or in BVL’s written confirmation.

(5) Any legally relevant declarations and notifications to be submitted by the contractual partner in relation to the contract (e.g. set deadlines, notification of defects, withdrawal from the contract or reduction in fees) must be made in writing or text form (e.g. letter, email).

(6) If the written form is stipulated in these general terms and conditions, it shall be sufficient for the respective contracting party to send signed documents as an email attachment. Notwithstanding the above provisions, the formal requirements stipulated in German law shall apply.

2. Conclusion of Contract

(1) Any offers made by BVL shall be non-binding and subject to change. Unless a different window is indicated in the offer, BVL shall remain bound to the prices indicated therein for 14 days from the date of issue, unless the contractual partner accepts the offer beforehand.

(2) A contract shall only be deemed to have been effectively concluded when it has been signed or confirmed in writing by BVL. BVL shall be entitled to accept the contractual partner’s offer to conclude a contract within 14 days of receiving such.

3. Terms of Payment

(1) All BVL prices shall be quoted without the statutory rate of value added tax.

(2) BVL may charge up to 50% of the agreed price as a down payment, provided the event is no more than 2 months away.

(3) The contractual partner shall only be entitled to exercise a right to set-off or a right of retention if its counterclaims are undisputed or legally established.

(4) The allocated exhibition space may only be set up and used if the sponsorship / exhibition fee has been paid by the specified due date.

4. Liability

(1) Unless specified otherwise in these general terms and conditions, including the provisions below, BVL’s liability for the violation of its contractual and non-contractual duties shall be determined by the relevant statutory provisions.

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

a. For damages resulting from injury to life, limb or health; and

b. For damages resulting from the violation of an essential contractual duty (an obligation which must be observed to enable the proper execution of the agreement in the first place and on the observance of which the contractual partner may regularly depend) – in such cases, however, BVL’s liability shall be limited to compensation for the typically foreseeable degree of damage.

(3) The limitations of liability stipulated in Section 4.2 shall not apply if BVL is guilty of malicious intent or has assumed a guarantee.

5. Service Disruptions, Force Majeure

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

(2) Such a measure may be particularly justified in exceptional circumstances, for example, if…

a) Government action (e.g. a judicial or official order or another form of government action such as a law or ordinance) is taken in relation to the event or if BVL is urged to cancel the event, regardless of whether such government action is addressed directly to BVL or the general public; this also includes any government action related to viruses (e.g. SARS-CoV-2 / COVID-19); or

b) There is clear evidence to suggest that the planned execution or continuation of the event may entail a concrete risk to life, limb or property of considerable value; or

c) The event cannot be held smoothly without significant restrictions for exhibitors, visitors or BVL itself.

(3) BVL shall make this decision at its own discretion, taking into account the interests of all event participants concerned (particularly those of the exhibitors, visitors, conference participants, speakers and sponsors) and the necessary security considerations.

(4) The term “force majeure” is particularly used to refer to any incidents or circumstances beyond BVL’s reasonable control which could not be reasonably foreseen at the time the contract was concluded and which prevent BVL from fulfilling one or more of its contractual obligations, or which make it fully or partially impossible for BVL to fulfil such contractual obligations for longer than a temporary period. Until the contrary is proven, force majeure shall be particularly assumed in the following incidents / circumstances:

Terrorism, sabotage; currency and trade restrictions, embargoes, sanctions; lawful or unlawful official acts, compliance with government action, expropriation, nationalisation; plague, disease, epidemics, pandemics, natural disasters, explosions, fire, the destruction of buildings and/or facilities and entrances to the event site; prolonged failure of public transport, telecommunications, IT systems or energy supplies; general industrial unrest (e.g. boycott, strike and lockout), and the occupation of the entire event site, parts thereof or buildings, facilities and/or entrances (unless such unrest falls within BVL’s sphere of influence). BVL shall immediately notify the contractual partner of such incidents.

6. Legal Consequences from Section 5, Up-Front Costs

(1) If BVL fully cancels an event before it begins, BVL and the contractual partner shall be released from their contractual duties.

