1. booking / contract
1.1 Booking
Bookings for an exhibition stand, sponsorship, symposium or other industry presentation must be made on the relevant booking form for the respective event format. The booking form must be signed in a legally binding manner by the applicant (= exhibitor/sponsor). Sending it to wikonect GmbH shall constitute an irrevocable contractual offer. wikonect GmbH shall process it promptly upon receipt.
1.2 Inclusion of the General Terms and Conditions
By signing the booking form, the applicant recognizes the General Terms and Conditions of wikonect GmbH as binding for the conclusion of a contract. He shall be responsible for ensuring that the persons employed by him at the event also comply with the entire contract, including the General Terms and Conditions.
1.3 Confirmation of participation
Acceptance of the booking is effected by the written confirmation of participation from wikonect GmbH, with which the applicant is admitted to the respective event format.
1.4 Conclusion of contract
wikonect GmbH shall decide on the admission of the applicant and the registered items to the event format by means of a written confirmation. The contract between wikonect GmbH and the applicant shall be deemed concluded upon receipt of the confirmation of participation by the applicant. Subsidiary agreements shall only be binding if they have been confirmed in writing by wikonect GmbH. By concluding a separate sponsorship agreement, further agreements can become part of the contract in addition to the agreements made in the booking and its confirmation.
1.5 Restrictions
Subletting/resale of the stand space/applicant side to third parties is only permitted with the express permission of wikonect GmbH. wikonect GmbH shall be entitled to charge the applicant additional stand fees for subletting the stand space/reselling the applicant’s stand.
wikonect GmbH may exclude individual exhibitors/sponsors or suppliers from participation for objectively justified reasons, taking reasonable account of the interests of the contractual partner, in particular if the exhibition space and/or the time available for holding industry symposia or other sponsoring activities ordered is insufficient, and, if this is necessary to achieve the purpose of the event, restrict the event to certain groups of exhibitors or suppliers. It shall also be entitled to restrict the registered exhibits and change the registered areas/booked virtual services. In the case of industrial symposia in particular, wikonect GmbH shall be entitled, after consultation with the symposium organizer, to restrict the presentation time and change the date of the symposium or the venue/virtual presence, taking into account the interests of the contractual partner. Claims for compensation by the applicant due to the changes described are excluded.
2. exhibitors / sponsors
The following can be admitted as exhibitors and sponsors Manufacturers and distributors of pharmaceutical and medical products, manufacturers of medical devices, bookstores, publishers, financial service providers, insurance companies and companies that offer products or services that are thematically related to the event.
3. joint exhibitor / joint stand
It is not possible to share a (virtual/physical) stand with several companies. All persons in charge of the stand must belong to the same company.
4. exhibition space and presentation rooms
wikonect GmbH allocates the exhibition space and the presentation rooms/applicant pages within the virtual platform. Special requests will be taken into account where possible. However, there is no entitlement in this respect. Even partial transfer of the rights and obligations agreed in the booking/confirmation to third parties and the relocation, division and/or exchange of areas or premises by the presenting company are not permitted. Content for the virtual presentation must be supplied by the sponsor/exhibitor in the file formats specified by wikonect GmbH in the respective offer in due time or uploaded to the online portal itself.
Physical stand structures may only be constructed on the basis of the submitted application documents/descriptions in the manner specified therein. All stands (virtual/physical) must be self-supporting. Attachment to hall walls, pillars and floors is prohibited. Columns, pillars, wall projections etc. within the exhibition stands are part of the allocated space. The exhibitor shall be liable for any damage caused by non-compliance. wikonect GmbH reserves the right to demand modifications to inadequate stand structures or the removal of unsuitable exhibits that prove to be a nuisance or a hazard to visitors or neighboring exhibitors. In general, a maximum stand floor height of 2 cm is permitted. Floor heights in excess of this require the written approval of the exhibition management and must be enclosed by sloping edges. The maximum construction height is 2.50 m. Construction heights in excess of this must be approved in writing by the exhibition management. Fire alarms, hydrants, electrical distributors, switchboards and telephone distributors must remain freely accessible. The use of naked flames or light, e.g. alcohol, heating oil, gas, etc., is prohibited. All materials used for stand construction and decoration must be labeled as flame-retardant. During construction and dismantling as well as during the event, all police and other official regulations must be observed. Carpets may only be glued down using residue-free, easily removable adhesive materials. In the event of adhesive residue, the exhibitor will be charged for special cleaning. It is not permitted to affix advertising materials to the walls, pillars or other objects in the venue. Room occupancy is only permitted to the extent specified by or agreed with wikonect GmbH.
