Terms and Conditions

A. General provisions

A.1 Scope

(1) These General Terms and Conditions ("Terms") apply to all contracts between dcyphr.® GmbH, Hans-Thoma-Straße 40, 69121 Heidelberg, Germany ("dcyphr.®", "we") and its contractual partners ("client", "attendee", "exhibitor", "sponsor" – together "you"), including the conferences held under the AICon brand and the event services of dcyphr.events.

(2) Deviating, conflicting or supplementary terms of the contractual partner only become part of the contract if we have expressly agreed to them in text form.

(3) A consumer is any natural person who enters into a legal transaction for purposes that are predominantly outside their trade, business or profession (§ 13 German Civil Code, BGB). An entrepreneur is a natural or legal person or a partnership with legal capacity acting in the exercise of their trade, business or profession when concluding the transaction (§ 14 BGB). Where individual provisions apply only to entrepreneurs or only to consumers, this is indicated.

A.2 Conclusion of contract

(1) Our offers are non-binding unless expressly designated as binding. A contract is concluded by our order confirmation in text form, by confirmation of a ticket order in the ticket shop, by both parties signing a contract or by the start of performance.

(2) In the ticket shop the presentation of tickets does not constitute a binding offer; by completing the order process you submit a binding offer which we accept by sending the order confirmation with the ticket. We store the contract text and send it to you with the order confirmation.

A.3 Prices and payment

(1) Prices quoted to entrepreneurs are exclusive of, prices quoted to consumers inclusive of statutory VAT. Final prices shown in the ticket shop include VAT and any fees of the ticketing provider shown.

(2) Unless otherwise agreed, invoices are due within 14 days of the invoice date without deduction. Tickets are payable immediately upon ordering using the payment methods offered in the shop.

(3) In the event of late payment, entrepreneurs owe default interest of 9 percentage points and consumers 5 percentage points above the applicable base rate (§ 288 BGB); entrepreneurs additionally owe the lump sum of EUR 40 (§ 288 (5) BGB). We reserve the right to claim further damages.

(4) Set-off and retention are only permitted with undisputed or legally established counterclaims.

A.4 Communication in text form

Declarations relating to the contract (orders, cancellations, terminations, amendments) are effective in text form (§ 126b BGB), i.e. by e-mail, unless the law requires a stricter form.

B. Consulting, development and training services

B.1 Subject matter

(1) The nature and scope of the services (e.g. AI strategy and use-case consulting, process automation, development and integration of AI systems and AI agents, physical AI and robotics projects, infrastructure consulting, workshops and training) result from the respective offer or service description.

(2) Consulting and development services are services (Dienstleistungen) unless a specific work result is expressly agreed. We perform them in line with the state of the art and with the diligence of a prudent business person. Decisions on implementing recommendations are taken by the client on its own responsibility.

(3) AI systems deliver probabilistic results. We point out that outputs of AI models may be incorrect, incomplete or biased. The client is obliged to review AI results appropriately before productive use in critical processes; we support the design of such controls and compliance with the EU AI Act (Regulation (EU) 2024/1689).

B.2 Client cooperation

The client provides all information, data, access and contact persons required for performance in good time and ensures that it is entitled to provide the data (in particular under data protection and copyright law). If performance is delayed due to a lack of cooperation, agreed dates are postponed accordingly; we may charge additional effort at the agreed rates.

B.3 Remuneration, dates, travel expenses

(1) Remuneration is based on the offer (fixed price, daily or hourly rates or retainer). Where services are charged on a time basis, invoicing is monthly with a statement of activities.

(2) Agreed on-site appointments, workshops and training sessions may be rescheduled free of charge up to 10 working days before the date. For later cancellation by the client we charge 50 % of the agreed fee, for cancellation less than 2 working days beforehand or no-show 100 %, unless the client proves that we suffered no or lesser damage.

(3) Travel and accommodation costs outside the Rhine-Neckar metropolitan region are charged additionally after prior agreement.

B.4 Rights of use and results

(1) Upon full payment the client receives a non-exclusive right of use, unlimited in time and territory, to the work results created individually for it (concepts, documentation, custom code, models) for its own business purposes; deviating arrangements (e.g. exclusive rights, source code hand-over) require express agreement.

(2) Pre-existing tools, libraries, frameworks, methods and know-how of dcyphr.® as well as open-source components and third-party models are excluded; their respective licence terms apply. dcyphr.® may use general knowledge gained in the project (not: confidential client data) for other projects.

(3) We may name the client with name and logo as a reference unless the client objects in text form. Substantive references (case studies) are agreed in advance.

B.5 Confidentiality

Both parties treat all information of the other party obtained in the course of the cooperation that is marked confidential or is recognisably confidential as confidential and use it solely to perform the contract. This obligation continues for three years after the end of the contract. A separate non-disclosure agreement takes precedence.

