General Terms and Conditions for Participation in the Berlin Board Game Con 2023
§ 1 Organizer
Berlin Brettspiel Con Event GmbH
§ 2 Event
Berlin Brettspiel Con 2023
§ 3 Event location
§ 4 Period of the event
Fr., 14th July 2023 to Sun., 16th July 2023
§ 5 Opening hours
Exhibitor and sales areas:
Sat., 15th July 2020 09:30 a.m. – 7:00 p.m.
Sun., 16th July 2020 09:30 a.m. – 6:00 p.m.
Event and play area:
Fri., 14th July 2020 7:00 p.m. – 2:00 a.m.
Sat., 15th July 2020 9:30 a.m. – 2:00 a.m.
Sun., 16th July 2020 9:30 a.m. – 6:00 p.m.
§ 6 Set-up and dismantling
Fri., 14th July 2020 8:00 a.m. – 09:30 p.m.
Sun., 16th July 2020 6:00 p.m. – 12:00 p.m.
Mon., 17th July 2020 8:00 a.m. – 5:00 p.m. (hall 3 only)
The stands must be set up one day before the start of the exhibition by 3:00 p.m. at the latest, otherwise the organizer must assume that the stand will not be occupied. Setting up the stands must be completed one hour before the start of the exhibition and all packaging material must be completely removed from the stands and corridors by that time. This deadline does not apply if tables and chairs are booked through the organizer and the stand is set up by him. It is strictly forbidden to start dismantling before the venue closes. In the interest of all participants, partial clearance is also not permitted. In the event of non-compliance, a fine of at least € 200 will be imposed on the exhibitor concerned and he will be excluded from all subsequent events.
§ 7 Registration, admission
The registration requires the forms sent by the organizer to be returned in writing. On the basis of the information provided there, the exhibitor will receive a binding offer from the organizer, together with the enclosed 1st partial invoice for the stand area. The registration will be valid either by means of a legally binding signature stamped with the company’s stamp and returned to the organizer or by transfer of the invoice amount from the 1st partial invoice. With his signature or the transfer of the invoice sum, the applicant bindingly accepts the conditions of participation, the valid prices and the technical guidelines in all points. He will be liable for ensuring that the persons employed by him at the event also comply with these conditions. There is no legal entitlement to admission. The organizer may refuse or revoke the admission without giving reasons. He is entitled to exclude individual articles before and during the exhibition. Exclusion of competition is not granted for reasons of competition law.
§ 8 Booth
The organizer shall make the exhibition space available in the registered size. Stand allocation shall be carried out exclusively by the organizer. There will be no partition walls on the exhibition areas. Company-owned system stands must be set up by the exhibitor himself. Placement requests will be considered as far as possible. The organizer is at liberty to relocate stands and advertising space to another location than confirmed for organizational reasons or for reasons of overall appearance. Berlin Brettspiel Con Event GmbH may, if important circumstances so require, allocate a space in a different location or change the size of the stand by up to 10% of the registered space, giving their reasons for doing so. Objects may not protrude from the outer edge of the stand. The aisles must be kept clear in all cases. No trip hazards may be placed in the aisles. Between two rows of tables (table edge to table edge) there is 1.50m space for seating and visitors. Doors, windows, walls and floors in the hall must not be covered with adhesive. Exhibitors will be charged a handling fee of € 50 for any damage or alterations to the hall equipment caused by exhibitors.
Decoration, advertising and other superstructures and installations shall comply with the fire safety conditions and, if necessary, the building regulations. In any case, they must be flame-retardant (fire protection class B1, fire protection standard DIN 4102-1). The corresponding certificates must be available at all times.
§ 9 Booth rental, cost accounting
The payment deadlines specified in the invoice must be observed. The timely payment of the invoice amounts and fees is a prerequisite for the occupation of the exhibition space, for the entry in the program booklet and for the handing out of the exhibitor passes. All invoice amounts and fees in all invoices issued by the organizer in connection with the event are to be paid in EURO without any deductions and free of charges to the account specified in the invoice. All fees and services are subject to VAT at 19%. In case of late payments, interest on arrears in the amount of 5% above the respective discount rate will be charged. The organizer may revoke an admission if payment of the 1st partial invoice for the stand area has not been made on time. If an exhibitor does not meet the terms of payment by the start of construction, the organizer may, after issuing a reminder, dispose of the confirmed stand in another manner, without thereby extinguishing the payment obligation of the initial applicant. Costs will be charged as for withdrawal plus reminder costs and extra expenses. The organizer has the right to claim the lessor’s lien according to § 559 BGB (German Civil Code) to secure his claims. The stand may not be occupied without full payment of the 1st partial invoice before the start of the event!