5. exhibition goods and presentation goods
A physical/virtual direct sale of the approved exhibition or presentation goods is only permitted with the express prior approval of wikonect GmbH. The exhibitor and/or the respective presenting company shall be liable for observing any copyrights or other industrial property rights to the exhibition or presentation goods.
6. costs
The costs are shown in the booking form, in the general exhibitor and sponsor information or in an individual offer and also include the organization and preparation of the sponsors as well as their planning and integration into the overall plan of the exhibition/event.
The stand rental includes: rental of the stand space during the exhibition and during the set-up and dismantling periods, general lighting and general cleaning of the aisles. Furniture, power connections and other equipment can be rented for a separate charge. Order forms with precise details will be sent out in good time. The costs for a virtual presentation within a virtual platform include the presentation of company-related digital content in various file formats. This can include company profiles as applicant pages or virtual exhibition stands on the virtual platform.
Services relating to the industry exhibition/industry symposia such as website design, virtual room design etc. can be arranged by wikonect GmbH for a fee via external service providers. Services are ordered by means of separate bookings. wikonect GmbH assumes no liability for the implementation of the service provider.
7 Rights of use and quality
The Sponsor and/or Exhibitor shall transfer to wikonect the right to reproduce by all methods, to distribute the work for the types of use known and unknown at the time of conclusion of the contract, the right of reproduction by image or sound carriers of all kinds, in particular in electronic form (offline, online) and the exclusive right to translation for all languages and countries without restriction in terms of territory or time for all publications of its speeches/content in words and images made as part of the booked sponsorship services. The transfer of rights also includes the publication and distribution of the above-mentioned media via cooperation partners (e.g. technical providers of virtual congress platforms). After completion of the virtual event, the sponsor’s digital presentation can remain on demand on the virtual platform if desired. Individual agreements and additional bookings are possible here.
8. terms of payment
All amounts invoiced by wikonect GmbH are due for payment without any deductions on the payment date stated on the registration confirmation/invoice. Invoices shall be issued prior to the event. The exhibitor/sponsor shall lose the right to participate in the congress if the amount is not received on time, notwithstanding the continuation of his payment obligation. In the event of late payment of invoices, interest on arrears may be charged at a rate of 3.5% p.a. above the discount rate set by the Bundesbank.
9. withdrawal from the booking / revocation of admission
After booking, the exhibitor must pay the full stand rental / sum of the booked service even if he cancels or does not participate. In addition, wikonect GmbH reserves the right to assert claims for compensation for damages caused by non-participation in breach of contract. If the resale/rental of the stand space in question is successful, wikonect GmbH reserves the right to claim cancellation costs amounting to 25% of the stand rent invoiced to the first tenant who has withdrawn from the contract. wikonect GmbH shall be entitled to revoke the admission and to reallocate the stand space:
1. if the stand is not visibly occupied in good time in accordance with the set-up and presence times specified in the official exhibitor manual,
2. in the event of non-payment of the stand rental/invoice by the set deadline,
3. if the exhibitor allows a grace period set by wikonect GmbH to expire.
If the symposium and/or the sponsorship participation is canceled by the sponsor, wikonect GmbH
shall be entitled to charge 100% of the contractually agreed price to
if it is not possible to acquire a replacement event and/or a replacement sponsor. If a replacement can be acquired, the sponsor will only be charged 25% of the contractually agreed price.
If the stand space is reduced by the sponsor after the booking has been made, 25% of the canceled costs will be due and charged to the sponsor. The invoice will be issued as part of the overall invoice.
10. advertising
The exhibiting and presenting companies may only advertise within the physical/virtual stand/presentation room/applicant website rented by them within the virtual platform.
