General Terms and Conditions for Events

1. Applicability of the GTCs

1.1 If Event Orga­ni­zer is a busi­ness, the­se Gene­ral Terms and Con­di­ti­ons (“GTCs”) shall app­ly exclu­si­ve­ly to all ser­vices pro­vi­ded by AXICA Kon­gress- und Tagungs­zen­trum Pari­ser Platz 3 GmbH (“Ser­vice Pro­vi­der”) under this Agree­ment.
1.2 Any and all stan­dard busi­ness terms of Event Orga­ni­zer that con­flict with and/or sup­ple­ment the­se Gene­ral Terms and Con­di­ti­ons are express­ly rejected.

2. Conclusion of the Agreement

2.1 Unless express­ly noted other­wi­se, Ser­vice Provider’s offers are dee­med to con­sti­tu­te invi­ta­ti­ons to Event Orga­ni­zer to issue an offer regar­ding the exe­cu­ti­on of an event (invi­ta­tio ad offe­ren­dum). Event Orga­ni­zer is bound by its offer for a peri­od of 14 days from the date of sen­ding. The con­tract does not come into exis­tence unless and until Ser­vice Pro­vi­der accepts the offer in text form (e.g., in wri­ting, by e‑mail, or by fax).
2.2 Event Organizer’s offers are not valid unless issued in text form. Unless express­ly agreed other­wi­se in the indi­vi­du­al case, side agree­ments, adden­da, and/or amend­ments to the offer must also be in text form.

3. Subject Matter of the Agreement

3.1 The Agree­ment shall con­sist of various ele­ments at the opti­on of Event Orga­ni­zer:
3.1.1 If Event Orga­ni­zer rents space in the buil­ding at Pari­ser Platz 3, 10117 Ber­lin (the “Pro­per­ty”), the Agree­ment shall con­tain ren­tal law ele­ments.
3.1.2 If Event Orga­ni­zer rents space out­side the Pro­per­ty, it shall con­tain bro­kera­ge law ele­ments.
3.1.3 If Ser­vice Pro­vi­der pro­vi­des Event Orga­ni­zer with sound engi­nee­ring, light­ing tech­no­lo­gy and IT tech­no­lo­gy, the Agree­ment shall con­tain ren­tal and ser­vice law ele­ments.
3.1.4 If Ser­vice Pro­vi­der pro­vi­des Event Orga­ni­zer with food and bever­a­ges (“cate­ring”), the Agree­ment shall con­tain ser­vice law ele­ments.
3.2 Ser­vice Pro­vi­der shall pro­vi­de no ser­vices other than tho­se iden­ti­fied in Sub­sec­tion 3.1.
3.3 Event Orga­ni­zer shall bear over­all, respon­si­bi­li­ty for plan­ning and put­ting on the event. In par­ti­cu­lar, Event Orga­ni­zer shall be respon­si­ble for the fol­lo­wing:
3.3.1 the safe­ty of the par­ti­ci­pan­ts and the items they bring with them,
3.3.2 obser­van­ce of the rights of third par­ties, par­ti­cu­lar­ly pho­no­gram rights and neigh­bor­ing rights, during the event, inclu­ding obtai­ning the con­sent of the royal­ty coll­ec­ting socie­ties that admi­nis­ter the right to use any works, trans­mit­ting a list of the works used at the event and pay­ing com­pen­sa­ti­on to the royal­ty coll­ec­ting socie­ties,
3.3.3 hiring third par­ties (such as spea­k­ers and artists) and cla­ri­fy­ing whe­ther they may pro­vi­de their ser­vices at the event site, and
3.3.4 ensu­ring that the­re is ade­qua­te event insu­rance. Event insu­rance is dee­med ade­qua­te if it pro­vi­des covera­ge in the amount of at least EUR 5 mil­li­on for per­so­nal inju­ry, at least EUR 5 mil­li­on for pro­per­ty dama­ge and at least EUR 0.1 mil­li­on for pecu­nia­ry los­ses incur­red in con­nec­tion with the event and has mar­ket-based terms and con­di­ti­ons.
3.4 If Ser­vice Pro­vi­der is to pro­vi­de cate­ring ser­vices, Event Orga­ni­zer may not hire third par­ties for cate­ring or sup­port staff for Ser­vice Provider’s cate­ring ope­ra­ti­on or bring food.
3.5 Event Orga­ni­zer shall release Ser­vice Pro­vi­der from the obli­ga­ti­on to obtain the con­sent of royal­ty coll­ec­ting com­pa­nies, to trans­mit a list in accordance with Sec. 42 (2) of the Royal­ty Coll­ec­ting Socie­ties Act (VGG) to the royal­ty coll­ec­ting socie­ty and to pay com­pen­sa­ti­on to the lat­ter. Not­wi­th­stan­ding Sen­tence 1, Event Orga­ni­zer shall sub­mit to Ser­vice Pro­vi­der within one week of the end of the event a list in accordance with Sec. 42 (2) VGG and pro­of that Event Orga­ni­zer has sent the list to the royal­ty coll­ec­ting society.

