General information / terms and conditions for exhibitors

The English translation of the terms and conditions is offered as a service only. The German version shall be legally binding.

Tonmeistertagung ("the event") consists of a congress with lectures, and an accompanying (product-) exhibition. The following terms and conditions apply to companies that want to book an exhibition space. There are separate conditions for participation in the congress area with lectures, which will be solicited in a separate call for contributions.

Closing date (deadline).

Closing date to apply at the Tonmeistertagung in 2021 (TMT31) is June 13th 2021. Of course, registration is still possible and welcome after this date. First, however, the registrations received on time will be officially confirmed and only then will the further registrations be considered according to the available possibilities.

Legal representative and operator

Tonmeistertagung is organized by Bildungswerk des Verbandes Deutscher Tonmeister GmbH ("BiW/vdt"), represented by

Mr. Branko Glisovic, managing director,
Am Broegel 1a, 42285 Wuppertal-Germany.

BiW/vdt-GmbH is both the legal and economically responsible operator of the event, and is entitled to assert all claims arising therefrom.

Exhibitors' profile

The trade show at Tonmeistertagung features equipment and products for the professional audio / video industry, as well as all related media, institutions and organizations. Brands and manufacturers of such products, and the owners of the corresponding sales rights for these brands in Germany, are entitled to participate as exhibitors.

Exhibitors may not present products at the event which they do not manufacture or do not have a right to distribute in Germany, or to offer information material, reference sources or price lists for such products.

Registration

An invitation to participate in Tonmeistertagung does not automatically entitle you to later admission. The exhibitor makes a binding registration for participation in Tonmeistertagung using the registration options provided by the organizer. Any Registration is always in your own name. Registration for third parties is not permitted.

Registration must be completed and complete within the registration period. Registrations that have not been completed correctly will not be considered. All registrations received after the registration deadline can only be considered in accordance with the exhibition space / premises still available.

The stated costs only cover the use of the exhibition areas / rooms during the specified times. All other costs that are caused directly or indirectly by the exhibitor are to be paid directly by the exhibitor.

By registering, you accept as binding the conditions of participation and all explanations and descriptions presented here.

Admission as an exhibitor

The registration of a designated exhibitor constitutes a binding offer to book an exhibition space or booth. After registration, the exhibitor receives confirmation that the registration has been received. However, this does not initially represent a contractual acceptance of the offer to conclude the booking.

Upon reception of the binding registration, the organizer checks the fulfillment of the exhibitor criteria. The organizer decides at his own discretion about the admission of exhibitors and their product portfolio. There is no claim to admission. Admission can therefore be refused without giving a reason, without claims for compensation resulting.

The organizer concludes the contract by written confirmation of admission after the official registration deadline. The exhibitor's claims under this event contract are not transferable.

The organizer will allocate booth or exhibition space according to the available options, taking special requests of the exhibitor into account as far as possible. However, the exhibitor has no right to be allocated a specific area, booth, or exhibition space.

The confirmation of admission is only valid for the exhibitor named therein, and the registered product groups and brands (distribution rights presupposed). Brands that were not listed at the time of registration are not published and may not be exhibited or offered. Goods that are not permitted may be removed by the organizer at the exhibitor's expense. Registration of brands or product groups is possible no later than four weeks before the start of the trade fair, provided that the other criteria for approval are met.

The organizer is entitled to revoke an admission granted if it was granted on the basis of incorrect information. If an exhibitor culpably violates the admission requirements of the event, a contractual penalty of 2.000,00 € is imposed, payable within ten days after receiving the invoice. Participation costs will not be reimbursed. The contractual penalty does not exclude the filing of additional damages claims.

The exhibitor's data will only be passed on for the fulfillment of the services required for the implementation of the event for the purpose of contract execution by the organizer and for the use of future marketing measures. Among them are the stand builders, the operators of the CCD, the VDT e.V. association, relevant security companies, and the exhibition forwarding agency.

Co-exhibitor of a registered (main) exhibitor

The main exhibitor must notify the organizer of the intent to include an economically active co-exhibitor in their exhibition space on the registration form. There is no entitlement to admission of a co-exhibitor.

Co-exhibitors are subject to the same admission criteria as the main exhibitor, have the same rights and obligations, and can use the same services. Nevertheless, the main exhibitor is always the person held responsible for the exhibition area by the organizer.

For each co-exhibitor, the main exhibitor will be charged a co-exhibitor fee of 360.00 € plus the applicable statutory sales tax. The main exhibitor always remains liable for the co-exhibitor fee.

