Terms and Conditions

General Terms and Conditions for the Participation at the eroFame Trade Convention 2023

 
1.    General Information
The general terms and conditions for the participation at the eroFame erotic trade convention that are listed below, are valid for the lease of exhibition space by the organiser, mediatainment productions GmbH, to the exhibitors, if no other written agreement has been made. The lease contract and all inherent rights and obligations cannot be handed off to third parties unless this possibility is stipulated in the conditions of participation, and has furthermore been agreed on by the contracting parties in written form.

2.    Opening Hours
Wednesday October 11, 2023:    10:00 a.m. – 7:00 p.m.
Thursday    October 12, 2023:    10:00 a.m. – 7:00 p.m.
Friday    October 13, 2023:    10:00 a.m. – 2:30 p.m.

3.    Set-up
Set-up / Individual stands: Sunday, October 08, 2023, beginning at 8:00 a.m.

The additional set-up day will be on Saturday, October 07, 2023. The sum for this set-up day will be EUR 1,500.00.

Set-up of systems stands:

Tuesday, October 10, 2023, 11:00 a.m. to 10:00 p.m.
All construction and work on the stands and stand dressing must be finished by 03:00 a.m. on Wednesday, October 11, 2023.

4.    Dismantling
Friday, October 13, 2023, beginning at 2:30 p.m. until Saturday, October 14, 2023, until 3:00 p.m.

5.    Registration / Admission
Only registered companies can be admitted as exhibitors. Registration is possible for any domestic or foreign supplier of products and services that are tangent to the erotic trade. Submission of the
application form by the exhibitor does not represent any claim to acceptance. Registration takes place using the application form and serves as an acknowledgement of the general terms an conditions.
Acceptance will be granted via a written confirmation of the organiser. The space assignment on the fairgrounds is up to the event organisers.
Sub-exhibitors have to register via the according form. The acceptance of sub-exhibitors shall take place via a written confirmation of the organiser. For each sub-exhibitor, a surcharge of EUR 1,000.00 must be paid.

6.    Exclusion of exhibitors or exhibits
Exhibitors who violate existing laws through their exhibits or in any other way can be excluded from the event by the organiser.

7.    Placement of stand-up displays at the event
The exhibition space is assigned to the exhibitors by the organiser. Should the fairgrounds be compartmented into different areas, the exhibition space will be assigned to one of these themed areas based on the affinity of the registered exhibition objects.

Exhibitors’ requests do not represent any claim on exhibition space at a specific spot on the fairgrounds. The organiser reserves the right to assign the exhibitor a booth at a location other than that confirmed. Furthermore, the organiser reserves the right to change the size of the exhibitor‘s space, to relocate or close entrances and exits to the fairgrounds and halls and to undertake other structural changes in the event that exceptional circumstances give rise to a significant interest on the organiser’s part in undertaking such measures. If the exhibitor’s interests are unreasonably adversely affected by these changes, he can withdraw from the lease contract within one week’s time after having been informed about the changes. This withdrawal must be submitted in written form.

8.    Stand set-up / Stand dressing
The design and the building of system booths and individual booths.
Basically the exhibitor is responsible for the creation, the designing and the security of the booths according to the technical rules (DIN).
The exhibitors have the possibility to choose between a ready system booth and an individual booth. An individual booth has to be applied with the reservation and approved in written form by the exhibitor. General prerequisites for ready system booths are the following:

a)    When the sizes of the booths cover 9 sqm to 19 sqm; the maximum height of the wall has to be 2,50 m; the maximum height of the top edge of the light-transmitting elements is 3,50 m.

b)    When the booths cover 20 sqm to 149 sqm; the maximum height of the walls has to be 2,50 m; the maximum height of the top edge of the light-transmitting elements is 3,50 m.

c)    When the booths covers 150 sqm or more; the maximum height of the wall has to be 3,50 m; the maximum height of the top edge of the light-transmitting elements is 5,50 m.
d)    Individual booths: Maximum hights of the wall has to be 3,50 m

Enclosed to the lease agreement must be the requested stand size and the according layout plan for the alternatives a) – c).
 
Stand drawings:
Reservations for system stands include (1) one stand drawing (floor plan/perspective view) and the option to include (1) one alteration.

A flat rate of EUR 380 plus statutory VAT will be charged for each additional drawing / change. The rights to the stand drawings of system stands and potentially also custom stands lie with the organiser, and these drawings can only be passed on to third-party companies with the written consent of the organiser.

In such instances, the exhibitor in question will be charged with a lump sum of EUR2,500 including statutory VAT.

If the exhibitor decides to bring his own stand or wants this stand set up, he must apply for this, and the organizer has to approve of it in written form, before or when the order is made. It is necessary that the plans for the individual stand layout are presented to the organizer at the conclusion of the lease agreement at the very latest. Unless there are no conflicting legal or other regulations, one exhi- bitor cannot have a stand bigger than 450 sqm. If the fixed stand sizes stipulated in a) – c) are violated, the organiser has the right to demand a surcharge of EUR 350.00 per square metre.
Alternatively, the organizer can demand that the stand be downsized to one of the fixed sizes stated in
a) – c), to which the exhibitor is forced to comply.