4. Changes to the Event

4.1 The sti­pu­la­ti­ons in the Agree­ment with respect to the event are bin­ding.
4.2 Any modi­fi­ca­ti­on of the ser­vices to be pro­vi­ded by Ser­vice Pro­vi­der shall requi­re a writ­ten agree­ment (“Adden­dum”). The­re is an excep­ti­on for a chan­ge in the num­ber of par­ti­ci­pan­ts sta­ted in the Agree­ment by up to 3% (“per­mis­si­ble chan­ge”). A per­mis­si­ble chan­ge does not alter the agreed-upon pri­ces. Event Orga­ni­zer has no right to con­clude an Adden­dum.
4.3 If the chan­ge in the num­ber of par­ti­ci­pan­ts in an event on the Pro­per­ty would result in over­c­row­ding of the agreed-upon pre­mi­ses, Ser­vice Pro­vi­der can con­di­ti­on its con­sent to the chan­ge in the num­ber of par­ti­ci­pan­ts on Event Organizer’s ren­tal of lar­ger pre­mi­ses on the Property.

5. Prices, Minimum Sales Revenues

5.1 The pri­ces agreed upon in the Agree­ment and the cost esti­ma­te shall app­ly. If an Adden­dum or an addi­tio­nal cost esti­ma­te is agreed upon, the pri­ces estab­lished the­r­ein shall app­ly if they dif­fer from the pri­ces in the Agree­ment or in the cost esti­ma­te atta­ched to the Agree­ment. If mul­ti­ple Adden­da or cost esti­ma­tes are agreed upon, Sen­tence 2 shall app­ly with the pro­vi­so that the last Adden­dum or cost esti­ma­te shall pre­vail.
5.2 If the event starts more than 6 weeks after the Agree­ment has come into effect the Ser­vice Pro­vi­der shall be entit­led, at its reasonable dis­cre­ti­on, to increase the pri­ce for the affec­ted ser­vice com­pon­ents if the Ser­vice Provider’s prime cos­ts at the time the ser­vice is pro­vi­ded have increased com­pared to the time the Agree­ment came to effect and the ori­gi­nal pri­ce is shown sepa­ra­te­ly in the cost esti­ma­te. The right to adjust pri­ces shall be limi­t­ed to the per­cen­ta­ge of the increase in prime cos­ts and only exists if and to the ext­ent that the increased prime cos­ts are not off­set by redu­ced prime cost in other ser­vice com­pon­ents. The Ser­vice Pro­vi­der must inform the Event Orga­ni­zer imme­dia­te­ly of such a chan­ge in the pro­duc­tion cos­ts so that the Event Orga­ni­zer may chan­ge this ser­vice com­po­nent if neces­sa­ry. Con­ver­se­ly, the Event Orga­ni­zer has a right to a pri­ce reduc­tion if the prime cos­ts of any ser­vice com­po­nent are redu­ced, unless this reduc­tion is off­set by cost increa­ses else­whe­re.
5.3 All pri­ces are exclu­si­ve of VAT. It is Event Organizer’s respon­si­bi­li­ty to pro­ve that no value-added tax is owed for the event.
5.4 If the com­pen­sa­ti­on for the cate­ring ser­vices uti­li­zed by Event Orga­ni­zer in a par­ti­cu­lar day falls below the mini­mum sales reve­nues for cate­ring agreed upon in the cost esti­ma­te, Event Orga­ni­zer shall pay the mini­mum sales reve­nues for cate­ring for this day.
5.5 If Ser­vice Pro­vi­der pro­vi­des a ser­vice bey­ond the agreed-upon scope of the cost esti­ma­te for Event Orga­ni­zer (an “Addi­tio­nal Ser­vice”), Event Orga­ni­zer shall pay the com­pen­sa­ti­on set forth in the cost esti­ma­te for the Addi­tio­nal Ser­vice.
5.6 Ser­vice Pro­vi­der shall bill for the ser­vices it pro­vi­des in con­nec­tion with the event. Event Orga­ni­zer must rai­se any objec­tions it may have with respect to the invoice in text form within one week of invoice receipt. If Event Orga­ni­zer rai­ses no objec­tion within this time peri­od, the invoice shall be dee­med to have been accept­ed.
5.7 Event Orga­ni­zer shall make non-cash pay­ment by trans­fer­ring the amount to the Ser­vice Provider’s bank account indi­ca­ted in the cost estimate.

