Conditions of participation
I. SPECIAL TERMS AND CONDITIONS OF PARTICIPATION (BTB) SIGHTCITY 2026
§1 Title of the event
SightCity – International Trade Fair for Aids for the Blind and Visually Impaired.
§2 Organizer
SightCity GmbH
Talweg 2
58239 Schwerte
Germany
Management: Dagmar Krutzki
info@sightcity.net
(hereinafter referred to as “Organizer”)
§3 Venue and format
(1) In person: Kap Europa, Osloer Straße 5, 60327 Frankfurt am Main, Germany
(2) Online: www.sightcity.net (exhibitor profile, product directory, program, digital catalog, reuse)
(3) Format: Hybrid trade fair consisting of an in-person component with mandatory online presence for all exhibitors.
(4) The minimum content of the online presence is the exhibitor’s complete contact details, to be entered in the reservation system.
§4 Duration, set-up and opening times, dismantling, online follow-up
(1) On-site trade fair days 2026:
- Wednesday, May 27, 2026: 10:00 a.m.–6:00 p.m.
- Thursday, May 28, 2026: 10:00 a.m.–6:00 p.m.
- Friday, May 29, 2026: 10:00 a.m.–4:00 p.m.
(2) Set-up: Tuesday, May 26, 2026, from 10:00 a.m. to Wednesday, May 27, 2026, 9:00 a.m. Earlier access is only possible with prior approval up to 1 day before the start of the trade fair.
(3) Stand staffing: Exhibitors are generally required to staff their stands during all visitor opening hours. Short-term absences of up to 2 hours are the sole responsibility of the exhibitor.
Unoccupied stands: If a stand is unoccupied for more than 4 hours without prior notification or is permanently out of operation, this shall be deemed premature dismantling within the meaning of paragraph (4). The organizer may close such stands at the end of the respective trade fair day and impose sanctions in accordance with Appendix 4.
The exhibitor is solely responsible for securing exhibits and booth equipment. The organizer assumes no liability or duty of supervision in this regard.
(4) Dismantling: Friday, May 29, 2026, 4:00 p.m.–10:00 p.m. Early dismantling is only permitted with the written consent of the organizer. The corresponding application must be submitted at least 5 calendar days before the start of the event. Unauthorized early dismantling may result in a contractual penalty in accordance with Appendix 4.
(5) Online follow-up and visibility:
- Exhibitors from the current event year will remain visible online until December 31 of the same year.
- Exhibitors already approved for the following year may appear in advance with the label “(provisional)”.
- On January 1 of the following year, the profiles of non-approved exhibitors from the previous year will be deleted.
- Content may be modified or blocked for technical, security-related, legal, or compliance reasons, taking into account the principle of proportionality.
(6) The times stated are subject to change for compelling reasons. Reasonable adjustments do not justify any claims for reduction or compensation.
(7) Online availability:
- The online platform is generally available 24/7.
- Scheduled maintenance work with longer downtimes (at least 24 hours) will be announced at least 48 hours in advance
- In the event of unplanned outages, these will be rectified as quickly as possible and exhibitors will be informed after 24 hours at the latest.
(8) Data delivery: Exhibitors can deliver and change their online content throughout the entire trade fair year (from booking until December 31 of the event year). Failure to provide the minimum information (company contact details) may result in limited online visibility.
(9) Online support: Technical support for the platform is available during the trade fair days from 8:00 a.m. to 8:00 p.m.
§5 Participation fees, scope of services, price components, co-exhibitors, discounts, start-up area
(1) Scope of booking: Each participation includes at least the basic online package as specified in Appendix 1. Main exhibitors must also book a physical stand space as specified in Appendix 5.
(2) Price components for main exhibitors (mandatory): Basic fee, stand space price in accordance with Appendix 5, energy flat rate of EUR 5/m², disposal flat rate of EUR 5/m². Medium/Deluxe package upgrades and other additional services can be booked optionally.
(3) Price components for co-exhibitors: Basic fee, co-exhibitor flat rate of EUR 100, and optional additional services and upgrades, if provided for co-exhibitors.
