Terms and Conditions for Hamburg@work and nextMedia.Hamburg events

Terms and Conditions Events, last updated 17/02/2014

The Hamburg@work (e.V.) association operates a business-to-business (B2B) network aimed at strengthening the digital and media industries in the Hamburg Metropolitan Region in economic terms. Hamburg@work (e.V.) is a private partner of the nextMedia.Hamburg initiative, a public-private partnership of the Free and Hanseatic City of Hamburg. In its work, Hamburg@work (e.V.) focusses on providing information and networking opportunities to start-up businesses, enterprises, organisations, stakeholders and talented individuals.

To this end, Hamburg@work organises events in the area of B2B. These Terms and Conditions Events apply to all events organised by Hamburg@work (e.V.) and Hamburg@work GmbH, including events organised on behalf of the nextMedia.Hamburg initiative and the PR Club Hamburg (e.V.). Information on the host and/or additional event organiser/contracting entity, if applicable, can be obtained from the invitation form for the relevant event or from the profile pages of our respective websites.
Within this context, we collect, use and store/retain personal data of participants, whereby the collection, use and storage/retention of these data is conducted solely within the scope of the provisions of the German Federal Data Protection Act (Bundesdatenschutzgesetz, BDSG).

The protection of our event participants’ personal data is very important to us. Our separate Privacy Statement specifies the type, scope and purpose of data collection and use in the context of establishing contact with us, registering for or participating in an event, or as part of any other service commitment. Participants shall be notified of any event-specific provisions or additions as well as any deviating privacy regulations on the part of our service providers.


(1) Event invitations
In the area of event invitation management we employ the services provided by Eventbrite, http://www.eventbrite.com. Through Eventbrite we plan and promote our events, facilitate registration and, furthermore, provide access to admission tickets and other participation documents. In addition, we make use of Eventbrite to aggregate our calendar of events and to export our calendar of events to our website. Eventbrite Inc. is a service provider located at 651 Brannan Street, Suite 110, San Francisco, CA 94107, USA.

To facilitate registration for our events, we recommend that event participants voluntarily register with Eventbrite free of charge. However, participants may also register for our events without prior registration with Eventbrite. In such a case, participants’ data will be entered manually, and Eventbrite will collect, process and store/retain the relevant data for the respective event only.
By using the services provided by Eventbrite or allowing someone to use the services on your behalf, you agree with the collection, use, disclosure, transfer and storage/retention in accordance with Eventbrite’s privacy policy of any personal data or other information obtained by Eventbrite as a result of such use.

Eventbrite’s current privacy policy can be found on the following website: http://www.eventbrite.de/privacypolicy/.


(2) Event registration
Registration for an event organised by us may only be completed in the manner indicated on the relevant invitation form. Registrations are generally considered in chronological order of receipt. As regards events for members of our association, members will be prioritised over non-members. In the event that a registration cannot be considered, the person/entity registering will be notified accordingly.

Registrations for events shall be deemed binding. Upon registration, a confirmation of participation or an admission ticket will be issued. For invitations requiring an advance sign-up procedure, registration shall be deemed effective and binding only after the confirmation of participation has been issued.

Unless a different cancellation period is specified in the registration form, participants may cancel their attendance up until two working days prior to the event. If the cancellation period has been observed, any fees paid shall be refunded, minus any cancellation charges, if applicable. In all other cases we are entitled to charge the full amount of the participation fee agreed upon registration. This also applies in the event that the participation fee is not due upon registration but is to be paid at the box office, by invoice or following the event.

Participants who fail to cancel their attendance or fail to cancel their attendance within the specified period shall not be entitled to claim a refund of the participation fee or non-payment of the participation fee, respectively.


(3) Terms of payment
Unless a different payment method has been agreed upon, the participation fee is due prior to the event and after receipt of the invoice or the event documents. As a rule, participants can choose their payment method when registering for an event.

The following default payment methods are available through Eventbrite, our service provider: credit card, SOFORT Banking/DIRECTebanking, and PayPal. Payments at the box office may only be made in exceptional cases.

In the event of late payment, participants may be excluded from participation, and their place may be allocated to another person/entity.


(4) Event cancellation
We reserve the right to cancel an event at any time, and especially in the case of insufficient registration figures. This right shall also apply to cancellations at short notice or if an event is cancelled without replacement and even in cases where it is not possible to notify participants in advance.
In such cases, any participation fees paid shall be refunded in full. No further claims for compensation will be accepted.


(5) Photographs and video recordings
We would like to expressly point out that, in the context of our events, footage and audio material in the form of photographs and video recordings are created by accredited persons and service providers commissioned by us. Such photographs/ recordings serve the purpose of documenting the event itself as well as the attendance of individual participants.

With regard to photographs/recordings focussing on individual persons, participants have the right and opportunity to notify the photographer/videographer at any time that they do not wish to be included in the footage. Should  this not be possible or remain unobserved, we will prevent subsequent publication of the relevant material by us and our service providers upon notification.

We assume that, through their attendance or involvement, individuals who attend an event or are otherwise involved in an event consent to the creation and publication of photographs/recordings for communication purposes also in social media. This general consent shall include consent to photographs/recordings being available for download from our websites. In particular, this consent applies to cases where individuals readily make themselves available, e.g. by “posing” or by “looking into the camera”.

By ordering admission tickets or by attending an event as the result of a free invitation, participants consent to the creation of photographs and/or video and audio recordings and to the use and publication of such photographs/recordings for the purpose of public coverage of the event or the purpose of promoting services provided by the organiser as well as the use and publication of such photographs/recordings on our websites, including social media. In the event that admission tickets are ordered by third parties, the purchaser is obliged to notify participants registered by him/her of these provisions.