General Event Conditions for the Bestival

Purview

These Event Conditions apply to the Bestival (hereafter “event”) and the issuance of free admission permissions for participation in the event. Participation in this event is only possible under consideration of the following terms of participation, which the participants consent to upon registration. We thus ask all participants to read these terms of participation carefully. The organiser is Berlin Tourismus & Kongress GmbH, Schöneberger Straße 15, 10963 Berlin (hereafter visitBerlin).

The organiser reserves the right to alter these terms of use before the event and to notify the users of this before said change(s) come(s) into effect.

 

Eligibility, number of participants, and formation of the participation contract

  • Participation in the event is free of charge.
  • Participation is solely possible on site (i.e., remote participation is not possible).
  • The number of participants on site at the event is limited. This is due to the size of the event area and the current infection protection measures. The maximum number has been reached when the on-site tickets are sold out.
  • Eligibility requires registration, which is exclusively possible at https://bestival2025.welcome-manager.de/front/index.php. Registration is done by filling out and sending the registration form via the booking tool. visitBerlin reserves the right to accept the registering person’s participation. Participation is accepted following inspection of the data by visitBerlin. The participant receives a separate written confirmation or rejection of participation. Depending on the number of on-site admission permissions already issued and the available capacity, the visitor receives a personal e-ticket at their specified e-mail address that grants them admission to the event. Only upon receiving the ticket does a contract form between the participant and the organisers. If on-site participation is not possible, there is no option for online participation. The registration deadline is 02/07/2025 at 11:59 p.m. 
  • By issuing a free admission permission, a contractual relationship concerning participation in the event forms exclusively between the respective participant and the organiser.
  • For purposes of participation, qualified participants can, following arrangement with visitBerlin, obtain a free commute to the event with Deutsche Bahn (free selection of trains during the event period) and/or accommodations in a hotel in Berlin (selected by the organiser). All other participants are given accommodations during the event period (selected by the organiser). It is explicitly noted herein that in this case, the organiser is merely the mediator and there is no direct contractual relationship between the participant and the organiser with regard to the commute/accommodations.
  • Gifting or selling admission tickets, train journeys, or hotel accommodations is prohibited.

 

 

Cancellation and changes to the event

  • visitBerlin has the right to cancel or postpone the event for reasons for which it is not culpable, and will immediately announce any such change in a suitable manner.
  • If the event is postponed or cancelled for reasons for which the organiser is not culpable, the organiser is not liable to the participants for any expenses incurred for purposes of the event, such as travel or accommodation expenses.
  • Furthermore, visitBerlin can make changes to the schedule without the customers having any claims as a result of this.

 

Admission and exclusion from the event

  • On-site access to the event requires a valid, personal ticket and personal photo ID or similar identification (if no personal ID is available), which must be presented at admission. Online participation, if applicable, is possible via the means of participation provided (link and, if applicable, password).
  • visitBerlin reserves the right to implement hygiene measures at the last minute. Further information can be found in section 6.
  • On-site admission to the event is refused to those whose photo ID or other identification does not match the information on the admission ticket, or all three documents cannot be presented.
  • Children and adolescents between 1 and 14 years of age are only granted admission in the company of a guardian or authorised chaperone.

 

House rules

  • During the event, visitBerlin and the security personnel commissioned by the organiser enforce the house rules. visitBerlin is authorised to expel persons from the building or to take other suitable measures in accordance with the house rules. The security personnel’s instructions must be followed. In particular, participants can be expelled from the event if they are disruptive, harass other participants, or otherwise considerably or repeatedly violate the hygiene measures. Admission can also be denied if there is sufficient reason to suspect that the participant will disrupt the event or harass other visitors.
  • Each person may only take one bag or backpack onto the event floor. The bag must not exceed 45 cm x 30 cm x 20 cm, and a volume of 25 litres.
  • Smoking is only permitted outside of enclosed spaces.
  • The following items are prohibited:
  • Knives, weapons, and weapon-like, dangerous items
  • Any glass bottles, and containers with a volume of over 0.5 L
  • Aerosol cans, corrosive and colouring substances, or pressurised containers for highly flammable and toxic gases, excluding commercially available pocket lighters
  • Items and substances of any sort that require reporting to the authorities
  • Containers made from a fragile and/or splintering material
  • Fireworks, flares, or other pyrotechnic items
  • Flags, transparent rods
  • Mechanically and electrically operated noise instruments
  • Animals (this does not apply to service dogs)
  • Racist, xenophobic, and/or radical propaganda material
  • Devices that serve to manufacture/produce professional audio or image recordings, unless these devices are being used by accredited press representatives.
  • The organiser or an authorised representative has the right to monitor the contents of vehicles, bags, other containers, and clothing of persons who enter the property. The organiser is authorised to prohibit bags and similar containers in certain areas of the property or the property as a whole. If a participant declines to undergo the security measures, the organiser has the right to deny the participant admission to the property.
  • Persons under the influence of alcohol or drugs may not be allowed into the property or may be expelled from the event area.
  • The house rules posted on the day of the event also apply.

