Terms and Conditions: General Terms and Conditions of Rotaract Germany Conference e.V.

§ 1 – Scope and definitions

These general terms and conditions (GTC) apply to the Rotaract Germany Conference (DeuKo) 2025 in Berlin, as well as all legal transactions concluded in this context, for example the purchase of tickets for the event. They also apply to the entire event site, including the check-in and welcome party location, the venues of any pre-tours, the stands of the social campaign and accommodation booked through the organizer.

The DeuKo will take place from March 21, 2025 to March 23, 2025 in Berlin in the locations shown on the website (deuko.rotaract.de). The exact venues will be announced on the website in advance of the event.

There is no claim to a specific venue (possibly previously communicated as being possible). No guarantee is given for the completeness and accuracy of the information on the organizer’s website.

These terms and conditions apply between the purchaser of an admission ticket (hereinafter referred to as “visitor”) and the organizer (Rotaract Deutschlandkonferenz e.V. together with the two organizing Rotaract clubs in Berlin). By purchasing an admission ticket for the event, the visitor concludes a legally binding contract with the organizer and acquires the right to attend the event. In doing so, each visitor acknowledges the content, rights and obligations of these terms and conditions. Other general terms and conditions, which the organizer’s contractual partners insist on the visitor complying with as part of their services, are not affected by these terms and conditions. The visitor’s own terms and conditions only become part of the contract between the visitor and the organizer if they are expressly accepted by the organizer. Otherwise, they are not binding for the organizer. 

§ 2 – Registration and Rotaract Club free places

Registration for the DeuKo is open to all members of the Rotary family and interested guests. The number of tickets (hereinafter “ticket(s)”) for the DeuKo is limited. Each buyer may only purchase one ticket in their own name. The purpose of this regulation is to ensure that there are no group orders that cannot be checked and assigned at check-in for the event. Even if it is technically possible to book different ticket options in the registration system, only one ticket option may be booked per person.

For all German Rotaract clubs that are activated in “my.rotaract” by September 30, 2024 and that have paid their club bill for the current club year 2024/25, two free places are stored in the registration system from November 11, 2024 to December 23, 2024 at 11:59 p.m., which can only be used by active members (cut-off date: September 30, 2024) of the respective Rotaract club. After that, the right to the free places expires and the tickets will be made available to all of the above-mentioned visitors in the second registration phase for the event. If the club bill is paid within the time window by November 18, 2024 at midnight, the places can be used no later than 24 hours after receipt of payment. The free places can then still be used until December 23, 2024 until 11:59 p.m.

§ 3 – Registration and purchase of a ticket

Ordering a ticket on the online platform provided (accessible via deuko.rotaract.de) represents a binding offer by the visitor to conclude a contract. A contract is only concluded when the organizer sends the payment information to the visitor. The ticket will only be sent after the agreed fee has been paid in full.

Payment must be received within 10 working days of the payment information being sent. Visitors will receive the payment information by email after ordering a ticket. Bank transfer fees or other costs incurred during payment, such as for credit card or PayPal payments as well as fees incurred through the use of the system for ticket sales, must be borne by the visitor themselves. If additional fees arise, these will be shown during the ordering process.

For transfers from abroad, the visitor must send the organizer a copy of the transfer receipt by email to deuko@rotaract.de within 10 working days.

The visitor bears the risk of any incorrect entries in the ordering process. Deviations due to incorrect entries do not constitute grounds for complaint or withdrawal.

Registration to participate in the welcome party and/or the event on Saturday evening is only permitted for persons who are 18 years or older at the time of the event.

The organizer offers the visitor the opportunity to book overnight accommodation for the event, subject to availability, whereby the respective accommodation contract is concluded directly between the visitor and the respective accommodation (hotel or youth hostel). The visitor is obliged to bear any subsequent legal increases in the overnight price by the accommodation (hotel or youth hostel) as well as any local taxes (spa and local taxes, etc.) incurred in addition to the overnight price themselves and in full; there is no entitlement to reimbursement/bearing of costs from the organizer.

