Conditions of participation

I. Special conditions

1. title of the event

SightCity – International trade fair for aids for blind and visually impaired people

2. organizer

SightCity GmbH
c/o Metec AG
Hasenbergstrasse 31
70178 Stuttgart Germany

Contact:
Dagmar Krutzki
Phone:+ 49 (0) 2304 205 903
e-mail: dagmar.krutzki@sightcity.net

(named organizer in the text)

3. venue

Presence:
Kap Europa
Osloer Strasse 5
60327 Frankfurt am Main, Germany

Online:
www.sightcity.net

4. duration and opening hours

Set-up time:
May 20, 2025, probably 10:00 a.m.
until May 21, 2025, 09:00 a.m.

Opening hours:
May 21, 2025 10:00 a.m. to 6:00 p.m.
May 22, 2025 10:00 a.m. to 6:00 p.m.
May 23, 2025 10:00 a.m. to 4:00 p.m.

Afterwards, the exhibitors* can be found online with products as in a digital trade fair catalog.

Dismantling time:
May 23, 2025, from 4:00 p.m. to 10:00 p.m.

Dismantling before 16:00 is only possible with the permission of the organizer. Early dismantling must be requested at least 5 days before the start of the event. The organizer reserves the right to impose a penalty for unauthorized premature dismantling.

5. participation fees and other fees

SightCity 2025 is planned as a hybrid trade fair with presence and online presentation. This means that participation in the face-to-face trade fair in Frankfurt automatically includes participation in the online trade fair at www.sightcity.net.

The following net investment prices have been set for SightCity 2025.

Basic participation fee:
€ 500.00 plus legal. VAT

Presence part:
Standard stand, 10 m²: € 2.470,00 plus legal. VAT

The desired total area must therefore be divisible by 5!
Only directly adjacent stands in the plan can be booked together and merged.

Price for additional space for separate booths that have already been planned:
75% of the booth price for the space, with the largest area being charged at full price.

Maximum stand area: 70m²

The following flat-rate costs are added:

• Flat rate for energy costs: € 5,00 plus legal. VAT per m²
• Disposal fee: € 5,00 plus legal. VAT per m²
• Internet connection:
  • optional LAN € 250,00 plus legal. VAT for 3 days
  • Guest WLAN free of charge

The stand price also includes:

• 1 table and 2 chairs per 5 m² stand area
• 2 exhibitor passes per 5 m² stand area
• Pin boards to delimit the stand (issued individually on the set-up day)
• Power supply
• Power consumption

Other bookable, optional stand equipment, etc. can be booked via the reservation system.

Online presentation:
The online presentation is mandatory for exhibitors, as SightCity is a hybrid event. It can therefore not be excluded from the booking.

There are three packages to choose from for the online presentation.
When booking a stand, the exhibitor automatically books the Basic package, which can be manually upgraded by the exhibitor to the Medium or Deluxe package.

The basic package is the minimum package to be booked, whereby at least the exhibitor page on our website www.sightcity.net must be maintained. Exhibitors can decide for themselves which of the other components of the package they wish to use to promote their participation.

Basic package € 0 plus legal. VAT

Includes:

• Company entry with short portrait (max. 250 characters)
• Short area with contact details
• 6 products in short presentation (max. 200 characters)
• 1 online lecture (60min.; own technology; external location) via ZOOM (provided)
• 1 free social media post: Content and date of your choice within the entire event year
• 1 social media post on exhibitor participation
• 2 social media postings per online lecture
• Basic catalog entry (company name, stand number, QR codes to the exhibitor page on www.sightcity.net)

Medium package € 1.000 plus legal. VAT

Includes:

