ICCX Southern Europe - Exhibitors registration

 

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Sponsorship options at ICCX Southern Europe provide you with more visbility before and during ICCX. We are offering different packages as listed below:





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Terms and conditions ad-media GmbH

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").
Address:
ad-media GmbH
Industriestrasse 180
50999 Cologne, Germany
Commercial Registry Cologne HRB 22639
VAT ID No.: DE151602464
Managing Directors:
Dr. Holger Karutz, Alexander Olbrich
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 indi-vidual events, on our website www.iccx.org.
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.
As a general rule, the distribution of any kind of material by visitors during the congress is strictly prohibited and will result in immediate exclusion from the event. Distribution of material is permitted for exhibitors of the event, only.

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 exhibitors’ trade fair stands in word and picture and to employ the pictures in advertising. In particular, ad-media shall be authorised to have exhibition stands and speakers filmed by a camera team in order to show the short films on the ad-media www.cpi-tv.com 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.
Privacy policy of ad-media GmbH

The privacy policy can be found here.

Privacy policy of Veronafiere SpA

Pursuant to art. 13 of the EU Regulation n. 2016/679 (“GDPR” or “Regulation”), Veronafiere SpA in its capacity as Data Controller, provides You with some information regarding the use of Your personal data.


1. Data controller and Data Protection Officer (DPO)

The data controller is Veronafiere S.p.A. Viale del Lavoro, 8, 37135 Verona VR, Tel. 045 8298111 - Fax 045 82 98 288, e-mail This email address is being protected from spambots. You need JavaScript enabled to view it. (hereinafter the “Company” or “Data Controller”). The DPO is available at the following email address This email address is being protected from spambots. You need JavaScript enabled to view it..

2. Personal Data Provision

Personal data are processed within the institutional activity of the Company, for the following purposes:
a) purposes for which the applicant is not required to give consent:
• purposes strictly related to the management of actual and/or potential customer relationships (e.g. acquisition of preliminary data at the conclusion of a contract; carrying out tasks and services on the basis of the obligations arising from the contract, etc.). In this case, the legal basis for the processing consists in the performance of a contract to which the data subject is a party or for the performance of pre-contractual measures taken at the data subject's request.
• purposes connected with the obligations under laws and regulations as well as regulations issued by competent authorities (e.g. Fiscal regulations, statistics, etc.).
In this case, the legal basis of the processing thereof consists in the fulfilment of obligations deriving from law, regulations or EU legislation;
b) purposes connected to the development of the Company business activities, for which the data subject has the right to give or deny consent.
This category includes the following activities:
• developing customer profiles;
• sending of communications, information, newsletters, research, and advertising materials, even customized, regarding the exhibitions organized by the Company and performance of market surveys using automated contact means (e-mail, fax) as well as traditional contact means (paper mail, operator-assisted phone calls);
• sending of communications, information, newsletters, research, and advertising materials, even customized, regarding specific products and services of others using automated contact means (e-mail, fax) as well as traditional contact means (paper mail, operator-assisted phone calls).
c) purposes of verification, exercise or defence of the rights of the Data Controller in judicial proceedings.
d) purposes connected to credit protection (appointments to debt collection companies, companies providing financial factoring and/or credit institutions).
In these cases, the legal basis for the processing consists in the legitimate interest of the Controller

3. Data retention period

For the purposes described in paragraph 2 letter a) data will be retained for the entire duration of the contract and then for 10 years from its termination or expiration.
For the purposes described in paragraph 2 letter b) data will be retained until revocation of consent.
For the purposes described in paragraph 2 letter c) data will be retained for the entire duration of the litigation, and in addition, until the limitation period foreseen for an appeal has expired.
For the purposes described in paragraph 2 letter d) data will be retained for the whole period necessary for the debt collection and then, for 10 years.
Once the above data retention terms have expired, the Data will be destroyed or anonymized, compatibly with the technical procedures of cancellation and backup.