6. Advance Payment

6.1 Event Orga­ni­zer shall make an advan­ce pay­ment as secu­ri­ty for Ser­vice Provider’s pay­ment claims.
6.2 If the amount and due date of the advan­ce pay­ment are not set forth in the Agree­ment, the advan­ce pay­ment shall be 50% of the total pri­ce sta­ted in the Agree­ment plus VAT and shall be due and paya­ble two weeks after the Agree­ment takes effect. If the Agree­ment pro­vi­des for advan­ce pay­ments that do not cumu­la­tively add up to the total pri­ce plus VAT pro­vi­ded for in the Agree­ment, Event Orga­ni­zer shall pay the dif­fe­rence bet­ween the aggre­ga­te of the advan­ce pay­ments and the total pri­ce plus VAT no later than one week befo­re the start of the event.
6.3 Not­wi­th­stan­ding Sub­sec­tion 6.2, the advan­ce pay­ment shall be 100% of the total pri­ce set forth in the Agree­ment plus VAT and shall be due and paya­ble imme­dia­te­ly if the event beg­ins less than two months after the Agree­ment takes effect.

7. Deadlines and Due Dates

Event Orga­ni­zer is respon­si­ble for com­pli­ance with the dead­lines and due dates set forth in the Agree­ment as well as the addi­tio­nal ones set forth here:

7.1 Befo­re the day of the event
7.1.1 20 calen­dar days befo­re the start of the event:
Sub­mis­si­on of pro­of of the purcha­se of event insu­rance in accordance with Sub­sec­tion 3.3.4 and pay­ment of the insu­rance pre­mi­um, list of the names and addres­ses of the Event Organizer’s other ser­vice pro­vi­ders for the event, inclu­ding cont­act data,
7.1.2 15 calen­dar days befo­re the start of the event:
A detail­ed time­ta­ble for the event, inclu­ding assem­bly and dis­mant­ling ser­vices, noti­fi­ca­ti­on of the num­ber of par­ti­ci­pan­ts if it dif­fers from the num­ber of par­ti­ci­pan­ts indi­ca­ted in the Agree­ment,
7.1.3 10 calen­dar days befo­re the start of the event:
Noti­fi­ca­ti­on of the title of the event if it dif­fers from the title set forth in the Agree­ment, trans­mis­si­on of the Event Organizer’s logo for dis­play at the event site,
7.1.4 5 calen­dar days befo­re the start of the event:
Orde­ring crew cate­ring, trans­mis­si­on of the first and last names of all par­ti­ci­pan­ts and iden­ti­fi­ca­ti­on of VIP guests,
7.2 Inspec­tion of the pre­mi­ses and crea­ti­on of a han­do­ver report on the first day of the event – 30 minu­tes befo­re the pre­mi­ses are han­ded over; Event Orga­ni­zer shall prompt­ly report any dama­ge to the pre­mi­ses to Ser­vice Pro­vi­der;
30 min. befo­re the start of the event: Han­do­ver of the pre­mi­ses to Event Orga­ni­zer,
7.3 After the event
Within 30 min. after the end of the event: Return of the pre­mi­ses, rem­oval of the trash gene­ra­ted by the event and crea­ti­on of the return report.