§ 4 – Ticket cancellation/transfer /organizer’s right of withdrawal

There is no right of cancellation after purchasing a ticket (Section 312g Paragraph 2 No. 9 of the German Civil Code). However, it is possible to transfer a ticket to another visitor (see also the provisions of Section 5 of these General Terms and Conditions). The organizer is entitled to cancel a ticket if the visitor violates specific contractual conditions set by the organizer, which were pointed out during the sale, or attempts to circumvent them (e.g. violation of the limit on the number of tickets per customer, violation of the conditions of the document, in particular against prohibitions on resale, attempts to circumvent by registering and using multiple user profiles, etc.). The declaration of cancellation can also be made implicitly by crediting the event fee paid. Expenses incurred by the organizer in the course of the investigation can be withheld from the refund amount without this having any influence on the binding nature of the cancellation.

§ 5 – Transfer of tickets

Tickets for the event can be transferred up to and including February 21, 2025 at 11:59 p.m. It is not possible to transfer personalized free places. These are personalized once and bindingly when purchased. In the case of a ticket transfer, the transferor must contact the organizer, stating the ticket recipient. The financial aspects and all costs incurred from the transfer must be borne by the affected visitors. In the case of a ticket transfer, i.e. upon purchase of a ticket, these terms and conditions are automatically accepted by the visitor to whom the ticket was transferred (available at deuko.rotaract.de/agb). A transfer only becomes binding after confirmation by the organizer. Any overnight places booked together with the ticket that the organizer provides, such as pre-tours or hotel bookings, are not automatically transferred, so that the transferee generally only receives the event ticket after the transfer has been completed. Paragraph 4 remains unaffected.

There are no processing fees for the first transfer of a ticket in the period up to February 21, 2025 (time of application). For each additional transfer, a processing fee of EUR 10.00 (gross, including VAT) is charged. After February 21, 2025, tickets cannot be transferred. The information about the intention to transfer, including the name of the ticket recipient, represents a binding order for the transfer and obliges you to pay.

§ 6 – Services of the organizer, access

Each ticket only includes the services explicitly listed. The organizer reserves the right to exchange the services owed for comparable services at any time without giving reasons, if this is reasonable for the contract partner. The visitor is responsible for providing evidence that a replacement service cannot be classified as comparable.

Access to the event is only permitted with a valid ticket and, after check-in, with an intact visitor wristband.

Visitors will receive a visitor wristband in exchange for a valid ticket at check-in. Visitors who leave the conference will only be granted re-entry if they are wearing a sealed, intact visitor wristband around their wrist. Unlocked or damaged visitor wristbands will no longer be valid. If the ticket or visitor wristband is lost, no replacement will be provided.

Check-in takes place in the office of HRpepper GmbH & Co.KGaA (Tempelhofer Ufer 11, 10963 Berlin). The check-in opening times on March 21, 2025 are from 4:00 p.m. to 8:00 p.m. Check-in is also possible on Saturday (March 22, 2025). Check-in outside of the times stated here is generally not possible. This does not apply to individual cases in which this has been agreed upon in exceptional cases with the prior express permission of the organizer. The participant of the event is aware that he or she may be denied access to the event if the check-in is missed and the participant does not arrive until later. This also expressly applies to participants who only wish to take part in the evening event and the ceremony.

Every visitor is obliged to show a valid photo ID upon request from the DeuKo organization team or the organizer’s security staff to verify their identity. If a visitor cannot or does not want to identify themselves, they may be denied entry to the event.

The organizer reserves the right to refuse entry to DeuKo events if the visitor gives cause for doing so. Important reasons include, in particular, an obviously heavily intoxicated state of the visitor, an obviously contemptuous, racist or homophobic attitude, or carrying prohibited items (see § 9 – Prohibited items, prohibited behavior (e.g. stickers)). This also includes violations of the house rules of the respective event locations and repeated defiance of justified instructions from the organizer or his vicarious agents. Entry can also be refused if the age limit is violated. In all of the cases mentioned, the visitor has no right to a refund of the admission ticket. If there is an important reason for refusal of entry as stated in paragraph 6, the admission ticket or visitor wristband will no longer be valid. By admitting persons who require supervision due to their mental or physical condition, the organizer does not assume any contractual obligation to provide such supervision. This applies to the person requiring supervision as well as to persons subject to supervision and other visitors.

