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.

 

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).

 

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.

 

ADDITIONAL CONDITIONS FOR PARTICIPANTS

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 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.

 

ADDITIONAL CONDITIONS OF PARTICIPATION FOR PARTNERS

Registration authorisation, number of participants and conclusion of the participation contract

    • Participation in the event is subject to a fee. Thanks to the financial support of the Senate Department for Economics, Energy and Public Enterprises, visitBerlin is able to offer a reduced price, which is already taken into account in the price details under point 2c. In addition, members of visitBerlin Partnerhotels e.V. or BEN e.V. are entitled to a 50% discount on all prices shown.
    • Participation in the event is only possible on site.
    • Berlin providers can choose between the following options:

 

NETWORKING POINT "Early Bird" partner package

  • Bookable until 30 April 2025
  • Package includes: Presentation space of approx. 4 sqm in the event location on 3 July 2025 incl. basic furniture setup in BESTIVAL design, participation of up to 3 people from the company at the event, entry on the event platform, free invitation of up to 10 customers (as long as available), use of communication tools
  • Package price: €5,000

 

Partner package BASIC "Regular"

  • Bookable from 01 May 2025
  • Package includes: Presentation space of approx. 4 sqm in the event location on 3 July 2025 incl. basic furniture setup in BESTIVAL design, participation of up to 3 people from the company at the event, entry on the event platform, free invitation of up to 10 customers (as long as available), use of communication tools
  • Package price: €6,000

 

Partner Package Ticket BASIC "Early Bird"

  • Bookable until 30 April 2025
  • Package includes: Admission authorisation for 1 person per company to the one-day event at the Alte Münze Berlin on 3 July 2025, presentation of the participating person on the BESTIVAL event platform, use of communication media
  • Package price: 400 €

 

NETWORKING POINT "Regular" partner package

  • Bookable from 01 May 2025
  • Package includes: Admission authorisation for 1 person per company to the one-day event at the Alte Münze Berlin on 3 July 2025, presentation of the participating person on the BESTIVAL event platform, use of communication media
  • Package price: 600 €

 

Partner package ticket evening event "Early Bird"

  • Bookable until 30 April 2025
  • Package includes: Admission to the BESTIVAL evening event on 3 July 2025, business networking, participation in the "Fish looking for a bike" business speed dating event
  • Prerequisite: The company participates in the day event with at least one NETWORKING POINT or a BASIC ticket
  • Package price: 80 €

 

Partner package ticket evening event "Regular"

  • Bookable until 30 April 2025
  • Package includes: Admission to the BESTIVAL evening event on 3 July 2025, business networking, participation in the "Fish looking for a bike" business speed dating event
  • Prerequisite: The company participates in the day event with at least one NETWORKING POINT or a BASIC ticket
  • Package price: 100 €
    • All prices quoted are net prices.
    • The on-site number of participants at the event is limited to a maximum number. This restriction is based on the size of the event area and any infection protection measures currently in force. The maximum number is reached when no more on-site tickets can be booked.
    • Eligibility to participate requires registration for the event via www.bestival.berlin. Registration for the event takes place by completing and sending the registration form via the booking tool.
    • Registration constitutes a binding offer by the participant to take part in the festival under the conditions stated.
    • It is not permitted to bring roll-ups, exhibition walls, flyers, giveaways etc. to the event.
    • The application as an exhibitor must be accompanied by an exhibition concept. visitBerlin reserves the right to review the concept and, if it is incompatible with the festival concept, to ask in writing for improvements or to reject the application.
    • It is forbidden to sell or pass on admission tickets, train tickets or hotel accommodation for a fee or free of charge.
    • visitBerlin reserves the right to make the final selection of participating partners. The contract is only concluded upon confirmation in text form by visitBerlin.

 

Invoice/ payment/ due date

  • Terms of payment: The participation fee is due for payment no later than 14 days after invoicing by visitBerlin. The invoice will be issued after successful admission to the event. visitBerlin is entitled to withdraw from the contract for good cause and to offer participation to another interested party if the participant fails to pay on time after a single unsuccessful payment reminder.

 

Revocation/cancellation/no-show/name change

  • There is no right of cancellation.
  • It is not possible to cancel tickets free of charge. The ticket costs cannot be refunded.
  • If it is not possible for a registered person from a company to attend the event, there is an option to change the name of the company ticket free of charge up to one day before the start of the event.
  • In the event of a no-show without cancellation or cancellation within 24 hours before the event, a cancellation fee is due as compensation for expenses. The expense allowance of €150.00 plus statutory VAT must be paid to the organiser. The organiser will invoice this to the participant after the end of the event and must be paid within 14 days of the invoice being issued. The compensation is based on the costs incurred in connection with the organisation of the event. No-shows generally result in other interested parties being denied the opportunity to participate.

 

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