§ 10 Withdrawal from registration
The exhibitor may not derive any claims for damages or a right of withdrawal due to obstacles (e.g. columns, girders, wall projections, power distribution boxes, etc.) which are located in front of or in his booth or its floor, or due to the particular nature of the terrain or weather influences. If the exhibitor withdraws from the contract or if the booth is reallocated as a result of default in payment in accordance with No. 9 of the Conditions of Participation, a processing fee of 25% of the total invoice amount (but at least € 50) plus the statutory VAT of 19% must be paid to the organizer within 10 days. In the event of withdrawal by the exhibitor, he (the exhibitor) shall pay a lump-sum compensation fee: 60 days prior to the start of the event 50%, 30 days prior to the start of the event 100% of the invoice amount. The exhibitor reserves the right to prove that the organizer has incurred no or only minor damage. If damages are claimed from the exhibitor, the amount of the contractual penalty shall be set off against the claim for damages. Claims of the exhibitors against the organizer which are not asserted in writing at the latest 10 days after the end of the event shall be forfeited. No reduction claims can be asserted if the organizer assigns the stand not occupied to another exhibitor.
§ 11 Changes
The event may be cancelled, shortened, postponed or extended for compelling reasons for which the organizer is not responsible, in particular in the event of force majeure, including the consequences of any fire, explosion or water intrusion which may have occurred in the premises of the venue (see 3.). In this case, the exhibitors shall neither be entitled to withdraw from the contract nor to claim damages. The transferred amounts remain the legal property of “Berlin Brettspiel Con Event GmbH”. If, for compelling reasons, the event is relocated to a period other than that foreseen or the venue is relocated by the organizer to another location in the vicinity, the agreements made shall also remain valid for a new date and location. The exhibitor may not derive any claims for damages from the relocation of the date, place or cancellation of the event. If the event cannot take place due to unforeseeable events, the organizer shall be entitled to pass on to the exhibitors the costs incurred by him in the amount of 25% of the respective space rental. In addition, the organizer may demand reimbursement of any special expenses applied for. The organizer has the sole right to relocate a stand without giving reasons. In the event of booth relocation, the exhibitor may not assert any claims for a reduction in price.
§ 12 Co-exhibitors, additionally represented companies, subletting
The admission of one or more sub-exhibitors is subject to an additional fee, per sub-exhibitor of € 100 plus 19% VAT applicable since 2007. The exhibitor may not relocate, exchange, share or transfer all or part of his stand to third parties without the prior written consent of the organizer. In the event of non-compliance, the exhibitor must pay an additional 50% of the stand rent plus VAT before the end of the fair.
§ 13 Participants of special events
The registration of special events (e.g. certain events, tournaments, etc.) is binding. In the event of non-attendance or non-execution of the registered events, the organizer is entitled to charge the full amount of all costs incurred for the provision of space and equipment as well as other costs incurred to the provider.
§ 14 Visitor advertising, company advertising
The organizer is responsible for visitor advertising. Company advertising of any kind (flyers, lots, etc.) is only permitted within the rented booth or as part of a booked marketing package. Advertising for non-exhibitors (suppliers, partners, etc.) by displaying flyers, business cards, brochures, etc. requires the separate approval of the organizer.
§ 15 Electricity, water, wastewater
The general basic lighting is the responsibility of the organizer. Connections and devices which do not comply with the relevant provisions of VDE and CE in particular, or whose consumption is higher than reported, can be removed or put out of operation by the exhibition management at the customer’s expense. The booth owner shall be liable for all damage caused by equipment that has not been reported and/or connected improperly. Self-installation of electrical and water connections by exhibitors is prohibited! Installations may only be carried out by authorized specialist companies. Each exhibitor is fully liable for any damage that may occur and its consequences, including damage done by operation with defective equipment. The organizer is not liable for interruptions or power fluctuations of the water and power supply. All wastewater must be collected and disposed of by the booth owner himself. Disposal via the manhole covers on the event site is prohibited due to environmental regulations. In the event of non-compliance, the booth owner shall be liable for any cleaning costs incurred.
§ 16 Exhibitor passes
Exhibitor passes will only be issued after the invoice has been paid in full. They will be issued in the name of the exhibitor and his employees. The passes are not transferable. (§ 123 StGB). For the duration of the event, each booth will receive two exhibitor passes for the first 10 m² and one pass for each additional 10 m2 of exhibitor space. Additional exhibitor passes can be requested from the organizer for € 25 plus VAT per pass. Passes are intended exclusively for booth personnel. In the event of misuse, the passes will be confiscated. The admission of sub-exhibitors does not entitle the holder to additional free exhibitor passes.
