Berlin Tourismus & Kongress GmbH (VisitBerlin) Terms and Conditions for participation as a Hosted Buyer in Meeting Place Berlin 2019

Your participation as a hosted buyer is exclusively subject to these terms and conditions. By submitting your binding registration to participate in Meeting Place Berlin 2019, you expressly acknowledge these terms and conditions. All communication with the organiser concerning Meeting Place Berlin 2019 shall take place with pcma professional congress & marketing agency gmbh, Crellestr. 21, 10827 Berlin, the agency managing the event on behalf of the organisers.


The organiser of Meeting Place Berlin 2019 being held 11th–15th July 2019 is Berlin Convention Office (BCO) of Berlin Tourismus & Kongress GmbH in cooperation with the visitBerlin Partnerhotels e.V. and the visitBerlin Convention Partner e.V.


Registration to participate in the event can be done exclusively on the event website by clicking on register/login and completing the online form posted there or alternatively by submitting said form by fax. The registration form will be available in German and English. The application must be received by the organiser no later than 23rd May 2019.


Any and all information provided by the participant on the website (first and last name, position, email contact, address and qualifications) must be answered truthfully. Fields marked with an asterisk must be completed in full.


Participation is open to potential customers (not from Berlin) interested in purchasing services from the MICE industry in Berlin. The data received will be checked thoroughly and the event organiser reserves the right to exercise its discretion in accepting registrations. Registrants have no legal right to an acceptance of their registrations. If the registrant is accepted for participation as a potential customer (hosted buyer), you will be provided with the following services at no cost during the event:

  • four overnight stays (11th - 15th July 2019) including breakfast in a single room at a partner hotel for this event;
  • participation in Meet Professionals Day – a workshop with at least 15 appointments with potential business partners;
  • participation in Meet Berlin Day – Berlin Incentive
  • participation in Meet Facilities Day – with various site inspections
  • four evening events

Please note that the city of Berlin now levies the City Tax against overnight accommodation from 1 January 2014. This must be paid on-site at the hotel upon check-out. Please note that overnight stays for business purposes are not subject to the City Tax.


Approved participants from Germany will be offered a discounted ticket from Deutsche Bahn for their return journey to/from Meeting Place Berlin 2019. The organiser has also booked a contingent of tickets for international participants on pre-determined flights, that can be used at no cost by approved participants, subject to availability. For intercontinental flights, the organiser will, however, charge the participant a flat fee of € 300.00 plus VAT. Alternatively, participants may make their own travel arrangements at their own expense. Included in the event are transfers to event venues as pre-defined by the organiser as well as all meals and drinks during the official programme. If you should miss a transfer organized by the organiser, you shall bear the cost of a separate transfer yourself.


The services described are provided conditionally based on required participation in all official programmes (Meet Professionals Day, Meet Berlin Day and Meet Facilities Day).


The individual services listed will be defined in detail by the organiser. Registration does not grant any right to a particular place of accommodation or specific individual services, unless these have been detailed herein.


The organiser expressly reserves the right to make changes to the individual services in the event programme. Separate services (such as additional nights, mini bar, telephone, pay TV, private transfers, extra food and drinks, etc.) must be arranged and paid on-site by participants on their own account.


A completed registration may not be transferred to another person, unless this person is employed by the same company and is deemed eligible to participate after filling out the registration form and questionnaire. The coordination of replacement participants after successful registration must be done directly with pcma professional congress & marketing agency gmbh, the agency managing the event on behalf of visitBerlin.


Meeting Place Berlin 2019 is intended to market Berlin as a destination and promote dialogue among the trade participants. During the event, participants are strictly prohibiting from selling their own services through the trade visitors. A violation of this provision will result in a penalty of € 300.00 plus VAT and exclusion of the participant from the event.


The organiser is fully liable for damages incurred by participants such as may have been caused with intent or gross negligence or if a warranty has been made. Liability for damages due to slight negligence which results in injury to life, limb or health is likewise unrestricted. For slightly negligent breaches of essential contractual obligations, the liability is limited to the value of tangible and financial damages to the extent such damage was foreseeable and typical. Any further liability on the part of the organiser for damages is excluded. This provision also applies to agents acting on behalf of the organiser.

Cancellation & No Show

You may cancel your registration as a hosted buyer for Meeting Place Berlin 2019 until 23rd May 2019 for any reason and at no cost to you. The cancellation must be submitted in writing to the organiser. The cancellation shall be deemed accepted once it has been confirmed by the organiser in writing.


Any cancellation submitted after 23rd May 2019 or the failure to appear at Meeting Place Berlin 2019 will result in a processing fee of € 150.00 plus VAT per person. The individual reason preventing participation will not affect the levying of this fee. The participant may instead name a replacement participant, provided said person meets the same criteria for participation described above. If the nominated replacement participant is deemed ineligible by the event organiser, the processing fee will be charged.


The organiser will monitor participation in the individual programme points and the customer's compliance with the appointments and schedule contained therein. If the participant fails to attend parts of the programme or show up for scheduled appointments, the organiser shall also be entitled to charge a one-time processing fee of €150.00 plus VAT per customer.


The individual reason preventing participation will not affect the levying of this fee, whether it be illness, appointments running late, etc. The participant is at liberty to take out travel insurance at his or her own expense to minimise such risks. On request, the organiser can help you find an individual travel insurance policy. If any condition contained herein is or shall become invalid, then the validity of the other conditions is not affected.

Photography, filming and sound recordings

We would like to point out that sound and video recordings and photographs may be made during the event.


With his attendance the visitor gives the organiser and the realisation company the right to produce audio-, video- and photo recordings of the visitor without any specific compensation on occasion of this event. Furthermore the organiser and the realisation company receives the right from the visitor to broadcast or let broadcast these recordings with advertising and non-advertising purposes, as well as to use or let use them in the area of audiovisual media (such as online, mobile-TV, social media) and in the printed media. This includes particularly the use of the above mentioned recordings in the frame of the public relations activities and the destination marketing of the city of Berlin.


All recordings in which the focus is put on single persons, the participants have the right and the possibility to indicate to the photo- and/or videographer that they do not wish to be recorded. Should it not be possible to express this wish or should it not be observed, we will upon corresponding information subsequently prevent a publication through us and our service partners.


For questions, please contact the agency managing the event, pcma professional congress & marketing agency gmbh, Crellestr. 21, 10827 Berlin


In case of questions regarding compliance, please contact us:


The General Data Protection Regulation apply.

Current as of: June 2018