11. regulatory provisions
The lessor of the physical event premises has domiciliary rights in all room areas. He is authorized to inspect the exhibition stands and presentation measures and to order security measures in the interests of the event and to ensure compliance with the statutory provisions. Animals may not be brought into the event venue. The exhibiting or virtually presenting company undertakes to pay any GEMA fees and/or artists’ social security contributions for artistic performances performed by it or commissioned by it for its own account and shall indemnify wikonect GmbH in this respect against all claims by third parties in the internal relationship. The exhibiting companies are obliged to keep their physical/virtual stands and applicant pages occupied and clean during the opening hours. The exhibiting companies are obliged to keep the physical/virtual presentation rooms occupied during the rented times and to leave them clean and on time. After the end of the exhibition, the exhibiting company must dismantle the exhibition stand within the agreed period and by the agreed end date. Presentation measures/events must be completed within the agreed time and any items brought in must be removed from the premises within the agreed time. The rented items are to be returned to
the respective lessor without delay. Exhibition or presentation items that have not been removed by the agreed date will be removed and stored at the expense and risk of the exhibiting or presenting company.
12. insurance
The exhibitor/sponsor is liable for any personal injury or damage to property caused by the operation of the exhibits and goods used by him. It is recommended that exhibitors themselves take out adequate insurance cover. The organizer shall only bear the general liability risk for the exhibition and shall take out liability insurance for the event (for personal injury and property damage), for which claims may be asserted against him on the basis of statutory liability provisions. The organizer and the venue accept no liability for objects brought into the venue.
13. changes
wikonect GmbH reserves the right to cancel, relocate or postpone the exhibition/event of the respective event format in cases of force majeure at the event location, in the event of massive restrictions on public life due to unrest, civil war, public health incidents such as epidemics or pandemics, strikes, power failures, earthquakes, floods, and in the event of specific or general official orders and following corresponding instructions by the organizer. In the event of cancellation of the exhibition/event for one of the aforementioned reasons, wikonect GmbH may charge the exhibitor/sponsor an amount equivalent to 15% of the costs agreed with the respective exhibitor/sponsor for the organization and preparation of the exhibition/event in the respective event format. Any amounts paid in excess of this would normally be reimbursed by wikonect GmbH.
Furthermore, wikonect GmbH reserves the right to relocate the exhibition/event in terms of location and/or time, to change the duration or, if objectively occurring changes in the spatial conditions, official orders or instructions of the organizer or other compelling circumstances make this necessary, to relocate the space made available to the exhibitor, to change its dimensions or to restrict it. In doing so, wikonect GmbH undertakes to take into account the legitimate interests of the exhibitor at its reasonable discretion. In this case, the exhibitor waives the right to assert claims for compensation against wikonect GmbH or to withdraw from the rental contract.
14. exhibitor lists
A physical/virtual list of exhibitors will be published on the occasion of the event. wikonect GmbH and the organizer accept no liability for any entries that have not been made by mistake, incorrect entries, printing/typing errors, etc.
15. industry-sponsored events
During, immediately before and after the physical/virtual congress, no industry-sponsored events may be held without prior consultation with the organizer or wikonect GmbH.
16. gastronomy
Food and drinks for physical catering at the stands or as part of another event are available from the venue service. Food and drinks may only be ordered via this licensed in-house caterer. Delivery by another service provider or bringing your own food and drinks to serve to third parties requires prior agreement. In both cases, the service partner is entitled to demand an appropriate compensation payment for the assignment of its catering rights.
17. limitation of liability
The organizer shall only be liable to the sponsor/exhibitor in the event of intent and in the absence of a guaranteed service. Liability for all other damages is excluded, in particular for loss of data, hardware malfunctions or disruptions to Internet connections. Nor shall wikonect GmbH be liable for faults caused by incompatibility of the components present on the user’s/participant’s PC system or mobile device with the hardware and software.
18. place of fulfillment / place of jurisdiction
The place of performance and jurisdiction for all mutual obligations is Wiesbaden, Germany.
Last updated: November 2024
* For reasons of readability, only the grammatical masculine form is used. This always refers to people of all gender identities.