Conditions for participation in the WORLD MONEY FAIR 2023
1. ORGANIZER
World Money Fair Berlin GmbH
Ollenhauerstr. 97
13403 Berlin
Telephone +49 30 32764401
Fax +49 30 32764402
info@worldmoneyfair.de
www.worldmoneyfair.de
2. OPENING AND ADMISSION TIMES (subject to change)
Fair
Fri 03 February 2023 10 am – 6 pm
Sat 04 February 2023 10 am – 6 pm
Sun 05 February 2023 10 am – 4 pm
Technical Section (ECC 2)
Fri 03 February 2023 10 am – 6 pm
Sat 04 February 2023 10 am – 6 pm
Admission times
Exhibitors daily from 7 am
Professional visitors daily from 8 am
Public daily from 10 am
3. REGISTRATION
4. ADMISSION
With the registration, the general conditions for participation shall be accepted in a legally binding manner. The organizer shall decide about admission, which can be denied without giving reasons. There shall be no legal claim to admission. A written confirmation shall be issued if admission is approved.
Space allocation shall be based on the options available to the organizer and on the sectoral breakdown as arranged by the organizer at his own discretion and not on the order of receipt of registration applications.
Reservations, conditions and special requests of exhibitors (e.g., with regard to placement, exclusion of competitors, booth set-up and booth design) shall be taken into account as far as possible, provided that the exhibitor has notified the organizer of these beforehand in due time. Exchanging booths without the consent of the organizer shall not be permitted.
Exhibitors shall be obliged to inform themselves about the location and the exact dimensions of the booth assigned to them. The booth may be relocated for compelling objective reasons.
For the duration of the event, the exhibitor shall assume the duty of ensuring movement safety on the booth area provided to him. Exhibition booths, including equipment and exhibits, as well as advertising media, shall be installed so stably that public safety and order, in particular life and health, are not endangered.
In addition to the duty to ensure movement safety, the exhibitor shall also undertake to comply with official or other regulations and administrative guidelines for health protection issued by the Federal Center for Health Education (BzgA), the Federal Ministry of Health (BMG), the World Health Organization (WHO), the Robert Koch Institute, regulations issued by the state of Berlin, regulations issued by the federal government, etc., (hereinafter referred to as “official measures”). If necessary, the exhibitor shall indicate these measures in a clear, distinct and understandable manner.
The exhibitor shall obtain the permits, authorizations and registrations required for his event in accordance with the applicable regulations in due time.
At the request of the organizer, the respective exhibitor shall provide proof of fulfillment of all obligations prior to the start of the event, but no later than three weeks before the event.
Compliance with and implementation of the obligations imposed on the exhibitor shall be carried out at the exhibitor’s expense.
If a claim is made against the organizer due to the exhibitor’s failure to observe or comply with official measures, the exhibitor shall exempt the organizer from the corresponding claims upon first request. Exemption shall be provided only insofar as these official measures are connected with the operation of the event.
5. PATICIPATION CONTRACT
If exhibitors register using registration forms, the participation contract shall be concluded when the organizer has notified the exhibitor of admission in text form. The organizer may also subsequently, namely, after the participation contract has been concluded, make changes in the space allocation, in particular, changes to the exhibitor’s exhibition area in terms of location, type, dimensions and size as a whole, insofar as this is necessary for reasons of safety or public order or because additional exhibitors have to be admitted to the fair, or because changes in space allocation are necessary for a more efficient utilization of the premises and space required for the fair. However, such subsequent changes shall not exceed what is reasonable for the exhibitor. If the subsequent changes result in a reduced participation fee, the difference shall be refunded to the exhibitor. Further claims against the organizer shall be excluded.
6. ONLINE REGISTRATION
The following provisions shall apply additionally if the exhibitor uses the organizer’s online offer for registration: When registering via the online offer, the exhibitor shall make a legally binding offer to conclude a participation contract by selecting the desired services in the online offer and clicking the “Order with obligation to pay” button.
