Terms of Participation of bvitg Service GmbH for exhibitors to the Solutions Hub 2025

bvitg Services GmbH (hereinafter referred to as "bsg") organizes one or more Solutions Hubs at the DMEA on selected topics. It is an event where multiple exhibitors, who have purchased a slot for the respective Solutions Hub, can present to interested visitors on a given topic.

Exhibitors wishing to present within a Solutions Hub must register in advance with bsg on the DMEA booking portal (hereinafter “portal”) and purchase a slot at a charge.

By registering on the portal, you agree to these Conditions of Participation.

1. Entry requirements and registration on the portal

1.1. All companies registered as exhibitors for DMEA 2025 are entitled to book one or more slots in the Solutions Hub.

1.2. Providing the data marked with an asterisk (*) on the Portal is mandatory, as bsg needs this information to organize and conduct the Solutions Hub.

1.3. Your data will remain stored on the portal even after the Solutions Hub session has taken place. The bsg will use this data for planning of future DMEA events and may contact you via email in this regard (cf. § 7 of these temrs of participation). You may request the deletion of your data or your entire portal user account by sending an e-mail to dmea@bvitg.de if you do not wish for your data to be stored. This does not affect the transfer of rights of use in relation to presentations already made, which is irrevocable (cf. § 5 of these conditions of participation).

1.4. By registering on the portal and accepting these Terms of Participation, you commit to provide the services specified in these Terms of Participation.

2. Booking procedure and deadlines

2.1. The topics of the various various Solutions Hub sessions will be announced on the DMEA website. A limited number of slots are available for each topic. Due to the limited number of available presentation slots per topic, individual topics may reach full capacity prior to the official booking deadline..

2.2. From the booking release on January 13, 2026, all registered exhibitors of DMEA 2026 can book one or more slots. Booking a slot incurs a fee (see § 6 of these participation conditions). A presentation slot in the Solutions Hub is equivalent to 10 minutes. Each exhibitor can book a maximum of five slots in total.

At the time of booking, the exact date and time of the Solutions Hub has not yet determined. bsg will inform about the date and time of the Solutions Hub in a timely manner (at least two weeks before the start of DMEA). Following the provision of payment details, booking parties will receive an email confirming the booking. Subsequently, in a second step, they must provide the title, a brief description, and the designated speaker of their presentation via the portal.

Bookings are only possible via the portal and until February 10, 2026, 11:59 pmlatest. From this point onward, the required information (invoice data, title, short description, speaker) must be complete and correct. If, in particular, the invoicing details provided are incomplete or incorrect, an administrative fee of EUR 85 (plus VAT) will be charged.

2.3. There is no right of withdrawal or revocation. If you do not attend the booked slot, this does not exempt you from your payment obligation.

2.4. The bsg reserves the right to reject contributions at its own discretion if they do not fit the given topic based on the title and/or description.

3. Procedure of the Solutions Hub, your presentation

3.1. A Solutions Hub lasts 40 minutes; there is a maximum of four slots per Solutions Hub. If additional material, such as a presentation, is to support the contribution, you are responsible for ensuring that the material is provided to bsg in a common format in a timely manner. The final version of the planned presentation must be provided to bsg digitally and no later than March 20, 2026, 11:59 pm.

3.2. The sequence of the Solutions Hub (i.e., the order of the presentations within the respective topic) will be determined by the bsg after the booking deadline and is independent of the time of booking.

3.3. You are generally free to design your presentation, but you must adhere to the time limit of your slot. Delays in preparation and/or on-site on the day of the presentation from your responsibility may result in a corresponding reduction in your presentation time

3.4. You are responsible for ensuring that your presentation does not infringe any third-party rights (e.g., copyrights).

3.5. Insofar as Messe Berlin GmbH has drawn up a hygiene concept for the DMEA, compliance with its specifications is mandatory.

3.6. The bsg reserves the right to interrupt, shorten or terminate presentations if this is necessary for important reasons. This is the case, for example, if presentations do not correspond to the agreed-upon topic, infringe the rights of third parties, are illegal or contain discriminatory content, if Messe Berlin GmbH's hygiene concept is not followed, or if the speaker is obviously not sufficiently qualified to speak to a professional audience.

