Impressum

Service Package: Vytal ONSITE
‍Version 0.0, 21.04.2024
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1 Description of Services in the Service Package Vytal ONSITE
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1.1 General
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As part of the Vytal ONSITE service package, Vytal rents products from its extensive and high-quality reusable portfolio—covering food containers, cups, and cutlery—to the customer according to the order and for the duration of the assignment. In addition, Vytal supports the customer with logistical services on the event site before, during, and after the event, as well as with tracking and reporting of delivery data related to the reusable products.

1.2 Delivery & Collection
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1.2.1 Vytal ONSITE includes the timely delivery of the reusable products ordered by the customer, delivered curbside on the pre-agreed date, as well as the collection of the ordered goods by Vytal after the end of the event.
1.2.2 The specific dates and locations for delivery and collection will be agreed upon by Vytal and the customer during event preparation.
1.2.3 Both the delivery and collection of the reusable products by Vytal take place Monday to Friday between 08:00 am and 06:00 pm. Delivery or collection outside these hours is only possible with prior arrangement.
1.2.4 It is the customer's responsibility to ensure that they or an authorized representative is present at the agreed location and time for the delivery or collection of the rented reusable products.
1.2.5 Vytal delivers all rented reusable products cleaned, sorted by type, and sealed in transport boxes in the agreed packaging units. Orders smaller than the agreed packaging unit per product type are not permitted.
1.2.6 Vytal delivers the ordered reusable products packed in transport boxes on pallets to the agreed event address. Vytal is also responsible for unloading the delivered goods and coordinates the on-site conditions with the customer during event preparation. The customer shall provide Vytal with the necessary loading vehicles. If Vytal is required to organize loading vehicle(s) itself for the unloading process, Vytal reserves the right to charge the customer separately for this service.
1.2.7 Vytal organizes and is responsible for the pickup of all rented reusable products and other rental items from the event site, including their preparation for transport (e.g., loading). The time of pickup and on-site conditions will be coordinated in advance with the customer to ensure smooth event logistics. The customer shall provide Vytal with the necessary loading vehicles. If Vytal is required to organize loading vehicle(s) itself for the pickup process, Vytal reserves the right to charge the customer separately for this service.
1.2.8 In general, for all logistics and service activities related to delivery and collection, any waiting times for which Vytal is not responsible (e.g., access to the premises is blocked due to a locked door or other suppliers obstructing the entrance) must be covered by the customer.
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1.3 Cleaning and Hygiene
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1.3.1 Vytal undertakes to provide ready-to-serve reusable products in a hygienically flawless condition in accordance with applicable food safety regulations. This means that all reusable products are packed and sealed in Vytal transport boxes after undergoing an industrial cleaning and drying process. All sealed transport boxes are therefore considered cleaned and suitable for use.
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1.3.2 After the event, Vytal assumes responsibility for the professional cleaning of the reusable products that were actually used. "Actually used" refers to all products from transport boxes that have been opened and are therefore no longer sealed. This procedure ensures sustainable and safe reuse.
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1.3.3 If Vytal finds upon return that sealed transport boxes are to be considered soiled despite being sealed, Vytal may charge the affected boxes and their contents at the agreed price (Cleaning Price) according to Section
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3.2. In such cases, Vytal will document the condition of the goods with photos and can provide these to the customer upon request.
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1.4 Logistical Handling
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1.4.1 As part of the Vytal ONSITE service package, Vytal is also responsible—following successful delivery—for the storage and distribution of reusable products to the food & beverage stations at the customer’s event. These services are described in detail below:
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1.4.2 Distribution to Food & Beverage Stations: To ensure smooth food service operations, Vytal supplies all food & beverage points on the event premises with sufficient quantities of reusable products—sorted by type and sealed in transport boxes—according to a schedule agreed upon with the customer during event preparation. This includes, within the scope of the total ordered quantity, an initial setup of the food & beverage stations before the event begins, as well as availability for restocking from the on-site storage facility set up by Vytal (see 3.4.4). Vytal provides staff (so-called supervisors and, if necessary, helping hands) for this purpose. Upon agreement, the customer may also provide their own staff (helping hands) for distribution, which will be coordinated by Vytal’s supervisors.