§ 7 – Liability

The organizer assumes no liability for lost or stolen items, unless the organizer, its legal representatives or vicarious agents can be accused of intent or gross negligence. 

Overall, liability for negligent damage to the visitor by the organizer, its legal representatives or vicarious agents is excluded, unless the life, body or health of the visitor is affected or the organizer violates a cardinal duty towards the visitor.

Parking of all types of vehicles is at your own risk. The organizer is not liable for theft or damage caused to the visitor by other vehicles, other visitors or other third parties.

§ 8 – Program changes / cancellation and termination / overnight accommodation

The event will take place in any weather conditions, as long as the organizer can take responsibility for the weather conditions. However, if the weather conditions give rise to fears of danger to the life, limb or health of visitors, organizer staff or third parties, the event can be canceled or terminated by the organizer. In the aforementioned case, as well as if the event is canceled or terminated for other reasons of force majeure, due to an official order, court decision or similar serious reasons, the visitor is entitled to a refund of the event fee. Any further claims by the visitor are excluded. In the aforementioned cases, the organizer then has the right to convert the event into a digital or hybrid format.

§ 9 – Prohibited items, prohibited behavior (e.g. stickers)

The organizer is entitled to temporarily store and take possession of prohibited items. A security check will be carried out at the entrance. The security staff are instructed to carry out a body search if necessary. Violations of legal provisions or these rules may result in expulsion from the event site.

Visitors are particularly prohibited from painting, sticking stickers on or spraying structures, walls, objects, etc. This includes, but is not limited to: partition walls, tables, curtains, other furnishings, toilet facilities, glass panes, doors, etc.

It is also prohibited to enter areas and rooms that are not open to visitors and to climb onto the stages, the DJ booth or similar.

Visitors may only enter areas that are open to them and use objects intended for their use.

Costs arising from violations must be borne by the visitor.

§ 10 – Overnight stay

The organizer offers the visitor the opportunity to book overnight accommodation for the event, subject to availability, whereby the respective accommodation contract is concluded between the visitor and the booked accommodation and an independent contractual relationship exists between the organizer and the respective accommodation, which enables the organizer to conclude an accommodation contract with the visitor.

The visitor pays for the accommodation directly on site at the accommodation. The visitor is obliged to bear any subsequent lawful increases in the overnight price by the accommodation as well as any local taxes (spa and local taxes, etc.) incurred in addition to the overnight price himself and in full; there is no entitlement to reimbursement/bearing of costs from the organizer.

The organizer reserves the right to withdraw from the accommodation contract up to the end of the cancellation period on January 20, 2025. The visitor has no entitlement to compensation in the aforementioned cases.

If the booked overnight stay is not taken up and no-show costs are incurred by the accommodation, which they then charge to the organizer, the organizer reserves the right to charge these to the person who booked the accommodation.

Accommodation bookings can be canceled free of charge until January 15, 2025. Cancellation after this date is generally no longer possible.

The transfer of overnight accommodation is generally not possible. Whether this is possible in individual cases must be asked of the organizer on a case-by-case basis. If the overnight accommodation can be transferred, a flat rate of 10.00 euros (gross, including VAT) will be charged as a processing fee.

The organizer reserves the right to release additional overnight accommodation during the course of ticket sales. The offering of new overnight accommodation does not entitle a visitor who has already previously booked another overnight accommodation to request an exchange or to cancel their booking.

§ 11 – Final provisions

Should individual provisions of these General Terms and Conditions be or become invalid in whole or in part, this shall not affect the validity of the remaining provisions. The same applies to any contractual gaps. In the aforementioned cases, the legally invalid provision or contractual gap shall be replaced by a legally valid provision that comes closest to the economic purpose pursued by the parties with the invalid or overlooked provision. Subsidiary agreements, changes and additions to these General Terms and Conditions must be made in writing. This also applies to changes to this written form clause. All contracts subject to these General Terms and Conditions are subject exclusively to the law of the Federal Republic of Germany. Insofar as a jurisdiction agreement is permissible, the place of jurisdiction is Mainz.