Terms of Use for Providers and Planners

1. Scope 

The use of or visit to the "Berlin Convention Finder" portal at www.convention.visitBerlin.de requires prior acceptance of the following terms and conditions. This information portal is aimed at business venues (conference hotels and event venues), service partners, and Providers of incentive programs. These are hereinafter referred to collectively as "Providers". (For the sake of readability, the simultaneous use of male, female, and diverse forms of language is avoided. All personal pronouns apply equally to all genders.) Providers are given the opportunity to present their services on the portal. The portal offers potential customers (hereinafter referred to collectively as "Visitors") who are interested in events of any kind in Berlin the opportunity to plan their event more easily and to contact the respective Providers – i. e. business venues (conference hotels and event venues), service partners, and Providers of incentive programs – directly.

The entries merely provide an initial overview of the respective range of services offered by the Providers. Visitors can contact Providers directly using the "Request a Provider now" function. The entries presented on the information portal are intended solely for initial information and provide a general overview of the respective range of services offered by the Providers. Using the information portal does not establish any contractual relationship between the Visitor and visitBerlin, as the operator of the information portal.
visitBerlin reserves the right to change these terms of use at any time and will notify the Providers of such changes before they come into effect.

2. Purpose of the Berlin Convention Finder

The Berlin Convention Finder is the central marketing tool of the Berlin Convention Office, which promotes Berlin as a destination for events of all kinds. Venues (conference hotels and event venues), Providers of incentive programs, and all other service Providers – such as agencies, catering and technology companies, outfitters, and mobility service Providers – can present their offerings on this portal. This information portal was created to provide potential customers interested in events of all kinds with quick, clear, and customized information on possible third-party services.In accordance with the purpose of this information portal, registration as a Provider is reserved only for professional service Providers whose range of services explicitly includes professional event services.

3. Provider Registration 

Registration in the information portal is only permitted for business venues (conference hotels, event venues), Providers of incentive programs, and service partners (e.g. agencies, catering and technology companies, outfitters, and mobility service Providers). For the initial registration, Providers may register via the following link: https://convention.visitberlin.de/anbieter-werden. As part of the registration process, the Provider is required to provide the following information completely and truthfully: company name, street and house number, postal code and city, telephone number, and VAT identification number (VAT ID). All data is transmitted securely using SSL encryption.
During registration, Providers can provide information on existing memberships – for example, membership in the Berlin Event Network e. V. (BEN e. V.), partner hotel of visitBerlin or free registration as a MEET & CHANGE partner (social commitment) - Section 6
Furthermore, there is the option to voluntarily register for a Sustainable Partner audit as part of the "Sustainable Meetings Berlin" initiative. Section 8 All registrations are automatically activated. The Provider sets a password upon initial login, after which the user is authorized to use the service and logged in automatically. The email address is used as username automatically.

Truthful Information and Right of Withdrawal
The Provider undertakes to provide only truthful, complete and up-to-date information when registering and throughout the entire participation period. If we discover that incorrect, incomplete, or misleading information has been provided (e.g., regarding the legal form, association membership, or other relevant facts), we are entitled to reject the registration or entry, delete it at any time, or terminate participation with immediate effect. Once registration is complete and the subscription plan has been selected (please refer to Section 6), the user must pay the fee as per Section 6.

4. Provider Entries

After registration, Providers can publish the services offered and related texts, images, photos, and logos (up to 5 MB, formats: SVG, JPEG, PNG) in their personal login area. Providers can edit and update these services or add new entries at any time under "My Entries" in the Berlin Convention Finder. Specific entries may thus be modified as required.
The specific placement of an entry within the selected category occurs at random. There is no guarantee of a specific position within the category.

For better clarity, users can sort the entries alphabetically. This sorting does not affect the actual placement of the entry in the system. 
Should Providers distribute content protected by intellectual property rights within the Berlin Convention Finder, they are deemed to guarantee that the rights holder has fully and effectively granted all necessary rights. This means that the rights holder has effectively and irrevocably granted the right to use, imitate, modify, edit, publish, translate, distribute worldwide, and combine this content with other content on the portal without any temporal or geographical restrictions. The inclusion of a direct link also allows potential customers to contact the user directly for the duration of the entry in the information portal. The entry in the information portal does not allow the posting of a specific offer with details of prices/conditions. If interested, the Visitor is required to request an offer via the Berlin Convention Finder or directly from the Provider.
After registration, visitBerlin does not guarantee the Provider a minimum number of views of the posted content by Visitors, nor a specific number of views of the URL address provided as a direct link. A review of the entry before activation is carried out solely for editorial purposes. visitBerlin is not obligated to monitor submitted or stored third-party information or to search for circumstances that indicate illegal activity. visitBerlin cannot assume any liability in this regard. However, visitBerlin will not post entries or will immediately remove them after posting if it becomes aware of illegal content. This applies in particular if these postings:

• Contain pornographic content;
• otherwise violate applicable law of the Federal Republic of Germany, e.g. incite racial hatred or glorify violence or violate the rights of third parties, in particular personality rights;
• deal with acts of violence, the sexual abuse of children or sexual acts between humans and animals (Section 184 of the German Criminal Code) or violate youth protection regulations or contain otherwise immoral or obviously dubious content
• contain content that is otherwise immoral, obviously dubious, deceptive, misleading or discriminatory
• contain advertising content that has no factual connection to the portal’s purpose.
• This also applies if such content is accessible via a direct link to the Provider's website or if a redirect to such content is made via the corresponding URL address. The same procedure will apply if the entry violates these terms of use.

4.1 Venues (Conference Hotels and Event Venues)

Conference Hotels
Hotels that have at least one conference room available are permitted to publish an entry in the "Venues" section of the Berlin Convention Finder. When creating an entry in the "Conference Hotels" section, the following information must be provided truthfully and accurately: name of the conference hotel, street name and house number, postal code and city, website URL, telephone number, and email address. Additional information may be provided voluntarily. This may be verified by the Berlin Convention Office before publication.
Depending on the subscription plan booked (Section 6), media (images, videos, 360-degree tours) and text can be added to the entry. Please note the copyright information in Section 12. Further voluntary information may also be provided. If an English version of the text already exists, this can be used for the English entry. Final approval will be given at the end of the entry creation process. Content will be reviewed for quality and usually released within 70 hours. After confirmation of final approval, the content can be edited at any time, but must then be approved and published again. Please note that the Berlin Convention Office editorial team reserves the right to make SEO-relevant recommendations and editorial adjustments to your texts. Our goal is to improve your visibility in Google search results and to support the findability of your offer as best as possible.

Event Venues
When creating an entry in the "Event Venues" section, the following information is mandatory and must be provided truthfully: name of the event venue, street name and house number, postal code and city, website URL, telephone number, and email address. Further voluntary information may be provided. This information will be reviewed by the Berlin Convention Office before publication. Depending on the subscription plan booked (Section 6), media (images, videos, 360-degree tours) and text can be added to the entry. Please note the copyright information in Section 12. If an English version of the text already exists, this can be used for the English entry. The prerequisite for this is that the English version corresponds to the German version in terms of content and represents a correct translation. After final approval, the entry will be reviewed for editorial purposes and is usually published within 70 hours. After confirmation of final approval, the content can be edited at any time, but must then be re-approved and published. Please note that the Berlin Convention Office editorial team reserves the right to make SEO-relevant recommendations and editorial adjustments to your texts. Our goal is to improve your visibility in Google search results and to best support the findability of your offering.

4.2 Service Partners

When creating an entry in the "Service Partner" section, the following information is mandatory and must be provided truthfully: name of the service partner, street name and house number, postal code and city, website URL, telephone number, and email address. Further voluntary information may also be provided. This information will be reviewed by the Berlin Convention Office before publication. Depending on the subscription plan booked (Section 6), media (images, videos) and text can be added to the entry. Please note the copyright notice in Section 12. If an English version of the text already exists, this can be used for the English entry. The article will be reviewed for editorial purposes after final approval and is usually published within 70 hours. After confirmation of final approval, the content can be edited at any time, but must then be approved and published again. Please note that the Berlin Convention Office editorial team reserves the right to make SEO-relevant recommendations and editorial adjustments to your texts. Our goal is to improve your visibility in Google search results and to best support the findability of your offer.