(4) Included services: Each exhibitor (main or co-exhibitor) receives 2 exhibitor passes, the basic online package, and a basic entry in the print catalog consisting of the company name, booth number, and up to 3 product categories. Each additional product category costs EUR 25. An extended catalog entry with address and brief description is available for EUR 49.
(5) Additional exhibitor passes for main exhibitors: Each 5 m² of stand space over 10 m² entitles the exhibitor to one additional free pass. Any additional passes are subject to a fee.
(6) Equipment: Each booth has a standard power connection including normal consumption and basic furniture consisting of 1 table and 2 chairs per 5 m² of booth space. Additional requirements or special connections must be ordered separately and will be billed according to the offer. Unauthorized third-party structures may be prohibited.
(7) Multiple and additional stand areas: Exhibitors can book adjacent stands to form a contiguous area. The largest stand area will be charged at 100% of the list price. Additional contiguous areas belonging to the same main exhibitor will receive a discount of 15% (85% of the list price). Satellite stands in other exhibition areas or opposite stands are not permitted.
(8) Discounts:
- Non-profit associations, clubs, and institutions receive a 30% discount on stand space prices and online packages upon presentation of appropriate proof.
- Start-up area: 15% discount on the stand space price for companies that are no more than 3 years old on the date of registration, upon presentation of appropriate proof.
- Discounts cannot be combined; the most favorable individual discount applies.
- Discounts do not apply to third-party services.
(9) Late booking surcharge: From April 1, 2026 (deadline according to Appendix 2), a surcharge of 10% will be applied to stand space and package prices. A print catalog entry can no longer be guaranteed from this date.
(10) Unused package components: In the event of non-delivery or late delivery of content by the exhibitor in accordance with the deadlines in Appendix 2, there is no entitlement to a refund or transfer of unused package components. Goodwill arrangements are made on a voluntary basis.
(11) Special areas and special allocations: Areas such as “Non-profit,” “Start-up,” or “Focus on Mobility” require appropriate proof. If the requirements are no longer met, a replacement area will be allocated without any claim for damages.
§6 Billing and payment terms
(1) Definitions: The 2026 event year covers the “early window” until December 31, 2025. The “invoice start” is January 2, 2026.
(2) Billing models:
Model A – Three-stage billing (for exhibitors who participated last year and are based in Europe):
- Partial invoice 1: 50% of the participation fee (in-person + online) from the start of invoicing or admission
- Partial invoice 2: Remaining 50% plus any additional services confirmed up to that point approximately 4 weeks before the start of the event
- Final invoice: After the event for consumption-based services and supplements
Model B – Two-stage billing (for all other exhibitors):
- Partial invoice 1: 100% of the participation fee (in-person + online) from the invoice start date or approval
- Partial invoice 2: Additional services confirmed up to that point, approximately 4 weeks before the start of the event
- Final/follow-up invoice: Services ordered subsequently
Special notes: Admission before the invoice start date does not give rise to any payment obligation. The online status until the end of the early bird window is marked as “(provisional)”.
(3) Due date: All invoices are payable immediately upon receipt without deduction.
(4) Late payment: In the event of late payment, statutory default interest and a flat-rate reminder fee of EUR 10 per reminder level will be charged. After the second unsuccessful reminder, the stand space may be reallocated or the online profile deactivated, whereby the payment obligations remain. The stand will only be released after all due invoices have been settled.
(5) Offsetting and retention: These are only permitted in accordance with ATB §§6, 21.
(6) Currency and taxes: All prices are in EUR plus sales tax, if applicable. The absence of a sales tax identification number may result in a gross invoice.
(7) Reservation procedure: Reservations made outside the pre-reservation phase (after October 30, 2025) without a binding booking will be automatically deleted from the system after 14 days and the stands will be released again. The exhibitor page will only be activated after a binding booking has been made. Registrations with a recognizable intention to block space without a serious intention to exhibit may be rejected or revoked without giving rise to claims for damages.
II. GENERAL TERMS AND CONDITIONS OF PARTICIPATION (GTC)
§1 Contractual basis and order of precedence
(1) These General Terms and Conditions of Participation (Part II – “GTC”) govern the fundamental rights and obligations between SightCity GmbH as the organizer and the exhibitor in connection with participation in the “SightCity” trade fair, including all hybrid and digital components.
