Effective date: [01.08.2026]
These Terms and Conditions govern the use of the German-Indian Business Forum website and participation in its conferences, receptions, startup programmes and related events.

1. Organiser and Contracting Party
The organiser and contracting party is:
German-Indian Forum gemeinnützige UG (haftungsbeschränkt)
Germeringer Str. 13
82152 Planegg
Germany
Managing Director: Siddharth Mudgal
Registration court: Amtsgericht München
Commercial register number: HRB 244171
Tax number: 143/237/31927
Email: events@german-indian-forum.de
Website: www.german-indian-forum.de
“GIBF”, “we”, “us” and “our” refer to the German-Indian Forum gemeinnützige UG (haftungsbeschränkt).
Government representatives, venues, public institutions, speakers, sponsors and programme partners are not contracting parties unless expressly stated otherwise.

2. Scope
These Terms apply to:

• Use of the GIBF website;

• Event registrations and expressions of interest;

• Paid tickets and participation packages;

• Invitation-only conferences and receptions;

• Startup, investor and matchmaking programmes; and

• Related in-person and digital services.

Event-specific terms presented during registration form part of the agreement. Where event-specific terms conflict with these general Terms, the event-specific terms take precedence.

3. Registration and Confirmation
Submitting a registration, application or expression of interest does not guarantee admission.
A binding agreement is formed only after:

1. GIBF issues written confirmation of participation; and

2. Any applicable participation fee has been paid in full.

Automated submission receipts confirm only that an application has been received.
Applications may be reviewed according to capacity, professional relevance, programme objectives, delegation composition, protocol and security requirements.
Applicants must provide accurate and complete information. Registrations made using false, misleading or incomplete information may be rejected or cancelled.

4. Invitation-Only Events
Certain GIBF programmes, including the German-Indian State Reception, are strictly by invitation only.
Invitations are:

• Personal to the named guest;

• Non-transferable without prior written approval;

• Subject to identity and invitation verification; and

• Subject to applicable security, protocol and venue requirements.

Providing guest details does not constitute confirmation. Admission remains subject to official confirmation by GIBF.
GIBF may withdraw or decline an invitation where reasonably necessary for security, protocol, capacity or event-integrity considerations.

5. Participation Fees and Payment
Applicable prices, taxes, payment deadlines and inclusions are displayed during registration.
Unless expressly stated otherwise:

• Participation is confirmed only after full payment;

• Bank and currency-conversion charges are borne by the participant;

• Discount codes cannot be exchanged for cash or applied retrospectively;

• Tickets may not be resold;

• Travel, accommodation, visas, insurance and personal expenses are not included; and

• Participants remain responsible for securing their own travel documentation.

Invoices are issued using the billing information supplied during registration.

6. Participant Cancellations and Refunds
Cancellation requests must be submitted in writing to info@german-indian-forum.de.
The cancellation and refund conditions displayed on the relevant event page at the time of booking will apply.
If no event-specific policy is displayed, the following policy applies:

• More than 30 calendar days before the event: [insert refund percentage]

• Between 15 and 30 calendar days before the event: [insert refund percentage]

• Fourteen calendar days or fewer before the event: [insert refund policy]

• Non-attendance or late arrival: [insert refund policy]

Approved refunds may exclude payment-processing charges and other non-recoverable costs, to the extent legally permissible.
Participant substitutions require prior written approval and may be refused for curated, accredited, security-controlled or invitation-only programmes.

7. Consumer Withdrawal Rights
Mandatory consumer-protection rights remain unaffected.
For certain services related to fixed-date events, a statutory right of withdrawal may not apply. Where a statutory withdrawal right exists, the participant will receive the legally required information during the booking process.

8. Programme Changes
Published programmes, speakers, schedules, formats, venues and participating organisations may change where reasonably necessary.
The absence or replacement of a particular speaker does not automatically entitle participants to a refund where the event’s overall character and material value remain substantially unchanged.
GIBF will communicate material changes to confirmed participants as soon as reasonably practicable.

9. Event Cancellation or Postponement
If GIBF cancels an event, participants will receive a refund of the participation fee paid directly to GIBF for that event.
Unless required by law, GIBF is not responsible for independently booked travel, accommodation, visa, insurance or other consequential expenses.
If an event is postponed, registrations may be transferred to the replacement date. Any additional options will be communicated to registered participants.

10. Force Majeure
GIBF is not responsible for delay, modification, postponement or cancellation caused by circumstances beyond its reasonable control.
These may include natural disasters, severe weather, epidemics, war, terrorism, civil disturbance, government restrictions, industrial action, transport disruption, venue unavailability, security threats or failure of essential infrastructure.
Mandatory statutory rights remain unaffected.

11. Admission and Conduct
Participants must comply with:

• Applicable laws;

• Venue regulations;

• Identification and security requirements;

• Reasonable instructions from organisers and venue personnel; and

• Professional standards of conduct.
   

Harassment, discrimination, intimidation, unauthorised solicitation, disruption, misuse of credentials or behaviour that threatens safety or event integrity may result in removal from the event.
Where legally permissible, no refund will be issued where removal results from the participant’s misconduct.