Should the exhibitor refuse to downsize the stand, the organiser is entitled to initiate the downsizing him- or herself. The cost arising from the downsizing process is to be borne by the exhibitor.

8.a Custom stands / Stand set-up by outside companies
The square metre prices for fair stand at eroFame are based on a mixed calculation, taking into account factors such as catering and catering tents in the fair hall, cleaning of the fair hall, electricity costs, staff costs, etc. as well as participation at the eroFame Oktoberfest event, including catering.

1.    For that reason, the construction of any custom stands for the “eroFame” trade convention is be handled by the company Mediatainment Productions GmbH (Große Kampstraße 3, 31319 Hannover) as of the 2023 event.

2.    Additional costs will be incurred when the organiser authorises an exhibitor to task a third-party company with the construction of a custom stand for eroFame.

Additional fees for third-party construction of custom stands:

a)    for a fixed stand size of 20m² / maximum wall size 2.50 metres, without towers
= premium of EUR 100 plus VAT per m²

b)    for a fixed stand size of 21m² to 50m² / maximum wall size 2.50 metres, tower height 3.50 metres; maximum height of light-bearing elements 3.50 metres (upper edge)
= premium of EUR 50 plus VAT per m²

c)    for a fixed stand size of 51m² to 100m² / maximum wall size 2.50 metres, tower height 3.50 metres; maximum height of light-bearing elements 3.50 metres (upper edge)
= premium of EUR 45 plus VAT per m²

d)    for a fixed stand size of 101m² to 150m² / maximum wall size 2.50 metres, tower height 3.50 metres; maximum height of light-bearing elements 3.50 metres (upper edge)
= premium of EUR 35 plus VAT per m²

e)    for a fixed stand size of 151m² or more / maximum wall size 3.50 metres, tower height 3.50 metres; maximum height of light-bearing elements 5.50 metres (upper edge)
= flat-rate premium of EUR 6000 plus VAT

3.    An exhibitor planning to employ the services of a third-party company has to inform the organisers of this intention in due time.

4.    When employing the services of a third-party company, the exhibitor guarantees that they have informed said company of the conditions pertaining to point (5) and that the third-party company has accepted the task under these terms.

5.    The third-party company will receive a separate invoice for the additional fee. In addition to the third-party company, the exhibitor can also be held liable for the payment of this fee
to the organiser.

6.    Construction (planning and setting up the fair stand), cable-laying, and connections can only be handled by companies with the required qualifications.

7.    Tasking third-party companies with the construction of custom stands for eroFame is only an admissible alternative if said company has been vetted and approved by the organiser.

8.    The organiser expressly points out that Hannover Messe AG has specific guidelines regarding construction, materials, and safety measures as announced.

The organiser has supervision over third-party companies and it is within the authority of the organiser to deny third-party companies or individual employees access to the premises if there are clear indicators that their work does not meet the quality standards of the organiser or the minimum standards of stand construction. The organiser is not liable for any disadvantages arising from this to the exhibitor.
 
If stand construction by a third-party company results in waste, stains or damages, an invoice will be issued to the exhibitor who hired the third-party company, based on the cost / stipulated conditions.

Stand construction by a third-party company has to be finished by 12:00 on October 10, 2023, at the very latest.
If construction goes on longer than that, a sum of EUR 650 plus VAT will be charged for each additional hour.

9.    Sales prohibition / Product piracy

The organiser is entitled to remove exhibition objects from the stand if their display contravenes sound competition, trade mark rights or the exhibition programme. In the event of proven property rights infringement (court ruling), the organiser is entitled, but not obligated, to exclude the given exhibitor from the current and/or future events without any compensation.

Parties who are not verifiable exhibitors at eroFame are not authorised to present, advertise or sell offers and/or products at eroFame. Violations will result in a charge of EUR 2,500.00 plus VAT for each instance of unauthorised promotion or sales attempt.

10.    Terms of payment
1.    The stand lease is due for payment without any deductions immediately after receipt
of the invoice. Exhibitors who fail to make the payment can be excluded from the event.

2.    In general, the net price for an exhibitor stand is EUR 275.00, plus the current German value added tax; Even if the exhibitor has his own furniture, his own carpet or forgoes the cabin construction, the above price applies; as stated in the lease contract, upon paying this price, the exhibitor is entitled to a system stand of his choosing from the stand models listed in 8 a) – c). Images of the system stands are available online.

3.    Exhibitors who do without the construction of the standard booth system and choose an individual booth construction will receive a reduced price per square meter for the empty space of EUR 250,00 plus VAT.

The above-mentioned price per square metre – corresponding to a system stand – is understood to include power connection and carpeting (System booth only). When making his reservation, the exhibitor is obligated to state whether he wants to set up an individual stand. Again, the organiser has to authorise such an individual stand beforehand.

