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Terms of Participation of bvitg Service GmbH for exhibitors on the Guided Tours of DMEA
bvitg Services GmbH (hereinafter referred to as "bsg") organizes Guided Tours on selected key topics at DMEA for interested visitors. Exhibitors wishing to present themselves during these tours must register in advance with bsg via the DMEA booking portal (hereinafter "portal") and purchase a presentation slot against a fee. By registering on the portal, you agree to these terms of participation.
1. Entry requirements and registration on the portal
1.1. All companies registered as exhibitors at DMEA 2025 are entitled to book one or more presentation slots on the Guided Tours.
1.2. Provision of the data marked with an asterisk (*) on the portal is mandatory, as it is required by bsg in order to conduct the tours.
1.3. Your data will be stored on the portal even after the Guided Tour has been carried out. The bsg will use this data for the planning of future DMEA events and will contact you by e-mail in this regard if necessary (cf. § 7 of these conditions of participation). You may request the deletion of your data or your entire portal user account by sending an e-mail to dmea@bvitg.de if you do not wish for your data to be stored. This does not affect the transfer of rights of use in relation to presentations already made, which is irrevocable (cf. § 5 of these terms of participation).
1.4. By registering on the portal and accepting these terms of participation, you agree to provide the services specified in these terms of participation.
2. Booking procedure and deadlines
2.1. The topics of the respective tours will be announced on the DMEA website. A limited number of slots are available for each topic. Due to the limited number of available presentation slots per topic, individual topics may be fully booked prior to the expiration of the booking deadline.
2.2. From January 14, 2025, booking will be open to all registered exhibitors of DMEA 2025. Booking of a presentation slot is subject to a fee (cf. § 6 of these Conditions of Participation). A single slot on the guided tour corresponds to 8 minutes. Each exhibitor can only book one slot per topic.
At the time of booking, the exact date of the tour is not yet fixed. The bsg will communicate the date and time of the tour in due time (at the latest two weeks before the start of the DMEA). Once the payment details have been provided, the booking parties will receive a confirmation by e-mail. In a second step, they must then provide the title, a short description and the speaker of their intended presentation via the portal.
Bookings are only possible through the portal and until February 13, 2025, 11:59 pm. The required information (invoice data, title, short description, speaker) must be finalised and provided by this time. If – in particular – the invoice details are incomplete or incorrect, the resulting processing effort will be invoiced at EUR 85 net (plus VAT).
2.3. No right of cancellation or withdrawal is granted. Should you not take up the booked slot, it will not release you from your payment obligations.
2.4. The bsg reserves the right to reject contributions at its sole discretion if they do not align with the designated topic as indicated by the title and/or description.
3. Tour procedure, your presentation
3.1. A guided tour may last a maximum of 45 minutes, there is a maximum of four slots per tour, and one presentation slot is equal to 8 minutes. As part of the relevant guided tour, the bsg will lead interested trade visitors participating in the tour to the stands of the exhibitors who have booked a slot. Then the respective exhibitors will have the opportunity to give their presentation to the trade visitors.
3.2. The sequence of the tour (i.e., the order in which visitors explore the exhibitors' stands) will be determined by the bsg after the end of the booking period and will be independent of the time of booking.
3.3. You are basically free in the arrangement of your presentation; however you must adhere to the time limit of your slot. Delays for which you are responsible may result in your presentation time being shortened accordingly.
3.4. You are responsible for ensuring that your presentation does not infringe any third-party rights (e.g., copyrights).
3.5. As far as Messe Berlin GmbH has prepared a hygiene concept for the DMEA, it is compulsory to comply with its specification.
3.6. The bsg reserves the right to interrupt, shorten or terminate presentations if this is necessary for important reasons. This is the case, for example, if presentations do not correspond to the agreed topic, infringe the rights of third parties, are illegal or contain discriminatory content, if the hygiene concept of Messe Berlin GmbH is not followed or the speaker is obviously not sufficiently qualified to speak in front of a professional audience.
4. Image recordings
4.1. The bsg, bvitg e. V. and Messe Berlin GmbH will take and archive images of events and presentations for the purposes of DMEA program documentation, in whole or in part, and use them in the following manner:
- Use for public communication measures of Messe Berlin GmbH, bsg or bvitg e. V. in connection with the DMEA (e.g., website, social media, print media).