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1.4.3 Return from Food & Beverage Stations: Vytal also organizes the proper return of used reusable products from the food & beverage stations at the event. The exact process for the return on the event premises will be coordinated with the customer during event preparation. Vytal distinguishes between sealed and opened transport boxes during the return process. Reusable products in still-sealed transport boxes are considered cleaned, while those in opened transport boxes are considered used and must be cleaned—even if not all products in the opened box were actually used. If, upon return, Vytal finds that sealed transport boxes are nonetheless soiled, Vytal may charge the customer for the affected boxes and their contents according to the agreed cleaning price (see Section 3.2).
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1.4.4 Storage: Vytal is responsible for the secure storage of the reusable products ordered by the customer on the event premises, ensuring protection against theft and damage by third parties. The storage setup will be coordinated with the customer during event preparation. The customer supports Vytal by providing a storage room free of charge that meets the following requirements. If the customer is unable to provide a storage setup as described below, Vytal reserves the right to charge the customer separately for any additional effort incurred as a result:
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- Weather-protected
- Minimum access width and height of three (3) meters each
- Ground-level, obstacle-free access
- Lockable, with access restricted to authorized Vytal staff only
- 24/7 access
- Adequate lighting during the day and night (at least one central light source)
- At least two (2) power outlets (low voltage sufficient)
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1.4.5 Information and Communication: Vytal is responsible for ensuring simple and fast communication with the food & beverage stations on the event premises before and during the event. This includes providing general information regarding the event procedures related to Vytal’s services, as well as establishing communication channels during the event to enable, for example, smooth reorders. The customer supports Vytal in providing this service by supplying all contact details (name, mobile number, email address, and booth number) of the relevant food & beverage stations on the event premises.
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1.4.6 In general, the customer undertakes to ensure during the rental period that third parties do not damage Vytal's property. Rental goods are considered damaged - particularly reusable products - if they show signs of burn damage (e.g., from cigarettes) or stress fractures, but not signs of wear and tear (e.g., faded color) that are expected through proper use.
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1.5 Distribution to and Return from Consumers
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1.5.1 The customer is free to decide how the reusable products rented from Vytal are distributed to their consumers.
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1.5.2 Distribution can take place either on a trust basis or with a deposit.
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1.5.3 The organization of the distribution of reusable products to consumers is the responsibility of the customer or subcontractors commissioned by them.
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1.5.4 The customer is likewise responsible for organizing the return of used reusable products from consumers, as well as for handling and clearing any deposits, if the products were distributed with a deposit.
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1.6 Cooperation with Subcontractors
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The customer is entitled to delegate the handling of reusable products at their events to subcontractors, but remains the sole and fully responsible contractual partner and invoice recipient vis-à-vis Vytal.
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1.7 Tracking and Monitoring
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1.7.1 As part of the Vytal ONSITE service package, Vytal uses its proprietary tracking software (Vytal Partner App), developed specifically for the efficient management of reusable products, to ensure seamless tracking of all distribution processes to the food & beverage stations on the event premises, as well as comprehensive return management in accordance with the services defined in section 1.4.
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1.7.2 Use of the Vytal Partner App enables Vytal to transparently and seamlessly track the packaging of reusable products at Vytal’s central warehouse, their delivery to the event location, and their distribution to the respective food & beverage stations on the event premises.1.7.3 The tracking of distribution processes described in section 1.7.2 ensures maximum transparency regarding the distribution of reusable products to and across the event site, as well as a transparent and efficient billing process based on usage data during the event. This transparency, security, and accurate billing are made possible by the following core functions of Vytal’s software: - Digital twin of the event in Vytal’s software: As part of event preparation, Vytal creates a digital profile of each food & beverage station in its system, allowing the assignment of ordered reusable products to specific distribution points.
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- Tracking of each handover to food & beverage stations: Every handover is recorded via scan using the Vytal Partner App and additionally documented with photos. The customer receives real-time email confirmation of the reusable products and quantities delivered.
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- Personalized security: Upon request, Vytal can implement an additional security level at the point of handover, issuing reusable products only to authorized individuals. These individuals will receive a so-called Vytal Partner Card in advance, which they must present to Vytal to identify themselves before receiving products.
