GITO EVENTS

GENERAL TERMS AND CONDITIONS FOR EVENTS

GITO mbH Verlag für Industrielle Informationstechnik und Organisation

As of: 01 January 2026

  1. Scope and Definitions

    1. These General Terms and Conditions (“GTC”) apply to all events organized by GITO mbH Verlag für Industrielle Informationstechnik und Organisation, Kaiserdamm 23, 14057 Berlin, Germany, represented by its management, email: service [at] gito.de – hereinafter referred to as the “Publisher” or “Organizer” – either on its own or jointly with cooperation partners.
    2. Events within the meaning of these Terms and Conditions include, in particular, congresses, conferences, award ceremonies, specialist forums, trade fairs, seminars, workshops, training courses, lectures, webinars, digital events, streaming formats, hybrid events, networking events, receptions, exhibitions, readings, as well as accompanying program items, side events and additional offerings.
    3. These Terms and Conditions apply exclusively to traders within the meaning of § 14 of the German Civil Code (BGB), legal entities under public law and special funds under public law (collectively, “Participants”). Consumers within the meaning of § 13 BGB are excluded from participation.
    4. By registering, the person submitting the registration confirms that they are acting in the name and on behalf of a company or in the course of a commercial or independent professional activity. The Publisher is entitled to request suitable proof of trader status and to reject registrations if such proof is not provided.
    5. Any differing, conflicting or supplementary general terms and conditions of the Participant shall not apply, even if the Publisher does not expressly object to them. They shall apply only if the Publisher has expressly agreed to their application in text form.
    6. Supplementary provisions, in particular information on the date, venue, scope of services, access conditions, technical requirements, participation fees, payment terms, eligibility requirements, safety requirements, cancellation deadlines and special conditions of participation, are set out in the respective event description, registration form, registration confirmation and, where applicable, invoice. In the event of a conflict, the special provisions for the respective event take precedence over these Terms and Conditions.

  2. Registration and Formation of the Contract

    1. Registration takes place through the prescribed registration procedure in each case, in particular via an online form, by email, in writing or through a booking platform used by the Publisher.
    2. By submitting the registration, the person registering makes a binding offer to enter into a participation agreement. The participation agreement is concluded when the Publisher issues a registration confirmation, sends an invoice together with confirmation of participation, or actually activates or provides the right to participate.
    3. The Publisher is entitled to reject registrations without stating reasons until the registration confirmation is received. This applies in particular where capacity has been reached, eligibility requirements are not met, or there are organizational reasons, safety concerns or other reasons.
    4. The right to participate is personal to the individual. Transfer to third parties, exchange of tickets or nomination of a substitute person requires the Publisher’s prior consent in text form. The Publisher may withhold consent in particular if the substitute person does not meet the eligibility requirements or if accreditation, safety, compliance or organizational reasons prevent the substitution.
    5. Where several people are registered, the person submitting the registration warrants that they are authorized to make the required declarations on behalf of those registered. They shall ensure that all registered persons read and comply with these Terms and Conditions and any supplementary event conditions before participating.
    6. The Publisher may limit the number of Participants, maintain waiting lists, and define target groups and eligibility requirements. There is no entitlement to participate, even in free events.

  3. Fees, Payment, Set-Off and Right of Retention

    1. Where a participation fee is stated for an event, the price specified at the time of registration or in the relevant event description applies, plus applicable statutory value-added tax where chargeable, unless expressly stated otherwise.
    2. Unless otherwise stated, invoices are due for payment within 14 calendar days of the invoice date without deduction. Payment is timely only when the Publisher has received the full amount.
    3. The Publisher is entitled to make participation, admission, accreditation, issuance of access credentials, provision of event materials or other services conditional on full payment of all amounts due.
    4. In the event of late payment, the statutory provisions apply. In particular, the Publisher is entitled to charge default interest at the statutory rate and a reasonable processing fee of EUR 15.00 for each justified payment reminder. The Publisher reserves the right to prove and claim greater loss; the Participant reserves the right to prove that no loss, or a lesser loss, was incurred.
    5. The Participant may set off claims only against counterclaims that are undisputed, established by a final and binding judgment, or ready for decision.
    6. A right of retention may be exercised only in respect of counterclaims arising from the same contractual relationship.
    7. The Participant shall bear all bank charges, transfer fees, currency conversion costs and other payment transaction costs, unless mandatory law requires the Publisher to bear them.