§ 17 Cleaning
The general cleaning of the exhibition will be arranged by the organizer to the exclusion of all liability. After each exhibition day, each exhibitor must dispose of the garbage produced on the booth himself. Booth cleaning for 3€/m2 can be booked through the organizer. The exhibitor booths will be swept clean and must be returned to the organizer in the same condition after the event. Any stickers, posters, wallpaper and coverings must be completely removed by the exhibitor at the end of the exhibition. In the event of non-compliance, the exhibitor will be charged the cleaning fees. Minimum costs: € 100.
§ 18 Liability, insurance
The organizer has taken out liability insurance against the usual insurable risks within the framework of an exhibition. Force majeure excludes liability. The organizer accepts no liability for damage to the exhibitor’s booth, the exhibitor’s goods or for their loss, nor for goods, decorative materials or the like provided, as traces of use must be expected. Every exhibitor is strongly advised to take out adequate insurance cover himself. Each exhibitor is solely liable for personal injury and damage to property within the exhibition booth. He must insure the exhibition goods at his own expense and take out liability insurance. Damage caused by exhibitors or their suppliers must be reported to the organizer immediately, witnesses must be called and documented in writing if necessary and the liability of the person causing the damage must be accounted for.
§ 19 Surveillance
For the duration of the event a separate security will be engaged. The building will be locked for the night, but the exhibitor must ensure that valuable and easily removable objects are kept under lock and key. The hall must be vacated no later than 30 minutes after the end of the event (exception: dismantling day or agreements with the organizer). The entire electrical installation of the booths must be switched off and taps must be closed. In the event of non-compliance, the organizer shall shut down or close the stands at the exhibitor’s expense. The organizer has the householder’s rights within the entire exhibition.
§ 20 Parking and delivery
A deposit is required to access the area of the STATION-Berlin. The deposit is € 100 per vehicle and trailer in cash. We kindly ask you to keep the amount ready. No acceptance of € 500 notes. The deposit is forfeited if the departure time is exceeded. The departure time is to be taken from the deposit receipt.
No parking spaces are available on the rented areas nor on the area of the STATION-Berlin. The exhibitor must take this fact into account and, if necessary, apply to the Road Traffic Licensing Office for alternative parking spaces in the vicinity of the STATION-BERLIN. The exhibitor shall bear any resulting costs.
The exhibitor must also ensure that the fire brigade access zones are free of vehicles no later than two hours before the start of the event. The pavements and the area in front of the main entrance must be kept clear of vehicles.
In the event of non-observance, the exhibitor shall be fully liable for all damage caused by him or his suppliers. Urgently necessary subsequent deliveries during the event must be reported to the organizer and must be made quickly and without nuisance to co-exhibitors and visitors. The vehicles must be removed immediately after loading or unloading from the approach zones described.
§ 21 Playing music, GEMA registration
Playing music on the booth is only permitted with the permission of the organizer. For this purpose, a valid GEMA registration must be submitted 14 days prior to the start of the event. The sonication may only extend over the exhibitors stand area and may not interfere with neighboring stands.
§ 22 Sale
Exhibitors are generally permitted to offer goods for sale on their booths as long as they do not violate any laws. Traders who intend to offer a majority of goods not related to board games must notify the organizer, who may withdraw the exhibitor’s registration if the offer does not suit the character of the event.
Food and beverages may not be offered for sale or made available free of charge by exhibitors without the written permission of the organizer.
§ 23 Miscellaneous
Emergency exits must not be obstructed. Point loads on the stands must be notified in advance to the organizer in writing. Gas appliances are not permitted in closed rooms! Flammable materials and substances must be flame-retardant and, if necessary, be brought into this condition by treatment (spray or immersion bath). A corresponding certificate must be presented on request. Smoking is absolutely prohibited in all halls of STATION-Berlin
§ 24 Assertion of claims
Claims of the lessee against Berlin Brettspiel Con Event GmbH, its employees or vicarious agents of any kind shall be asserted in writing against Berlin Brettspiel Con Event GmbH no later than two weeks after the end of the event. Claims of the lessee received later will no longer be considered (exclusion period).
§ 25 Acknowledgement
By registering, the exhibitor acknowledges these conditions in all respects and undertakes to observe all local, building, fire and trade police regulations and ordinances. Special agreements must be made in writing. Verbal agreements are invalid.
§ 26 Place of performance, place of jurisdiction
As far as permissible, the exclusive place of jurisdiction shall be Berlin.
– Last update: 12th June 2023