(2) In addition, the respective Special Terms and Conditions of Participation for the event year (Part I – “STC”) apply, which specify variable parameters such as dates, deadlines, prices, specific formats, and annual special features.
(3) The documents designated as “Appendices” are also an integral part of the contract:
- Appendix 1: Online package services (Basic/Medium/Deluxe)
- Appendix 2: Important dates and cancellation conditions for SightCity 2026
- Appendix 3: Technical guidelines
- Appendix 4: Contractual penalties, sanctions, and procedural regulations
- Appendix 5: Price overview
(4) Individual written agreements in text form take precedence over these general provisions. Deviating terms and conditions of the exhibitor shall not apply unless their validity is expressly confirmed in writing. Silence shall not be deemed consent.
(5) Order of precedence in the event of contradictions:
- Individual agreements
- BTB (Part I)
- ATB (Part II)
- Appendices in the following order: Appendix 5 (price overview), Appendix 2 (dates and cancellation conditions), Appendix 3 (technical guidelines), Appendix 4 (contractual penalties), Appendix 1 (online package services)
(6) Special provisions take precedence over general provisions. In the case of special provisions of equal rank, the provision that is more relevant to the matter at hand shall prevail.
(7) Changes to the BTB or appendices within 30 calendar days before the start of the event shall only be made for objectively necessary reasons, such as official orders or safety adjustments, and shall be communicated in writing. If the exhibitor does not object within 5 working days and the change is reasonable, it shall be deemed accepted. If the change is unreasonable, the exhibitor shall be entitled to withdraw from the relevant part of the contract after an attempt at rectification; any fees already paid shall be refunded on a pro rata basis.
(8) The event is aimed exclusively at entrepreneurs within the meaning of § 14 BGB (German Civil Code) and corresponding organizations and corporations. By registering, the exhibitor confirms their entrepreneurial status.
(9) The authoritative language of the contract is German. Any translations are provided solely for the sake of clarity.
§2 Definitions
(1) “Exhibitor”: Contractual partner of the organizer, includes both main exhibitors and approved co-exhibitors.
(2) “Main exhibitor”: The primary contractual partner registering for a stand space.
(3) “Co-exhibitor”: A company that is represented on the main exhibitor’s space with its own presence (own logo, products, personnel) and has been approved by the organizer.
(4) “Digital platform” / “online presence”: All online functions provided by the organizer, including exhibitor profile, product presentations, catalog entries, program, media, and on-demand areas.
(5) “Event year”: The calendar year in which the physical part of the trade fair takes place.
(6) “Early window”: Period up to and including December 31 of the year before the event year (specific year details in BTB/Appendix 2).
(7) “Additional services”: Services that can be ordered in addition to the inclusive services, such as media upgrades, technology, branding, furniture, or sponsorship.
(8) “Technical guidelines”: Binding specifications for safety, stand construction, power supply, IT infrastructure, fire protection, and logistics in accordance with Appendix 3.
(9) “Contractual penalties, sanctions, and procedural regulations”: Catalogued breaches of duty and associated measures or penalty amounts in accordance with Appendix 4.
§3 Conclusion of contract and admission
(1) Registrations can only be made via the reservation system (https://sightcity.net/admin/index.php). The exhibitor can initially make a reservation, but must complete the booking in the system within 14 days for bookings made after October 30, 2025. The registration constitutes a binding offer. The exhibitor is bound to this offer for 30 days.
(2) The contract is only concluded upon written or electronic approval or confirmation by the organizer.
(3) The organizer may refuse admission if there are objective reasons for doing so, in particular in the event of capacity utilization, lack of suitability for the trade fair profile, or compliance risks.
(4) The transfer of admission or stand space to third parties is not permitted without the prior written consent of the organizer.
(5) Any deviating information or significant changes regarding the company, legal form, or product range must be reported immediately. If the admission requirements are no longer met, the organizer may make adjustments or revoke the admission.
§4 Exhibitors and exhibits
(1) Manufacturers, service providers, organizations, and institutions whose offerings are relevant to blind and visually impaired people or related areas of inclusion and rehabilitation are eligible for admission.