• Company entry with short portrait (max. 300 characters)
• Short section with contact details incl.
  Links to the social media sites
• 6 products with longer product description and additional product highlights (max. 300 characters each), product image gallery with up to 4 images and additional YouTube link
• up to 3 additional free links
• 2 online lectures (60min.; own technology; external location) via ZOOM (provided)
• 1 free social media post: Content and date of your choice within the entire event year
• 1 social media post on exhibitor participation
• 2 social media postings per online lecture in advance and at least
  1 further posting, provided the lecture recording is approved by the exhibitor
• Large catalog entry in 1 column (company name, stand number, contact details, short text (max. 50 characters), QR codes to the exhibitor page at www.sightcity.net)

Deluxe package: € 2.000,00 plus legal. VAT

Includes:

• Company entry with short portrait (max. 300 characters)
• up to 3 additional media files within the company presentation
• Short section with contact details incl.
  Links to the social media sites
• 9 products with longer product description and additional product highlights (max. 300 characters each), product image gallery with up to 4 images, additional YouTube link and up to 3 media files per product
• up to 5 additional free links
• 9 online lectures (60 min.; own technology; external location) via ZOOM (provided)
• 3 free social media postings: Content and date of your choice within the entire event year
• 1 social media post on exhibitor participation
• 2 social media postings per online lecture in advance and at least
  1 further posting, provided the lecture recording is approved by the exhibitor
• Deluxe catalog entry in 2 columns (company name, logo, stand number, contact details, short text (max. 100 characters), QR codes to the exhibitor page at www.sightcity.net)

The following elements of the online presentation can also be booked:

• Additional lectures: € 200.00 each plus VAT
• Additional products as a minimum display: € 50.00 each plus VAT
  Minimum presentation: product name and a direct link to your product page

General:

The stand price includes the basic entry with company name and stand number for the exhibitor catalog.
The classification into product groups is based on the product group selection of the individual products.

A catalog entry with contact details and a short info text (max. 50 characters) costs €49 plus VAT. VAT will be charged. This extended entry is preset in the reservation system under Categories. If this is not desired, the exhibitor can deselect this option. This attitude applies to all exhibitors!

Co-exhibitors can be booked for the presence fair. For each co-exhibitor, the basic participation fee and €100 plus VAT will be charged. legal. VAT will be charged for the presence part as a co-exhibitor. When booking a co-exhibitor, an online basic package is booked separately for the co-exhibitor. For the online section and the presentation in the catalog, the co-exhibitor is considered a regular individual exhibitor. The services booked by the co-exhibitor will be invoiced separately at the regular price directly to the co-exhibitor.

Non-profit associations, clubs and institutions receive a 30% discount on all basic booking prices such as stand booking and online presentation.

Late bookers:
For registrations after March 31, 2025 a surcharge of 10 % on all costs will be charged.
For this registration the catalog entry is no longer guaranteed!

6. invoicing and terms of payment

Settlement is made in three parts:

• The first partial invoice amounting to 50% of the participation fee (presence & online) is issued after admission.
• Second partial invoice in the amount of 50% of the participation fee (presence & online) plus the additional services booked up to that point will take place approx. 4 weeks before the start of the event
• Outflow statement with all additional services booked but not yet invoiced will be issued after the event

The invoice amounts are to be paid immediately upon receipt of the respective invoice.

In the event of late payment, reminder fees of €10 and interest on arrears will be charged. The organizer reserves the right to use the stand space of the defaulter for other purposes after unsuccessful reminders. Payment of the outstanding invoice by the exhibitor shall remain unaffected.

No stand construction without complete receipt of payment!

II General conditions

1st registration

Registration is to be made exclusively electronically in the booking system on the SightCity homepage https://www.sightcity.net/admin/index.php with acceptance of these conditions of participation. You can choose from the available stand spaces.
The desired location will be checked by the organizer and generally taken into account, unless a well-founded, justifiable relocation is required.

Exhibitors at SightCity 2024 are entitled to book their booth for SightCity 2025 for two months from September to October.
If the exhibitor does not make use of this option, the stand space will be put up for sale from November.
Even if a booth is reserved, the actual booth booking in the reservation system must be made manually by the exhibitor.
If this is not done during the pre-booking phase, the booth will go back on sale.
All reservations made from November onwards are valid for a maximum of 2 weeks before the reservation is automatically canceled.