  4. Cancellation, Minimum Number of Participants, Changes, Force Majeure and Event Cancellation

    1. Cancellation of a registration must be made in text form and sent to . Compliance with a cancellation deadline is determined by the time the Publisher receives the notice.
    2. Unless different conditions are specified in the relevant event description or registration confirmation, the following cancellation conditions apply to paid events: Cancellation free of charge is possible only if it is submitted in writing to within 30 days of registration and at least 30 days before the event begins.
    3. The Participant reserves the right to prove that the Publisher incurred no loss or a substantially smaller loss. The Publisher remains entitled to prove and claim a higher loss actually incurred.
    4. The Publisher is entitled to cancel an event no later than five calendar days before its announced start if the minimum number of Participants stated in the event description is not reached. Participation fees already paid will be credited toward an equivalent replacement event or another service.
    5. The Publisher is entitled to change the date, duration, start and end times, venue, room, schedule, program, speakers, moderators, exhibitors, technology, platform, access method or event format for an objective reason, provided the change is reasonable for the Participant and the essential character of the event is preserved.
    6. In particular, the Publisher is entitled to hold an in-person event wholly or partly as a hybrid or online event, a hybrid event as an online event, or an online event as an in-person or hybrid event where this is necessary or appropriate for reasons of safety, health, official requirements, technology, organization, economics or other objective reasons.
    7. The Publisher is entitled to replace announced speakers, moderators, artists, exhibitors or other contributors for good cause with suitable substitutes in terms of expertise and content. Such a change gives rise neither to a right to withdraw nor to a claim for a reduction, refund or damages.
    8. If an event cannot be held, cannot be held in full or cannot be held as planned for a reason beyond the Publisher’s control, the Publisher is initially entitled to offer, within a reasonable period, an alternative date, a replacement event, an equivalent digital substitute service or another reasonable substitute service.
    9. Force majeure and other circumstances beyond the Publisher’s control include, in particular, natural disasters, severe weather, fire, floods, earthquakes, pandemics, epidemics, infection-control measures, war, terrorist threats, civil unrest, strikes, lockouts, official orders, safety risks, major transport disruptions, power, telecommunications or internet outages, cyberattacks, failure of essential infrastructure, unavailability of event premises, or the short-notice unavailability of essential speakers, service providers or technical systems, provided the Publisher is not responsible for the circumstance in question.
    10. If the Participant does not accept a reasonable substitute service offered under clause 4.8, any refund claim is limited to the participation fee paid for principal services not yet provided. Where individual event services have already been provided, there is no entitlement to a refund of the portion of the participation fee attributable to them.
    11. Further claims, in particular for reimbursement of travel, accommodation, rebooking, catering, personnel or preparation costs, losses arising from cancellation, or lost profits, are excluded.
    12. Participants in free events with limited capacity are asked to cancel in good time. In the event of repeated failure to attend without notice or cancellations at short notice, the Publisher may reject future registrations by the same person or the relevant company.
    13. A postponement or change of event format by up to six months is generally considered reasonable, unless overriding legitimate interests of the Participant prevent it. A different provision may be set out in the relevant event description.

