Please submit your stand technical design by Sep 19th, using this form: Technical design form 

Instructions:

Please submit the below as one pack:

1. 3D Booth design layout plan in colour

2. Floor plan / top view

3. Section elevation plan (with booth height & dimension)

4. Orientation plan in relation to the rest of the venue.

5. Weight, full technical aspects and engineering signing if TWO-STORY or COMPLEX BUILD  

Complex structures:

If your stand is TWO-STORY, or is a COMPLEX BUILD, please make sure your drawing is a construction document and includes all technical aspects including weights.

You will then need to get an engineers certificate once the stand is built and reviewed on-site to present to show management.

A complex structure is any form of construction, of any height which would normally be designed by an engineer and/or has, through a risk assessment, been found to provide a significant risk. In relation to this event, complex structures are defined by the below:

• Double deck stands with under passes and / or staircases to any area. Please note a double deck structure is not permitted unless otherwise agreed by the organisers

• Suspended structures that require 10 or more rigging points or are classed as 'complex'

• Platforms and stages over 0.5m in height and those including staircases (see diagram below)

• Stand fitting over 3m in height

• Platforms and ramps over 600mm to which people have access.

• All outdoor structures (due to their possible exposure to harsh weather conditions structures built in the outdoors need to withstand wind speeds of up to 100km/h)

• Where there is a raised area (e.g. seating area) above the general height of the floor or platform. Nominally, the critical height is 500mm above the floor, but the venue and organiser may require the designation as complex of such areas that are below this height. This is decided on a case-by-case basis

• Where machinery or other heavy elements are displayed other than at ground level. An example might be a machine which is on a steel frame to be seen at eye level. As detailed below, structural calculations will be required, together with other details

• Where there is any form of tiered or ‘grandstand’ style seating

• Stands bigger than 100sqm due to local regulation regarding escape routes

Please note:

Rules relating to the build of a two storey / double deck structure within the confines of the venue, are rigorous and venue specific. All construction is subject to the rules and regulations of the Eurocodes. The Eurocodes are the ten European standards (EN; harmonised technical rules) specifying how structural design should be conducted within the European Union (EU). These were developed by the European Committee for Standardisation upon the request of the European Commission

• All structures must comply with Portuguese Normative Rule number 21/2019 (Eurocodes), September 17

• All double deck, outdoor & complex structures and complex suspended structures/rigging must receive a formal  Statement of Responsibility, signed by a recognised Portuguese Structural Engineer

• The above descriptions are a guide only and due to the nature of the regulations cannot be comprehensive. It is the decision of the venue, structural engineers and Health and Safety officer as to whether a structure is deemed complex

• All Complex Structures require full Structural Calculations, along with the appropriate 

Inspection Certificate from a Certified Structural Engineer and/or a Method Statement 

from the Stand Contractors, to be submitted to Web Summit.

Sign off process: 

The Web Summit production team will decide if your build is a complex structure once your build is submitted. This will be communicated with stand builders/agencies via Monday board. 

1. Introductions with engineers won't be made by the production team. Stand builders can use any certified Portuguese engineer they like and below we have provided suggested engineers

2. Partners/stand builders will need to get the engineer's cert from the engineer on site and give it to a member of the production team. The production team will pre-arrange this with you

3. All engineers sign-off costs will be on the partner and directly between the partner and engineer

Height and width:

Designs must be in keeping with our height restrictions and consideration of surrounding stands according to GUIDELINES.

Please ensure your stand follows the keyline guidelines for height and width. No tapering of walls should occur and wall heights must be adhered to.

Max file size is 500 Mb if larger please ZIP the files.

Accessibility:

At Web Summit, our aim is to make all our events accessible to everyone. We expect all our event partners/exhibitors to take great care to ensure their booth is fully accessible and consider accessibility for people with vision, hearing, physical height, and neurodiversity requirements when building their booth.

All stands that have an elevated floor should have at least one ramp. The ramps should have a maximum of 10% inclination.

Hand and Safety Railings

If your stand includes a second storey or stairs, please ensure that all hand and safety railings are a minimum height of 110 cm for safety compliance. These specifications must be incorporated into the stand design you submit.

Fire extinguishers:

FIL pavilions have their own fire extinguishers distributed through the space and we reinforce with some more fire extinguishers where needed in the general safety plan. So the majority of stands do not need their own fire extinguishers.

But as a general rule some bigger stands (with more than 15m wide) should have at least one fire extinguisher of their own.

Also, stands that have upper floors should also have at least one fire extinguisher in the upper floor. Stands that have catering or some sort of heating equipment should also have their own fire extinguisher.