On the “Checkout” page of the online offer, the exhibitor has the opportunity to identify input errors and correct them using the “Edit” buttons. The organizer shall immediately confirm receipt of the order to the exhibitor by email. A participation contract between the exhibitor and the organizer shall be concluded once the order confirmation is sent to the exhibitor by email.
The exhibitor can view and permanently save the contractual provisions on the “Checkout” page of the online offer. The contractual provisions shall be sent to the exhibitor along with the order confirmation. The exhibitor can also view and save the contractual provisions relating to his orders in its customer account, which can be found under “My Area“.
The remaining provisions of these conditions for participation shall also apply to online registrations, insofar as applicable.
7. INVOICES AND PAYMENT TERMS
Invoice amounts of all invoices issued by the organizer in connection with the event shall be transferred, free of charge, in EUR and without any deductions, to the account specified in the invoice, stating the invoice and customer number. The payment dates stated in these invoices shall be binding and shall be observed. Upon request, the organizer shall inform the exhibitor about receipt of the exhibitor’s payment.
Prior and full payment of invoice amounts is a prerequisite for occupying the exhibition area and for exhibitor passes to be issued.
Services such as booth cleaning, catering, Internet connection, water or compressed air connection shall be invoiced directly via Estrel.
If the organizer has issued an invoice with German VAT to an exhibitor whose registered office is outside the Federal Republic of Germany, and if it was possible for the organizer to issue this invoice without German VAT had the exhibitor provided the organizer with the necessary information in due time, then the organizer may demand a processing fee of €50.00 from the exhibitor if the organizer replaces the invoice issued with German VAT with an invoice without German VAT at the request of the exhibitor.
If the exhibitor wishes an invoice to be rewritten because the name, legal form or address of the invoice recipient has changed, the exhibitor shall pay the organizer a processing fee of €50.00 for each invoice change, unless the name, legal form or address of the invoice recipient contained in the original invoice is incorrect and the organizer is responsible for the incorrect information.
8. CANCELLATION
The organizer shall be entitled to withdraw from the contract at any time if there is an objectively justified reason. An objective reason shall exist, in particular, if the exhibitor violates the obligations regulated in the conditions for participation.
9. FORCE MAJEURE, EVENT CANCELLATION
In justified exceptional situations, the organizer shall be entitled to change the time and/or venue of the event or to shorten, cancel, temporarily interrupt, partially close or cancel the event. A valid exceptional situation, which justifies such a measure, shall exist if there are sufficient factual indications that the planned implementation or continuation of the event may result in concrete danger to life and limb or to property of considerable value. In particular, such an exceptional situation may exist if a German state administrative body (hereinafter referred to as “authority”), another state institution or an international institution prohibits the event, imposes the provisions of § 36 Administrative Procedures Act (“VwVfG”) on the event, or warns against holding the event in public. Within the framework of § 36 VwVfG, it shall be possible to put a time limit on the event, link its implementation to conditions, or approve the event only under certain conditions.
In the event of a compelling reason for which the organizer is not responsible or, in the event of force majeure, the organizer shall be entitled to postpone, shorten, extend or cancel the fair, to clear one or more exhibition areas or even the entire booth area temporarily or for a longer period of time and to keep it cleared.
“Force majeure” means the occurrence of any event or circumstance whereby a party is prevented or impeded from performing one or more of his contractual obligations, if and to the extent that this party proves:
– that such obstruction is beyond its reasonable control; and
– that it could not reasonably have been foreseen at the time of contract conclusion; and
– that the consequences of the obstruction could not reasonably have been avoided or overcome
by the party concerned.
Until proven otherwise, the following events affecting a party shall be presumed to meet conditions (a) and (b) of this paragraph:
– War (declared or undeclared), hostilities, invasion, act of foreign enemies, full-scale military mobilization;
– Civil war, riot, rebellion and revolution, military or usurped power, uprising, act of terrorism, sabotage or piracy;
– Currency and trade restrictions, embargo, penalties;
– Lawful or unlawful official act, compliance with laws or government orders, expropriation, seizure of works, requisition, nationalization;
– Epidemic, natural disaster, or other extreme natural events;
– Explosion, fire, destruction of equipment, prolonged failure of transportation, telecommunications, information systems or power;
– General labor unrest such as boycotts, strikes and lockouts, slowdowns, occupation of factories and buildings.