(2) If an event is rescheduled, postponed or shortened before it begins, the contract shall apply to the new venue or date, unless the contractual partner files an immediate objection with BVL in writing (no later than two weeks after being informed of the change).

(3) If an event is prematurely stopped or shortened, temporarily interrupted or partially closed after it begins, or if an event starts later than originally scheduled, the contractual partner shall still be obliged to participate in the part of the event that has not been cancelled and to pay the agreed exhibition fee in full. BVL must reimburse or deduct any saved expenses from the fee owed by the contractual partner.

7. Cancellation of an Event for Economic Reasons

BVL reserves the right not to hold an event at its own reasonable discretion, taking into account the legitimate interests of those concerned, if the event proves to be economically unviable or if the overview of the industry to be conveyed by the event cannot be guaranteed based on the registered participants. If an event is cancelled, the contracting parties shall be released from their mutual obligations. BVL shall be obliged to reimburse the contractual partner for any payments that have been made, provided the paid service has not been performed at the time of the cancellation. However, a cancellation shall not entitle the contractual partner to the reimbursement of any expenses incurred for its participation in an event, nor shall it entitle the contractual partner to compensation for damages.

8. Code of Conduct, Consideration

(1) When working with BVL, the contractual partner must observe the rules and principles stipulated in BVL’s Code of Conduct.

(2) When carrying out any advertising activities, the contractual partner must observe the principles of serious advertising and, when arranging such advertising activities, the contractual partner must always consider the non-profit status and neutrality of Bundesvereinigung Logistik e.V.

(3) BVL and the contractual partner agree to consider each other’s legitimate interests, particularly in their public relations. They shall be promptly informed in advance of any circumstances that may be significant for the other party.

(4) If any of the provisions stipulated in Section 8.1 to 8.3 are violated, BVL shall be entitled to prohibit the contractual partner from carrying out such advertising activities.

9. Exclusivity

Unless explicitly agreed otherwise, the contractual partner shall not be granted any exclusivity rights.

Part II. Participation in Exhibitions

1. Allocation of Stands

The exhibition stands shall be allocated by BVL. The date on which the contractual partner’s registration form is received shall be irrelevant. Any requests made by the contractual partner for specific stands shall be taken into account as far as possible but cannot be guaranteed. The organiser or BVL may change the position of stands or billboards for organisational or aesthetic reasons.

2. Several Lessees, Subleasing, Transfer of Stands to Third Parties

The contractual partner shall not be entitled to transfer all or part of its allocated space to third parties, swap or sublease its allocated space or accept a space for other exhibitors without the written approval of BVL. The contractual partner must submit a separate written request to BVL to have a co-exhibitor added to its stand. The admission of a co-exhibitor shall be subject to a fee. If a co-exhibitor is added without consent, BVL shall be entitled to extraordinarily terminate the contract with the contractual partner.

3. Stand Personnel / Participants / Guests

The stand participants must be registered and named using BVL’s online registration form. Their respective permits may not be transferred to third parties. Other persons must pay additional participation fees. If certain conditions are met, guests may be invited with an entrance ticket.

4. Stand Boundaries and Dimensions

The stand boundaries must not be exceeded. BVL may demand the modification or removal of any exhibition stands whose assembly has not been approved or does not meet the exhibition requirements. BVL shall be entitled to charge for any additional expenses incurred as a result. If a stand is closed for the same reason, the contractual partner shall not be entitled to the reimbursement of fees or compensation.

5. Rental Stand

If the contractual partner books a rental stand, the stand construction shall be guaranteed by the organiser’s stand construction company. The materials needed to set up the stand, including a (labelled) panel, shall remain the property of the stand construction company. The contractual partner must refrain from sticking, nailing or stapling anything to the walls of the rental stand. The contractual partner shall be billed for any damage or extra cleaning. If the contractual partner switches from a rental stand system to its own stand system (or vice versa) less than 30 days before the start of the exhibition, a processing fee of EUR 100 shall be charged.