Any conditions or reservations listed in the application will not be considered.

The organizer reserves the right to change the exhibition space as a whole. In this case, he will agree a new location with the exhibitors concerned.

Registration is binding until notification of admission or final non-admission.

Receipt of the registration will be confirmed by e-mail. The data may be stored for the purpose of automatically processing the registration.

The official registration deadline is March 31, 2025. On this date, the online reservation system will also close at 23:59!

2. approval

The organizer shall decide on the admission of exhibitors, taking into account the content and character of the event. Exclusion of competition may neither be demanded nor promised. The contract between the organizer and the exhibitor is concluded upon receipt of the confirmation of admission and the exhibitor’s invoice. The authorization granted may be revoked if the conditions for granting the authorization are no longer met.

3. resignation

If an exhibitor withdraws after binding registration or after admission has been granted in exceptional cases up to the registration deadline, 50% of the participation fee (presence and online) and 100% of the costs incurred by the exhibitor due to additional orders must be paid by the exhibitor. Normally, the organizer does not grant permission to withdraw.

If the exhibitor withdraws after the registration deadline, 100% of the participation fee (presence and online) and all costs must be paid by the exhibitor.

4. changes – force majeure

Unforeseen events, force majeure or cancellation by official order with the consequence that the attendance part of the trade fair cannot be held or is shortened or postponed shall not entitle the exhibitor to claim damages and assert rights of withdrawal. The stand rental fees and all other costs incurred by the exhibitor shall be borne by the exhibitor.

If the face-to-face part of the trade fair cannot take place, the online part of the trade fair will still take place as planned!

5. stand selection

The stand selection is made by the exhibitor at the time of registration.

The stands have already been planned and sized. An extension of the stand area to max. 70 m² is only possible by booking additional pre-planned stands. These booths must be selected next to each other to create one large booth.

Certain areas of the presence fair are reserved for specific exhibitor groups, such as educational institutions or non-profit associations. Accordingly, online stand selection in the reservation system by exhibitor category may only be possible to a limited extent.

The organizer reserves the right to change the size and location of the exhibition stands if this is necessary in accordance with the content and character of the exhibition or for technical reasons.

6. data delivery

Exhibitors provide the texts for the presentation of their company on the exhibitor page within the SightCity website(https://www.sightcity.net), for the product categories and the products as well as the respective links to the exhibitor’s website via the reservation system itself.

Image files such as product images and logos can be submitted by e-mail in individual cases by arrangement. The alternative image description texts must also be supplied for the image files. All texts and necessary information must be provided bilingually, i.e. in German and English. Content can be carried over from previous years in the reservation system, but must be checked and approved.

All content (texts, files and images) must be delivered or released by April 11, 2025 11:59 p.m. at the latest.

7. event platform

The online events (demonstrations, presentations, papers, workshops) are held via the online platform ZOOM. This means that operation is standardized for all participants. SightCity sets up the events, provides the presenters with the access data and makes the link available to participating visitors on the website. A calendar on the website provides an overview of the event.

It is not permitted to hold events with other programs or not via SightCity. Livestreaming to channels other than those of SightCity with the ZOOM platform technology provided is not possible.

The events are recorded by SightCity and made available to the exhibitors a few weeks after the trade fair, with post-processing being carried out by the exhibitors themselves. The exhibitor can release the recordings for publication on the SightCity exhibitor page and the SightCity social media channels.

Released recordings will be supplemented by SightCity with a short intro containing information about the presentation. Released contributions will be published in the order in which they are released, with a maximum of one contribution per day being published on SightCity’s social media channels for a more exclusive presentation of the presentation.

8. hotel room

Hotel rooms cannot be booked through the organizer; the SightCity website only provides a list of hotels in the vicinity of Kap Europa. You can also find overnight accommodation at https://www.frankfurt-tourismus.de/frankfurt/ukv?reset=1&lang=de.

