1. Registration
(1) Registration must be made by means of the registration form provided, with acknowledgement of these Terms and Conditions, and is binding. The completed form, duly signed by a legally authorised representative, must be returned to PEOPLEME GmbH (hereinafter referred to as “PEOPLEME”). A contract shall only come into effect upon express confirmation by PEOPLEME (by post, fax or e-mail).
(2) Registrations and orders for services or technical connections will only be accepted if submitted on the relevant forms.
(3) Registrations subject to conditions or reservations shall only be accepted if expressly confirmed by PEOPLEME in writing. Special placement requests will be considered as far as possible but cannot be guaranteed. Exclusivity with regard to competitors cannot be granted. In all cases, space will be allocated according to the date of receipt of the registration. It is possible that all available space may be booked before the registration deadline. In such case, no contract shall be concluded.
(4) These General Terms and Conditions shall apply to all services provided by PEOPLEME. Any conflicting general terms and conditions of the exhibitor shall not be recognised by PEOPLEME.
1.1. Trends Up West specific provision:
Trade visitor character / no retail sales to end consumers
TRENDS UP WEST is a trade event. Admitted visitors are commercial buyers, retailers, commercial agents and other trade visitors. The organiser is entitled to carry out appropriate admission checks and to refuse entry to persons without a relevant professional connection to the industry.
Sales to end consumers are not permitted. Hand sales, cash sales and the direct handing over or delivery of goods during the event opening hours are also prohibited, unless expressly approved in writing by the organiser.
In the event of a breach, the organiser may prohibit sales, temporarily close the stand, or terminate the participation agreement for cause without notice.
2. Co-exhibitors and joint stands
(1) Without the prior written approval of PEOPLEME, it is not permitted to transfer an allocated stand, or parts thereof, to third parties (= co-exhibitors), whether for consideration or free of charge.
(2) For each co-exhibitor, separate charges for registration and catalogue entry shall apply. The main exhibitor shall be liable to PEOPLEME for all costs and damages caused by itself or by the co-exhibitor.
(3) The unauthorised admission of co-exhibitors without PEOPLEME’s consent entitles PEOPLEME to terminate the contract with the exhibitor without notice and to have the stand cleared at the exhibitor’s expense. To this extent, the exhibitor waives any rights arising from unlawful interference with possession. The exhibitor shall have no claim for damages. Any items shall be stored at the exhibitor’s expense and risk. PEOPLEME shall acquire a lien on the stored items to the extent of the costs incurred. Following written notice and continued non-payment, PEOPLEME may sell such items. Any surplus proceeds shall be remitted to the exhibitor after deduction of all costs. In the event of damage to, destruction of, or loss of the pledged items, PEOPLEME’s liability shall be limited to intent and gross negligence. The exhibitor shall indemnify PEOPLEME against all claims for damages asserted by the unauthorised co-exhibitor.
3. Costs, services and terms of payment
(1) Participation by the exhibitor shall in particular give rise to costs from the following items:
(a) service fee,
(b) stand rental,
(c) stand design / stand construction equipment (if expressly booked),
(d) ordered services,
(e) entries in the online exhibitor directory and fair planner (fair catalogue),
(f) general environmental fee.
(2) For orders relating to items (c) and (d) in Section 3 (1) received by PEOPLEME after the specified deadline, a late-order surcharge of 25% shall be charged.
(3) After registration for the exhibition, the exhibitor shall receive a deposit invoice for 50% of the costs. This deposit is due for immediate payment. The remaining 50% is due no later than three months before the start of the fair and will be invoiced separately. If registration is made three months before the start of the fair or later, PEOPLEME shall invoice the full costs upon registration. For orders relating to items (c) and (d) in Section 3 (1), PEOPLEME may, at its own discretion, require a higher deposit up to the full estimated amount at the time of registration.
(4) If the provision of a power connection is ordered as an included or additional service, such service includes the supply of electricity during the fair opening hours and the set-up and dismantling periods. If electricity is required outside these periods, it must be ordered and paid for separately by the exhibitor.
(5) A general environmental fee shall apply. If the stand is not returned broom-clean, PEOPLEME may additionally charge reasonable compensation for waste disposal. The exhibitor is obliged to register waste in accordance with the forms provided in the online exhibitor service. For disposal of unregistered waste, a fee of EUR 120/m³ may be charged.
(6) If the exhibitor is in default of payment, the organiser is entitled to withdraw from the contract after expiry of a reasonable grace period. This shall not affect cases in which, by law, no grace period is required. In the event of withdrawal, the exhibitor shall be charged in accordance with the scale set out in Section 4 (3). The exhibitor shall have the right to prove that PEOPLEME has suffered no loss or substantially lower loss.