4.3 Providers of Incentive Programs

When creating an entry in the "Incentive Program Provider" section, the following information is mandatory and must be provided truthfully: name of the supporting program, street name and house number, postal code and city, website URL, telephone number, and email address. Further voluntary information may also be provided. This information will be reviewed by the Berlin Convention Office before publication. Depending on the subscription plan booked (Section 6), media (images, videos) and text can be added to the entry. Please note the copyright information in Section 12. If an English version of the text is already available, it may be used for the English entry. The article will be reviewed for editorial purposes after final approval and is usually published within 70 hours. After confirmation of final approval, the content can be edited at any time, but must then be approved and published again. Please note that the editorial team of the Berlin Convention Office reserves the right to make SEO-relevant recommendations and editorial adjustments to your texts. Our goal is to improve your visibility in Google search results and to best support the findability of your offer.

5. Visitors

Visitors to the portal, i.e., potential customers interested in all kinds of events in Berlin, may use the Berlin Convention Finder free of charge. Within the information portal entries, Visitors can find direct links that allow them to contact the Provider directly or submit inquiries via the Berlin Convention Office. The entry in the information portal does not constitute a binding offer. Binding offers must be requested directly from the users.

6. Subscription Plan and Prices

All Providers (venues, service partners and Providers of incentive programs) may choose between the following service packages in the subscription plan Light, Basic and Pro for an entry in the Berlin Convention Finder: 

Light (free)

• 1 free entry per category: Venues (conference hotels and event venues), service partners and Providers of incentive programs
• description text up to 300 characters 1 image (up to 5MB, formats: PNG, GIF, JPG, WEBP)
• 1 document ( up to 5 MB, formats: PDF, XLS, XLSX, JPEG, PNG)

Basic (€480 / year)

• 1 entry within one category: Venues (conference hotels and event venues), service partners and Providers of incentive programs.
• description text up to 600 characters
• up to 10 images ( PNG, GIF, JPG, WEBP)
• up to 2 documents ( up to 5 MB, formats: PDF, XLS, XLSX, JPEG, PNG)
• social media push on the Berlin Convention Office’s LinkedIn channel for new registrations
• each additional entry: €240 / year

Pro (€960 / year)

• 1 entry within one category: Venues (conference hotels and event venues), service partners and Providers of incentive programs).
• description text up to 2,000 characters
• up to 20 images (up to 5MB, formats: ( PNG, GIF, JPG, WEBP
• up to 5 documents ( up to 5 MB, formats: PDF, XLS, XLSX, JPEG, PNG
• integration of a video (YouTube, Vimeo)
• integration of 360° tours
• social media push on the Berlin Convention Office’s LinkedIn channel for new registrations
• highlight label during the runtime as well as color accentuation
• each additional entry: 480 € / year

All prices include VAT (where applicable), unless expressly stated otherwise.

The offer is limited to one account per company. Companies may only register once and receive access to the offered services within the scope of this registration. Multiple registrations or the parallel use of multiple accounts by the same company are not permitted. In the event of violations, we reserve the right to merge or deactivate accounts.

Members of Berlin Event Network e.V. can advertise free of charge with one entry in the pro subscription model.

All additional listings must match the original subscription plan. Combining different subscription plans for different listings from the same Provider is not permitted. This means: If the primary venue listing is under a Pro plan, all additional listings must also be managed under the Pro plan.

Term and Billing Period:

All paid subscriptions (Basic and Pro) are bound to the calendar year. The billing period runs from January 1 to December 31 of each calendar year. If the contract begins during the year in the Berlin Convention Finder, the annual fee will be calculated pro rata for the remaining months until the end of the year. Notwithstanding the above paragraph, new registrations are permitted in December; the booked services are available upon registration. However, billing begins uniformly on January 1 of the following year, ensuring the annual cycle (January 1–December 31) is maintained for all Providers. This special regulation applies exclusively to Providers who are registering for the first time and have not previously used a paid service package. Subscriptions are automatically renewed for a further calendar year unless they are cancelled or downgraded in writing to the Berlin Convention Office by November 30 of the current year at the latest.

Providers who have already booked a paid service package at the time of the changeover and are therefore in the current billing mode will be automatically transferred to the Pro service package on January 1, 2026 (after confirming the new terms and conditions). Providers who do not agree to the changeover will remain prominently displayed in the Berlin Meeting Guide until the end of the 2025 calendar year. Further details are set out in Section 7, "Special Case: No Consent to the New Terms and Conditions."

As part of the system migration to the new Berlin Convention Finder, existing memberships will be transferred as follows: Members of Berlin Event Network e.V. can advertise free of charge with a listing in the pro subscription model. Conference hotels that belong to Partnerhotels e.V., as well as ‘Sustainable Partners’ without association membership and MEET & CHANGE facilities, will be automatically transferred to the free light subscription model, provided they agree to the new terms and conditions.