In the event of a complete cancellation before the start of the event – for which the organizer is not responsible – the exhibitor shall remain obliged to pay a cost contribution to cover the total advance costs of the event incurred by the organizer amounting to 25% of the invoice amounts in accordance with Clause 7 of the conditions for participation. Starting with the time of cancellation, the organizer shall be released from his contractual obligation to perform, and from any liability for damages or any other contractual or legal remedy for breach of contract.
In the case of a change in the event time or location, or shortening of the event period before the start of the event, the participation contract shall be deemed to have been concluded for the new event location or time, unless the exhibitor objects in writing to the organizer without delay, but, at the latest, within two weeks of receipt of the notification. In the event of an objection, the exhibitor shall pay a cost contribution amounting to 25% of the invoice amounts in accordance with Clause 7 of the conditions for participation.
In the event of premature termination (cancellation, shortening), temporary interruption or partial closure after the start of the event or in the event of a late start, the exhibitor shall remain obliged to participate in the part of the event that was not canceled and to pay the full invoice amounts in accordance with Clause 7 of the conditions for participation. The organizer shall reimburse the exhibitor on a pro rata basis for the costs not incurred by the organizer as a result of the cancellation or partial closure (“saved expenses”).
The organizer shall take the decision at his own dutiful discretion, taking into account the interests of all exhibitors, visitors and safety authorities.
The organizer shall be entitled to refrain from holding the event at its reasonable discretion and taking the justified interests of exhibitors into account if the organizer cannot achieve economic viability or if the registration status indicates that the industry overview that the event aims at is not guaranteed. Cancellation or postponement shall be possible up to one month before the 1st day of the event. Mutual performance obligations of the contracting parties shall cease with the cancellation. Claims for the reimbursement of expenses already incurred or damages shall not be derived from the cancellation. However, the organizer shall refund any payments already made to him by the exhibitor for services that have not yet been provided at the time of cancellation. In the event of a complete or partial rescheduling or shortening, the contract shall be deemed to have been concluded for the modified duration, unless the exhibitor objects in writing within a period of two weeks after being notified of the change. There shall be no reduction in the agreed fees. All services shall be fulfilled within the existing capacities.
10. SET-UP AND DISMANTELING TIMES
Set-up:
All fair halls (except Technical Section)
Wed 01 February 7 am – 10 pm (constructive set-up)
Thur 02 February 7 am – 10 pm (constructive set-up)
Thur 02 February 3 pm – 10 pm (decorative set-up)
Technical Section (ECC 2)
Wed 01 February 7 am – 10 pm (constructive set-up)
Thur 02 February 7 am – 6 pm (decorative set-up)
Access with admission control only for exhibitors of the Technical Section and fair construction companies.
Night set-up on request plus costs.
Removals by car via the connecting doors under the rotunda may be made at the following times:
Fri 03 February 7 pm – 8 pm
Sat 04 February 7 pm – 8 pm
Sun 05 February 4 pm – 5 pm
Dismantling:
All fair halls (except Technical Section)
Sun 05 February from 4:15 pm
Technical Section (ECC 2)
Sat 04 February from 6:15 pm
up to Sun 05 February 6 pm
Rented booths in the Technical Section must be vacated by 8 pm on Sat 04 February.
Booth material of self-builders must be collected by 8 am on Mon 06 February Storage beyond this point at Estrel is not possible.
11. DELIVERY, REMOVAL AND PARKING
Logistics partner DB SCHENKERfairs is recommended for handling fair transports and deliveries. More information is available online on the event’s website.
Deliveries and loading/unloading by truck
Deliveries by truck weighing up to 12 t and WITHOUT trailer are to be made via the driveway to the Estrel car park.
Deliveries by truck weighing more than 12 t and WITH trailer are to be made via Ziegrastraße, Gate 1.
Loading and unloading by truck during set-up and dismantling times is to take place within an agreed time window, which must be scheduled in advance. Exhibitors must send the filled-in form “Logistics/Vehicle Registration” to DB SCHENKERfairs. The form is available online on the event’s website.
