Exhibitor Terms & Conditions

Definitions

For the purpose of this Agreement:

• 
  Event refers to the Tech Summit edition for which the company has registered.
• 
  Organizer refers to Tech Jobs Fair GmbH / Tech Summit.
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  Participant refers to any individual or organization taking part in the event in a speaking, moderating, exhibiting, or promotional capacity.
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  Matchmaking Services refer to curated introductions, meeting facilitation, and business-networking support provided by the Organizer.
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  Hiring Platforms refer to online talent-acquisition platforms operated or promoted by the Organizer, including those offered exclusively through Tech Summit partnerships.
• 
  Online Promotion refers to any digital visibility support provided by the Organizer, including newsletters, social media, website listings, or partner promotions.

§1: Subject of the Agreement

• 1.1 This agreement governs a company’s participation as an Exhibitor at Tech Summit, including physical booth spaces, digital exhibitor listings, presentation zones, and/or speaking or branding deliverables included in the selected package.

• 1.2 Submission of exhibitor/company details constitutes formal confirmation of participation. Cancellation is permitted within 48 hours of submitting the details.

• 1.3 After 48 hours from submission, participation is considered confirmed and the organizer can start the social media activities as well as the company cum Exhibitor is obligated to complete payment for the selected package in full.

• 1.4 Allocation of booth locations, stage slots, and presentation times is managed solely by Tech Summit. Exhibitors may indicate preferences, but the final decision rests with the Organizer.

• 1.5 Tech Summit will deliver services based on the confirmed sponsorship/exhibitor package, as agreed by email with the Team.

§2: Payment Terms

• 2.1 All prices quoted are exclusive of VAT/GST.

• 2.2 Payments may be made via bank transfer, PayPal, or other supported methods. Stripe payments may incur additional processing charges borne by the Exhibitor.

• 2.3 Full invoice amount becomes due immediately upon invoice issuance. Invoices are issued once company details are received within 48 hours.

• 2.4 Full payment must be completed before the event, by the stated due date. Late payments will incur a penalty fee of €0.50 per day until payment is received and may result in removal from the exhibitor list, agenda, or booth layout.

• 2.5 Fees are non-refundable except in cases of organizer cancellation.

• 2.6 Chargebacks or reversed transactions caused by the Exhibitor must be reimbursed to Tech Summit.

§3: Responsibilities of the Exhibitor

• 3.1 Exhibitors may use attendee information solely for internal purposes and must not share, sell, or distribute attendee data to third parties.

• 3.2 Exhibitor content (slides, banners, handouts, job listings, product demos) must comply with legal standards and must not infringe third-party intellectual property rights.

• 3.3 Exhibitors indemnify Tech Summit against claims from third parties arising due to unlawful content or breaches committed by the Exhibitor.

• 3.4 Exhibitors may bring consumable food or beverages for distribution only if they inform the Tech Summit team in advance and receive written approval. Approval is subject to venue rules, hygiene regulations, and operational feasibility.

• 3.5 Exhibitors must stay within their assigned booth dimensions. Exceeding boundaries may result in additional charges (minimum €500 per sqm) or mandatory removal of excess setup.

• 3.6 Exhibitors must provide a high-resolution vector logo (EPS/SVG/AI) for marketing use.

§4: Services, Deliverables & Warranty

• 4.1 Tech Summit will provide Exhibitor benefits such as exhibitor listings, branding, matchmaking, hiring platform access, and job board visibility as per the selected package.

• 4.2 Tech Summit is not responsible for the accuracy of visitor-submitted information or attendee opt-ins.

• 4.3 Tech Summit does not guarantee specific footfall, lead volume, hiring outcomes, matchmaking results, or sales outcomes.

§5: Event Promotion

• 5.1 The Organizer may use the Exhibitor’s name, logo, image, booth visuals, or submitted content for event-related promotion across digital and offline channels.

• 5.2 The Organizer is not obligated to guarantee any minimum level of visibility, impressions, or promotional frequency.

§6: Matchmaking Services

• 6.1 Exhibitors may receive access to matchmaking or business-networking support where applicable.

• 6.2 Matchmaking introductions, meeting arrangements, or business leads are not guaranteed, and outcomes are not the responsibility of the Organizer.

• 6.3 The Organizer may prioritize matchmaking based on relevance, availability, and overall event objectives.

§7: Hiring Platforms

• 7.1 Where applicable, Exhibitors may receive access to one or more hiring platforms operated or promoted by Tech Summit (e.g., Hire Tech Talent, Germany Startup Jobs, Tech Job Wall) depending on the package chosen.

• 7.2 Access levels, job posting limits, and visibility depend on the package purchased.

• 7.3 The Organizer does not guarantee hiring outcomes, candidate applications, or profile quality.

§8: Online Promotion

• 8.1 Exhibitors may receive online promotion such as social media posts, newsletter highlights, website listings, or partner promotions based on their participation package.

• 8.2 The Organizer reserves full discretion over timing, format, frequency, and promotional channels.

• 8.3 Online promotion is non-transferable and does not constitute a paid marketing service.

§9: Limitation of Liability

• 9.1 Tech Summit, its partners, and affiliated entities shall not be liable for any direct, indirect, incidental, consequential, or special damages arising from participation in the event, including but not limited to loss of revenue, business interruption, loss of data, or reputational impact.

• 9.2 Tech Summit is not responsible for any disruptions, delays, or performance issues caused by venue limitations, third-party vendors, service providers, or circumstances beyond its control (including but not limited to strikes, technical failures, weather conditions, or government restrictions).

• 9.3 Exhibitors participate at their own risk and are encouraged to obtain appropriate insurance (e.g., equipment, liability, travel) if required.

§10: Data Protection

• 10.1 All exhibitor data is processed in accordance with applicable data protection laws (e.g., GDPR).

• 10.2 Data is used solely for event administration, onboarding, promotion, and contractual purposes.

• 10.3 Personal data may be shared with third parties only when necessary for event operations (venue security, badge printing, app providers) or when legally required.

• 10.4 After the event and required legal retention periods, exhibitor data may be archived or deleted unless otherwise agreed.

• 10.5 Tech Summit may display Exhibitor details (name, logo, profile, website, social links, job links) on Tech Summit and associated platforms.

• 10.6 Photos/videos taken at the event may be used indefinitely across official channels; removal or deletion after publication is not possible.

§11: Recordings, Photography & Branding Usage

• 11.1 Tech Summit owns the rights to photos and videos captured during the event.

• 11.2 Exhibitors grant Tech Summit a royalty-free license to use photos/videos showing their booth, team, branding, products, or participation.

• 11.3 Tech Summit will not sell or transfer content to external parties without consent.

§12: Contract Duration & Cancellation

• 12.1 This agreement remains valid until completion of the event and fulfillment of all contracted services.

• 12.2 If the organizer cancels the event, the Exhibitor receives a 100% refund of all paid fees.

• 12.3 If the Exhibitor cancels within 48 hours of confirmation, a full refund applies. After 48 hours, no refund applies.

• 12.4 Tech Summit may terminate participation for breach of obligations, violation of guidelines, or overdue payments.