7. Termination

Cancellation must be made in writing by email to berlinconventionfinder@visitberlin.de no later than November 30 of the respective calender year. If cancellation is not received within the specified time limit, the subscription will automatically be renewed for another calendar year.

In the event of cancellation of the paid Pro subscription plan, a downgrade to the free Light subscription plan will take effect by default on January 1 of the following year. The entry will therefore remain visible in the system in a reduced format. 
If you wish to have all data and content completely and permanently deleted from the system, please expressly notify us by email to berlinconventionfinder@visitberlin.de. Statutory retention periods remain unaffected and personal data will otherwise be deleted in accordance with the GDPR.

Contrary to the regular deadline specified in the prior paragraph, providers may, in the calendar year 2025, make a one-time downgrade of their existing subscription model (e.g. from Pro to Basic or Light) by 30 December 2025, with effect from 01 January 2026. This special provision applies exclusively to the downgrade being exercised in the calendar year 2025 and takes into account the technical transition in the course of the system migration. From the calendar year 2026 onwards, the regular deadline of 30 November of a calendar year will apply again. 
 

Special Case: No Consent to the New Terms and Conditions
Existing Providers who have not agreed to the new General Terms and Conditions will remain visible in the Berlin Meeting Guide as a transitional arrangement until the end of the calendar year 2025. During this period, editing or changing content in the backend is prohibited. However, changes to master data (e.g., address, contact details) can be made by sending an email to: berlinconventionfinder@visitberlin.de The agreed fee for the calendar year 2025 must be paid in full, regardless of whether the new General Terms and Conditions are accepted.

Special Case: December (freeze):

After the cancellation period expires on November 30 of a year, no changes to existing subscription plans or entries are permitted during the period from December 1 to December 31. This includes both subscription changes (upgrades or downgrades) and the creation of additional entries. During this period, the annual statement for the following contract year is created, invoicing is prepared, and the necessary systems and processes are finally set up. For this reason changes will be possible again no sooner than at the beginning of the new contract period, starting on January 1.
New registrations are permitted in December. Providers who register for the first time in December and have not previously used a paid service package will receive access to the booked services from the time of registration. However, billing begins uniformly on January 1 of the following year, ensuring the annual cycle (January 1–December 31) is maintained for all Providers.

8. Audits / Additional Service Sustainable Partner

Providers also have the opportunity to become a Sustainable Partner through Sustainable Berlin, a program of the visitBerlin Berlin Convention Office, and participate in a sustainability audit. The audit is mandatory in this case. It focuses on selected core areas of sustainable corporate management (governance, risk & compliance, society, environment, and economics).
All further information on the general terms and conditions for participation in Sustainable Berlin and the use of the accompanying support services can be found at: 2025-04-04-terms-of-use_sustainable-berlin_3.pdf
 

9. Integration of 360°Tours

Conference hotels and event venues have the option of integrating a digital 360° photographic tour (hereinafter "Tour") into the Berlin Convention Finder. This tour allows interested parties to gain a photorealistic impression of the Provider's event spaces online.
The Provider guarantees that it has been fully and effectively granted all necessary rights to transfer the 360° tours to the BCO. This means that the Provider has been effectively and irrevocably granted the right to use, publish, distribute worldwide, and link the 360° tour to the portal without any temporal or geographical restrictions, and to incorporate it into the portal with other content. The Provider indemnifies visitBerlin from any liability should third-party rights be affected. Furthermore, the Berlin Convention Office cooperates with Nexpics (Mediaglobe GmbH, Essener Str. 8, 10555 Berlin-Mitte), a Berlin-based company that creates high-quality 360° images that can be integrated into the Berlin Convention Finder, to create 360° tours. The visitBerlin Berlin Convention Office merely mediates between the Provider and Nexpics; a contract is concluded exclusively between these two parties. The creation of a 360° tour by Nexpics is subject to a fee. Information on the cost structure and individualized offers are provided by our partner Nexpics.
If the Provider decides to have a 360° tour created by Nexpics, they will notify the Berlin Convention Office immediately so that contact with Nexpics can be established. No data will be shared with third parties, with the exception of the external service Provider Nexpics; please refer to Section 14 “Data Protection”. The arrangement is free of charge for the Provider. If the Provider contacts Nexpics directly to have a 360° tour created for inclusion in the Berlin Convention Finder, they will notify both the Berlin Convention Office and Nexpics.
After Nexpics has created the 360° tour, the Provider will send it to the BCO for integration into the Berlin Convention Finder. The BCO will integrate the 360° tour into the Berlin Convention Finder free of charge and without delay, but no later than seven days after completion. The Provider guarantees that Nexpics has fully and effectively granted all necessary rights to transfer it to the Berlin Convention Office. This means that the Provider has effectively and irrevocably granted the right to use, publish, distribute, and link the 360° tour to the portal without any temporal or geographical restrictions. The Provider indemnifies visitBerlin from any liability should third-party rights be affected.

