LEGAL

Rental Terms

Sim-Department GmbH · Version: October 2026

This English version is provided for convenience. In case of any discrepancy, the German version shall prevail.

These Rental Terms apply to the rental of simulators (static, motion platform, full motion) and event hardware (e.g. mini PC, network switch, tablet, spectator PC, LTE router) by Sim-Department GmbH. Our General Terms and Conditions apply in addition.

§ 1 Rental items and availability

(1) The type and number of rental items, the rental period and the prices are set out in the offer or order confirmation.

(2) Rental simulators have limited availability. A reservation only becomes binding upon our confirmation in text form.

(3) We may deliver equivalent rental items if the agreed item is unavailable and the substitution is reasonable for the customer.

§ 2 Rental period and prices

(1) Rent is charged per day. The rental period covers the agreed event days. Delivery and collection outside the event days are included unless otherwise agreed.

(2) For delivery, set-up and dismantling we charge the flat rate per simulator stated in the offer. It applies to delivery addresses within Germany. Longer journeys, overnight stays, waiting times and set-up outside normal working hours are charged on a time and material basis.

§ 3 Deposit

(1) A deposit as stated in the offer is due for each rental item. It is held as a pre-authorisation on the customer’s payment method or transferred before the rental begins.

(2) After return and inspection of the rental items, we release the deposit within 7 working days, provided there is no damage, loss or outstanding claim. We may offset the deposit against such claims.

§ 4 Venue requirements

The customer ensures that the venue provides:

• a level, load-bearing and dry surface indoors or in a covered, weather-protected area,
• a separately fused 230 V power connection per simulator (motion simulators: 16 A),
• sufficient space including safety clearance (static: approx. 2 × 1 m, motion: approx. 3 × 2 m, full motion: approx. 4 × 3 m),
• access routes, doors and, where applicable, lifts suitable for transport,
• that set-up can begin at the agreed time without waiting.

If any of these requirements is not met, we may refuse or limit the set-up. The rent remains payable. Additional effort is charged on a time and material basis.

§ 5 Handover and return

(1) We deliver, set up and instruct a contact person named by the customer in the operation. The condition is recorded in a handover report.

(2) After the rental period, we dismantle and collect the rental items. The customer ensures that they are complete and accessible.

(3) Rental items shipped by parcel (e.g. mini PC, tablet) must be returned by the customer complete, well packed and no later than the first working day after the end of the rental.

§ 6 Customer obligations during the rental period

(1) The customer handles the rental items with care and protects them against moisture, heat, dirt, theft and unauthorised access.

(2) The customer may not sublet the rental items, move them to another location without our consent or make technical changes, e.g. to hardware, settings or installed software.

(3) The customer reports faults and damage immediately to +49 177 3396940.

§ 7 Participant safety

(1) As the organiser, the customer is responsible for ensuring that the simulators are only used by instructed persons and under supervision.

(2) The customer informs participants of the safety instructions before use. In particular, motion and full-motion simulators must not be used by pregnant women, persons with cardiovascular or back conditions, epilepsy, or under the influence of alcohol or drugs. Use is permitted from the age of 12 and a minimum height of 1.40 m.

(3) Use must be stopped immediately at any sign of discomfort (e.g. dizziness or nausea).

§ 8 Customer liability

(1) From handover to return, the customer is liable for loss of and damage to the rental items unless caused by normal wear and tear or by us.

(2) We recommend that the customer insures the rental items against damage and theft for the rental period.

(3) Repair costs are charged at cost; in the event of total loss or theft, at replacement value.

§ 9 Faults and outages

(1) If a rental item fails, we remedy the fault as quickly as possible – remotely, by phone or, where possible, by replacement.

(2) If a remedy is not possible, the rent for the affected item is reduced pro rata for the duration of the outage. Further claims are governed by § 17 of the GTC.

§ 10 Cancellation

The rules on cancellation of events in § 11 of the GTC apply to the cancellation of rental bookings.