 

COVID-19, hygiene and security concept

On-site participants in the event are obligated to learn about and adhere to the current conditions, laws, ordinances, and other requirements pertaining to slowing the spread of the coronavirus SARS-CoV-2 (COVID-19) before participating in the event. Participants are also obligated to follow the hygiene and security measures imposed by the event organisers, in particular the safety and hygiene concept for the event. Due to the dynamic developments in the coronavirus pandemic, participants accept that the organisers are authorised to adjust the safety and hygiene concept as well as these regulations to be compliant with the current legal requirements. The safety and hygiene concept as well as the following measures must be followed at the event:

  • At this time NO proof of vaccination, testing, or recovery is required for admission to the event.
  • Hand disinfectant dispensers will be provided.
  • Admission and queues
    • Contact-free ticket checking.
    • At admission the participants are asked to quickly go to their seats in order to avoid crowd formation.
  • The participant acknowledges that additional regulations, conditions, and requirements may apply for compelling cause, in particular due to official administrative instructions or decrees pertaining to admission and presence in the event area. The participant will be notified of this, and must follow these new requirements immediately. Visitors are obligated to follow security personnel’s instructions concerning the safety and hygiene concept. Should a participant violate the aforementioned safety and hygiene concept, the participant is obligated to immediately leave the event as instructed by security personnel.
  • We ask participants who are experiencing flu-like symptoms to abstain from participating in the event, even if they have proof of a negative coronavirus test.
  • If the COVID-19 symptoms defined by the Robert Koch Institute (not non-specific, general symptoms such as fever, muscle pain, diarrhoea, acute respiratory symptoms like coughing, sniffling) occur within 5 days following participation in the event, the participant must immediately notify visitBerlin by phone. In this event, the organiser is obligated pursuant to §§ 6, 8 IfSG to forward the participant’s personal information to the responsible health office. This health office will determine the scope of information to be provided.

 

Photo and video recordings

  • Visitors are allowed to make photo and video recordings at the event for personal use. The rights and authorisations of the persons present at the event remain hereby unaffected and must be observed. The use of photo and video recordings for commercial purposes is not permitted without prior written permission from the organiser.
  • As the organiser, visitBerlin (as well as any commissioned third parties) reserve the right to make photo and video recordings within the legal parameters. These recordings are used for tourism marketing for Berlin and marketing the city as a conference destination. The recordings can only be used, copied, edited, and published for this purpose. The participants declare their consent to being recorded in photos and videos during the event, and to these recordings being published or used without guaranteed compensation.

 

Liability

visitBerlin is only liable for damages pertaining to the execution of the event in case of malice and gross negligence. This liability limitation does not apply to damages stemming from injury to life, body, or health, as a result of negligent or deliberate conduct by visitBerlin or one of its legal representatives or proxies. The liability limitation also does not apply to damages stemming from violation of a cardinal obligation (i.e., a contractual obligation that is required to properly execute the contract, and the fulfilment of which the participant can rely on).

 

Data protection

9.1 The data processor as per Art. 4 no. 7 GDPR is, depending on the type of data processing (see item 2.2), jointly or separately,

Berlin Tourismus & Kongress GmbH, Schöneberger Straße 15, 10963 Berlin

Executive Director: Burkhard Kieker, Sabine Wendt

Tel. 030/250025

E-mail: info@visitberlin.de

Registered with the Amtsgericht Berlin-Charlottenburg under register number HRB 48652

As the organiser, Berlin Tourismus & Kongress GmbH is responsible for all data processing activities in accordance with Art. 26 GDPR.

9.2 The following personal information is retrieved and processed for purposes of participant reservation:

  • First and last name
  • Company name
  • E-mail address
  • Country of origin
  • Telephone number
  • Acceptance of terms of participation (time and date)
  • Registration / ticket number
  • Industry
  • Date and time of beginning of participation in the event

9.3 Video and photo recordings may be made (including via drone and/or helicopter).

9.4 Personal information as per section 9.2 is processed in order to organise and execute the event, and in particular for admission management (assessing authorisation to participate). The information is then entered into the entire event management system for the event. The legal basis for this processing is Art. 6 para. 1 lit. b) GDPR (fulfilling a contract). We also reserve the right to compare invited participants in order to prevent duplications. The legal basis for this processing is our justified interest pursuant to Art. 6 para. 1 lit. f) GDPR. Refer to section 7 below for information on your right of cancellation.