  5. Conduct of Events, Venue, Safety, Right to Control the Premises and Cooperation

    1. The venue named in the event description or registration confirmation, together with the house rules and safety and fire-protection regulations applicable there, is binding. The Publisher exercises the right to control the premises itself or through persons it has appointed.
    2. The Participant must comply with all statutory provisions, official requirements, safety and fire-protection rules, house rules, and instructions issued by the Publisher, the venue, security personnel, medical personnel, technical management and other persons engaged to perform the Publisher’s obligations.
    3. Any apparent hazards, accidents, damage, technical faults, safety defects, medical emergencies and other disruptions must be reported to event staff without delay. The Participant must take all reasonable measures available to them to mitigate damage.
    4. The Publisher is entitled to refuse Participants entry, temporarily or permanently exclude them from the event, or block their online access where there is an objective reason. Objective reasons include, in particular, safety concerns, being under the influence of alcohol or drugs, aggressive, harassing, discriminatory or disruptive behavior, or breaches of instructions, house rules, intellectual property rights, data protection requirements or these Terms and Conditions.
    5. Where entry is lawfully refused, a Participant is lawfully excluded or access is lawfully blocked, there is no entitlement to a refund of the participation fee, reimbursement of expenses or damages.
    6. The Participant is responsible for their own travel to and from the event, accommodation, meals, visas, insurance, personal belongings and other expenses. The Publisher is not obliged to reimburse such costs unless this has been expressly agreed in text form.
    7. For online and hybrid events, the Participant is responsible for meeting the technical requirements. These include, in particular, a suitable device, up-to-date software, an appropriate browser or required application, a stable internet connection and, where applicable, a camera, microphone and speakers or headphones.
    8. The Publisher is not obliged to establish or maintain the technical ability of the Participant to take part. The Publisher is not liable for disruptions, delays or reductions in quality caused by the internet connection, device, local network, firewall, browser, software or other systems of the Participant or third parties, insofar as the Publisher is not responsible for them.
    9. The Participant is liable for damage culpably caused by them or by persons they have registered, brought along or represented. The indemnification obligation under clause 10 remains unaffected.

  6. Copyright, Rights of Use, Recordings and Use of AI

    1. All copyrights, related rights, trademark rights, design rights, database rights and other rights in event content remain exclusively with the Publisher or the respective rights holders. This applies in particular to lectures, presentations, texts, concepts, graphics, photographs, films, audio recordings, event recordings, programs, event materials, digital materials, chat histories, databases, trademarks and logos.
    2. Where the Publisher provides event materials or digital content, the Participant receives a non-exclusive, non-transferable, non-sublicensable right of use that may be revoked at any time and is limited to personal or internal business use directly connected with the booked event.
    3. Without the Publisher’s prior express consent in text form, it is prohibited to record, store, download, reproduce, modify, translate, distribute, publish, make available to third parties, publicly communicate or commercially exploit event content or materials, in whole or in part, or to feed them into databases, knowledge systems, AI systems, training datasets or comparable technical systems.
    4. In particular, audio, photographic, video, screen, streaming and other recordings of the event, as well as the creation, storage or publication of screenshots, are prohibited without the Publisher’s prior express consent. This also applies to chat contributions, participant lists, question-and-answer sessions, discussion contributions and other content from other Participants.
    5. Sharing access credentials or allowing third parties to use them is prohibited. Access credentials are personal and must be treated confidentially. If misuse is suspected, the Publisher is entitled to block or change access credentials without delay.
    6. In the event of a breach of this clause 6, the Publisher is entitled to block access immediately, exclude the Participant from the event, and assert claims for cessation, removal, information, damages and indemnification. Further rights remain unaffected.
    7. The Publisher is entitled to record, stream, document and archive events in whole or in part, and to use recordings or excerpts from them for documentation, archive, information, press and marketing purposes in accordance with applicable law.

  7. Photographs, Film and Audio Recordings

    1. The Publisher notes that photographs, film and audio recordings may be made during the event by the Publisher or third parties commissioned by it. This serves, in particular, to document the event, report on it, carry out press and public relations work, and promote the Publisher’s own events and offerings.
    2. By entering the venue or activating a camera or microphone during an online or hybrid event, the Participant acknowledges that they may be identifiable or audible in overview, situational and event recordings. Such recordings are processed and used in accordance with the Privacy Policy and applicable statutory provisions.
    3. For specific portrait shots that focus on an individual person and are intended specifically for advertising purposes, the Publisher obtains that person’s consent. For award ceremonies and public online pitches, see Section 8.
    4. Participants who do not wish to appear in overview recordings may contact up to 30 days before the event begins. The Publisher will assess a legitimate request within the limits of what is practically and technically possible. At public or large-scale events, however, the Publisher cannot guarantee that a person will be completely unidentifiable in every individual recording.
    5. At online and hybrid events, Participants may, where technically possible, deactivate their camera and microphone and use a display name that does not identify them. Where active audiovisual participation is a requirement of a particular format, this will be stated before registration is completed.
    6. Participants may make, publish or distribute photographs, film or audio recordings of other Participants, speakers, staff or other persons only with the prior consent of those persons and of the Publisher.
    7. Further information on the processing of personal data, in particular photographic and audio recordings, is set out in the Privacy Policy.