(7) PEOPLEME shall have a lien and right of retention over the exhibitor’s property brought onto the premises and other stand equipment in respect of all outstanding obligations. Such items may be stored at the exhibitor’s expense and risk. Following written notice and continued non-payment, PEOPLEME may sell such items. Any surplus proceeds shall be remitted to the exhibitor after deduction of all costs. In the event of damage to, destruction of, or loss of the pledged items, PEOPLEME’s liability shall be limited to intent and gross negligence.
4. Withdrawal / cancellation
(1) Without acknowledging any legal obligation, PEOPLEME grants the exhibitor a contractual right of withdrawal.
(2) Withdrawal from the exhibitor agreement (registration) must be made in writing and shall only become effective upon written confirmation of receipt of the withdrawal by PEOPLEME (by post, fax or e-mail).
(3) In such case, the exhibitor shall pay the following amounts:
– up to 6 months before the start of the fair: 50% of the costs agreed under Section 3 (1);
– up to 3 months before the start of the fair: 75% of the costs agreed under Section 3 (1);
– in the event of later withdrawal: the full costs agreed under Section 3 (1).
The exhibitor shall have the right to prove that PEOPLEME has suffered no loss or substantially lower loss.
5. Warranty
Complaints concerning any defects of the stand or the exhibition space must be notified to PEOPLEME in writing without delay after occupation of the stand, but no later than the last set-up day, so that PEOPLEME may remedy any existing defects.
6. Exhibits
(1) The exhibitor must send PEOPLEME a list of all material exhibits 30 days before the start of the fair.
(2) Highly flammable exhibits, vibration-intensive exhibits, odour-intensive exhibits, or exhibits whose presentation is associated with significant noise must be expressly approved by PEOPLEME.
(3) Exhibits may not be removed during the event. Any damage resulting from non-compliance shall be borne by the exhibitor.
(4) Exhibits which, by reason of their appearance, smell, noise, vibration or similar characteristics, cause a substantial disturbance to the operation of the fair, in particular a substantial risk or impairment to other exhibitors, fair visitors or exhibits of other exhibitors, must be removed immediately upon request by PEOPLEME. This obligation shall also apply if the exhibitor has indicated such characteristics in the registration and PEOPLEME has granted approval. If the exhibitor does not comply with PEOPLEME’s request without delay, PEOPLEME shall be entitled to remove the objected exhibits at the exhibitor’s expense and risk. PEOPLEME shall acquire a lien over the exhibits with respect to the costs incurred. Following written notice and continued non-payment, PEOPLEME may sell such exhibits. Any surplus proceeds shall be remitted to the exhibitor after deduction of all costs. In the event of damage to, destruction of, or loss of the pledged items, PEOPLEME’s liability shall be limited to intent and gross negligence. The exhibitor shall have no claims whatsoever against PEOPLEME arising from such measures, in particular no claims for cancellation or damages.
7. Insurance and liability
(1) Proper insurance of the exhibits against all transport, assembly, dismantling and event-related risks, in particular against damage, theft, etc., shall be the exhibitor’s responsibility.
(2) PEOPLEME’s liability for loss of or damage to the stand, stand equipment, exhibits or other assets belonging to the exhibitor, its representatives, employees or invited persons, as well as for other property damage, shall be limited to intent and gross negligence. Liability for indirect damages and loss of profit is excluded.
(3) In cases of wilful misconduct or gross negligence on the part of PEOPLEME, wilful misconduct or gross negligence on the part of senior employees, and culpable injury to life, body or health, PEOPLEME shall be liable for the resulting damage.
(4) In all other respects, regardless of the legal basis, PEOPLEME shall only be liable in the event of culpable breach of essential contractual obligations indispensable to achieving the purpose of the contract, and in cases of wilful misconduct or gross negligence by simple vicarious agents. In such cases, liability shall be limited to the damage typically foreseeable at the time of contract conclusion. In each individual case, PEOPLEME’s liability shall be limited to three times the invoice amount. Mandatory statutory liability shall remain unaffected.
8. Stand design / stand construction equipment
Where the exhibitor has rented equipment for stand design or stand construction, the exhibitor must notify PEOPLEME in writing without delay of any damage or missing items. The exhibitor shall return the rented equipment to PEOPLEME in proper and undamaged condition after the end of the fair. The burden of proof in this regard shall lie with the exhibitor.