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1.7.4 By using the features described in section 1.7.3, Vytal’s tracking software generates valuable data that enables both a quick and detailed final invoice after the event, and insights into product usage by type and return rates across the entire event. This data is useful for assessing the sustainability of reusable usage at the event and also allows the customer to identify potential areas for improvement.
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1.7.4.1 Vytal provides the customer with all delivery-related data in real time.
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1.7.4.2 A final report after the return and cleaning of all reusable products can be made
‍available to the customer upon request after successful completion and follow-up of the event.
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2 Customer’s Duty to Cooperate
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2.1 The customer undertakes to provide Vytal in a timely manner with all operational information necessary for the execution of the order. This includes, for example, delivery address and times, site requirements, on-site contact, etc. Vytal will request this information as part of the order preparation process.
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2.2 Furthermore, the customer undertakes to provide Vytal with timely and free access to the necessary premises, as well as to allow the use of relevant infrastructure, including electricity supply, water connection, sanitary facilities, the site’s waste management system, and telephone and internet connections.
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2.3 Any on-site safety regulations or other operational rules that are relevant to the execution of the project must be provided by the customer to Vytal in a timely manner and with sufficient advance notice.
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3 Pricing and Quantity Conditions
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As part of the Vytal ONSITE service package, costs are incurred for the rental, cleaning, and loss of reusable products, as well as for the services described in sections 1.4 and 1.7, in accordance with the following pricing structure. It should be noted that, as stated in section 1.6, the customer may work with subcontractors (e.g., food & beverage stations on the event premises) who handle the reusable products during the event, and Vytal records the distribution to these stations using the Vytal Partner App. However, billing takes place exclusively between Vytal and the customer.
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3.1 Rental Fee (Rent Price)
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The Rent Fee is charged for all reusable products ordered by the customer and delivered by Vytal. This applies to the total quantity of ordered products, regardless of whether they were actually used.
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3.2 Cleaning Fee (Cleaning Price)
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Cleaning fees per reusable product apply to the entire contents of all opened transport boxes - that is, boxes that are no longer sealed upon return to Vytal. The quantity used to calculate the cleaning costs is always set at a minimum of 70% of the ordered quantity. This pricing structure allows Vytal to offer the customer usage-based cost management while ensuring compliance with applicable hygiene standards.
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3.3 Loss Fee (Loss Price)
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3.3.1 If not all reusable products originally delivered by Vytal are returned, or if the returned products are damaged, a Loss Price will be charged per item for each rented but not returned or damaged reusable product.
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3.3.2 In order to minimize loss-related costs for the customer, Vytal will inform the participating food & beverage points at each event about the proper handling of the rented reusable products during the event.
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3.4 Additional Costs
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3.4.1 In addition to the rental, cleaning, and loss fees (Rent Price, Cleaning Price, Loss Price), logistics costs may be incurred per delivery.
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3.4.2 The handling costs for the logistical services described in section 1.4 during the event vary depending on the duration of the event, the complexity of the venue, and the location of the event, and are therefore agreed upon between Vytal and the customer on a per-event basis.
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3.4.3 For the tracking software specified in section 1.7, and in particular for the creation of a digital twin of the event in Vytal’s system (Set-up Service), Vytal charges a one-time setup fee per event and per participating food & beverage station.
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4 General Terms of Cooperation
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4.1 Payment Terms
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4.1.1 Vytal issues one invoice per order to the customer.
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4.1.2 As a rule, invoicing takes place after the pickup of the ordered reusable products.
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4.1.3 For each order, Vytal and the customer agree whether the invoice will be issued as a single final invoice or divided into a down payment and final invoice.
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4.1.4 Unless otherwise agreed, invoices are due within 14 days.
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4.1.5 The customer shall make payment by bank transfer or digital payment link within the specified timeframe and in the full amount of the invoice.
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4.1.6 If the customer is in default of payment, Vytal reserves the right to charge monthly processing fees of up to 1% of the net invoice amount.

4.2 Order cancellation
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4.2.1 Each party has the right to withdraw from an already issued order without liability if that party is unable to fulfill the obligations defined in the order for more than 180 days due to force majeure (e.g., natural disasters, war, governmental actions).