(2) Products and services that are illegal, pose a safety, health, or moral risk, or contradict the objectives of the event are excluded.
(3) The organizer may prohibit or remove any exhibits or presentations that have not been registered or approved.
§5 Scope of services and packages
(1) Basic and optional extended services are offered in structured packages (Basic/Medium/Deluxe) in accordance with Appendix 1.
(2) The minimum content for the on-site presence and digital presence is specified in the BTB and Appendix 1.
(3) The exhibitor undertakes to maintain their exhibitor profile and to keep both the profile and the information/presentations of their products (if created) up to date. The minimum requirement is the complete contact details in accordance with Appendix 2.
(4) Functional adjustments to the digital platform that do not constitute a significant curtailment of the booked services are considered reasonable and do not entitle the exhibitor to claim a reduction in price.
§6 Prices and payment principles
(1) The price components, including the basic fee, space price, flat rates, upgrades, and additional services, are set out in the GTC and Appendix 5.
(2) All prices are exclusive of statutory sales tax, if applicable.
(3) The organizer is entitled to correct obvious calculation or typing errors.
(4) Discounts and reductions are only granted if the relevant conditions are met. Misuse will result in the full amounts being charged retrospectively.
§7 Co-exhibitors
(1) Co-exhibitors require separate registration and admission. Unregistered co-exhibitors may be removed or charged additional fees.
(2) The main exhibitor is jointly and severally liable for all obligations of its co-exhibitors towards the organizer.
(3) Co-exhibitors shall receive their own, possibly restricted, online profiles in accordance with Appendix 1, if this is provided for.
§8 Stand allocation
(1) The entire area has already been planned. When booking, the exhibitor chooses the desired location from among the locations that are still available. Restrictions may apply to certain areas (non-profit, start-up, focus on mobility) – approval upon request by activation in the reservation system by the organizer.
(2) There is no entitlement to a specific stand location.
(3) The organizer may make reasonable changes for organizational reasons, in particular with regard to location, dimensions (up to approximately ±10%), and neighbors.
(4) Notifications of changes shall be made immediately. Significant disadvantages must be reported by the exhibitor. Compensation shall only be paid in the event of objectively unreasonable deterioration.
§9 Setup, operation, and dismantling
(1) The specific set-up, operation, and dismantling times are specified in the BTB and Appendix 2.
(2) Premature dismantling or partial clearing is prohibited. Violations may result in contractual penalties in accordance with Appendix 4 and/or the closure of the online profile.
(3) Escape and rescue routes must be kept completely clear at all times.
(4) Stand construction must comply with the technical guidelines in Appendix 3. Unauthorized structures may be removed at the exhibitor’s expense.
(5) Waste must be disposed of properly in the designated bins. Hazardous waste may only be disposed of after prior consultation with the organizer.
§10 Withdrawal, cancellation, and non-participation
(1) Declarations of withdrawal must be made in writing and addressed to the organizer.
(2) The costs of withdrawal are based on the scale set out in Appendix 2.
(3) Early window: Withdrawal is possible free of charge until the end of the early window in accordance with the BTB.
(4) The organizer is entitled to withdraw in the event of non-payment, serious breach of duty, or the cessation of essential prerequisites. The same cost consequences apply as for withdrawal by the exhibitor.
§11 Force majeure and format changes
(1) Definition of force majeure: Force majeure is defined as extraordinary, unforeseeable, and unavoidable events beyond the control of the contracting parties, in particular:
- natural disasters (earthquakes, floods, storms)
- Pandemics and officially ordered health measures
- Terrorist attacks, war, civil war
- Official prohibitions or restrictions that make implementation impossible
- Strikes and lockouts in the transport or supply sector
- Failure of critical infrastructure (electricity, internet, transport) for more than 24 hours
(2) Format change: In the event of force majeure, the organizer may cancel or postpone the event or change its format (e.g., to an online-only event). Exhibitors will be informed immediately.
(3) Cost consequences: In the event of force majeure, costs will be reimbursed on a pro rata basis, less any costs already incurred. In the event of a format change (e.g., to an online format), services will be provided accordingly.
