General Terms and Conditions

1. Contracting parties

The following general terms and conditions ("GTC") shall apply exclusively for participation at ICCX events (trade fairs, conferences, etc.) whether as visitor or exhibitor. Any conflicting terms and conditions, in particular the terms and conditions of customers, shall only be valid if and inasmuch as they have been approved by us.

Agreements for participation in ICCX events are concluded with ad-media GmbH (hereinafter referred to as "ad-media").

ad-media GmbH
Industriestrasse 180
50999 Cologne, Germany

Commercial Registry Cologne HRB 22639
VAT ID No.: DE151602464

Managing Directors:
Gerhard Klöckner, Dr. Ing. Holger Karutz.

Ours offers are aimed exclusively at businesses. Businesses in the sense of these GTC are all natural or legal persons or partnerships with legal capacity, who are acting in pursuit of their commercial or independent professional activities on concluding the contract. No contract will be concluded with consumers.

2. Exclusion of responsibilities in electronic business transactions

§ 312e Section 1 p. 1 no. 1 to 3 and sentence 2 German Civil Code shall not be applicable.

3. Scope of services

The details concerning the events offered, in particular the dates, scope of services and prices, can be found on the registration form, as well additional information concerning individual events, on our website

The prices given are net, excluding value added tax at the statutory rate.

4. Conclusion of contract

Registration by the customer (online, by email, letter, fax or telephone) shall represent a legally binding offer to ad-media. All offers by ad-media shall be non-binding; ad-media reserves the right to refuse registrations. Upon receipt and after approval of your registration, you will receive written confirmation from us which shall be a binding confirmation of your registration.

5. Conditions of payment

The participation and/or stand site fee shall be due and payable without deduction immediately after receipt of invoice

The customer will be in default of payment 10 days after receipt of invoice. The interest on arrears will amount to 8% above the current base rate, § 288 Section 2 German Civil Code.

6. Stand site rent

The allocation of stand sites shall be conducted by ad-media. ad-media advertising customers shall be given preferential treatment in the allocation of stand sites.

When making a firm contractual booking for a trade fair stand, the exhibitor shall bear the stand fees even if he cannot occupy the stand. In this case, the exhibitor shall also bear the costs for any decoration of the stand deemed necessary by ad-media. A partial reimbursement of the stand fees can occur in the best case if ad-media is successful in finding a replacement exhibitor on time. Down payments generally are not refundable. The exhibitor shall be entitled to prove at any time that no loss or a smaller loss has been incurred by ad-media.

The exhibitor shall not be authorised without prior written approval by ad-media to share the stand site with any other company or sub-let it to another company or to entrust it to the stand in any other way. In any such case, ad-media reserves the right to increase the stand site rent.

The construction, design and safety of the stand are incumbent on the exhibitor and shall be carried out according to the particular technical guidelines of each event location. For fire safety reasons, it might be necessary to include a flat door element in the booth to provide a fire exit option. If such escape door elements should be used, the exhibitor needs to make sure that they can be used without any restrictions at any time. All materials utilised in stand construction shall be flame retardant.

The exhibitor shall staff his trade fair stand with persons during the event's opening times for the entire duration of the event and maintain it in a clean and attractive visual state. Dismantling the stand prematurely before the event's end shall not be permitted. The exhibitor shall leave the stand site at the end of the trade fair in the condition in which he found it at the beginning. This applies in particular to the wall elements of the booth structure, which must not be damaged by nails or staples. Only easily removable adhesive film may be used to adhere anything to the elements. Any costs incurred for the disposal of waste or damage to the booth structure can be invoiced to the exhibitor.

The exhibitor shall only be allowed to display and distribute advertising material and to address visitors within his stand site.