  8. Public Online Pitches, Award Ceremonies and Publication of Rankings

    1. The Organizer and the Publisher are entitled to make, or have commissioned third parties make, photographs, film and audio recordings during the award ceremony. This includes, in particular, recordings of the event proceedings, the audience, the stage, nominees, jurors, award winners and other contributors.
    2. The recordings may be used for editorial reporting, documentation, press and public relations work, and to promote the award ceremony, the Organizer, the Publisher and future events in all known media. This includes, in particular, publication in print media, on websites, in newsletters, press releases, social networks and audiovisual media, and in other digital and printed communications.
    3. Participants who, as part of a pitch or an award ceremony serve as jurors, speakers or moderators and Participants who are recognized as finalists or ranked participants or award winners expressly consent to the Organizer, the Publisher and third parties commissioned by them making and using photographs, film and audio recordings in connection with the award ceremony. At award ceremonies of any kind, this includes, in particular, individual and group recordings during the presentation, receipt or display of a trophy, certificate or other prize, stage recordings, group photographs of the jury, and recordings made during press, interview and reception situations.
    4. The Organizer and the Publisher are entitled to use and publish the recordings together with the name, role, company and, where applicable, the jury role, nomination, ranking or award of the person concerned for reporting, documentation, press and public relations work, and to promote the award ceremony, the Organizer, the Publisher and future comparable events. This includes, in particular, use in print media, on websites, in press releases, newsletters, social networks, audiovisual media and other digital and printed advertising and communications. Consent is given without remuneration, without geographic restriction and for the duration of the purposes stated above. It may be withdrawn at any time with future effect by notifying the Organizer. Content already lawfully published or produced, and printed materials already distributed, remain unaffected.
    5. The Organizer and the Publisher may use, reproduce, distribute, make publicly available and publish this content without restriction as to time, place or media to announce, document, report on and promote the award ceremony and comparable future events.
    6. Use is without remuneration. There is no entitlement to payment, approval of individual publications or other consideration. Processing and publication will, however, always take place in a manner that takes account of the legitimate interests and personal rights of the persons concerned; distorted, derogatory or unrelated use is excluded.
    7. The above provisions also apply to the subsequent publication of recordings already made, in particular in retrospectives, rankings, archive articles, anniversary features, the Publisher’s own advertising, and articles about follow-up or comparable events.
    8. For visitors and other persons present, the information on photographs, film and audio recordings published at the venue and in the privacy notices applies.

  9. Data Protection, Confidentiality and Participant Data

    1. The Publisher processes the Participant’s personal data insofar as necessary to initiate, perform, administer and follow up the participation agreement; organize the event; process payments; provide technical access; communicate; safeguard legitimate interests; and comply with legal obligations.
    2. Further information on the nature, scope, purposes, legal bases, recipients and retention periods of processing, and the rights of data subjects, is set out in the Privacy Policy.
    3. Participants must not disclose to third parties, or use for their own or others’ purposes, confidential information, trade secrets, non-public content, access credentials or other Participants’ personal data that become known to them in connection with the event without the prior consent of the person entitled to give it.
    4. The Publisher is entitled to process Participants’ names, companies, positions and, where applicable, other professional details in a participant list and make it available to other Participants and the event’s partners or cooperation partners, insofar as this is necessary to conduct the event and promote professional exchange and the requirements of data protection law are met.
    5. The Publisher processes personal data for the administration of the event and, insofar as legally permitted, to provide information about its own events, products and services. Personal data will be shared with affiliated companies, sponsors, cooperation partners or other third parties for their own advertising purposes, and promotional telephone contact will be made, only on the basis of separate consent or another statutory legal basis. Further details are set out in the privacy notices.
    6. The Publisher is entitled to use suitable service providers for the technical and organizational conduct of the event. Where required, they will be engaged on the basis of appropriate contractual and data protection agreements.