11.    Withdrawal / Cancellation /Non-participation of the exhibitor

Cancellation of the stand booking is possible within 14 days of the booking confirmation by mediatainment productions GmbH. Should the exhibitor cancel his participation after that deadline, he is liable to pay an amount of 33,3 % of the stand fee. In case the exhibitor cancels his participation after August 31, 2023, or if he fails to appear at the event without cancellation, he will have to pay the stand fee in full. The organiser manages to lease the stand to another party, the original exhibitor is liable to the organiser for an amount equal to 33,3 % of the agreed stand lease. The total stand lease must be paid if the organiser rents the agreed stand space to a third party, but the total area of rented space is reduced due to the cancellation /non-participation. The exhibitor is reserved the right to prove that the organiser has not incurred these costs or that these costs were not so high. The assertion of further claims remains explicitly reserved.

12.    Advertisement
The distribution of printed matter and usage of advertising media is only admissible on the exhibitor’s own stand. The execution of advertising activities outside the confines of the given stand is only possible if the organisers of the event give their consent. Exhibitors are only entitled to use advertising of any kind on their stand for their own company and only for the products that they produce or distribute.
Non-compliance with these terms will result in a fee of EUR 2,000.00 for each individual case of unauthorised advertising. For an extra charge, additional advertising space may be leased from the organiser. Prices on request.

13.    Exhibitor’s passes / parking passes
Every exhibitor receives exhibitor’s passes.
For a stand of 9 sqm to 19 sqm, he will receive 5 passes; 1 parking pass, for a stand of 20 sqm to 49 sqm, he will receive 10 passes; 1 parking pass, for a stand of 50 sqm to 74 sqm, he will receive 15 passes; 1 parking pass, for a stand of 75 sqm to 99 sqm, he will receive 20 passes; 1 parking pass,
for a stand of 100 sqm to 149 sqm, he will receive 25 passes; 2 parking passes, for a stand of 150 sqm to 199 sqm, he will receive 30 passes; 2 parking passes, at a Stand of 200 sqm, he will receive 30 passes; 2 parking passes.
 
14.    Caveat
The organizer is justified to postpone and/or relocate the event for a compelling reason (e.g. act of nature, industrial action, epidemics, poor participation), to shorten the running event at a minute’s notice, to temporarily close the venue, and to cancel the event in advance. Furthermore, the organizer is justified to stand back from conducting the event using equitable discretion and considering common interests of the exhibitors, if the economic viability cannot be ensured.

The written cancellation is directly connected to the performance obligation of the organizer.
Claims for refund of transacted expenses by the exhibitor or indemnity cannot be derived from the cancellation. relocation, shortening or closure of the event, especially if those measures are executed to meet regulatory action (quarantine or preventive measures such as the ban of major events etc.)

15.    Security / Liabilty
The security and supervision of the trade fair grounds are the responsibility of the organiser.
The organiser is under no circumstance liable for loss of or damage to goods brought to the
trade fair by the exhibitor, or stand fittings and furnishings. Hence, the organiser does not take on any duty of care for exhibits brought onto the site, for standard equipment or for objects owned
by the persons working on the stands. The organiser assumes liability in accordance with the legal stipulations if the exhibitor asserts claims to damages that are the result of intention or gross negligence – including cases of intention or gross negligence of its personnel or named persons. If the organiser cannot be charged with a willful violation of the contract, and if the damages arise from a culpable and material breach of contract, then the liability will be limited to the foreseeable, typically occurring damage.

16.    Domiciliary rights / Technical instructions

The instructions of the organiser and the employees of the eroFame are to be followed in any case.

17.    Industrial property rights
Obtaining permission for individual tasks such as playing music or showing films or broadcasts is the responsibility of the exhibitor.

18.    Photography / Filming
The organiser is entitled to take photographs and make video recordings of exhibitions, exhibition buildings and stands, and the displayed exhibits. The organiser is also entitled to use them for advertising purposes or press releases. This provision also applies to recordings made directly by press or television with the approval of the organiser. In order to take photographs and film for commercial purposes, one needs the permission of the organiser (with the exception of press photographers).

19.    Cleaning of the stands
•    The organiser is responsible for the general cleaning of the fairgrounds.
•    The cleaning of the individual stands is the responsibility of the exhibitors.
•    Cleaning the stands includes the removal of any packaging materials, advertisement materials, and all residual waste. If the exhibitor does not clean his stand space properly, the organiser is entitled to charge the exhibitor a lump sum of EUR 20.00 per square meter plus the current German value added tax for waste disposal.

20.    Verbal agreements
All agreements and special arrangements are valid only with the organiser’s written confirmation.

21.    Place of performance and venue
The place of performance and venue for all contract agreements is Sehnde / Germany.

22.    Severability clause
Should any provision in these general terms and conditions be invalid, the validity of the other provisions remains unaffected. In such a case, the contracting parties undertake to replace the invalid provision and fill the gap with a valid provision with which the contracting parties are most likely to achieve the economic purpose the pursue. In case of divergence between the English and the German text, the German prevails. The organizers accept no liability for the English translation of the exhibitor’s folder.
Official language for jurisdiction is German.

Contact Organiser:
mediatainment productions GmbH · Große Kampstr. 3 · 31319 Sehnde
Phone: +49(0)5138-60 220-0 · Fax: +49(0)5138-60 220-29 · E-Mail: info@mptoday.de · Internet: www.erofame.eu