Automotive Logistics Forum 2027 –
Exhibition Terms and Conditions
- Registration and Admission
Registration for participation in the exhibition is binding. The exhibition agreement shall come into effect upon acceptance by the Organizer. By registering, the Exhibitor accepts as binding upon itself and any person engaged by it the Sponsorship and Exhibition Agreement Terms and Conditions (Annex) and these Exhibition Terms and Conditions. Any admission granted (acceptance of the agreement) may be revoked if the requirements for such admission are not, or cease to be, satisfied, in particular where the applicant’s corporate purpose and the exhibition theme or exhibits are not thematically related to the name of the event and/or its respective theme. The Organizer shall be entitled to reject registrations.
- Allocation of Stands
Exhibition stands shall be allocated by the Organizer. The date on which the registration is received shall not be decisive. Exhibitors’ requests for the allocation of particular stand areas shall be taken into account where possible, without any assurance that such requests will be met. For organizational reasons or in the interests of the overall appearance of the event, the Organizer may relocate stands and advertising boards. The Organizer shall have sole discretion in planning the event area.
- Multiple Tenants, Subletting and Transfer of the Stand to Third Parties
Without the Organizer’s prior written consent, the Exhibitor shall not be entitled to transfer all or part of the stand allocated to it to any third party, exchange or sublet it, or accept it on behalf of another company. The admission of a co-exhibitor requires a separate application, which must be submitted to the Organizer in writing. Admission of a co-exhibitor is subject to a fee. A fee of EUR 1,000 plus VAT shall be charged for each company admitted as a co-exhibitor. The fee includes registration and inclusion in the lists of participants and exhibitors. If a co-exhibitor is admitted without consent, the Organizer shall be entitled to terminate the agreement with the Exhibitor for cause with immediate effect and to have the stand cleared at the stand tenant’s expense.
- Stand Personnel and Participants
The rental price includes the participation fee for at least one person attending the event. Such participant shall be registered using a separate registration form. Participants must be identified by name; admission rights are non-transferable. Additional persons shall be required to pay the applicable participation fees.
The stand must be staffed by at least one person during forum sessions.
- Stand Boundaries and Dimensions
The stand boundaries must not be exceeded. The Organizer may require exhibition stands whose construction has not been approved or does not comply with these Exhibition Terms and Conditions to be modified or removed. If a stand must be closed for this reason, the Exhibitor shall have no claim to reimbursement of the participation fee.
- Payment Deadlines and Terms
Payment of the invoiced amounts no later than four weeks before the start of the event is a prerequisite for taking possession of the exhibition area. If the payment terms are not complied with, the Organizer may otherwise dispose of the confirmed stand. In the event of late payment, the Organizer further reserves the right to exclude the Exhibitor from up to two subsequent events. The Exhibitor may set off claims only where such claims are undisputed or have been finally adjudicated. A right of retention may be exercised only in respect of counterclaims that are undisputed or have been finally adjudicated.
- Withdrawal
The Exhibitor may withdraw from this agreement up to and including 31 December 2026. An administrative fee equal to 50% of the exhibitor fee shall be charged. If the Exhibitor withdraws on or after 1 January 2027, 100% of the exhibitor fee shall be payable. Notice of withdrawal must be given in writing. Costs for services commissioned by the Organizer for a fee (including graphics, stand construction, decorations and catering) which, under the contractual terms of the service providers engaged, cannot be cancelled free of charge shall, irrespective of the withdrawal, be reimbursed to the Organizer in full and without any surcharge.
- Advertising; Photography and Filming Rights
The Exhibitor may conduct advertising activities, in particular the distribution of brochures and product samples, only within the stand allocated to it. Posters, stickers or other advertising materials displayed without consent shall be removed at the Exhibitor’s expense. Advertising by loudspeaker, image or film presentations and show performances require a written agreement with the Organizer. The same shall apply to the use of other equipment and installations intended to achieve an enhanced visual advertising effect. Notwithstanding any consent previously granted, the Organizer shall be entitled to restrict or prohibit presentations that cause nuisance, dirt, dust, exhaust fumes or vibrations, or that otherwise endanger or impair the event.
The Organizer shall be entitled to take photographs and make film recordings of the event, including the stands, and to use such material for documentation and advertising purposes.
- Assembly and Dismantling
Stand assembly must be completed in good time before the event opens. Traffic areas designated by the Organizer must be kept clear at all times. The Organizer shall notify Exhibitors of the precise assembly and dismantling times in good time before the start of the event. The Exhibitor undertakes to dispose of any waste generated in connection with assembling or dismantling the stand. Any necessary clean-up work shall be charged to the party responsible. No stand may be cleared, in whole or in part, before the end of the event. In the event of non-compliance, the Organizer further reserves the right to exclude the Exhibitor from up to two subsequent events.
- Cleaning
At the end of the event, the stand area must be left broom-clean and undamaged. Any adhesive residue or similar material must be removed by the Exhibitor. The Organizer shall arrange for the cleaning of circulation areas within the building before, during and after the event.
- Electricity
One electrical connection (230 V, max. 3.6 kW) is included in the stand rental fee.
- Liability and Security of the Stand
The Organizer assumes no liability for the stand, stand equipment or exhibits, except for fault-based liability pursuant to Clause 8 of the Sponsorship and Exhibition Agreement Terms and Conditions. The Organizer does not maintain any corresponding insurance for the exhibition stand, the operation of the stand or the exhibits. The Organizer recommends that Exhibitors obtain their own insurance for the stand, its operation and the exhibits brought onto it. The Exhibitor shall be responsible for all damage caused by its conduct, in particular damage suffered by the Organizer, visitors or other third parties at the stand or on other areas used by the Exhibitor for exhibition purposes, including areas outside the congress premises such as outdoor areas and car parks. The Exhibitor shall be liable in accordance with the applicable statutory provisions. The Organizer shall not provide security for stands, stand equipment or exhibits, including in areas outside the congress premises such as outdoor areas and car parks, during assembly and dismantling periods or on event days. In all other respects, the Organizer shall be liable exclusively in accordance with Clause 8 of the Sponsorship and Exhibition Agreement (Annex).
- Regulatory Requirements
For safety reasons, all aisles within the exhibition area must be kept clear across their full width. Stand installations must not extend beyond the boundaries of the stand.
- Exhibitor and Participant Badges
For the duration of the event, all Exhibitors shall wear the name badge issued by the Organizer.
- Provision of Food, Beverages and Stimulants; Serving of Beverages
The provision or distribution of food, beverages and stimulants is subject to approval unless supplied through any mandatory on-site catering providers.
- Force Majeure
If the Organizer is unable to hold the event due to a circumstance or event beyond its reasonable control, including, for example, natural events, extreme weather, strikes, war, civil unrest, attacks, technical accidents, statutory or governmental prohibitions, or epidemic or pandemic restrictions, the obligation to pay the stand rental fee shall cease to apply. In the event of cancellation, the Organizer shall have no obligation to bear costs or pay damages to the Exhibitor, including in respect of wasted expenditure or loss of profit. The Exhibitor shall be informed of the cancellation without undue delay, together with details of the relevant force majeure event. If an event that has already commenced must be shortened or terminated early, the Exhibitor shall have no claim to reimbursement or reduction of the stand rental fee. If the event must be postponed to another date for compelling reasons, the agreements entered into shall remain valid for the rescheduled date.
- Interpretation of the English version
These Terms and Conditions is a translation of the German text. In the event of any discrepancies or interpretation issues, the German version shall prevail.
Annex: Sponsorship and Exhibition Agreement
Status: Oktober 2026