  10. Liability

    1. Claims for damages by the Participant against the Publisher, its legal representatives, senior executives, employees, vicarious agents and other persons acting on its behalf are excluded, regardless of their legal basis, unless otherwise provided below.
    2. The Publisher has unlimited liability for damage caused intentionally, for injury to life, limb or health, and under mandatory statutory provisions, in particular the German Product Liability Act.
    3. The Publisher is liable in accordance with statutory provisions for damage caused by gross negligence on the part of the Publisher, its legal representatives or senior executives. In the case of gross negligence by other vicarious agents, the Publisher’s liability is limited, insofar as legally permissible, to damage typical of the contract and foreseeable when the contract was concluded.
    4. In the event of a slightly negligent breach of material contractual obligations, the Publisher is liable only for damage that was foreseeable when the contract was concluded and is typical of the contract. Material contractual obligations are obligations whose performance is essential to the proper performance of the contract and on whose performance the Participant may normally rely.
    5. Where the Publisher is liable under clause 9.4, its total liability per incident and per event is limited, insofar as legally permissible, to the net participation fee.
    6. In all other respects, the Publisher’s liability for damage caused by slight negligence is excluded.
    7. Insofar as legally permissible, the Publisher is not liable for indirect or consequential damage, in particular lost profits, unrealized savings, business interruption, production downtime, loss of data, reputational damage, wasted expenditure, or travel, accommodation, rebooking, catering, personnel or other preparation costs.
    8. The Publisher gives no guarantee of any particular economic, professional, technical, personal or business success resulting from participation. Statements by speakers, sponsors, cooperation partners or other third parties do not constitute statements, commitments or guarantees by the Publisher.
    9. Liability for the loss, theft, damage or destruction of items brought to the event, in particular clothing, documents, technical equipment, data, exhibition and promotional materials or valuables, exists only in accordance with this clause 9. A duty of safekeeping arises only where expressly agreed in text form.
    10. The Publisher is not liable for disruptions, delays, restrictions or outages beyond its area of responsibility. This applies in particular to disruptions of internet connections, telecommunications networks, cloud, streaming or conferencing platforms, devices, software, local networks or other systems of the Participant or third parties. Clauses 9.2 to 9.5 remain unaffected.
    11. The above limitations of liability also benefit the Publisher’s legal representatives, senior executives, employees, vicarious agents and other persons acting on its behalf.

  11. Indemnification

    1. The Participant shall indemnify the Publisher against all third-party claims, including reasonable legal defense costs, arising from a culpable breach of these Terms and Conditions, statutory provisions or third-party rights by the Participant, their employees, vicarious agents or persons admitted to the event by them.
    2. The indemnification covers, in particular, claims arising from:
      • unauthorized disclosure or use of access credentials;
      • unauthorized recording, reproduction, publication or other exploitation of event content;
      • infringement of copyrights, trademarks, personality rights, data protection rights or other protected rights;
      • unlawful content, statements or actions by the Participant;
      • culpable damage to premises, facilities, technical equipment or other property of the Publisher, the venue or third parties.
    3. The Publisher will inform the Participant without delay of any claims asserted, insofar as this is legally permissible and reasonable for the Publisher. The Publisher will give the Participant an opportunity to participate in defending the claim.
    4. The Publisher may acknowledge or settle a claim only with the Participant’s prior consent insofar as doing so affects the Participant’s indemnification obligation. Consent must not be unreasonably withheld.
    5. Further statutory or contractual claims of the Publisher remain unaffected.

  12. Governing Law, Jurisdiction, Place of Performance and Final Provisions

    1. The law of the Federal Republic of Germany applies exclusively, excluding the UN Convention on Contracts for the International Sale of Goods.
    2. The exclusive place of jurisdiction for all disputes arising from or in connection with the participation agreement is, insofar as legally permissible, the Publisher’s registered office in Berlin.
    3. The place of performance for all obligations under the participation agreement is the Publisher’s registered office unless expressly agreed otherwise in writing.
    4. Changes and additions to the participation agreement and these Terms and Conditions must be made at least in text form. This also applies to any change to or waiver of this text-form requirement. Individual agreements, including individually negotiated contractual provisions, take precedence over these Terms and Conditions.
    5. The Publisher is entitled to amend these Terms and Conditions with effect for future registrations. Participation agreements already concluded remain subject to the Terms and Conditions incorporated when the agreement was concluded, unless expressly agreed otherwise.
    6. If any provision of these Terms and Conditions is or becomes wholly or partly invalid, impracticable or unenforceable, the validity of the remaining provisions is unaffected. The statutory provisions apply in place of the invalid, impracticable or unenforceable provision.
    7. The language of the contract is German unless expressly agreed otherwise.