8. Rescission, Rescission Fee

8.1 The Agree­ment may only be resc­in­ded for good cau­se for which the per­son of the Par­ty wan­ting to rescind the Agree­ment is not respon­si­ble.
8.2 Ser­vice Pro­vi­der shall have good cau­se, in par­ti­cu­lar, if Event Orga­ni­zer
8.2.1 in vio­la­ti­on of Sec­tion 6 fails to make the advan­ce pay­ment despi­te a war­ning,
8.2.2 in vio­la­ti­on of Sec­tion 4 seeks to make a sub­stan­ti­al chan­ge to the num­ber of par­ti­ci­pan­ts or the ser­vices to be pro­vi­ded by Ser­vice Pro­vi­der less than one month befo­re the start of the event
8.2.3 in vio­la­ti­on of Sub­sec­tion 3.3.4 fails to pro­per­ly sub­stan­tia­te the purcha­se of event insu­rance or the pay­ment of the insu­rance pre­mi­um
8.2.4 if the Event Orga­ni­zer does not prompt­ly sub­mit its con­fir­ma­ti­on of the representative’s aut­ho­riza­ti­on regar­ding a con­tract con­cluded by his aut­ho­ri­zed repre­sen­ta­ti­ve,
8.2.5 in vio­la­ti­on of Sec­tion 10 trans­fers or encum­bers rights or claims ari­sing from this Agree­ment
8.2.6 if Ser­vice Pro­vi­der is under­stan­d­a­b­ly con­cer­ned that put­ting on the event will dama­ge its good repu­ta­ti­on, or
8.2.7 if Ser­vice Pro­vi­der is under­stan­d­a­b­ly con­cer­ned that human rights or basic rights will be vio­la­ted in con­nec­tion with the event and Event Orga­ni­zer fails to ful­ly allay the­se con­cerns.
8.3 Event Orga­ni­zer shall not have good cau­se if Ser­vice Pro­vi­der rest­ricts pede­stri­an or vehi­cu­lar access to the Pro­per­ty or the pathways within the Pro­per­ty due to ano­ther event, which is being held at the same time as the event or imme­dia­te­ly befo­re or after the event. In par­ti­cu­lar, Event Orga­ni­zer agrees to use the secon­da­ry ent­rance to the Pro­per­ty (Beh­ren­stras­se 73, 10117 Ber­lin).
8.4 Not­wi­th­stan­ding Sub­sec­tion 8.1, Event Orga­ni­zer can rescind the Agree­ment up to one month befo­re the start of the event if Event Orga­ni­zer agrees, upon rescis­si­on, to pay Ser­vice Pro­vi­der 100% of the rent for the pre­mi­ses, 80% of the pro­vi­sio­ning cos­ts and 80% of the mini­mum sales reve­nues for cate­ring (the “Rescis­si­on Fee”). After that date, Event Orga­ni­zer can rescind the Agree­ment only if Event Orga­ni­zer agrees, upon rescis­si­on, to pay 100% each of the rent for the pre­mi­ses, of the pro­vi­sio­ning cos­ts and of the mini­mum sales reve­nues for cate­ring (“Aug­men­ted Rescis­si­on Fee”). Event Organizer’s rescis­si­on under Sen­ten­ces 1 and 2 shall be valid only if Event Orga­ni­zer pays the Rescis­si­on Fee or the Aug­men­ted Rescis­si­on Fee within one week of sen­ding the noti­ce of rescis­si­on to Ser­vice Pro­vi­der.
8.5 Not­wi­th­stan­ding Sub­sec­tion 8.1 and irre­spec­ti­ve of Sub­sec­tion 8.4, Event Orga­ni­zer can rescind the Agree­ment if the event can­not be held for extra­or­di­na­ry reasons, which Event Orga­ni­zer could not fore­see or avo­id and for which Ser­vice Pro­vi­der is not respon­si­ble. In this case, Event Orga­ni­zer shall be obli­ged to pay com­pen­sa­ti­on in the amount of the expen­dit­ures alre­a­dy made by Ser­vice Pro­vi­der plus 20% of the expen­dit­ures it must still make plus 50% of the agreed-upon rent. Alter­na­tively, Ser­vice Pro­vi­der can demand lump-sum com­pen­sa­ti­on of 50% of the most recent cost esti­ma­te; in this case, Event Orga­ni­zer shall be free to pro­ve that Ser­vice Pro­vi­der is not entit­led to any com­pen­sa­ti­on or only to signi­fi­cant­ly less com­pen­sa­ti­on.
8.6 Other­wi­se, i.e., irre­spec­ti­ve of Sub­sec­tions 8.4 and 8.5, Event Orga­ni­zer can only rescind the Agree­ment for good cau­se. The Par­ties agree that good cau­se jus­ti­fy­ing a right of rescis­si­on on the part of Event Orga­ni­zer shall only exist if Event Orga­ni­zer can­not be expec­ted to adhe­re to the Agree­ment due to Ser­vice Provider’s misconduct.