Using products outside their own portfolio for demonstration purposes at the show does not constitute co-exhibitorship, provided no independent economic activity on the trade fair stand is assumed and such products do not appear in advertising or are represented by employees.

At the moment that any services are made available or provided to an exhibitor (even if only partially), it is no longer possible to cancel participation. If a co-exhibitor is admitted without the consent of the organizer, the organizer is entitled to terminate the contract with the main exhibitor without notice and to have the exhibition stand / exhibition space cleared at the exhibitor's expense.

Confirmation of participation and the terms of payment

After registration, reception of the application is confirmed. At the end of the registration deadline, admission will be confirmed to the exhibitor in writing. The exhibitor will be sent a corresponding invoice for the room / stand rent to be paid at the same time as the admission. The payment method for the amounts is specified on the invoice.

These are:

  • 20% of the total immediately after confirmation of participation.
  • 30% of the total by September 1st, 2021.
  • 50% of the total by October 1st, 2021. Invoices for other deliveries and services, which are ordered separately, are due from the respective invoice date.

If payment is delayed, interest will be charged at 7.5 percentage points above the respective base rate. If an exhibitor is in arrears with payment for more than 14 days, the organizer is entitled to terminate the contractual relationship without notice, and to use the exhibition space in question at their own discretion.

Exhibitor passes.

Confirmed exhibitors at the Tonmeistertagung receive free exhibitor passes depending on the booked exhibition space.

Up to an exhibition space of 12 square meters, two (2) passes are provided free of charge. One (1) additional ID will be provided free of charge for each additional full 6 square meters of exhibition space. Two (2) passes will be provided free of charge for each confirmed co-exhibitor. The exhibitor pass is valid for all days, but is only valid for the person named on it. The exhibitor pass does not entitle you to free access to the lecture and congress rooms. Access to this requires the separate purchase of a congress ticket.

The exhibitor passes can be generated in our online ticket shop, using a code that is sent to the exhibitors. The ticket shop is typically accessible one month before the start of the event.

Cancellation, exclusion

After submitting the registration, it is no longer possible for the exhibitor to withdraw from said registration or to reduce the rented area. If the exhibitor does not take part in the exhibition, the entire rent must be paid in full. Co-exhibitor fees remain payable in full if a co-exhibitor cancels their presence.

All costs already incurred at the request of the exhibitor are to be reimbursed in full to the organizer. The organizer is authorized to exclude exhibitors who display goods other than those listed in the range of goods from the exhibition without notice. The entitlement to the full participation fee remains. The organizer can at any time require the exhibitor to remove goods that were not part of the admission and that are incompatible with the event objective or that prove to be annoying or dangerous. If this request is not complied with, the removal will be effected by the organizer at the exhibitor's expense.

Reservations

In case of unforeseeable adverse events arising through no fault their own, the organizer is entitled to postpone, shorten, or extend the exhibition, to temporarily, partially or completely close it, or to cancel it. In such cases, as in cases of force majeure (catastrophes, pandemics, etc.), the exhibitors are neither entitled to withdrawm, nor to reduce the stand rental fee, nor to compensation. However, the organizer can invoice the services ordered by the exhibitor in the amount of the costs incurred. If the organizer is responsible for the cancellation of the exhibition, no exhibition fee will be charged.

  • Due to the corona pandemic that has occurred since 2019, it should be noted that the implementation of an event can be prohibited by federal or state laws and ordinances (e.g. Coronavirus Protection Ordinance - CoronaSchV), which then leads to an organizer to resign the contracts with the respective location and do not have to pay the contractually agreed monies - or receive back monies paid, so that the organizer also reimburses the exhibitors for the participation fees.

Construction requirements

In order to ensure an overall impression that meets the expectations of the exhibition, the organizer offers ready-to-use open exhibition booths. Custom constructions on empty areas are subject to binding design and safety constraints. These conditions are specified (overall height, fire protection).

Advertising panels may only be installed within the limits of rented stands, areas or rooms. It is not permitted to place advertising or sales objects of any kind outside the rented exhibition rooms / areas. This also includes hallways, the foyer and all other areas inside and outside the event location. If costs arise for the removal of illegally attached objects, the costs will be charged to the exhibitor.

The volume of demonstrations during the exhibition must be such that other exhibitors or visitors are not disturbed. A maximum sound pressure level of 75 db(A) at the booth limits must not be exceeded. Musical performances are not permitted under any circumstances on open stands without closed walls.