Deliveries and removals by car
Deliveries by car shall be carried out as follows:
Thur 02 February 3 pm – 8 pm
Via the connecting doors under the rotunda (access via Ziegrastraße, Gate 1)
Fri 03 February 6 am – 9 am
Sat 04 February 6 am – 9 am
Sun 05 February 6 am – 9 am
Via the driveway to the Estrel car park (access in the direction of the goods receiving department).
Parking
Parking in outdoor areas is not possible. Parking spots are available in the Estrel underground parking lot (reserved parking spots for exhibitors on parking deck 2) (max. height: 1.80 m; no parking for trucks or light trucks) and on the alternative parking lot (Sonnenallee 228) in front of Estrel.
Parking lots are checked by security guards at irregular intervals.
Please do not leave any goods or valuables unattended in your car.
Deposit for loading
The spatially limited loading zones can be used for a limited time only. A deposit must be paid when entering the premises. This will be refunded when leaving the premises. The deposit will be retained if the time is exceeded.
Cars up to 3.5 t: 1 hour = EUR 100
Vehicles over 3.5 to 7.5 t: 2 hours = EUR 100
Vehicles over 7.5 t: 1 hour = EUR 200
12. TRANSPORT OF VALUBALES, EXTERNAL SECURITY
Transport of valuables for deliveries or collections shall be registered in advance in writing with the Estrel security service for coordination (email: m.waltner@estrel.com).
At the end of the fair, the transport of valuables can take place only by appointment and within a specified time window. To make an appointment, please contact the Estrel security service directly (email: m.waltner@estrel.com).
External security personnel are registered in advance in writing with the Estrel security service (email: m.waltner@estrel.com). The Estrel security service will be informed of the working times and the mobile number of the person on duty and provided with a copy of the gun license of the person on duty.
13. DELIVERIES
For information on deliveries via DB SCHENKERfairs, please refer to the DB SCHENKERfairs forms. These are available online on the event’s website.
The following delivery address will be used for other shipments by postal and courier companies:
ESTREL Berlin
c/o World Money Fair 2023
Name of exhibitor/booth number (please specify)
Sonnenallee 225
12057 Berlin
Postal and courier shipments will be temporarily stored at Estrel’s goods receiving department. Exhibitors must contact the reception desk of the Estrel Congress Center directly for the issuance of shipments. Estrel shall reserve the right to accept shipments under specific conditions. Timely registration at Estrel is recommended, as there may be longer waiting times for issuance before and during the event.
The organizer does not accept any shipments of goods, letters or other items intended for exhibitors or third parties. Exhibitors are advised not to leave any deliveries of goods or other items unattended in the hall or outdoor areas during set-up and dismantling times.
14. BOOTH SET-UP AND DESIGN
All fair booths shall be erected in accordance with Estrel’s technical guidelines. These technical guidelines are available online on the event’s website.
Assuming that the technical guidelines are complied with when designing and setting up the booth, it shall not be necessary to submit drawings for approval in the case of single-story booth structures, provided they are not higher than 3.5 m and have a floor area not exceeding 30 m2. Booth concepts that deviate from these specifications shall be submitted for approval in German at least eight weeks before the official start of set-up along with to-scale booth design plans (floor plans, elevation drawings and sectional drawings).
The sides of the booth facing neighboring booths shall be kept neutral, white, clean and free of installation material from a construction height of 2.50 m.
Suspensions from the hall ceiling shall always be executed by Estrel.
Decorative materials shall be at least of class B 1 according to DIN 4102 or at least of class Cfl-s1 according to EN 13501-1, i.e., flame retardant. This shall be confirmed by a test certificate kept ready at the booth (deadline for submission for inspection is four weeks before the start of set-up). If this is not the case, Estrel shall be entitled to remove the relevant decoration or to have it removed at the exhibitor’s expense unless the exhibitor takes immediate remedial action.
15. SERVICES AND TECHNICAL FACILITIES
Additional services such as booth cleaning, catering and Internet connection can be ordered exclusively via Estrel.
Power supply connections for fair booths can be ordered only from the organizer.
