General Terms and Conditions

Explanation of terms

Participants, program contributors, guests and external media representatives of events organized by Profoc UG (limited liability) (hereinafter referred to as “Profoc”) are hereinafter referred to as “event participants”. “Physical events” are events for which the event participants travel to or are present at one or more locations specified by the organization team.

Profoc UG (limited liability), or in this case the Climate Rally team, can be reached by our contact form or by email:

Conclusion of contract and contractual services 

§ 1 The event participant accepts the following terms and conditions. These GTC apply to all events carried out within the framework of Profoc before, during and after these events.

§ 2 The contract is concluded between the user, Climate Rally with Profoc UG (haftungsbeschränkt) (Am Riedtobel 5, D-87509 Immenstadt i. Allgäu, represented by the managing director) as the legal sponsor and the individual event participant or his/her legal guardian. 

§ 3 The event participant or his/her legal representatives undertake to comply with the rules set by Profoc as well as the house rules and conditions in the premises used.

§ 4 Each event participant is responsible for ensuring adequate insurance coverage (especially liability insurance) during Profoc events. 

Participation and deregistration for participants 

§ 5 Participants or their legal representatives undertake to attend the entire event. If this is not possible due to certain reasons, Profoc must be informed 48 hours before the start of the event (exception: train delay or similar). 

§ 6 The participant or his/her legal representatives undertake to pay the participation fee (if any) in due time (within 2 weeks after registration and before the start of the event) and to participate constructively in the event.

§ 7 The participation fee includes catering for physical events. Vegan and vegetarian catering will be available. 

§ 8 The*participant is responsible for organizing and paying for his/her own travel, accommodations (insofar as no overnight stay in provided accommodations is used), and meals beyond those covered by the participation fee according to § 7. The legal representatives approve this for the participation. 

§ 9 In case of cancellation up to four weeks before the start of the event, the participation fee will be refunded, provided that the organization team can find a substitute participant. If the cancellation takes place within four weeks before the start of the conference, there is no entitlement to a refund of the participation fee, except in the case of illness of the participant. For reimbursement, Profoc must be informed immediately and a medical certificate must be submitted. 

Participation for program contributors 

§ 10 In the case of physical events, the program contributor may only enter the event premises, attend the event and take advantage of the catering (lunch and dinner) free of charge on the day(s) of his/her own program contribution. 

§ 11 All program contributors should be present (physically or virtually depending on the format) at least 15 minutes before the respective program contribution and report to the Profoc immediately if they are late.

§ 12 All program contributors to a physical event should notify the organizing team of any materials needed at least 2 weeks before the event so that they can be available on site (Extraordinary materials should be announced at least 3 weeks in advance). Otherwise, there is no guarantee that the materials will be available. 

§ 13 The program contributor or his/her legal representatives acknowledge that the amount of the expense allowance is determined by the organization team and payment will only be made if the program contribution is kept in full.

§ 14 If the program contribution cannot take place, the program contributor should inform the organization team as soon as possible, including a reason. 

Participation as a guest 

§ 15 For physical events, the guest may only enter the event premises, attend the event and take advantage of the catering (lunch and dinner) free of charge on the day(s) of the invitation. 

§ 16 All guests should be present at least 15 minutes prior to the respective event entry where attendance has been confirmed and should report to Profoc immediately if late.

§ 17 If participation as a guest cannot take place, the guest should inform the organization team as soon as possible, including a reason. 

Participation as an external media representative 

§ 18 The media representative may only enter the event premises or attend non-public parts of online events or participate in other Profoc events during the times specified by Profoc or by individual arrangement. 

§ 19 The media representative is obliged to register with the organization team before taking photos, videos and making sound recordings. 

Instructions and reasons for exclusion 

§ 20 Instructions from members of Profoc and the staff of the premises must be followed.

§ 21 Further rules at events organized by Profoc are: 

(1) No one will be injured – physically or psychologically – or put in unpleasant situations (during or in connection with an event of LCOY Germany);

(2) Drugs (including alcohol and cigarettes) are absolutely prohibited, unless otherwise approved by the project management;

(3) Punctual appearance at all program points is required;

(4) Electronic devices are not to be used during program sessions unless instructed to do so;

(5) Any house rules or other regulations of the premises in connection with an event of LCOY Germany are to be complied with 

§ 22 Refusal to comply with the instructions mentioned in paragraphs 20 and 21 or failure to comply with the rules may be punished by exclusion from the event. The same exclusion may be imposed in the event of violations of rules leading to the orderly conduct of the event. The management decides on the exclusion. In the event of exclusion through the participant’s own fault, the participant shall not be entitled to any, even partial, reimbursement of the participation fees. 

Scope of liability and duty of supervision 

§ 23 Profoc UG (limited liability) is liable within the scope of the legal regulations for intent and gross negligence of its members and the organization team of the Climate Rally before, during and after events of the Climate Rally.

§ 24 Participation is on the participant’s own responsibility and there is no duty of supervision by the members of Profoc. 

§ 25 Profoc is not obliged to check whether participants are not allowed to take part in evening events for reasons of youth protection or whether a wrong date of birth was given in the registration. The legal guardian authorizes the underage participant to participate in all Profoc events (see declaration of consent U18).

Data processing 

§ 26 Profoc undertakes to comply with the legal provisions on data protection. The following provisions apply in addition to the provisions regulated in our privacy policy.

§ 27 By participating in Profoc events, you agree that your registration data may be viewed by the organization team and processed exclusively in the context of Profoc events. In the context of the event, lists may be created that contain the following information: Name and contact details (for example mail address or telephone number) of participants, program contributors and guests. These lists can be

(a) be freely available at the event to all persons participating in the event; and

(b) if required, be made available to participants, program contributors and guests at the event solely for the purpose of the event. There will be no disclosure of the data to third parties. 

§ 28 As previously described, personal data are collected and processed in particular for participation in the conference or other events to which the data subject is a contracting party, or for the performance of pre-contractual measures taken at the request of the data subject. The provision of personal data is therefore contractually required for this purpose. If you do not provide us with personal data, this will have the consequence that participation in events organized by Profoc cannot be guaranteed.

Use of photographic, video and audio material 

§ 29 By registering as well as participating in events organized by Profoc (includes participants, program contributors, guests, members of the organizing team as well as external media representatives*) or entering the event premises, you agree that photographic, video and audio material may be taken of you during the event. You also grant the necessary rights to publish and store these images, videos and sound recordings for Profoc purposes, including in particular for marketing purposes, on our own website, our official social media channels (Twitter, Facebook and Instagram), our YouTube channel (also possible as a livestream) and on promotional materials as well as on third-party websites and social media channels (for example, of external media representatives, guests, program contributors, participants or team members of Profoc). This also applies if you provide text contributions as well as photo, video and sound recordings to Profoc, in particular you thereby transfer the full rights for further use.


§ 30 Consent to these GTC is voluntary. However, failure to give or revocation of consent cannot guarantee participation in the conference or other events. Consent may be revoked in whole or in part at any time. The revocation is only valid with effect for the future. Photographs, film and sound recordings that have already been made, as well as print and digital media that have been produced, and data that must be stored due to legal regulations, are excluded from the revocation.

§ 31 The revocation must be sent in writing to the following office:

Kilian Osberghaus, Profoc UG (limited liability), Am Riedtobel 5, 87509 Immenstadt, Germany. 

Final provisions 

§ 32 Should individual provisions of these GTC be invalid, the validity of the other provisions shall remain unaffected. With my registration, I confirm that all information in the associated online registration has been provided to the best of my knowledge and belief.

Status: 18.08.2021