Terms and Conditions for Exhibitors of the HOLSTENART Art Fair

1. Venue – Duration

HOLSTENART takes place during the period specified in the registration form at the Holstenhallen venue.

2. Participation

HOLSTENART is a consumer fair focusing on art. Companies and private individuals with products and/or services related to the field of art are eligible to participate, e.g. paintings, photographs, sculptures, and installations. Exhibits must correspond in appearance and technical execution to the character and requirements of an art fair. By registering, the exhibitor expressly acknowledges these terms and conditions of participation.

3. Registration and Admission

Registration is binding and must be submitted using the official registration form. Verbal side agreements are only valid if confirmed in writing by Holstenhallen Neumünster GmbH. The contract becomes effective upon written confirmation (admission) by Holstenhallen Neumünster GmbH. Holstenhallen Neumünster GmbH reserves the right to reject exhibitors without stating reasons.

Once admitted, the exhibitor is obligated to participate. The exhibition stand must remain staffed throughout the entire duration of the fair. Stand allocation is determined by Holstenhallen Neumünster GmbH. Subletting all or part of the allocated exhibition space requires prior written approval by Holstenhallen Neumünster GmbH.

If compelling technical or organizational reasons require it, Holstenhallen Neumünster GmbH may assign a different stand location, modify the exhibition space size, or relocate or close entrances and exits to the event.

Upon taking over the exhibition area, the exhibitor is obligated to inspect whether the floor or any provided exhibition walls are contaminated or damaged. Any such findings must be reported immediately to Holstenhallen Neumünster GmbH. The exhibitor is liable for any culpably caused damage of any kind to the floor or exhibition walls. This also applies to damages caused by visitors and to the failure to report visible contamination upon takeover.

4. Copyright

1. The exhibitor guarantees that the exhibited works were created by the exhibitor or that the exhibitor holds all necessary rights for the use and exhibition of the works. All copyrights and usage rights required for conducting HOLSTENART remain with the exhibitor.
2. The exhibitor expressly indemnifies Holstenhallen Neumünster GmbH against all third-party claims arising from possible legal infringements.

5. Release from Participation Obligation / Withdrawal from Registration

A.) Cancellation by the Exhibitor

After admission, the exhibitor must pay the full stand rental fee even if participation is canceled or not carried out. No reduction in rent may be derived from non-participation. Holstenhallen Neumünster GmbH reserves the right to claim damages.

If the stand space can be re-rented and the original exhibitor is released from participation, Holstenhallen Neumünster GmbH retains the right to charge at least 25% of the originally invoiced stand rental fee as compensation.

B.) Cancellation by Holstenhallen Neumünster GmbH

If HOLSTENART cannot be held due to circumstances beyond the control of Holstenhallen Neumünster GmbH, exhibitors must contribute to preparation costs as follows: If cancellation occurs more than six weeks, but no earlier than three months before the scheduled event date, 25% of the stand rental fee will be charged as a cost contribution. If cancellation occurs within the last six weeks before the event, the exhibitor’s contribution increases to 50% of the agreed stand rental fee. In addition, any costs already incurred at the exhibitor’s request must also be reimbursed.

If HOLSTENART must be terminated early for reasons beyond the control of Holstenhallen Neumünster GmbH, the exhibitor is not entitled to a refund and must pay all costs incurred in full.

C.) Cancellation by Holstenhallen Neumünster GmbH Due to COVID-19 Restrictions or Prohibitions

If HOLSTENART is canceled due to restrictions or prohibitions arising from the COVID-19 pandemic (e.g. limited visitor numbers, etc.), or if an official prohibition prevents the event from taking place, exhibitors will receive a full refund of the stand rental fee.

6. Stand Rental and Payment

1. The ordered floor space is rented to exhibitors. The dimensions of the rented space may be reduced by the thickness of any exhibition walls provided by Holstenhallen Neumünster GmbH. The rental price for the exhibition space is specified in the order confirmation. The rental fee includes general lighting and cleaning of exhibition aisles. The stand rental fee is invoiced with the first installment invoice. Payment is due within 10 days. For registrations admitted within eight weeks before the event, the full rental fee becomes payable immediately. Complaints regarding invoices must be submitted in writing immediately after receipt. Later objections cannot be considered. If invoices are issued to third parties at the exhibitor’s request, the exhibitor remains liable for payment. The organizer may withdraw from the contract if payment deadlines are exceeded by more than three days. Default interest and expenses will be charged in the event of late payment.