9. exhibitor passes

Two exhibitor passes are provided for every 5 m² of stand space.
The exhibitor passes are intended exclusively for exhibitors, their stand personnel and stand representatives. In the event of misuse, the card will be withdrawn without replacement.

If additional exhibitors require passes, these can be ordered in advance of the trade fair. Each badge must be registered online to a natural person no later than one day before the event.

Exhibitor passes will be issued to exhibitors one day before the event at the trade fair reception together with all exhibitor documents.

10. advertising in the showrooms

Advertising of any kind is only permitted on the exhibitor’s stand. Advertising with sound carriers on the exhibition stands is not permitted. Exceptions are video presentations, the volume of which must be adjusted to the stand requirements and must not disturb neighboring stands. The distribution of advertising material in traffic areas is also not permitted. The display of advertising material on the walls of the venue outside the exhibition rooms is not permitted.

11. construction and design of the exhibition stand

The framework data for the design of all exhibitors’ stands is standardized. If you do not have your own stand, tables, chairs and partition walls will be provided in sufficient quantities. The same applies to the partition walls. The partition walls provided are pin boards on which advertising opportunities may be displayed with pins.

Own stand structures in the form of display walls or standard exhibition stand systems are permitted, but may not exceed a maximum height of 2.5 meters.
Other stand structures must be approved in advance by the organizer.
Care must be taken to ensure that the stand construction is barrier-free for visitors.

Traditionally, SightCity is a so-called table fair. The intention is to maintain a uniform character of the show and to keep the costs for all exhibitors as low as possible. This means that excessively elaborate stand designs cannot be approved and the exact stand dimensions must be adhered to. Objects protruding beyond this must be removed.

Please note: The partition walls are pin boards! Please do not stick them on, as they can easily be damaged when removed. The exhibitor will be charged for the repair of damaged furniture or pin boards.

No advertising material may be attached directly to the walls of Kap Europa; any damage caused will be charged to the exhibitor!

12. exhibition insurance and limitation of liability.

The exhibition rooms are locked outside of opening hours. Exhibitors are advised to insure their exhibits and stand equipment at their own expense and to have adequate liability insurance.
The organizer is liable to exhibitors for damage to their stands only in the event of gross negligence or direct fault. The exhibitor shall be liable to the organizer on the basis of statutory regulations.

13. protection of intellectual property

Exhibitors who are holders of industrial property rights are advised to bring certificates of such rights with them. The organizer is not entitled to take action against violations. The exhibitor concerned must take legal action himself if a violation is discovered during the event.

14 General product safety

If they do not yet bear a CE mark, they may be issued. However, these products must be clearly marked with the information that the CE mark must still be acquired for them as soon as the requirements for the device have been met.

15 Technical services

You will receive further information separately

16. disposal, cleaning

Exhibitors and their contractors must dispose of their waste/residual materials on their own responsibility. The exhibitor will be informed about the disposal options in the exhibition room in the technical information.

Should special cleaning or repair services be required as a result of the exhibitor’s trade fair activities, the exhibitor will subsequently be invoiced for the costs incurred.

The exhibitor must ensure that all stand structures are removed by the end of the dismantling period at the latest.
Stand structures that are still standing or deliberately left standing will be subject to a fine of € 2,000 to cover disposal costs.

17. guarding

Outside the opening hours, the exhibition rooms are locked and guarded; the exhibitor is responsible for supervising and guarding the stand during the opening hours. This also applies to assembly and dismantling times

18. house rules, house rules

The organizer exercises domiciliary rights in the exhibition rooms during the event.

19. final provisions

All agreements, individual approvals and special regulations must be confirmed in writing by the organizer; if letters of approval contain the information that they were created by the organizer using a computer, they do not require any further form (signature).

All claims of exhibitors against the organizer shall expire within 6 months. The limitation period begins at the end of the month in which the closing date of the trade fair falls. The place of performance and place of jurisdiction for all mutual obligations is Stuttgart.

Stuttgart, August 2024