Items on Perimeter (Reception Desks):

Please ensure that your stand does not feature interactive or serviceable items—such as reception desks, interactive screens, or activations—directly on the perimeter. A minimum clearance of 75 cm from the edge of the stand must be maintained to allow attendees to engage with these elements from within the stand, avoiding blockage of the aisle and ensuring effective crowd control.

WS production reserves the right to request adjustments based on exhibition safety requirements.

Exits:

Enclosed stands that can have more than 50 people should have at least two exits.

Our recommended engineers are:

Eng. Luís Loureiro – +351 939 599 312 (lloureiro@360eng.pt) 

Eng. João Francisco - + 919 030 525 (eris.francisco@gmail.com)

Eng. Hugo Fernandes - + 351 912 967 853 (certificado.hugo@gmail.com)

Our networks are carefully planned and designed to provide the best possible experience for our partners and attendees. Please read our guidelines here.

Important: The deadline to complete this form is September 19th.

Our ICT team will review your requirements, and if additional connectivity is needed, we will schedule a meeting to align on this topic.

Any additional internet/connectivity must be approved by our team and purchased through the Partner Store, which closes on October 6th.

Approval of your project, additional connectivity and dedicated Wi-Fi are subject to the limitations and availability of each pavilion. 

Use of any external network hardware such as routers, switches, access points, chromecasts, mobile tetherin, and MiFi devices are strictly prohibited at the event.

Rigging will be accommodated where possible; however, not all locations on site may be able to support it. It will be evaluated after they are submitted through this form (deadline: September 26): Rigging form

Please contact your partner success manager to discuss rigging needs.

• Each project will always have to be evaluated individually

• All clamps, points, motors, certs and pre-rig truss is provided by the venue rigging company.

• The charge for each project will be calculated based on submitted and approved plans.
  
  *As a general guideline, there is a 70kg/150kg limit per available suspension point and the structural matrix is 3X3 meters but is not uniform. By default, we will try to adjust the suspended elements to the available matrix for economic purposes. However if it is not possible to arrange a solution or if the booth design does not allow, a pre-rig structure will be installed to provide the necessary suspension points.
  *Rigging weight and configuration for Pavilion 5 stands may differ.

• If you plan to rig more than 800kg, please check capacity on your stand position and points available to you ASAP.
  
  

You must submit a detailed description of all aspects of the item to be rigged:

• constructive system;

• gear list;

• total weight;

• the number of suspension points needed to rig;

• the item; 

• the height of the suspension

Please submit a detailed electrical, internet, water and/or banner hang plan for your activation. This is required to make proper arrangements for your services drops. You must clearly indicate where each service should be placed. Service plans will only be accepted through submission using this form: Services placement plan form

All service placement plan submissions must be submitted by October 6 through the stand build information form.

Electrics 

All service placement plan submissions must be submitted by October 6 through the services plan form. You must submit a detailed service plan for your stand. This is required to make proper arrangements for your electrical requirements.

• The electrics you require for your stand must be ordered using the Web Summit partner store from September 1st until October 6th.

• Please use the service plan to indicate where on your stand you want the power or utilities you have ordered to be located

• Please attach a separate electrical or lighting plan if your stand is complex or you are requiring significant electrical service

• Make sure to read the instructions on the template.

If you have requested rigging service, you must order overhead power for motors. The location of overhead power can be shown on your services plan.

Water

The water connections available at FIL are of 1 half inch = 12.7 millimetres, with a pressure between 4 and 6 bar. Water connections are to be marked in the services plan, and must be purchased in the partner store. Any costs must be paid in the Web Summit partner store before October 6th.

There is no water available in Pavilion 5.

The Web Summit partner store allows our event partners to purchase all the products and services required for their event activation. 

Our product range includes the following product categories: electrics and lighting; AV; furniture; rigging services; carpet; connectivity; and labour and services. Please contact your partner success manager if you require items not displayed in the store.

The Web Summit  partner store will open on September 1 and will close on October 6. Please purchase all of your requirements before this date as late requests can not be facilitated.

To ensure the delivery of goods and services on site, store management requests that all orders are paid in advance of October 6 Please note there will be no onsite orders at Web Summit. 

Please note ALL urgent and last minute orders and requests must be agreed by email by all parties and PAID for it to be delivered.

Stand builders cannot arrive earlier than their load in time. Your partner success manager will coordinate your specific load-in time after the submission of the stand design.

• Load-in dates are scheduled by stand size. See table for full load-in breakdown. Your specific load-in time is not included below, this will be communicated to you via email.

• Early load-in is not available. If there is an issue with your load-in date, please contact your partner success manager

• Pavillion 5 Load in dates might differ. Please contact partnerproduction@websummit.com for more information.

Web Summit is committed to a safe and healthy environment for all workers, contractors, suppliers and our attendees and speakers, and has developed a H&S briefing and other contractor materials to help in contributing to a safe and healthy environment. 