8.1. 8.1. Trends Up West specific addition:
Stand construction and stand design / open stand concept
TRENDS UP WEST follows an open stand concept. Partition walls between stands are generally not permitted. Suspensions by the exhibitor are only allowed with the organiser’s express prior written approval.
For product presentation, exhibitors may use their own tables, podiums, shelves and comparable presentation elements, provided that these are in keeping with the open design concept of the event. Along the outer edges of the stand, furniture must generally not exceed a height of 1.60 m, excluding exhibits. Within the stand area, a construction height of up to 1.80 m is permitted. Higher structures should, where possible, be positioned centrally within the stand area. For stand spaces with a rear side against a hall wall, higher constructions of up to 2.50 m may exceptionally be permitted along that wall, subject to the organiser’s prior approval.
Own floor coverings are not permitted. As a rule, the existing hall floor must remain visible. This does not apply to exhibits that form part of the exhibitor’s own presentation.
Each stand shall be provided with one power connection of 2.3 kW (10 A), unless otherwise agreed. The exhibitor must inform the organiser if no power connection is required. The exact position of the connection shall depend on the technical conditions of the hall.
In the interest of a consistent overall appearance, safety and open visitor circulation, the organiser shall be entitled to issue binding instructions regarding stand design. If the exhibitor fails to comply with such instructions despite being requested to do so, the organiser shall be entitled to order or carry out the necessary modifications at the exhibitor’s expense.
9. Online exhibitor directory and fair catalogue
(1) PEOPLEME shall be entitled to publish the data provided by exhibitors in an online exhibitor directory and a fair catalogue (basic entry). Exhibitors may correct, amend, block or delete their data via the online exhibitor service or by written notice to PEOPLEME up to 4 weeks before the start of the fair.
(2) Entries in the online exhibitor directory and the fair catalogue exceeding a basic entry are subject to a charge and may be ordered by the exhibitor using a separate order form. A valid contract for such entries shall only come into existence upon PEOPLEME’s express written acceptance or upon performance by PEOPLEME. PEOPLEME reserves the right to reject orders without stating reasons.
(3) The exhibitor must provide the data and images to be published in the online exhibitor directory and fair catalogue in the specified formats by the dates stated in the respective order form (advertising deadline).
(4) If an order for a paid catalogue entry is cancelled by the exhibitor before the advertising deadline, 50% of the agreed remuneration shall be charged, unless the exhibitor is not responsible for the reason for cancellation or proves that PEOPLEME has suffered only lower loss. Cancellation after the advertising deadline is no longer possible.
(5) In the case of paid catalogue entries, PEOPLEME will send the exhibitor a proof before publication. Objections and changes can only be considered if submitted in writing without delay, no later than 5 working days after dispatch of the proof. Otherwise, the proof shall be deemed approved.
(6) PEOPLEME is not obliged to verify the legal admissibility of the entries. The exhibitor warrants that the texts and graphics provided are legally permissible and free from third-party rights. The exhibitor shall indemnify PEOPLEME on first demand against all claims of third parties in this regard and shall reimburse PEOPLEME for all costs and other damages arising from such third-party claims.
10. Stand staffing, advertising, demonstrations, sales and dismantling
(1) The exhibitor shall ensure that its stand is staffed at all times with sufficient personnel during the public opening hours of the event.
(2) PEOPLEME shall be entitled to prohibit the distribution and display of advertising material that may give rise to objections.
(3) Any type of demonstration requires the prior written approval of PEOPLEME. Even if approval has been granted, PEOPLEME shall be entitled at any time to restrict or prohibit demonstrations or advertising that significantly endanger or impair the operation of the fair, violate statutory provisions, official orders, public morals, or have an ideological or political character. In the event of non-compliance, PEOPLEME shall be entitled to stop such activity at the exhibitor’s expense and risk.
(4) The exhibitor shall be solely responsible for the handling of business transactions. PEOPLEME does not assume any guarantees or responsibility in this respect.
(5) The dismantling of the stand and removal of the exhibits must be carried out by the exhibitor within the dismantling times specified by PEOPLEME. The exhibitor is not entitled to commence dismantling before the start of the official dismantling period. In the event of culpable breach of this rule, PEOPLEME shall be entitled, depending on the severity of the violation, to charge a one-time contractual penalty amounting to 10% to 20% of the costs under Section 3 (1). If exhibits are not removed by the exhibitor by the end of the dismantling period, PEOPLEME shall be entitled to store them at the exhibitor’s expense. Section 3 (7) shall apply accordingly.
11. Security
(1) Even if a general security service has been commissioned for the event, PEOPLEME gives no guarantee for the guarding of the exhibitor’s stand or exhibits.