4. Image and sound recordings

4.1. The bsg, the bvitg e. V. and Messe Berlin GmbH will record events and contributions for the purpose of DMEA program documentation in whole or in part in film, image, and sound, archive them and, if necessary, use them in the following manner:

• Public provision for download on an online platform of Messe Berlin GmbH and on the DMEA homepage.
• Use for public communication measures of Messe Berlin GmbH, the bsg or bvitg e. V. in connection with the DMEA (e.g., website, social media, print media).
• For editorial reporting as part of their public relations work in their own and third party print and digital media.
• Disclosure to members of the press for the purpose of reporting on the DMEA.

4.2. There is no obligation on the part of bsg, bvitg e. V. and Messe Berlin GmbH and no claim on your part to the use shown.

5. Rights of use

5.1. You grant bsg all rights necessary for the fulfillment of this contract. This includes in particular the right to use the image and sound recordings as described in § 4.

5.2. If you provide a resume and/or a photo during registration and upload it to the portal, the bsg, bvitg e. V. and Messe Berlin GmbH are entitled to use the resume and/or photo in event-related print and digital products (e.g. program websites, highlight flyers, social media posts).

5.3. The granting of rights is irrevocable, unlimited in time and place, and transferable, and includes, in particular, the right to reproduce, distribute and make publicly available the image and sound recordings and, if applicable, the resume and/or photo.

5.4. The bsg will respect your personal rights when using the material.

6. Prices and payment

6.1. A net fee of EUR 1,190 applies to each booked slot. Companies that are member of the German Association of Healthcare IT Vendors (bvitg) may book at the preferential rate of EUR 1,040 net per slot. All prices stated are exclusive of VAT at the applicable statutory rate

6.2. An invoice will be issued by bsg via email, and the invoiced amount must be settled within 21 days.

6.4. If no payment is received after the payment deadline, the bsg is entitled to reallocate the booked but unpaid slot.

7. Newsletter

You may receive information about future DMEA events from us at the provided email address. You can object to this at any time, free of charge, either via the link in the respective email or by notifyingdmea@bvitg.de.

8. Use of third parties

The bsg may, at its own discretion, employ third parties and transfer to them the rights necessary for the fulfillment of its tasks. The bsg shall remain solely responsible to you for such third parties.

9. 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. Cancellations are deemed to have been made timely in any case if they are announced at least two weeks before the event.

10. Personal impediment

If you cannot attend the booked slot or if the scheduled speaker becomes unavailable, please inform bsg as soon as possible by sending an e-mail to dmea@bvitg.de for the Solutions Hub session is not impeded as a result. In the latter case, we also ask you to make every effort to seek a replacement speaker (after consultation with the bsg). The bsg reserves the right to cancel the presentation if no adequate replacement can be found.

12. Liability

12.1. Regarding your presentation, as well as possibly your resume and photo, you release the bsg, bvitg e. V., and Messe Berlin GmbH from all claims by third parties based on a breach of copyright or other third-party rights attributable to you.

12.2. The bsg shall be fully liable for intentional or grossly negligent conduct and always in the event of culpable injury to life, limb or health, in cases of fraudulent intent, when assuming a guarantee or for claims under the Product Liability Act.

12.3. In the event of simple negligence, bsg shall only be liable for the violation of cardinal obligations. Cardinal obligations are obligations whose fulfillment enables the proper execution of the contract in the first place and on whose compliance 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.

13. Place of jurisdiction and place of performance, applicable law

13.1. Berlin is agreed upon as the place of jurisdiction and performance, to the extent legally permissible.

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

14. Final provisions

14.1. Should individual clauses of these Terms of Participation be invalid in whole or in part, or should the contract contain a loophole, the effectiveness of the remaining contract clauses or parts of these clauses shall remain unaffected. The relevant statutory provisions shall replace ineffective or missing provisions.

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

(Status: January 2026)