10. MEET & CHANGE

Only social and cultural institutions/organisations that can generate additional income through space rental are eligible to apply to become a MEET & CHANGE venue. Upon receipt of the application, approval from visitBerlin is required for registration of a MEET & CHANGE venue and listing in the event venue category of the Berlin Convention Finder. Prices and duration are based on Section 6 for venues that register as part of MEET & CHANGE.  For possible logo usage, please refer to Section 12.

11. AI Offers

visitBerlin provides Visitors and registered Providers with various AI-supported tools (AI offerings). Use of these tools is voluntary and at your own risk.Users are expressly advised to use the AI offerings exclusively within the scope of these Terms of Use and only for the purposes described therein. Use for any other purposes is prohibited, in particular for the generation of legal, medical, or discriminatory statements.
All AI offerings use applications from OpenAI Inc., which are integrated into the visitBerlin system via a technical interface ("API"). They are used via a proxy model, so personal data such as IP addresses are not transmitted to OpenAI. No proprietary models are trained, and no training data is shared with third parties.visitBerlin points out that artificial intelligence systems are not error-free and may sometimes deliver inaccurate, distorted, or incomplete results. Therefore, AI-generated content should always be critically reviewed and used only with reasonable human discretion. It is strongly recommended that AI outputs be editorially reviewed, adapted, and documented accordingly. Users remain responsible for the final content. AI-supported functions are clearly marked as such.

11.1 Intelligent filters (AI-powered, beta)

The Intelligent filters (AI-powered, beta) is designed to provide Visitors to the Berlin Convention Finder on the website with an advanced search function that responds to naturally phrased voice input and automatically suggests suitable filters. Use is voluntary and free of charge. We ask that you do not enter any personal or sensitive data (e.g., name, contact details, health data) at any time.
When using AI search, users can optionally submit voluntary feedback to visitBerlin using the "thumbs up" or "thumbs down" symbols. The optional text is sent to visitBerlin anonymously and used exclusively to optimize the website and the customer experience.
To improve the website experience, search entries are stored for up to 12 months. If feedback is submitted to visitBerlin, the text is stored and processed beyond this time. Search entries or forms that inadvertently contain sensitive or personal data are regularly deleted.

For more information, please please refer to our privacy policy 

11.2 AI SEO Optimisation

For registered users, visitBerlin provides an AI-powered SEO assistant. This assistant serves solely to assist users with editorial search engine optimisation. VisitBerlin does not verify or permanently store the information.
AI is not used to process personal data. Each user is responsible for the content entered into the application and ensures that no third-party rights, in particular copyrights, trademarks, or personality rights, are violated. Users guarantee that they have all necessary rights of use and exploitation to the submitted content and indemnify visitBerlin from all claims by third parties in this regard. visitBerlin assumes no liability, guarantee, or warranty that the results generated by the AI SEO assistant are correct, complete, or suitable for a specific purpose. The results must always be editorially reviewed and manually revised if necessary.

11.3 AI Alt-Text Generator

For registered users, visitBerlin offers an AI-powered alt text generator. This generator is used exclusively for the automated generation of alt text suggestions for images.
To generate alt text, an image file can be submitted to the AI interface. Neither the submitted images nor the generated alt text are permanently stored or reviewed for content by visitBerlin.

Users are obligated to ensure that images they upload do not violate the rights of third parties and do not contain any personal data (e.g., recognizable persons, trademarks, or protected objects). Before using the image, users must confirm by checking the appropriate box that they are the authors or authorized users of the respective image.
visitBerlin expressly states that alt texts must be formulated in a neutral, factual, and non-discriminatory manner. The suggested texts must always be reviewed by a human and adjusted if necessary.
The AI application is not intended to process personal data.
visitBerlin assumes no liability, guarantee or warranty for the content, accuracy or suitability of the generated alt texts.