(2) In all cases, the exhibitor is responsible for the security of its stand and exhibits. Security personnel may only be engaged with PEOPLEME’s express written approval and only from security companies approved by PEOPLEME. The costs shall be borne by the exhibitor.
(3) It is recommended that theft insurance be taken out.
12. Reservations
(1) Mandatory statutory provisions and regulations of the host country shall take precedence over these event conditions at all times. If, as a result of such precedence or for other reasons, individual provisions of these event conditions are invalid or cease to apply, the unaffected provisions shall remain fully effective.
(2) In the case of employment relationships, the applicable labour and social law regulations must be observed.
(3) The exhibitor must inform itself about and comply with all safety regulations, in particular with regard to the exhibits.
(4) The exhibitor shall be liable for any personal injury or property damage caused by the operation of exhibited machines, apparatus, devices, etc.
(5) PEOPLEME reserves the right to amend the preliminary layout plans underlying the exhibitor’s registration up to the start of the fair.
(6) PEOPLEME shall be entitled to change the title of the exhibition at its own discretion. Any such change shall, if possible, be communicated to the exhibitor in due time.
13. Cancellation of the event / changes to event times
(1) Ist die Veranstaltung durch höhere Gewalt oder andere außerhalb des Einflussbereiches von PEOPLEME liegende Umstände, insbesondere Streik, Naturkatastrophen oder Terrorgefahr ganz oder teilweise nicht durchführbar, ist PEOPLEME berechtigt, die Veranstaltung abzusagen, zu verschieben, zu verkürzen und/oder nur in Teilen durchzuführen. Hierüber hat PEOPLEME den Aussteller rechtzeitig zu unterrichten.
(2) If the event is only held in part or in shortened form, PEOPLEME shall be entitled to the proportionate part of the agreed remuneration corresponding to the part of the services actually rendered. Any remuneration already paid in excess thereof shall be refunded to the exhibitor where applicable.
(3) In the cases referred to in paragraph 1, the exhibitor shall have no claims for damages. In such cases, the exhibitor shall continue to indemnify PEOPLEME against any third-party claims.
14. Photography, filming, video recordings and drawings
PEOPLEME shall be entitled to produce photographs, drawings, film and video recordings of the event, the stands and the exhibits, and to use these for advertising or general press publications.
15. Data protection
(1) PEOPLEME collects, stores and uses the data provided by the exhibitor in the course of registration and contract performance for the purposes of contract execution and may pass such data on to third parties insofar as they provide services for PEOPLEME or are engaged by PEOPLEME for the performance of the contract.
(2) PEOPLEME is also entitled to continue using the e-mail address provided by the exhibitor after the end of the contract in order to inform the exhibitor about similar events. The exhibitor may object to such use at any time by e-mail to PEOPLEME (info@PeopleMe-events.de).
16. Non-compliance with the conditions
If, despite a warning and/or setting of a grace period, the exhibitor breaches its contractual obligations and in particular these General Terms and Conditions, the organiser may terminate the participation agreement without notice.
17. Final provisions
(1) By registering for participation, the exhibitor acknowledges these “General Terms and Conditions”, the “Technical Guidelines” and the house rules of the respective event venue as legally binding in all respects.
(2) Any additional agreements, special permissions or arrangements of any kind require the written consent of PEOPLEME.
(3) Any claims by the exhibitor against PEOPLEME shall become time-barred within one year. The limitation period shall commence at the end of the month in which the last day of the event falls.
(4) Should any provision of these General Terms and Conditions be or become invalid or unenforceable, this shall not affect the validity of the remaining provisions. In such case, the parties undertake to agree on a valid and enforceable provision that comes as close as possible to the economic purpose of the provision to be replaced. The same shall apply in the event of any gaps in these General Terms and Conditions.
(5) The exhibitor shall only have a right of retention in respect of claims that are undisputed or have been finally adjudicated. The exhibitor may only set off claims that are undisputed or have been finally adjudicated.
(6) The laws and regulations of the host country shall take precedence over these event conditions at all times. If, as a result of such precedence or for other reasons, individual provisions of these event conditions cease to apply, the unaffected provisions shall remain fully effective.
(7) If the exhibitor is a merchant or has its registered office abroad, the exclusive place of jurisdiction shall be Hamburg. PEOPLEME shall, however, also be entitled to bring legal action at the exhibitor’s registered office.
(8) German law shall apply exclusively, excluding the conflict-of-laws rules of private international law and the UN Convention on Contracts for the International Sale of Goods (CISG). The German language version of these General Terms and Conditions alone shall be authoritative. Version: January 2024