- For editorial reporting as part of their public relations work in their own and third-party print and digital media.
- Disclosure to members of the press for the purpose of reporting on the DMEA.
4.2. There is no obligation on the part of bsg, bvitg e. V., and Messe Berlin GmbH, nor any entitlement on your part, regarding the depicted use.
5. Rights of use
5.1. You grant bsg all rights necessary for the fulfillment of this contract. This includes in particular the right to use the images as described in § 4.
5.2. To the extent that you provide a CV and/or photograph as part of the registration process and upload it to the portal, the bsg, bvitg e. V. and Messe Berlin GmbH are entitled to use the CV and/or photograph in event-related print and digital products (e.g. program websites, highlight flyers, social media posts).
5.3. The concession of rights is irrevocable, unlimited in terms of time and place, and transferable, and includes in particular the right to reproduce, distribute, and make publicly accessible image recordings and, if applicable, CV and/or photograph.
5.4. The bsg will respect your personal rights during the process of use.
6. Prices and payment
6.1. Each slot booked will be charged at a net price of EUR 550. Member companies of the Bundesverband Gesundheits-IT - bvitg e. V. are eligible to a beneficiary price of EUR 490 net per slot. All prices quoted are exclusive of value added tax at the applicable statutory rate.
6.2. bsg will send an invoice by e-mail, the amount is payable within 21 days.
6.3. If no receipt of payment can be ascertained after expiry of the payment period, the bsg shall be entitled to reallocate the booked but unpaid slot.
8. Use of third parties
The bsg may, at its own discretion, employ third parties and transfer to them the rights necessary for the fulfillment of its tasks. The bsg shall remain solely responsible to you for such third parties.
9. Cancellation of the event
In the event of closure/disruption of the venue or for reasons of force majeure, Messe Berlin GmbH is entitled to cancel or postpone an event. In this case, bsg will inform you as soon as possible. Claims for reimbursement of expenses are excluded in the event of timely cancellation of an event. In any case, a cancellation is considered to be on time if it is announced at least two weeks before the event.
10. Personal impediment
If you are unable to use the booked slot or if the scheduled speaker is unable to attend, please inform bsg as soon as possible by sending an e-mail to dmea@bvitg.de so that the guided tour is not impeded as a result. Furthermore, we kindly ask you to find a substitute speaker in the latter case (after consultation with the bsg). The bsg reserves the right to cancel the presentation if no adequate replacement can be found.
11. Data protection
Please note the separate data protection notification for this event.
12. Liability
12.1. With regard to your presentation and, if applicable, your curriculum vitae and photograph, you shall indemnify the bsg, bvitg e. V. and Messe Berlin GmbH against all claims by third parties based on an infringement of copyright or other third-party rights for which you are responsible.
12.2. The bsg shall be liable without limitation for intentional or grossly negligent conduct and always in the event of culpable injury to life, limb or health, in cases of fraudulent intent, in the event of the assumption of a guarantee or in the event of claims under the Product Liability Act.
12.3. In the event of simple negligence, bsg shall only be liable for the breach of cardinal obligations. A cardinal obligation is an obligation the fulfillment of which makes the proper execution of the contract possible in the first place and on the fulfillment of which the other party may rely. In the event of negligent breach of a cardinal obligation, the liability of bsg shall be limited to compensation for foreseeable and typical damage.
13. Place of jurisdiction and place of performance, applicable law
13.1. Berlin is agreed upon as the place of jurisdiction and performance, to the extent legally permissible.
13.2. German law shall apply to the exclusion of the conflict of laws and the UN Convention on Contracts for the International Sale of Goods.
14. Final provisions
14.1. Should individual clauses of these terms of participation be invalid in whole or in part, or should the contract contain a loophole, the validity of the remaining contractual clauses or parts of these clauses shall remain unaffected. The invalid or missing provisions shall be replaced by the relevant statutory provisions.
14.2. Amendments to these terms of participation (including this written form clause) must be made in writing.
(Status: December 2024)