Technical facilities such as water or compressed air connections can be requested directly from Estrel’s technical department.
16. ADVERTISING
Distribution of advertising material is permitted only at the exhibitor’s booth. Distribution outside the booth will require the prior approval of the organizer and will be possible for a fee. For more information, please refer to the event registration forms.
Quotes for individual advertising options can be found in the event’s advertising material catalog, which is available online on the event’s website.
Illegally affixed advertising material will be removed by the organizer.; The costs for this shall be borne by the exhibitor.
17. EXHIBITOR PASSES
For the duration of the fair, exhibitors will receive free exhibitor passes for themselves and for the persons working at their booth as determined by the organizer on the basis of official requirements. Additionally requested exhibitor passes will be subject to a fee.
Exhibitor passes will be valid only for the persons in whose name they are issued. The exhibitor pass will be confiscated in the event of misuse. The exhibiting company in whose name the pass is issued shall be liable for any misuse.
Exhibitor passes will be issued only upon payment of the booth rent invoice.
18. PASSES FOR SET-UP AND DISMATLING
Passes for set-up and dismantling will be provided to the personnel involved in the set-up and dismantling and will be issued free of charge by the organizer. They will not be valid during the fair. The number of exhibitor passes can be limited by official requirements.
19. COMMODITY TRADE AT THE FAIR
We require every exhibitor to declare their goods according to tax and customs regulations and to comply with all legal provisions, especially regarding the Law on the Protection of Cultural Goods, the Money Laundering Act and sanctions.
Commodity trade at the fair will take place exclusively at fair booths and dealer desks. Violators will be suspected of black marketing and may be expelled from the fair by Estrel’s security service.
Trade in cultural objects such as archaeological finds will be permitted only in compliance with international and national law and only if the proof of legal origin is documented for each cultural object. Offering, displaying or selling items with swastikas or similar symbols shall be prohibited.
The exhibitor will be obliged to carry out business transacted during the fair correctly in terms of both content and form (e.g., invoicing) within the framework of the relevant laws. In particular, the exhibitor may not offer imitations or fakes as genuine in a misleadingly fraudulent manner. If complaints or claims regarding the offered goods or the exhibitor’s working methods indicate non-compliance with the above obligations, or if illegal activities occur in the exhibitor’s area, the organizer shall be entitled to exclude the exhibitor from the fair with immediate effect. Claims for damages or for repayment of the booth rent against the organizer shall be excluded.
20. HOUSE RULES AND USE REGULATIONS
The exhibitor shall comply with Estrel’s house rules and use regulations. Spending the night in the halls and outdoor areas is prohibited. The exhibitor is obliged to show consideration for other event participants, not to violate standards of common decency, and not to misuse its participation in the event for purposes unrelated to the event.
The employees of the organizer and Estrel are authorized to enter the exhibitor’s booth at any time on behalf of the organizer.
In addition to the organizer, Estrel will exercise domestic authority and is entitled to ban exhibitors and visitors of the fair from the premises if they violate the house rules and use regulations.
21. DISCLAIMER
The organizer does not assume any liability for (consequential) damage or loss of booth material or goods in the booth. The exhibitor shall be responsible for supervising and guarding the booth from the start of booth set-up until the exhibitor leaves the fair. The organizer shall not be liable for damage to persons or objects or for loss of exhibitor’s objects (e.g., as a result of theft), for damage as a result of the failure of technical supply facilities beyond the organizer’s control, or for other damage caused by external influences, unless it can be proven that the organizer has violated an obligation incumbent upon him as a result of gross negligence.
The exhibitor shall be liable towards the organizer for all damages caused to third parties by the exhibitor’s participation. This shall include damage to the fair building and its facilities.
22. FINAL PROVISIONS
All agreements, approvals and ancillary agreements require the text form to be effective. This will also apply to any amendment to the above form requirement.
The place of performance and place of jurisdiction for all mutual obligations, including all payment obligations, shall be Berlin. The law of the Federal Republic of Germany shall apply. Regulations of the international sale law (CISG) shall not apply to this contract.
State: 14. September 2022