9. Liability

9.1 Unless other­wi­se agreed below, Event Orga­ni­zer shall have no claims for dama­ges against Ser­vice Pro­vi­der, irre­spec­ti­ve of the legal basis the­r­e­for, unless the­se claims are based on
9.1.1 cul­pa­ble loss of life, bodi­ly inju­ry, or impair­ment of health,
9.1.2 intent or gross negli­gence, or
9.1.3 cul­pa­ble vio­la­ti­on of a main­ten­an­ce obli­ga­ti­on incum­bent upon Ser­vice Pro­vi­der with regard to the event loca­ti­on or of ano­ther obli­ga­ti­on that ren­ders the pro­per per­for­mance of the con­tract pos­si­ble in the first place and on the ful­fill­ment of which Event Orga­ni­zer may the­r­e­fo­re rely (“car­di­nal obli­ga­ti­on”)
by Ser­vice Pro­vi­der or by any of its legal repre­sen­ta­ti­ves, employees, or vica­rious agents.
9.2 In the case of claims for dama­ges in con­nec­tion with vio­la­ti­on of car­di­nal obli­ga­ti­ons that are not based on intent or gross negli­gence on Ser­vice Provider’s part or on the part of any of Ser­vice Provider’s legal repre­sen­ta­ti­ves, employees, or vica­rious agents, Ser­vice Provider’s lia­bi­li­ty is limi­t­ed to the fore­seeable amount of dama­ge or loss that is typi­cal of the con­tract.
9.3 Strict war­ran­ty lia­bi­li­ty pur­su­ant to Sec. 536a of the Ger­man Civil Code [Bür­ger­li­ches Gesetz­buch (BGB)] is ruled out.
9.4 To the ext­ent that Ser­vice Provider’s lia­bi­li­ty is limi­t­ed or excluded, the­se rules shall also app­ly to per­so­nal lia­bi­li­ty of its legal repre­sen­ta­ti­ves, its employees and vica­rious agents.
9.5 Claims con­cer­ning dama­ge to items brought onto the event loca­ti­on by Event Orga­ni­zer must be asser­ted in text form accor­ding to the grounds for the cla­im within a limi­ta­ti­on peri­od of 14 days after the dama­ge occurs; Event Orga­ni­zer can sub­mit the cal­cu­la­ti­on of the amount of the dama­ge or loss after­ward, even after this time limit expi­res.
9.6 Any and all claims asser­ted against Ser­vice Pro­vi­der by Event Orga­ni­zer shall lap­se two years after such claims ari­se, irre­spec­ti­ve of when Event Orga­ni­zer beca­me awa­re of their exis­tence.