6. Own booth system

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

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

Convention Hall 2

Stands up to 24 square meters:

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

Ceiling suspension is not permitted.

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

Stands from 25 square meters:

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

Hall Europe:

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

Stands up to 24 square meters:

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

Ceiling suspension is not permitted.

Stands from 25 square meters:

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

Foyer 1 and Foyer 3:

The maximum construction height for exhibition stands is 3.00 m.

Ceiling suspension is not possible.

7. Withdrawal

a. If the contractual partner cancels its attendance, a flat-rate fee shall be charged to cover expenses. This shall amount to 25% of the agreed stand rental fee up to 8 weeks before the start of the event, 50% of the agreed stand rental fee up to 6 weeks before the start of the event, and 100% of the agreed stand rental fee less than 6 weeks before the start of the event.

b. The following special arrangement applies to the International Supply Chain Conference:

If the contractual partner cancels its attendance, a flat-rate fee shall be charged to cover expenses. This shall amount to:

· 25% up to 12 weeks before the start of the event;

· 50% up to 8 weeks before the start of the event;

· 75% up to 6 weeks before the start of the event; and

· 100% less than 6 weeks before the start of the event.

8. Advertising

The contractual partner shall only be entitled to carry out promotional activities within its allocated stand space; this particularly applies to the distribution of brochures and samples. Any unauthorised posters, stickers or other promotional prints shall be taken down for a fee during the event. Any loudspeaker advertising, image reels, film presentations and shows shall be subject to a written agreement with BVL. The same applies to the use of other equipment and facilities intended to enhance the impact of advertising by optical means. BVL and the organiser shall be entitled to restrict or prohibit any advertising which causes a nuisance, dirt, dust, exhaust fumes or vibrations, or which jeopardises or hinders the event for other reasons, even if such advertising has been initially approved.

9. Construction and Dismantling

The exact times for the construction and dismantling of stands shall be communicated in good time and must be observed. The stand must be fully constructed in good time before the event opening. The defined aisles must be kept free. The contractual partner agrees to dispose of any waste accumulated after the stand is constructed and dismantled. The contractual partner shall be billed for any necessary clean-up work. No stand may be fully or partially cleared before the end of the event. BVL shall also be entitled to prohibit the contractual partner from participating in the next event.

10. Deposit, Obligation to Operate the Stand

(1) BVL shall be entitled to charge a deposit of EUR 1,000 per stand. The deposit shall be due for payment once the stand confirmation has been received, but in any case before the start of the event. The deposit shall be deemed to have been paid when it is received by BVL. The deposit shall be returned immediately after the event, provided BVL is given the necessary bank details. If the contractual partner culpably violates its contractual duties, BVL shall be entitled to withhold some or all of the deposit.

(2) The contractual partner shall be obliged to ensure that its stand is properly operated by qualified personnel at all times during the specified opening hours of the respective exhibition.

(3) If the contractual partner violates its obligation to operate the stand, BVL shall be entitled to demand a contractual penalty amounting to 20% of the basic net rental fee – but at least EUR 1,000 – for each day in which it fails to fulfil its obligation. The contractual penalty shall be claimed if the contractual partner violates its obligation to operate the stand for more than two consecutive hours.

(4) BVL shall be entitled to deduct any contractual penalty claims from the deposit.

11. Electricity / Lighting, WiFi, Resources

The stand shall be fitted with a power supply of 220 V to 2.0 KW. The general lighting costs shall be borne by the organiser. If the contractual partner would like to set up its own WiFi network, this must be agreed with BVL in advance. BVL shall be entitled to prohibit the contractual partner from using unauthorised wireless networks if the use of such may affect the general WiFi stability.

12. Warranty, Duty of Care, Security

(1) BVL shall assume a guarantee on the condition that claims shall only arise after a reasonable deadline set by the contractual partner if the restricted suitability or unsuitability of the services owed to ensure the contractually agreed use is not rectified despite two attempts being made by BVL and if the contractual partner is not offered a replacement.