B.6 Term and termination

Continuing obligations (e.g. retainers, operation and maintenance) have the term stated in the offer and may be terminated with one month's notice to the end of the term; without termination they renew for the original term, but for no more than twelve months. The right to terminate for cause remains unaffected.

C. Events: tickets and attendance

C.1 Scope

Part C applies to the purchase of tickets for and attendance at events organised by dcyphr.® – in particular conferences of the AICon brand (e.g. AICon Heidelberg, AICon Industry Mannheim, AICon HR, AICon Nights) and events by dcyphr.events. Unless stated otherwise in the ticket shop, the organiser is dcyphr.® GmbH.

C.2 Tickets, categories, transfer

(1) Tickets are issued electronically and must be presented at the entrance in digital or printed form. Each ticket admits one person. Scope of services and ticket categories (e.g. conference ticket, VIP, startup, student, exhibitor pass) result from the ticket shop.

(2) Tickets are transferable to another person. Please notify us of name changes no later than 3 working days before the event via the ticket shop or by e-mail; on the day of the event a transfer is only possible subject to availability.

(3) Commercial resale of tickets, sale above face value and use of tickets for advertising or prize competitions without our consent are prohibited; such tickets may be blocked.

(4) Discounted tickets (e.g. students, startups) require proof at the entrance. If proof cannot be provided, the difference to the regular ticket price is payable on site.

C.3 Right of withdrawal for consumers

For contracts concerning tickets for events with a fixed date or period there is no statutory right of withdrawal pursuant to § 312g (2) no. 9 BGB, even if the ticket was purchased online or by phone. Every order is therefore binding immediately upon completion. The right to transfer the ticket (C.2) and our cancellation rule (C.4) remain unaffected.

C.4 Cancellation by the attendee

(1) Tickets may be cancelled up to 30 days before the start of the event against a handling fee of 20 % of the ticket price. Thereafter refunds are excluded; in that case please transfer the ticket to a substitute.

(2) Free tickets (e.g. guest or press accreditations) may be cancelled at any time; please cancel in good time so that we can reallocate the place.

C.5 Programme, changes, cancellation and postponement

(1) The published programme is a preview. We reserve the right to change speakers, talks, times, rooms and formats for objective reasons (e.g. a speaker's absence) provided the overall character of the event is preserved. Such changes do not give rise to a right of rescission or price reduction.

(2) If we have to cancel an event we refund the ticket price paid in full; further claims (e.g. travel and accommodation costs) exist only in accordance with Part E. If the date or venue is moved within the same city, the ticket remains valid; you may withdraw from the contract in text form within 14 days of notification and will be refunded the ticket price.

(3) If an event has to be converted into a digital or hybrid format due to force majeure or an official order, the ticket remains valid for the changed format; any price difference is refunded.

C.6 House rules, code of conduct, security

(1) In addition to these Terms, the house rules of the venue operator apply at the venue. Instructions of our staff, the security service and the venue must be followed.

(2) We want an event where everyone feels safe and respected. Harassment, discrimination, disruption of the programme or endangering others will not be tolerated and may lead to expulsion from the event without refund of the ticket price.

(3) Bringing weapons, dangerous objects or drones and running your own sales or promotional activities without permission are prohibited.

C.7 Photo, film and audio recordings

(1) We and third parties commissioned by us make photo, film and audio recordings at events and use them for documentation, reporting, our media library, promotion of future events and social media. Details, in particular your right to object, are set out in our privacy policy. You can obtain a marker at the entrance if you do not wish to be recognisably depicted.

(2) Your own recordings of talks and performances for commercial purposes require our consent; short recordings for private and social media purposes are permitted unless speakers expressly exclude this.

C.8 Talks and content

Talks, masterclasses and exhibition content reflect the views of the respective speakers and exhibitors. They do not constitute advice by dcyphr.®. Rights to presentation materials remain with the speakers or their companies.

D. Exhibitors, sponsors and partners

D.1 Subject matter

Part D applies to exhibitors, sponsors and cooperation partners of our events. The scope of services (stand space, sponsoring package, logo placements, speaker slots, tickets, communication services) results from the respective offer or order confirmation. A contract is concluded by our order confirmation in text form or by signature of both parties.

D.2 Stand allocation and co-exhibitors

(1) We take stand location preferences into account where possible; there is no entitlement to a specific location or to exclusion of competitors. Final allocation is made by dcyphr.® taking the overall concept into account. For objective reasons we may relocate stand space or adjust its size and layout within reasonable limits.

(2) Co-exhibitors or subletting of stand space require our prior consent in text form. The main exhibitor is liable for co-exhibitors as for its own conduct and passes safety and contract information on to them.