(4) Obligation to notify: The other party to the contract must be notified immediately of any force majeure.
§12 Digital platform – use and rights
(1) The organizer shall provide the technical infrastructure on an “as available” basis with industry-standard availability. Maintenance windows and short-term security updates are permitted.
(2) Exhibitors grant simple, non-exclusive rights of use, limited in time to the event year including follow-up, to the content they have uploaded (texts, logos, brands, media) for presentation, advertising, archive snippets, and the creation of anonymized statistics.
(3) Exhibitors guarantee that the content they provide is free of rights and indemnify the organizer against any corresponding claims by third parties.
(4) The organizer may block prohibited or infringing content without prior notice; notification will be provided retrospectively.
(5) Technical specifications are defined in Appendix 1 and Appendix 3. Non-compliant files may be rejected.
(6) Technical availability of the website: The organizer aims for 95% availability of the website. All exhibitor data is backed up regularly and protected by professional backup systems.
(7) Zoom availability: For live broadcasts and online presentations during the trade fair, technical availability depends on the respective third-party providers (e.g., Zoom). In the event of technical problems during the trade fair, the organizer may offer, advertise, and hold a replacement date after the trade fair.
(8) Data security: The organizer guarantees the professional backup of all exhibitor data using established backup systems at the hosting provider. In the event of server failures, all data will be restored as quickly as possible.
§13 Presentations / Sessions / Special Formats
(1) Scope: These provisions apply to stage presentations (forum, workshop stage, gaming lab, etc.) and special formats. Online exhibitor presentations are not subject to approval and are booked via the reservation system.
(2) Application: Submissions for stage presentations must be made exclusively viawww.sightcity.net/vortragsantrag by February 28, 11:59 p.m. There is no guarantee of acceptance. For detailed submission conditions, see the application portal.
(3) Selection: Decision by expert committee based on relevance, degree of innovation, and program balance. No obligation to provide reasons for rejection.
(4) Exclusivity: Double placements as an exhibitor and stage presentation are not permitted without written exemption.
(5) Implementation:
- Technology will be provided by the organizer
- All stage presentations will be streamed live and recorded
- Accessibility must be ensured
(6) Rights: Participation grants simple usage rights for 24 months for recordings, documentation, and promotion.
(7) Special formats: Gaming Lab, Workshop Stage, and Forum are subject to specific parameters as outlined in separate announcements.
(8) Liability: No remuneration or assumption of costs. Liability only in cases of intent/gross negligence.
§14 Advertising and promotional measures
(1) Advertising measures are generally limited to your own stand space or online profile, except in the case of booked extensions.
(2) The following are not permitted: excessively loud sound systems, aggressive approaches to visitors, obstruction of traffic flow, and unauthorized distribution campaigns.
(3) Mobile or overhanging installations require prior approval by the organizer.
(4) Disparaging or misleading comparative advertising is prohibited.
(5) Building protection: Nothing may be attached to the walls of the Kap Europa building at any time! Gas-filled advertising media (e.g., helium balloons) are also not permitted.
§15 Property rights, legal compliance, and legal violations
(1) Property rights compliance: The exhibitor is solely responsible for ensuring that their exhibits, advertising materials, and other displays do not infringe on the property rights of third parties (in particular trademark, patent, copyright, or design rights) and comply with applicable legal regulations.
(2) Suspected cases and blocking: In the event of justified suspicion of property rights infringements or illegalities, the organizer may, after hearing the exhibitor, temporarily block the exhibits or advertising materials concerned or demand their removal. In doing so, the principle of proportionality must be observed.
(3) Indemnification: The exhibitor shall indemnify the organizer against all justified claims by third parties arising from infringements of property rights or illegalities on the part of the exhibitor, insofar as the organizer is not jointly responsible. This also includes the reasonable costs of legal defense.
(4) Duty to report: If the exhibitor is accused of infringing property rights, they must inform the organizer immediately.
§16 Product safety and demonstrations
(1) All products must comply with applicable safety and labeling regulations.
(2) Prototypes must be clearly marked as such.
(3) Demonstrations must not cause any danger; escape and rescue routes must always be kept clear.