(2) BVL shall deploy a security service during the event opening hours, but it shall not assume a duty of care for any valuables, exhibits, stand equipment or other property belonging to the contractual partner.

(3) The exhibition stands shall only be guarded by the security services deployed by BVL. The contractual partner shall not be authorised to deploy its own security services.

13. Liability

The contractual partner shall be liable to BVL for any personal or material damage that is culpably caused by the contractual partner, its stand personnel, employees or agents. BVL shall not be held liable for the contractual partner’s exhibits. Any damage must be immediately reported to BVL and, if necessary, the police and insurance company. The contractual partner shall forfeit its claim for damages if BVL’s insurance provider rejects the claim due to the contractual partner’s failure to report the damage on time.

14. Official Regulations

All aisles in the exhibition area must be kept clear across their width in accordance with the health and safety regulations. The stand’s features must not extend beyond its defined boundaries.

The organiser may take spontaneous measures to ensure public safety in accordance with the legal regulations.

15. Exhibitor / Participant Passes

The name badges handed out to all exhibitors by the organiser must be worn throughout the event. Other name badges shall not be permitted.

16. Distribution of Food and Drink

The contractual partner shall only be entitled to serve food and drink with BVL’s approval, unless this service is provided by an accredited catering company from the local area.

Part III. Virtual and Online Events

In the case of virtual events, i.e. events held via a digital medium where the participants do not attend in person and interact with exhibitors exclusively via electronic means of communication (e.g. online chat), and online events held in addition to face-to-face events, the General Terms and Conditions of BVL Service GmbH for Virtual and Online Events shall also apply.

Part IV. Advertising

Unless explicitly agreed otherwise, the contractual partner shall not be entitled to a specific ad placement.

Part V. Provision of Vehicles

Any vehicles provided by the contractual partner must be roadworthy and in a very good overall condition. Any fuel and operating materials consumed throughout the term of the contract shall not be reimbursed or replaced by BVL.

Part VI. Sponsoring

(1) BVL’s liability towards the sponsor shall be restricted in accordance with Part I Section 4, unless stipulated otherwise in the sponsorship agreement. Beyond the scope of the contractually agreed services, BVL shall not be held liable for the achievement of the purposes and communication goals pursued by the sponsor, unless BVL culpably frustrates or hinders the achievement of such by violating its essential contractual duties.

(2) If an event is cancelled before it begins, as described in Part I Section 5, the services hired and/or provided by BVL for the performance of sponsorship agreements (e.g. printing costs) must be reimbursed by the contractual partner, unless BVL is able to cancel or use such services for other purposes. Any services that have already been received by either party shall be non-refundable.

This shall also apply if BVL cancels sponsored events for other reasons (e.g. due to insufficient registrations / participation). This shall not apply if BVL is exclusively responsible for the cancellation.

(3) Unless otherwise stipulated in the sponsorship agreement, BVL shall also be entitled to name the sponsor with its branding and logo on BVL’s social network sites and to advertise events with the sponsor.

Part VII. Final Provisions

1. Data Protection

BVL shall process the contractual partner’s personal data in accordance with the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG). Such data processing shall be performed particularly on the basis of point (b) of Art. 6 (1) GDPR (i.e. for the purpose of performing a contract or pre-contractual measures). The data shall also be disclosed to BVL’s service partners for this purpose. More information on data protection and the rights of data subjects under the GDPR can be found at https://www.bvl.de/privacystatement.

2. Severability Clause

If one or more of the provisions in these general terms and conditions prove to be fully or partially ineffective, this shall have no bearing on the validity of the remaining provisions.

3. Applicable Law, Place of Jurisdiction

(1) All legal relationships between BVL and the contractual partner shall be subject to the laws of the Federal Republic of Germany to the exclusion of all international legislation, particularly the United Nations Convention on Contracts for the International Sale of Goods (CISG).

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

Last updated: July 2021

Updated: 25.03.2024

General Terms and Conditions of Business of BVL Service GmbH Extras