7. Setup and Dismantling

Setup and dismantling times will be communicated to exhibitors in a separate notice prior to the event. Stand inspections take place on the first day of the fair no later than 09:00 a.m. Dismantling may begin on the last day of the fair at 6:00 p.m. Early dismantling is prohibited.

In the event of culpable violation, a lump-sum compensation amounting to 50% of the stand rental fee, up to a maximum of €200.00, will be charged. The exhibitor reserves the right to prove lower damages. Holstenhallen Neumünster GmbH reserves the right to claim the actual amount of damages.

After dismantling, exhibition areas must be returned broom-clean. Failure to comply will result in cleaning work being carried out at the exhibitor’s expense. Exhibitors are permitted to sell exhibited goods. Sales must be documented with a receipt, which must be shown to security personnel upon request.

8. Locking Service / Stand Surveillance

Holstenhallen Neumünster GmbH commissions a locking service for the duration of HOLSTENART. During exhibition days, the halls are locked from 7:00 p.m. and patrols are carried out in the halls and on the grounds until 9:00 a.m. the following morning. Individual stands are not guarded. The fair assumes no liability for losses or damages to exhibition goods or exhibition stands. Special security services are only permitted with prior approval by Holstenhallen Neumünster GmbH. The locking service acts on behalf of Holstenhallen Neumünster GmbH and is authorized to enforce house rules.

9. House Rules

In addition to these participation conditions, the official house rules of HOLSTENART apply and form part of the exhibitor contract. Employees commissioned by Holstenhallen Neumünster GmbH exercise domiciliary rights over exhibitors. They must be granted access at all times and their instructions must be followed.

10. Liability Insurance and Claims for Damages

If visitors suffer damages at exhibition stands, exhibitors are required to maintain exhibitor liability insurance. This insurance is charged per exhibition stand. Insurance coverage for the exhibitor’s employees is the responsibility of the exhibiting company. The exhibitor liability insurance is based on the General Liability Insurance Conditions (AHB) and additional special conditions, which may be inspected at Holstenhallen Neumünster GmbH.

The insurance coverage per insured event amounts to €3,000,000 lump sum for personal injury and/or property damage. Total coverage for all claims within one insurance year is limited to twice this amount. Premiums are invoiced together with the stand rental fee and forwarded to the insurance provider, who issues a collective insurance policy. The insurance policy is available for inspection at Holstenhallen Neumünster GmbH.

Liability claims between exhibitors are excluded from insurance coverage. If equivalent liability insurance already exists elsewhere, that insurance takes precedence in the event of damage. Insurance of exhibition goods, stand equipment, and exhibition stands remains the responsibility of the exhibitor. The event management assumes no liability whatsoever, including for damages resulting from structural defects.

The exhibitor is liable in all cases for damages caused by the exhibitor or their representatives to rented premises, furnishings, inventory, equipment, buildings, fences, floors, and similar property, or resulting from culpable violation of contractual obligations. The exhibitor must obtain insurance against these risks independently.

Claims for damages against Holstenhallen Neumünster GmbH are excluded. This does not apply to claims arising from injury to life, body, or health if Holstenhallen Neumünster GmbH is responsible, or to damages resulting from intentional or grossly negligent breach of duty by the organizer. Breaches of duty by legal representatives or agents are equivalent to breaches by Holstenhallen Neumünster GmbH.

11. Insurance and Liability

1. The insurance of all exhibition goods, equipment, and transport risks before, during, and after the event, particularly against damage, theft, etc., is solely the responsibility of the exhibitor or their representatives.
2. The exhibitor or their representatives are liable for all damages caused to third parties through participation in the event, including damages to buildings, the event grounds, and facilities.

12. Joint Liability

If multiple exhibitors jointly rent a stand, each exhibitor shall be jointly and severally liable. Notifications sent to the representative named in the registration shall be deemed notification to all exhibitors in the case of shared stands.

13. Final Provisions

Personal data of the landlord’s contractual partners will be stored and processed in accordance with Sections 28 and 29 of the German Federal Data Protection Act (BDSG) within the scope of the respective contractual relationship. If the tenant is a registered merchant, public-law entity, or special public fund, the place of jurisdiction and performance shall be Neumünster.

If individual clauses of these participation conditions are or become invalid, this shall not affect the validity of the remaining provisions. The invalid provision shall be replaced by a regulation that most closely reflects the intended purpose of the original provision.

Note

For improved readability, masculine grammatical forms are used throughout these terms and conditions. Such terms apply equally to all genders in the spirit of equal treatment. The abbreviated language form does not imply any discrimination or valuation.

Status: 05/2026