12. Copyright/Transfer of Rights of Use

The Providers confirm that they are the owners of the relevant copyrights for the images/photos/360° tours/logos, etc., or that they hold all rights to the submitted image, have unrestricted exploitation rights, and that the images are free of third-party rights. The Providers are particularly responsible for ensuring that no personal rights of third parties are compromised or violated. Furthermore, they must, where applicable, ensure that the consent required by the German Art Copyright Act from the person(s) depicted is obtained in compliance with the General Data Protection Regulation. This means that the person(s) depicted must be fully informed about the use of the photograph, know the group of people who have access to it, and be informed about the nature of the processing of the data concerned and about the data transfer. Consent for use must have been expressly granted. The Providers hereby indemnify visitBerlin from any liability. This indemnity also includes any costs incurred in obtaining legal assistance to defend against such claims.
By uploading content (images/photos/360° tours/logos, etc.), the Providers themselves or on behalf of the rights holder grant visitBerlin the non-exclusive right to distribute, modify, edit, publish, or translate this content without any temporal, content-related, or geographical restrictions. In the case of images/photos, the author is indicated in accordance with statutory regulations. The Providers declare that they are authorized to transfer the usage rights in this regard. The granting of rights also includes the right to integrate the uploaded content into other content of any form and in any media (print, online, social media channels, etc.) that promote the partner in its offering. No fee is owed by visitBerlin for the transfer of usage rights. The Providers indemnify visitBerlin from any liability in this regard.
Based on the granted right of use, the contractual partner is permitted in particular to use the logo as follows:

•  on their own website and business cards to demonstrate their participation in the working group
• in connection with projects of the working group, e.g. in press releases, on websites (our own and those of others), within joint white papers.

In particular, the use of the logo must not violate the principle of political or religious neutrality, nor offend against morals and decency. visitBerlin guarantees that the logo does not violate the rights of third parties. visitBerlin fully indemnifies the contracting party should third parties assert claims against the licensee due to the infringement of their rights. This indemnification also includes the assumption of any legal costs incurred in defending against such claims. visitBerlin will provide the contracting party with the logo in electronic form as a png, jpg, and eps file upon signing the contract. The contracting party is not entitled to grant sub-licenses. The logo may only be used in the specified form. The contracting party undertakes not to use the logo as part of its company name, in a manner that indicates origin or is likely to be confused, or in any other way to identify its business operations, or for other purposes that do not correspond to the agreed purpose. The contracting party acknowledges that visitBerlin is the sole author of the logo, that it is and will remain the sole and exclusive property of visitBerlin, and that the contracting party does not acquire any right or claim to the logo as a result of this agreement, except for the use granted herein.

visitBerlin is the owner of the visitBerlin Convention Partner brand and the copyright holder of the text and image contributions created by visitBerlin. Reproduction, distribution, use, or any other use of this content, graphics, and text in other electronic or printed publications is not permitted without the written consent of visitBerlin. The rights to all designs and program scripts created by visitBerlin remain with visitBerlin unless they are freely available or intended for free use and/or are owned by third parties.

13. Liability 

visitBerlin is not liable for damages caused by errors, delays, or interruptions in transmission due to malfunctions of technical equipment or malware in connection with the publication of the projects, unless visitBerlin or its employees or vicarious agents caused this intentionally or through gross negligence.

visitBerlin assumes no liability for the accuracy, completeness, or timeliness of the content of the entries or the functionality of the Provider's URL, the associated websites, or the accuracy of the descriptions in the text links. Rather, the Provider itself is obligated to check these regularly. visitBerlin assumes no liability in this regard. Furthermore, visitBerlin's liability is limited to claims (1) under the Product Liability Act, (2) for injury to life, limb, or health resulting from a negligent or intentional breach of duty by us or one of our legal representatives or vicarious agents, (3) insofar as the cause of the damage is based on intent or gross negligence by us or one of our legal representatives or vicarious agents, or (4) due to the breach of a material contractual obligation. In the event of a breach of a material contractual obligation, visitBerlin's liability is limited to the foreseeable damage typical for the contract, unless intent or gross negligence is present. Otherwise, any liability of visitBerlin is excluded.