During the opening hours of the exhibition, an employee of the exhibitor must be present at the booth / in the exhibition room, and the exhibits must be visibly displayed. Exhibition stands and other exhibition rooms must be fully functional and accessible to visitors until the end of the fair. Dismantling before the conclusion of the fair is not permitted. In the event of a culpable violation of these regulations, the organizer is entitled to impose a contractual penalty of EUR 2,000.00, which must be paid within 8 working days of receipt of the invoice.

Sales and advertising

Only exhibition-related advertising that does not violate legal regulations or common decency is permitted. The promotion of other companies or other events is not permitted. The attachment and distribution of advertising material or samples outside the rented stand / room and the labeling of walls is prohibited. Illegal advertising will be removed by the organizer at the exhibitor's expense. In all cases, the organizer's decision is binding and final. Selling to end users is prohibited during the exhibition.

Intellectual Property

The exhibitor assures that presentation and exhibited objects do not violate any competition laws, third party property rights, or other legal regulations. The protection and defense of such rights is the sole responsibility of the infringed party. If claims are made against the organizer due to the exhibitor's presentation and / or the exhibited objects, the exhibitor must release the organizer from all claims, including any reasonable costs of legal defense, upon the organizer's first demand.

Performances subject to registration

GEMA approval is required for the public reproduction of copyrighted content by means of sound or video media, as well as for live performances. Each exhibitor is responsible for the proper registration.

Publications and plans

The organizer shall issue an overview plan for the event, as well as an internet directory. The exhibitors will be informed about entry and advertising options. Each exhibitor is responsible for the content of their own entries and any resulting damage. If, due to the content of the entries and the related advertising, the organizer as the publisher of all such publications is held liable for alleged infringements of property rights or other laws, the exhibitor releases the organizer of all claims resulting therefrom, including the reasonable costs of the legal dispute, upon first demand.

Cleaning and disposal

Exhibitors are responsible for the cleaning of their exhibition booth during the exhibition. Waste disposal during assembly, exhibition and dismantling is at the exhibitors' expense.

It is not permitted to leave rubbish, or other materials that would require disposal, on stand areas or in rooms after the end of the trade fair,

House Rules

During the exhibition, exhibitors are subject to the house rights of the organizer and the property rights of the exhibition venue. Instructions issued by persons authorized by organizer or venue mut be followed. Outside the official opening times of the exhibition, other booths / rooms may not be entered without the permission of the respective exhibitor.

Special events on the stands / in the rooms outside the official opening hours of the exhibition are not permitted.

Photography and drawing for commercial purposes are only permitted with the approval of the organizer. Press photographers with appropriate identification do not require any special approval from the organizer for press photos.

However, the organizer is entitled to have photographs, film recordings and drawings of exhibition stands and of exhibited objects taken, and to use them for his own publications. The exhibitor hereby approves the use of the photographs, film recordings and drawings showing him or his exhibition stand. He commits to only employ people at his stand who have also given their consent to the use of photographs, film recordings and drawings.

Should any claims be made by the staff to the organizer in this regard, the exhibitor shall exempt the organizer from all such claims, including the reasonable costs of legal defense, upon first demand.

Liability and Insurance

Liability for damage to or loss of exhibition goods and stand equipment is limited to willful or grossly negligent breaches of duty by the organizer, his employees, or other vicarious agents. This does not apply to the violation of essential contractual obligations (cardinal obligations) or the violation of life, limb or health. The same applies to claims under the Product Liability Act and the Data Protection Act.

The organizer is only liable for operational disruptions of any kind, or for other events that impair the event, if these events can be proven to have been caused deliberately or through gross negligence by him or his vicarious agents.

The organizer is only liable for damage to persons or things caused by the exhibits if the damage can be proven to be based on willful intent or gross negligence on the part of the organizer, his employees or other vicarious agents.

Final provisions

All agreements, individual permits and special regulations relating to the exhibition require written confirmation by the organizer. The limitation period begins at the end of the fair. Place of performance and exclusive place of jurisdiction for all mutual obligations of the parties from this contract as well as disputes arising from and in connection with the contract is Cologne.

The law of the Federal Republic of Germany applies exclusively to the contractual relationship. Only the German text is decisive for the content of the contract. Should individually provisions of these conditions of participation be ineffective, this does not affect the validity of the remaining provisions.

Branko Glisovic
Bildungswerk des Verbandes Deutscher Tonmeister GmbH

March 15th 2021