12. Security and Identification
Participants may be required to present valid official identification matching the name used during registration.
Additional verification may apply to invitation-only events, diplomatic gatherings and secure venues.
GIBF may refuse admission where a participant cannot provide the required confirmation or identification.

13. Matchmaking and Business Outcomes
GIBF may facilitate introductions, investor meetings, pitches, topic tables, partnership discussions and other business interactions.
GIBF does not guarantee:

• Investment or funding;

• Commercial contracts;

• Corporate pilots or procurement;

• Market entry;

• Access to a specific participant; or

• Any particular business, financial or strategic outcome.

Participants are responsible for conducting their own legal, financial, technical and commercial due diligence before entering into any agreement.

14. Speakers and Programme Content
Views expressed by speakers, partners and participants are their own and do not necessarily represent GIBF.
Programme content is provided for professional exchange and general information. It does not constitute legal, financial, investment, regulatory or other professional advice.

15. Photography, Video and Recording
Official photography, video and audio recording may take place at GIBF events.
General event imagery may be used for documentation, reporting and event communications in accordance with applicable law and the Privacy Policy.
Where consent is required for identifiable portraits, interviews, testimonials or promotional profiles, it will be requested separately.
Participants may not record confidential sessions, private meetings or restricted areas without prior permission.

16. Attendee Information and Networking
Where a participant has provided the appropriate consent, their name, designation, organisation and professional profile may appear in event materials or be used to facilitate curated introductions.
Contact details will not be published or disclosed for independent marketing by other participants or partners without an appropriate legal basis.
Participants must not scrape, export, reproduce or use guest information for unsolicited commercial communications.

17. Intellectual Property
Website and event materials—including branding, text, graphics, presentations, recordings, publications and programme formats—are protected by applicable intellectual-property laws.
They may not be copied, republished, commercially distributed, modified or used to create derivative content without permission from the relevant rights holder.
Speakers and participants retain ownership of their submitted materials but grant GIBF only the permissions expressly agreed during submission or onboarding.

18. Website Use
Users must not:

• Attempt to gain unauthorised access to the website or registration systems;

• Introduce malware or harmful code;

• Scrape website, speaker or attendee data;

• Impersonate another person or organisation;

• Use website content unlawfully; or

• Interfere with website security or operation.

GIBF may restrict access where reasonably necessary to protect its systems, participants or legitimate interests.

19. Third-Party Services
Registration, payment, communication, streaming or event-management services may be provided through third-party platforms, including Luma and payment-service providers.
Use of those services may also be subject to the provider’s terms and privacy information.
GIBF remains responsible for its own legal obligations but is not responsible for independent third-party services outside its reasonable control.

20. Data Protection
German-Indian Forum gemeinnützige UG (haftungsbeschränkt) processes personal information in accordance with applicable data-protection law and its Privacy Policy.
Information may be processed for:

• Registration and invitation administration;

• Identity and eligibility verification;

• Payment and invoicing;

• Security and protocol coordination;

• Matchmaking and programme delivery;

• Essential event communications; and

• Compliance with legal obligations.

Marketing communications and promotional use of professional profiles will be based on an appropriate legal basis, including separate consent where required.
Data-protection enquiries and requests may be sent to events@german-indian-forum.de.

21. Liability
GIBF remains fully liable for:

• Intentional misconduct and gross negligence;

• Negligent injury to life, body or health;

• Fraudulent concealment;

• Express guarantees; and

• Liability that cannot legally be excluded.
   

For ordinary negligence affecting an essential contractual obligation, liability is limited to foreseeable damage typical for the contract.
To the extent legally permissible, liability for ordinary negligence concerning non-essential obligations is excluded.
Mandatory statutory liability remains unaffected.

22. Governing Law and Jurisdiction
These Terms are governed by the laws of the Federal Republic of Germany.
Mandatory consumer protections available in a participant’s country of habitual residence remain unaffected.
Where the participant is a merchant, legal entity under public law or special fund under public law, the courts of Munich have exclusive jurisdiction to the extent legally permissible.

23. Consumer Dispute Resolution
Retain only the applicable statement before publication:
Option A — No participation
German-Indian Forum gemeinnützige UG (haftungsbeschränkt) is neither willing nor obliged to participate in dispute-resolution proceedings before a consumer conciliation body.
Option B — Participation
German-Indian Forum gemeinnützige UG (haftungsbeschränkt) is willing or obliged to participate in dispute-resolution proceedings before the local consumer conciliation body

24. Amendments
GIBF may update these Terms where reasonably necessary because of legal, operational or service-related changes.
The version accepted when a registration is confirmed continues to govern that registration unless an amendment is required by law or expressly agreed with the participant.

25. Severability
If any provision of these Terms is invalid or unenforceable, the remaining provisions remain unaffected. Mandatory statutory provisions apply in place of the invalid provision.

26. Contact
German-Indian Forum gemeinnützige UG (haftungsbeschränkt)
Germeringer Str. 13
82152 Planegg
Germany
Managing Director: Siddharth Mudgal
Email: events@german-indian-forum.de