The following additionally applies to the AI services provided by visitBerlin:

The use of AI-supported functions is voluntary and at the user’s own risk.

visitBerlin assumes no liability for the accuracy, completeness, legality, or appropriateness of the results generated by AI, nor for any consequential damages resulting from their use. The content generated by AI does not constitute editorial or legally binding statements by visitBerlin.

Users are obligated to independently review all results at all times before publication or further use and to correct them if necessary. VisitBerlin is not liable for violations of third-party rights resulting from improper use of the AI offerings.

14. Data Protection

Further information on the processing of personal data within the Provider account can be found in our Privacy Policy.visitBerlin strictly adheres to all legally prescribed data protection regulations. Certain personal data is collected and processed for registration and the implementation of the contractual relationship. Data is transferred to third parties only to the extent necessary for the provision of the contractual services and only to partners whose services the Provider uses.

The following data is collected during registration:

• surname, first name
• job title
• company name
• company address details (including billing address)
• contact details (phone number/email address)

Further information on data protection, in particular on the recipients, storage periods, the rights of the data subjects and the use of the portal and the website, can be found in the privacy policy.
 

15. Use of Cookies

We use cookies to make visiting our portal more attractive and to enable the use of certain functions. Cookies are small data packets that your browser stores on your device at our request. They do not cause any damage there. They do not contain viruses and do not allow us to spy on you. Most of the cookies we use are deleted from your hard drive at the end of the browser session and are not stored permanently (so-called session cookies). Other cookies remain on your computer and enable us to recognize your computer on your next visit (so-called long-term cookies). They are also intended to enable you to browse our portal in an optimized manner. We do not evaluate the access behavior of the Providers. All cookies we use are completely anonymised and do not contain any data about you or your company. Internet browsers are set to accept cookies by default. However, each Provider may deactivate the storage of cookies or set their browser to ask before cookies are sent. For more information, please refer to your Internet browser's user manual.
 

16. Miscellaneous

The law of the Federal Republic of Germany applies exclusively. Should any provision of these Terms of Use or any future provision be legally invalid or unenforceable, in whole or in part, or should it later lose its legal validity or enforceability, this shall not affect the validity of the remaining provisions of the Terms of Use. The same shall apply if it should emerge that these Terms of Use contain a regulatory gap. In place of the invalid or unenforceable provision or to fill the gap, an appropriate provision shall apply which, as far as legally possible, comes closest to what the contracting parties intended or would have intended according to the spirit and purpose of the contract, had they considered this point when concluding this contract or when subsequently including a provision.

The Berlin Convention Finder is provided by:

Berlin Tourismus & Kongress GmbH 
Schöneberger Straße 15 
10963 Berlin Germany Tel: +49 30/ 25 00 25 Fax: +49 30/ 25 00 24 24 E-mail: info@visitberlin.de Management: Burkhard Kieker and Sabine Wendt

Chairman of the Supervisory Board: Oliver Schumacher 
Commercial Register: District Court of Berlin Charlottenburg HRB 48652 
VAT ID: DE 160 475 096 Managing Directors: Burkhard Kieker and Sabine Wendt Chairman of the Supervisory Board: Oliver Schumacher Commercial Register: District Court of Charlottenburg HRB 48652 VAT ID: DE 160 475 096

visitBerlin reserves the right to amend these General Terms and Conditions (GTCs) at any time, provided there is a legitimate interest in doing so, particularly in the event of changes to legal requirements, technical developments, or adjustments to the scope of services. visitBerlin will inform users of any significant changes in an appropriate manner. The most current version of the GTCs can be found on the website at [insert URL]. It is the users' responsibility to regularly inform themselves about the current status of the GTCs. By continuing to use the service after a change, users declare their consent to the amended conditions.

For Planners

•  Use of the customer area requires prior registration by the user. Registration creates a free user account ("Planner Account") that grants the user access to personalized content or features of the platform.
• Registration is voluntary and free of charge. Creating and using a customer account does not incur any costs or create any contractual obligations to use paid services.
• Access to the customer account is reserved exclusively for the registered user. The user is obligated to treat the access data confidentially and not to grant unauthorized third parties access to the customer account.
• visitBerlin reserves the right to block or delete customer accounts if they are misused or if there is another legitimate reason.
• Further information on the processing of personal data within the customer account can be found in our Privacy Policy.

October 2025