4. Personal Data Provision

The provision of data to achieve the purposes of processing specified in paragraph 2 a) of the information notice is compulsory. In the event of non-provision, it will not be possible to execute the contract and perform the services required by you.
The provision of data to achieve the purposes of processing specified in paragraph 2 b) of the information notice is optional. In the event of non-provision, there will be no consequences in relation to the execution of the contract or to the services required.

5. Processing modalities

The processing of personal data takes place through manual, digital and computer tools, with rationales strictly related to the purposes described hereabove.

6. Categories of subjects to whom the data may be communicated

Data may be processed by the Company employees, and by company functions in charge of pursuing the purposes indicated above, which have been expressly authorised for processing and which have received adequate operating instructions.
For carrying out the activities listed in paragraph 2 a) the Company also addresses to:
a) Companies/enterprises/external companies carrying out activities closely related to the management of the relationship between the Company and the customer for which they operate as data processors. The data processing performed by these subjects have the following purposes:
• provision of services relating to the exhibitions (organizational, technical, logistics, insurance, etc.);
• printing of the official catalogs of exhibitions;
• printing, enveloping, posting and delivery of customer communications;
• on behalf of the Company, acting as agents, brokers or similar roles for the promotion of the acquisition of visitors and exhibitors to shows and events organized by the Company;
• on behalf of the Company, promotion of services related to the trading activity of visitors and exhibitors;
• Companies performing debt collection services.
b) Companies/enterprises/external companies carrying out activities closely related to the management of the relationship between the Company and the customer. These subjects act as data controllers:
• subjects providing supervision and safety services for the exhibition centre of Verona;
• individuals and/or companies providing debt collection services, companies providing financial factoring and banks.
Moreover, Data may be disclosed or made available to visitors of the exhibition in the context of ancillary services
activated upon request by the exhibitor. To achieve the purposes of processing specified in paragraph 2 b) hereabove the Company may also involve:
a) Companies/enterprises/external companies or subsidiaries of the Company performing functional or ancillary activities for the Company itself and that operate as external data processors. This processing is performed by the entities mentioned above for the following purposes:
• sending communications, information and advertising material regarding the exhibitions annually organized by the Company to Company customers;
• sending communications, information and advertising material regarding products or services of third parties to Company customers;
• on behalf of the Company, carrying out market surveys on specific clients chosen as “representative” or “leading examples”.
The complete list of data recipients is constantly updated and it is easily and freely obtainable by sending a written communication to the data controller at the address reported hereabove or via email at the following email address: This email address is being protected from spambots. You need JavaScript enabled to view it..

7. Dissemination area

In the event of a successful conclusion of a contract for the participation in exhibitions, in accordance with Company General Rules for participation, the organization will add Your personal data in the Official Exhibition Catalogue, which will be nationally/internationally disseminated. The data provided by the exhibitors may be disseminated by the Company through IT media, including multimedia devices. These data will allow visitors and exhibitors to detect the position of the stands at each event and get to know the product and/or exhibition details related to the exhibitor.

8. Rights of the data subject - complaint to the supervisory authority

The data subject may request the Company to access the data concerning him/her, the correction of inaccurate data, the integration of incomplete data, the erasure of data, the limitation of processing in the cases provided for by Article 18 GDPR, as well as to object, on grounds relating to his/her own particular situation, to the processing carried out in the legitimate interest of the controller. Furthermore, the data subject, in the event that the processing is based on consent or contract and is carried out by automated means, has the right to receive his/her data in a structured format, in common use and readable by an automatic device, as well as, if technically feasible, to transmit them to another data controller without hindrance.

The data subject shall have the right to lodge a complaint with the competent supervisory authority in the Member State where he/she has his/her habitual residence or employment or in the Member State where the suspected breach has occurred.

The data subject has the right to revoke the consent given at any time for marketing purposes and to oppose the processing of data processed for the same purposes. This is without prejudice to the possibility for the data subject who prefers to be contacted for this purpose exclusively through traditional means to express his opposition only to the receipt of communications through automated means. To exercise his/her rights the data subject may contact the Data Controller by sending a written communication to the address reported hereabove or via email at This email address is being protected from spambots. You need JavaScript enabled to view it..

Last update: May 2018