Business activities at, and operations of, the stand shall be carried on in such a way that no nuisance will be caused to the event as such and to neighbouring stands (through emissions, etc.). In cases to the contrary, ad-media shall be authorised to demand the forbearance of such nuisance and, in the case of substantial nuisance, exclude the exhibitor from the event. ad-media shall be entitled to remove objects from the exhibitor's stand, if their display is at variance with the character of the event or infringes the property rights of third persons or statutory competition principles.

The organiser shall be authorised to exclude exhibitors from the event who have breached their contractual obligations to a great extent.

ad-media will bear no insurance risk on behalf of the exhibitor. The exhibitor is explicitly urged to make use of his own possibilities of insurance.

7. Trade fair visitors

Inasmuch as no other agreement has been made, admission tickets will be issued at the event. ad-media shall not be liable to any visitor for damages he may have suffered due to the behaviour of an exhibitor or staff employed by an exhibitor. In particular, the exhibitor and his staff cannot be considered as vicarious agents of ad-media.

The liability of ad-media according to figure 11 of these GTC on account of their own fault remains unaffected by this.

8. House rules

The visitor / exhibitor shall keep to the house rules of any particular event location and can be excluded from further participation at the event if he violates them.

As an example, exhibitors can be excluded with immediate effect in case it is proven that they are using marketing material like pictures, literature or videos the contents of which have illegally been taken from sources that belong to other companies. 

It is mandatory that all fire extinguishers and emergency exits be kept visible, i.e. that the view upon them not be obstructed by booths. Exhibition material, e.g. posters, roll-ups, etc, may only block fire extinguishers and emergency exits from view, if clear visibility of the signs announcing their presence is guaranteed.

9. Filming and photography

ad-media shall be authorised to make reports about visitors and exhibitors’ trade fair stands in word and picture and to employ the pictures in advertising. In particular, ad-media shall be authorised to have visitors, exhibition stands and speakers filmed by a camera team in order to show the short films on the ad-media online portal and in similar media.

Photographing, filming and drawing inside the event location must have prior written approval from ad-media.

10. Event modifications and cancellations

ad-media shall be authorised to reschedule, shorten, partially or completely close or cancel the event due to unforeseeable occurrences (e.g. official measures, non-granting or rejection of essential permits, industrial disputes, force majeure, etc.). Also, should the event’s economic viability not be assured (e.g. because of too few participants or exhibitors), ad-media reserves the right to cancel the event.

With the event’s cancellation, the reciprocal service obligations of the parties shall be considered null and void. Claims for the reimbursement of expenses that have already been made or for compensation cannot be derived by the customer from any cancellation, rescheduling, shortening or closure unless ad-media is at fault. ad-media will repay any payments already made by customers for services that have not yet been performed at the time of cancellation. Should the event be rescheduled, the contract shall be considered valid and will be concluded for the changed period of time, inasmuch as the participant does not object in writing within a period of 2 weeks after receipt of the notice of rescheduling.

11. Liability

ad-media shall be liable for damages caused by wilful intent or gross negligence, loss of life bodily injury and impairment to health, and according to the provisions of the German product liability law. In the case of a negligent breach of an obligation that is essential for achieving the purpose of the contract (cardinal obligation), the liability of ad-media shall be limited in amount to the damages that are foreseeable and typical according to the type of business transaction in question.

There shall be no further liability on the part of ad-media. The above limitations of liability shall also be valid for the personal liability of employees, representatives and organs of ad-media as well as for the liability of ad-media’s vicarious agents.

12. Governing law and court of jurisdiction

These GTC and any contractual relationship existing between the customer and ad-media shall be subject to German law excluding the UN purchasing convention.

The languages in which our GTC can be downloaded on our website are available to our customers for concluding a contract. The language version of the GTC shall be valid in which you have placed your order.

The sole court of jurisdiction for all disputes between the parties arising from or in relation to this contract shall be Cologne, insofar legally permissible.

13. Protected content

Our website contains copyrighted content such as brandings, templates, texts, photographs, graphics, films, illustrations, etc. that may only be utilised with approval from ad-media.