9.7 Event Orga­ni­zer shall be lia­ble to Ser­vice Pro­vi­der for any dama­ges that Event Orga­ni­zer or a par­ti­ci­pant in the event regis­tered by Event Orga­ni­zer cau­ses to the pre­mi­ses or to items sup­pli­ed by Event Orga­ni­zer. Dama­ge shall be dee­med to have been cau­sed by Event Orga­ni­zer if the han­do­ver report does not docu­ment the dama­ge, but the dama­ge is docu­men­ted on the return report or is other­wi­se detec­ted. Event Orga­ni­zer shall be free to pro­ve that it did not cau­se the dama­ge.
9.8 If a par­ti­ci­pant makes a cla­im for dama­ges against Ser­vice Pro­vi­der, Event Orga­ni­zer shall ful­ly indem­ni­fy Ser­vice Pro­vi­der, its legal repre­sen­ta­ti­ves, employees and vica­rious agents (inclu­ding reasonable legal enforce­ment and legal defen­se cos­ts, expen­ses, fees, taxes, etc. and reasonable advan­ce pay­ments) unless the Ser­vice Provider’s lia­bi­li­ty was based on
9.8.1 cul­pa­ble loss of life, bodi­ly inju­ry, or impair­ment of health,
9.8.2 intent or gross negli­gence, or
9.8.3 breach of car­di­nal obli­ga­ti­ons (Sub­sec­tion 9.1.3).
9.9 If dama­ge claims made by par­ti­ci­pan­ts are in any way based on a mere­ly slight­ly negli­gent breach of car­di­nal obli­ga­ti­ons and exceed the fore­seeable dama­ges typi­cal of the con­tract defi­ned in Sub­sec­tion 9.2, Event Organizer’s indem­ni­fi­ca­ti­on obli­ga­ti­on shall app­ly to the excess amount.

10. Transfer of Rights and Claims

A Par­ty may only trans­fer rights or claims under this Agree­ment with the express writ­ten con­sent of the other Par­ty. The same shall app­ly to any encum­brance of the­se claims and rights, such as encum­brance with a lien.

11. Data Protection

Ser­vice Pro­vi­der pro­ces­ses per­so­nal data in accordance with its Data Pro­tec­tion (Pri­va­cy) Poli­cy, which is available www​.axi​ca​.de/​p​r​i​v​a​c​y​.​h​tml.

12. Applicable Law, Venue

12.1 The Agree­ment shall be sub­ject to the laws of the Fede­ral Repu­blic of Ger­ma­ny, exclu­ding the con­flict-of-law rules of inter­na­tio­nal pri­va­te law.
12.2 The Regio­nal Court of Ber­lin shall have exclu­si­ve juris­dic­tion over all dis­pu­tes under this Agree­ment to the ext­ent permissible.

13. Severability Clause

If a pro­vi­si­on of the­se GTCs is or beco­mes inva­lid or unen­forceable (“fla­wed pro­vi­si­on”), this shall not affect the vali­di­ty of the remai­ning pro­vi­si­ons. The fla­wed pro­vi­si­on shall be repla­ced with a valid and enforceable pro­vi­si­on that comes clo­sest to the pur­po­se pur­sued by the Par­ties with the fla­wed pro­vi­si­on. The same shall app­ly to any gap in the­se GTCs.