Terms and Conditions of Participation of bvitg Service GmbH on the DMEA Congress

If you wish to give a presentation (hereinafter also referred to as "contribution") at the DMEA as part of the "Congress" event, you must register and apply with the bvitg Service GmbH ("hereinafter referred to as "bsg") via the DMEA booking portal (hereinafter referred to as "portal") in advance. With your registration on the portal you agree to these Terms and Conditions of Participation.

1. Application & Registration Process via the Call for Papers Portal DMEA

1.1 Participation in the DMEA Call for Papers is free of charge and open to all actors in the healthcare sector.

1.2 Applications can only be submitted via the designated portal. Submission through third parties or by email is excluded.

1.3 After registering in the portal, all fields marked with an asterisk (*) are mandatory. This information is required by BSG to decide on the acceptance of the submitted contribution and to ensure the execution of the DMEA.

1.4 BSG reviews the submitted contributions, and the respective session coordinators make the final selection of which contributions will be accepted for presentation at DMEA. The session coordinators are responsible for the selection decision.

1.5 Please note that your application, and thus your data, will be stored in our portal even if your contribution is not accepted by BSG. BSG uses this data for the planning of future DMEA events, for example, to potentially contact rejected applicants for future events. If you do not wish this, you may request the deletion of your submitted applications or your entire portal user account by sending an email to dmea@bvitg.de. This does not affect the transfer of usage rights regarding presentations already given, which is irrevocable (see § 4 of these Terms and Conditions).

1.6 If your contribution has been accepted by BSG for the DMEA program, you are obliged to provide the services specified in these Terms and Conditions.

2. Notes on the Use and Submission of Your Contribution, Photos & CV

2.1 As a submitter of a presentation, you have the opportunity to register yourself as a speaker within the framework of the DMEA Call for Papers. Registration and the submission of the abstract are carried out exclusively via the BSG registration portal.

2.2 If you register additional persons as speakers as part of your submission, they will automatically be informed of the registration by BSG via email. By registering, you confirm that you are authorized to share the contact details of the registered persons, that they have been informed about the registration in advance, and that you have obtained their consent for the transfer and processing of their personal data within the framework of the Call for Papers. The processing of personal data is carried out solely for the purpose of conducting and organizing the DMEA Call for Papers in accordance with applicable data protection regulations (GDPR).

2.3 A maximum of two speakers can be registered per presentation if the presentation is up to 15 minutes long. If a presentation is scheduled for only 10 minutes, registering a second speaker is not possible.

2.4 In the event that your presentation is accepted, you are obliged to submit the final version of your presentation by email to dmea@bvitg.de or patrice.cole@bvitg.de no later than two weeks before the start of the event. Only presentations in PDF or PowerPoint (.ppt/.pptx) format are accepted.

By submitting the final presentation, you grant the organizer a simple, spatially and temporally limited right to use the presentation within the framework of the event and for accompanying organizational purposes (e.g., provision for moderation, technical preparation, event documentation). Any further use, in particular publication or distribution to third parties, requires your prior consent.

2.5 If your submission is successfully accepted, you are obliged, at the start of the speaker management process, to submit certain personal data (e.g., photo, CV, social media profiles) via the designated Speaker Portal of Messe Berlin. Please note that by transferring your data, you leave the BSG registration portal, and from that point on, only the terms of participation and privacy policy of Messe Berlin apply.

3. Notes on the Use of Your Presentation

3.1 Your presentation delivered as part of the event will be made available for up to six weeks after the conclusion of DMEA in the Online On-Demand Program under the Session Review section. Access to this program is restricted exclusively to holders of a valid DMEA ticket.

3.2 The Online On-Demand Program is available on the websites www.plus.dmea.de & www.dmea.de and in the DMEA App.

3.3 Presentations delivered as part of the congress program will not be made available for download to third parties after the event. Any requests for the sharing or use of such presentations must be coordinated directly with the respective speaker.

4. Reference to Image and Sound Recordings

4.1 BSG, bvitg e. V., and Messe Berlin GmbH are entitled to record events and presentations within the framework of DMEA, in whole or in part, in image, sound, and video, archive them, and use them as follows:

• Transmission and Provision: as a livestream and via public on-demand access (e.g., download or streaming) on online platforms of Messe Berlin GmbH and on the official DMEA website.

• Public Relations: for communication and marketing purposes of Messe Berlin GmbH, BSG, and bvitg e. V. in connection with DMEA (e.g., website, social media, print and online media).

• Editorial Reporting: within their own public relations activities and in cooperation with external media in print and digital formats.

• Provision to Media Representatives: for journalistic reporting on DMEA.

4.2 By participating, you explicitly consent to the creation, storage, and use of such image and sound recordings for the aforementioned purposes, without any entitlement to remuneration.

Data Protection / Personal Rights: The recordings may contain personal data. The legal basis for processing is Art. 6(1)(f) GDPR (legitimate interest in documentation and public relations for DMEA). Responsible for data processing are BSG, bvitg e. V., and Messe Berlin GmbH. Your rights to access, rectification, deletion, or restriction of processing, as well as other data subject rights under Art. 15 et seq. GDPR, remain unaffected.

5. Remuneration

Upon request, you will receive a free ticket for the edition of DMEA for which your contribution has been accepted. The bsg will not pay any other remuneration.

6. Cancellation of the event

In the event of closure/disruption of the venue or for reasons of force majeure, Messe Berlin GmbH is entitled to cancel or postpone an event. In this case, bsg will inform you as soon as possible. Claims for reimbursement of expenses are excluded in the event of timely cancellation of an event. In any case, a cancellation is considered to be on time if it is announced at least two weeks before the event.

7. Personal prevention

Should you be prevented from attending on the day of the event or are unable or unwilling to make your program contribution for other reasons, please inform bsg as soon as possible by sending an e-mail to dmea@bvitg.de. Furthermore, we ask you to find a person to replace you in this case (after consultation with bsg). bsg reserves the right to cancel the program contribution if no adequate replacement can be found. In case of need, the bsg will check whether any expenses can be reimbursed.

9. Liability

9.1. You shall release the bsg, bvitg e. V. and Messe Berlin GmbH from all claims by third parties regarding your contribution, your presentation, your curriculum vitae and your photo, which are based on an infringement of copyrights or other third-party rights for which you are responsible.

9.2. The bsg shall be liable without limitation for intentional or grossly negligent conduct and always in the event of culpable injury to life, limb or health, in cases of fraudulent intent, in the event of the assumption of a guarantee or in the event of claims under the Product Liability Act.

9.3. In case of simple negligence, bsg shall only be liable for the violation of cardinal obligations. A cardinal obligation is an obligation the fulfillment of which makes the proper execution of the contract possible in the first place and on the fulfillment of which the other party may rely. In the event of negligent breach of a cardinal obligation, the liability of bsg shall be limited to compensation for foreseeable and typical damage.

10. Jurisdiction and place of performance, applicable law

10.1. As far as legally permissible, the place of performance and jurisdiction shall be Berlin.

10.2. German law shall apply to the exclusion of the conflict of laws and the UN Convention on Contracts for the International Sale of Goods.

11. Final provisions

11.1. Should individual clauses of these Terms and Conditions of Participation be invalid in whole or in part, or should the contract contain a loophole, the validity of the remaining contractual clauses or parts of these clauses shall remain unaffected. The invalid or missing provisions shall be replaced by the relevant statutory provisions.

11.2. Amendments to these Terms and Conditions of Participation (including this written form clause) must be made in writing.

(Status: September 2025)