D.3 Set-up, dismantling, stand operation

(1) Set-up and dismantling times are communicated in the exhibitor information. Set-up takes place on the evening before or in the time slots stated, dismantling at the end of the last event day; early dismantling during opening hours is prohibited. Items left behind after dismantling may be disposed of at the exhibitor's expense.

(2) The stand must be staffed throughout the opening hours. Exhibitors and their staff wear the exhibitor badges issued visibly.

(3) The technical guidelines and house rules of the venue (e.g. fire protection, load limits, electrical installation) apply in addition.

D.4 Activities requiring approval

The following activities require our prior consent in text form: distributing promotional material outside your own stand; advertising for third parties; serving or handing out food and beverages; use of loudspeakers, image and sound reproduction with external effect; prize competitions and raffles; photo, film and audio recordings beyond your own stand; demonstrating robots, drones or machines outside the stand space. Official permits and levies (e.g. GEMA) required for your own performances are obtained and borne by the exhibitor.

D.5 Sponsoring services and brand use

(1) We provide the agreed sponsoring services (e.g. logo placement on website, stage, print and social media, speaker slot, newsletter mention) in accordance with the agreed package. Placement, design and order within a sponsor category are at our editorial discretion.

(2) The sponsor provides logos and content in print-ready quality in good time and grants us the right to use them for event communication for the duration of the campaign. It warrants that the content does not infringe third-party rights.

(3) Use of the dcyphr.® and AICon trademarks by exhibitors and sponsors (e.g. "Partner of AICon") is permitted for the duration of the cooperation to the agreed extent and otherwise requires our consent.

D.6 Cancellation by exhibitors and sponsors

Withdrawal from an exhibitor or sponsoring contract is only possible in text form. In that case you owe the following shares of the agreed total remuneration unless you prove that we suffered lesser damage:

If we succeed in allocating the space or package elsewhere, we credit the remuneration obtained less our additional expenses.

D.7 Cancellation, postponement, change of format

If the event has to be cancelled, postponed or converted into another format for reasons beyond our control (Part E.2), we refund remuneration already paid less the services demonstrably rendered and costs incurred up to that point; no claims for damages exist in this case. In the event of postponement within twelve months the contract continues for the new date unless you terminate in text form within 14 days of notification.

D.8 Exhibitor liability, insurance

The exhibitor is liable for damage caused by it, its staff, its exhibits (including robots and machines) or its agents to the venue, to dcyphr.® facilities or to third parties, and indemnifies us accordingly. We recommend taking out exhibition and liability insurance. We assume no custody of items brought in; security guarding is not part of the service.

E. Liability, force majeure, data protection

E.1 Liability of dcyphr.®

(1) We are liable without limitation for intent and gross negligence, for damage arising from injury to life, body or health, under the German Product Liability Act and where we have assumed a guarantee.

(2) In the event of slightly negligent breach of material contractual obligations (obligations whose fulfilment is essential to the proper performance of the contract and on whose observance you may regularly rely), our liability is limited to the typical, foreseeable damage. Otherwise liability for slight negligence is excluded.

(3) These limitations also apply in favour of our corporate bodies, employees and agents.

(4) For cloakroom items, personal belongings and vehicles in parking areas we are liable only in accordance with paragraphs 1 and 2.

E.2 Force majeure

Events of force majeure – in particular natural disasters, pandemics and official orders, strikes, unavailability of the venue, significant disruption of energy or communication infrastructure, threat of terrorism or war – release both parties from their obligations for the duration of the disruption. We inform you without delay and endeavour to find alternative dates or formats. The provisions in C.5 and D.7 take precedence.

E.3 Data protection

We process personal data in accordance with our privacy policy. Exhibitors and sponsors who collect attendee data at their stand (e.g. badge scans, prize draws) are independent controllers for this purpose and ensure its lawfulness.

F. Final provisions

(1) The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. For consumers this choice of law applies only insofar as it does not deprive them of the protection of mandatory provisions of the law of the state of their habitual residence.

(2) If the contractual partner is a merchant, a legal entity under public law or a special fund under public law, or has no general place of jurisdiction in Germany, the exclusive place of jurisdiction for all disputes arising from the contract is Heidelberg. We are also entitled to sue at the contractual partner's general place of jurisdiction.

(3) dcyphr.® GmbH is neither willing nor obliged to participate in dispute resolution proceedings before a consumer arbitration board (§ 36 VSBG).

(4) Amendments and additions to the contract require text form; this also applies to waiving this text-form requirement. Individual agreements take precedence.

(5) Should any provision of these Terms be or become invalid, the validity of the remaining provisions remains unaffected. Vis-à-vis entrepreneurs the statutory provision replaces the invalid one.

Last updated: September 2026 · dcyphr.® GmbH, Heidelberg