9.5 9.5 Berlin Tourismus & Kongress GmbH reserves the right to send participants information about the event itself by e-mail before, during and after the event. In accordance with Section 7 (3) UWG, we do not need to obtain separate consent from you for this. In this respect, data processing is carried out solely on the basis of our legitimate interest in information/advertising in accordance with Art. 6 para. 1 lit. f GDPR. For your right to object, see section 7 below. 

In addition, we process your personal data on the basis of your consent in order to send you information about our future events, offers or similar services by email. The legal basis for the processing of your personal data is Art. 6 para. 1 lit. a GDPR (consent). We will not send you any information about other events without your express consent. You can revoke your consent at any time (see section 7).

9.6 The personal information listed in section 9.2 is also processed to adhere to other legal requirements to which organisers are bound (in particular commercial and fiscal law). The legal basis is Art. 6 para. 1 lit. c) GDPR (fulfilling a legal obligation).

The photo and video recordings described in section 9.4 are created for purposes of press and public relations and are placed on the websites and social media accounts of Berlin Tourismus & Kongress GmbH. However, these recordings only show groups of persons, or the recordings are not limited to an individual. The legal basis is our justified interest in press and public relations as per Art. 6 para. 1 lit. f) GDPR. If individual recordings are to be made, the subject will be asked for their separate consent as per Art. 6 para. 1 lit. a) GDPR.

9.7 The personal information is forwarded to the respective data processor responsible for the processing in order to fulfil the legal obligations of the GDPR.

 

We also work with service providers to execute and organise the event (in particular the registration portal, e-mail, admission management, IT and hosting, photo/video recordings) who are acting on our behalf and may have access to the data. Data entered on websites or in social media are visible to all users worldwide. The providers of the respective social media (Twitter, YouTube, Facebook, Instagram, LinkedIn) who have their own terms of use/General Terms and Conditions (GTCs) and privacy policies also have access.

9.8. There is no plan to forward your personal information to a third country or countries outside of the EU or EEA (known as third countries). Refer to the Privacy Policy at https://www.visitberlin.de/de/datenschutzerklaerung to learn more about the publication of information on the websites or accounts of the social media providers, or the information provided when you are asked for separate consent.

9.9. – Google Maps: On the Bestival website we use Google Maps (API) from Google Ireland Limited, Gordon House, 4 Barrow St, Dublin, D04 E5W5, Ireland ("Google"). Google Maps is a web service that displays interactive maps to visually present geographical information. The service shows a variety of locations and possible directions to a destination.

Upon visiting those subpages where Google Maps is integrated, information on your use of our website (such as your IP address) is forwarded to Google servers and stored there. This may also entail forwarding to the servers of Google LLC in the USA. This is the case regardless of whether Google provides a user account through which you are logged in, or whether you have a user account. If you are logged in to Google, your data are directly allocated to your account. If you do not consent to the allocation with your Google profile, you must log out before activating the button. Google saves your data (included for users who are not logged in) as user profiles and evaluates them. The retrieval, storage, and evaluation occur on the basis of Art. 6 para. 1 lit. f) GDPR on the basis of Google's justified interest in the integrated of personalised marketing, market research, and/or needs-based configuration of Google websites. You have a right to object to the creation of these user profiles, and you must contact Google to exercise this right. If you do not consent to the future forwarding of your data to Google for purposes of using Google Maps, you are also able to fully deactivate Google Maps by deactivating JavaScript in your browser. This prevents the use of Google Maps and the map display on this website. Google's terms of use can be found at https://www.google.de/intl/de/policies/terms/regional.html, and the additional terms of use for Google Maps can be found at https://www.google.com/intl/de_US/help/terms_maps.html. Detailed information on data protection pertaining to the use of Google Maps can be found on the Google website (Google Privacy Policy): https://www.google.de/intl/de/policies/privacy/. If legally required, we have obtained your consent as per Art. 6 para. 1 lit. a) GDPR for the aforementioned processing of your data. You can revoke your consent at any time with effect for the future.

9.10 The data are stored until the contract has been fulfilled, pending the necessity of longer storage for reasons pertaining to other warranty rights of participants or other legal claims, or fiscal and commercial retention periods that prevent this (6 to 10 years according to commercial and fiscal law).

The personal information listed in section 9.3 is deleted two (2) weeks or 48 hours after your visit according to the Third SARS-CoV-2 Infection Protection Measures Ordinance, or the contact information cannot be used for the purpose specified in section 9.3 after this period.

Photographs and recordings are processed until they are no longer required for fulfilment of the specified purpose.