(4) Sources of danger must be adequately secured.
§17 Accessibility – Basic requirements
(1) Exhibitors undertake to comply with minimum accessibility standards. Helpful information on designing accessible media can be found at https://leserlich.info/, where the German Association for the Blind and Visually Impaired (DBSV) provides comprehensive guidelines.
(2) Digital media (texts, PDFs, videos, etc.) must be designed in accordance with digital accessibility standards. This is particularly relevant as SightCity is aimed at blind and visually impaired people. The use of color alone to convey information should be avoided.
(3) The organizer may suggest improvements in the event of obvious violations of accessibility standards in the digital media provided by the exhibitor. However, there is no systematic review of all exhibitor media.
§18 Technical infrastructure
(1) Connections must be made in accordance with the Technical Guidelines (Appendix 3). Self-installations may only be carried out by qualified specialists.
(2) Tampering with the technical infrastructure is prohibited.
(3) Malfunctions must be reported to the organizer immediately.
(4) Private Wi-Fi access points are not permitted. The organizer provides a general guest Wi-Fi network. A secure exhibitor Wi-Fi network or LAN connections can be booked additionally.
§19 Exhibitor passes and access regulations
(1) Basic equipment:
- Each exhibitor receives 2 free exhibitor passes
- Main exhibitors with more than 10 m² of stand space will receive an additional free pass for every 5 m² or part thereof
- Example: For 15 m² = 2 basic passes + 1 additional pass = 3 free passes
- Example: For 20 m² = 2 basic passes + 2 additional passes = 4 free passes
(2) Additional passes: Additional passes can be ordered until April 1 for a fee (see Appendix 5 for prices).
(3) Issuance and identification:
- Issuance from one day before the start of the trade fair at the reception desk in exchange for ID
- Standard badges show the company name but no personal data
- Personalization with name/function is possible for an additional fee
(4) Replacement in case of loss: Replacement badges are subject to a fee and are only available as neutral “blank badges” (without company logo).
(5) Restrictions on use: Badges may only be used by persons working for the respective exhibitor.
§20 Data protection
(1) The privacy policy of SightCity GmbH, available at www.sightcity.net, applies.
(2) Exhibitors are responsible for complying with their own data protection obligations, in particular with regard to lead generation and visitor communication.
(3) Tracking and lead capture measures are only permitted with the appropriate legal basis.
§21 Sanctions and cost consequences
(1) In the event of violations of these conditions of participation, the organizer may take the following measures: warning, removal order, temporary or permanent suspension, and cost allocation.
(2) Any costs incurred as a result of non-compliance with the conditions of participation will be charged to the exhibitor responsible.
(3) Repeated violations may lead to an escalation of measures.
§22 Liability and insurance
(1) The organizer shall be liable without limitation in cases of intent, gross negligence, and injury to life, limb, or health.
(2) In cases of simple negligence, the organizer shall only be liable for the violation of essential contractual obligations (cardinal obligations), limited to typical and foreseeable damage.
(3) Liability for indirect damage and loss of profit is excluded to the extent permitted by law.
(4) Product liability remains unaffected.
(5) Exhibitors are responsible for taking out their own insurance (business liability, transport insurance, etc.).
(6) The organizer assumes no duty of care for exhibits or stand equipment.
§23 Rules of conduct and house rules
(1) Discrimination, harassment, and hate speech are prohibited and may result in immediate expulsion.
(2) Instructions from the organizer and security personnel must be followed.
(3) The organizer may expel persons from the event for good cause.
(4) Detailed regulations on house rules can be found in the online exhibitor information.
§24 Final provisions
(1) Place of performance: Frankfurt am Main
(2) Place of jurisdiction: The competent court in Schwerte shall have exclusive jurisdiction for all disputes arising from this contractual relationship.
(3) Applicable law: German law applies, excluding the UN Convention on Contracts for the International Sale of Goods.
(4) Severability clause: Should individual provisions of these conditions of participation be or become invalid, the validity of the remaining provisions shall remain unaffected.
(5) Amendments and additions: Amendments and additions to these conditions of participation must be made in writing.
As of September 2025