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4.2.2 In the event that the customer wants to cancel an already confirmed order, the customer is obligated to inform Vytal in writing. Vytal reserves the right to invoice the incurred costs per order as follows:
- Withdrawal 14 days or more before the agreed delivery date: No charges
- Withdrawal less than 14 but more than 7 days before the agreed delivery date: 70% of the Rent Price (rental fee) for the ordered quantity plus any logistics costs already incurred
- Withdrawal less than 7 days before the agreed delivery date: 100% of the Rent Price (rental fee) for the ordered quantity plus any logistics costs already incurred
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4.3 Handling of Intellectual Property
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4.3.1 All rights, titles, and claims to intellectual property that Vytal develops, owns, or acquires before or during the term of the order remain exclusively the property of Vytal. This includes, but is not limited to, trademarks, patents, copyrights, software, designs, trade secrets, and other intellectual property rights used by the customer in fulfillment of this agreement.
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4.3.2 Vytal grants the customer a non-exclusive, non-transferable license to use the software and materials provided under this order solely for the agreed purpose and duration.
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4.4 Liability, Compensation, and Dispute Resolution
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4.4.1 The place of jurisdiction for all disputes arising from or in connection with this agreement is Cologne.
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4.4.2 The law of the Federal Republic of Germany applies exclusively, excluding the United Nations Convention on Contracts for the International Sale of Goods (CISG).
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4.4.3 Customer's Liability Obligations
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4.4.3.1 The customer is liable for any culpable damage to the rented reusable products from the moment of receipt until their return. This applies regardless of whether the damage was caused by the customer or a third party. At Vytal’s request, the customer shall assign any claims for damages against third parties to Vytal.
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4.4.3.2 The customer is not liable for the loss of rented reusable products. Lost items will be invoiced to the customer by Vytal according to the agreed Loss Price (see Section 3.3).
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4.4.4 Vytal’s Liability Obligations
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4.4.4.1 Vytal is liable without limitation for damages resulting from injury to life, body, or health caused by its own negligent breach of duty or by the intentional or negligent breach of duty by its legal representatives or agents.
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4.4.4.2 Otherwise, Vytal is only fully liable for intent and gross negligence by its legal representatives and agents.
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4.4.4.3 In cases of slight negligence, Vytal is only liable if an essential contractual obligation ("cardinal obligation") is breached - i.e., one whose fulfillment is essential to achieving the purpose of the contract. In such cases, liability is limited to the amount of the net rent price.
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4.4.4.4 Vytal explicitly excludes any strict liability for defects already present at the time the contract is concluded, as per § 536a para. 1 alternative 1 of the German Civil Code (BGB).
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4.5 Confidentiality Agreement
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4.5.1 All information provided by one party to the other during the term of the contract that is not publicly available and is either marked as confidential or must be considered confidential by its nature shall be treated as confidential. This includes, but is not limited to, business information, technical data, pricing structures, prices, strategic plans, software, marketing and sales materials, and any other information treated as confidential by the disclosing party.
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4.5.2 The receiving party may use confidential information only for the purpose of fulfilling their duty to cooperate as defined under section 1.
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4.5.3 The receiving party may disclose confidential information only to its employees, agents, consultants, or subcontractors who need such information to fulfill the purpose of the cooperation, and shall ensure that these individuals are also obligated to maintain confidentiality.
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4.5.4 These confidentiality provisions do not apply if either party is required to disclose information deemed confidential due to legal provisions, court orders, or governmental regulations. In such a case, the receiving party shall promptly notify the disclosing party to allow it to take appropriate protective measures.
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4.5.5 This confidentiality agreement constitutes the entire agreement between the parties regarding confidential information and supersedes any prior agreements or understandings relating to such information.
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5 Severability Clause
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If any provision of this service description and terms of cooperation is or becomes wholly or partially invalid or unenforceable, the validity of the remaining provisions shall remain unaffected. The invalid or unenforceable provision shall be replaced by a valid and enforceable one that most closely reflects the economic purpose of the original provision.
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VYTAL Global GmbH • c/o The Ship, Vitalisstraße 67, 50827 Cologne, Germany • vytal.org • Managing Directors: Dr. Fabian Barthel, Dr. Tim Breker, Dr. Josephine Kreische • Commercial Register: HRB 101149 • Amtsgericht Köln