9.11 Data protection law grants you extensive data subject rights with regard to the processing of your personal information, which are listed below. You can,

  • as per Art. 15 GDPR, request disclosure of your personal information that we process. In particular, you can request disclosure of the purposes of processing, the category of personal information, the categories of recipients to whom your information was or is disclosed, the planned storage period, the existence of a right to correction/deletion/limitation of the processing, the existence of a right to objection, the existence of a right to file a complaint, the origin of your data if we did not retrieve them ourselves, and the existence of automated decision-making, including profiling, as well as any pertinent information on the characteristics thereof;
  • as per Art. 16 GDPR, request the immediate correction of incorrect, or completion of incomplete personal information of yours that we store;
  • as per Art. 17, GDPR, request the deletion of your personal information that we store provided the processing thereof is not required to exercise the right to freedom of expression and information, to fulfil a legal obligation, for reasons pertaining to the public interest, or to assert, exercise, or defend legal claims;
  • as per Art. 18, GDPR, request the limitation of processing of your personal information, provided you contest the accuracy of the data, the processing is illegal but you reject the deletion thereof and we no longer require the data, but you still require them to assert, exercise, or defend legal claims, or you have objected to the processing thereof as per Art. 21 GDPR;
  • as per Art. 20 GDPR, request provision of your personal information you have provided to us in a structured, conventional, and machine-readable format, or provision thereof to another data processor if the processing is based on consent (right to data portability);
  • as per Art. 7 para. 3 GDPR, revoke any consent you have previously granted to us. This will result in us no longer being allowed to continue the processing based on this consent; and
  • as per Art. 77 GDPR, file a complaint with a supervisory authority if you believe that the processing of your personal information violates the GDPR. Please find the contact information for the supervisory authority responsible for us below.

Right to objection

  • as per Art. 21 GDPR, object to the processing based on Art. 6 para. 1 letter f) GDPR for reasons pertaining to your particular situation;
  • as per Art. 21 GDPR and § 7 UWG, object at any time to the processing of personal information for marketing purposes or to the use thereof for marketing purposes.

You can contact datenschutz@visitBerlin.de to exercise your rights and to obtain information on the agreement formed with the data processor responsible for processing as per Art. 26 GDPR.

9.12 Contact information of the data protection officer

TÜV Rheinland i-sec GmbH, Herr Oliver Gröger, Alboinstraße 56, 12103 Berlin, datenschutz@visitBerlin.de

9.13. You are able to file a complaint with the supervisory authority:

Berliner Beauftragte für Datenschutz und Informationsfreiheit, Meike Kamp, Alt-Moabit 50-61, 10555 Berlin, Tel.: +49 (0)30 13889-0, E-Mail: mailbox@datenschutz-berlin.de

 

Cancellation policy & no-show/substitutes

The participants have no right to cancellation. The legal right to cancellation does not apply to consumer contracts for the rendering of accommodation services for purposes other than housing, shipping of goods, vehicle rental, food and beverage delivery, and rendering other services pertaining to leisure activities if the contract specifies a certain date or time period for the rendering of said services, in accordance with § 312g II no. 9 BGB. A contractual right of cancellation is explicitly ruled out.

In the event of a no-show, the participant must pay damages of 150.00 € in addition to VAT to the organiser. The organiser will bill the participant for this following the end of the event. These damages are based on the costs incurred pertaining to the organisation of the event (plus organisation of train commutes and hotel accommodations, if applicable), and for which the organiser expects a large audience and strategic added value. No-shows generally result in other interested persons being unable to participate. However, the participant is able before the event to appoint a substitute who will take part in the event in the participant’s stead. In this case, the participant is not subject to damages.

 

Other

  • For purposes of legibility, the gender-neutral third-person pronoun “they” is used when applicable.
  • German law applies, with the condition that the customer, pursuant to Art. 6 para. 2 of the Rome I Regulation, retains the protections provided by the conditions that cannot be removed by agreement in accordance with the laws that would apply for lack of choice of law.
  • The place of fulfilment for all services from the contract is Berlin. This choice of law only applies to consumers to the extent that the protection granted by compulsory regulations of the laws of the state where the consumer primarily resides is not removed. UN CISG does not apply.
  • The organisers reserve the right to change these conditions at any time. The version of the conditions that were acknowledged at the time of registration apply to the visitor.
  • Should individual terms of these conditions be or become invalid, the remaining conditions remain unaffected.

 

The event is organised by:

Berlin Tourismus & Kongress GmbH
Schöneberger Straße 15

10963 Berlin

Tel.: +49 30/ 25 00 25
Fax: +49 30/ 25 00 24 24
E-mail: info@visitberlin.de
CEO: Burkhard Kieker, Sabine Wendt
Chair of the Supervisory Board: Oliver Schuhmacher
Commercial Register: Amtsgericht Charlottenburg, HRB 48652
VAT ID: DE 160 475 096

Updated: September 2024