Please ensure that all your crew and staff members are briefed before going on site. It is important that every one completes the acknowledgement and quiz before they arrive at crew registration.

The purpose of this policy is to outline critical Health & Safety information to help prevent injuries, ensure a safe workplace and aid in compliance with H&S requirements. This is not an exhaustive list of health, safety and risk mitigation requirements. Should any item not be understood, contact your supervisor or the on-site H&S Person. 

Personal Protective Equipment (PPE) & On-Site Code of Conduct

From 5th November - 10th November, beyond the registration area is considered a Construction Safety Zone with Personal Protective Equipment (PPE) requirements. The PPE required for the Web Summit load-in and load out is: 

• Steel toe footwear.

• High-visibility vests.

• Hard hats.

• Fall protection if working at heights.

• Work gloves, eye protection, and hearing protection as required based on the hazards of your work and in accordance with H&S and policies and procedures.

If you do not have the required PPE, report to your supervisor immediately. 

Your personal conduct directly affects your safety and the safety of others. This is why impairment of any kind is prohibited, this includes drugs (legal or illegal), alcohol, or cannabis. Impairment or consumption is grounds for being sent home and disciplinary action.

Smoking is only permitted outdoors in designated areas.

Finally, there is zero-tolerance for violence or harassment of any kind at Web Summit. If you need more information, please check your employer’s policies on violence and harassment, or see the Web Summit policies posted on the Job H&S Bulletin Board.

Key Health and Safety Requirements.

Beyond personal protective equipment and code of conduct, there are essential operational procedures and requirements that are critical for maintaining health and safety on site. Please ensure you are familiar with and adhere to the following key requirements:

• Obey all site rules, and caution or danger signage and barriers, and set-up work delineation to protect other workers from hazards – when applicable. 

• Tools, equipment, and vehicles may only be used by trained, competent workers who are authorized for their use. 

• Visually inspect all ladders, tools, equipment, cables, and PPE, before use and notify the supervisor of any defects. This includes pre-use inspection checklists for equipment such as forklifts and elevated work platforms.

• Be familiar with first aid and emergency information. First aid services are in place for the build and event days.

In the event that you or someone else is injured. Please go to a First Aid location or report it to a Security Guard. They will be able to provide you with further directions.

Remember, all workplace injuries must be treated by on-site first aid, and reported to your supervisor and the on-site H&S person. 

In addition to reporting workplace injuries, contractors must report all hazards and H&S incidents, that includes: worker injuries, occupational illness, workplace violence, near misses, or property/equipment damage resulting from a health and safety incident. If you are unsure whether something should be reported… when in doubt, report it.

Reports are to be made to the on-site H&S person and via the QR code posted on the Job H&S Bulletin Board or at the link on the screen. 

The on-site H&S person will review the report, follow up accordingly, remedy any hazards without delay, and escalate to the Web Summit team as applicable.

All health and safety incidents that meet the requirement for a H&S Employer Incident Investigation Report (EIIR for short) will be investigated by Web Summit, or the employer of the contracting company will be requested to complete the EIIR with a copy provided to Web Summit for review. 

Contractor and suppliers at Web Summit are expected to:

• Have a current H&S Program in place including policies for violence and harassment

• Ensure their workers are trained and qualified for their assigned tasks

• Assign a competent supervisor to be on-site

• Complete Hazard Assessments and Job Health and Safety Plans, this can be using the template provided by Web Summit or an equivalent document

• Conduct inspections, briefings and tool-box talks

• Contractors must report and investigate hazards and incidents in accordance with H&S, and provide their workers with safe tools, equipment, and PPE.

• It is expected that contractors will maintain a clean and organized work area, and ensure workers are fit for duty and free of impairment.

• Contractors are expected to follow site-specific rules provided by the venue and Web Summit.

Please submit the required information here

The approval for the handover of the load in and load out wristbands is subject to the full approval of Health & Safety documents. Please read the orientations in this link.

To request and collect wristbands, follow the steps below:

• One representative will use the form to request the number of load in and load out wristbands required for their team and the agency. The request must be a single one - one request and one representative per stand.

• Once all the documents and the submission have been approved, the person who submitted the form will receive an email with the approval.

• Wristbands must be picked up at CREW REGISTRATION from November 5th by the indicated representative.

Important: Load-in and load-out wristbands do not allow access to the pavilions on event days.

There are two different types of main credentials for stands during the days of the event:

Partner: Credential sent to the Partner for their own use

Crew: Credential approved by the Web Summit production team for stand staff (builder and agency)

Partner:

This credential must be allocated by the POC determined by the partner and will be used for people who will perform contact roles with the public and speak at the stand on behalf of the partner. Example: Receptionists, company employees, presenters, etc.

Crew:

This credential will be requested via the event access form and there are a number of pre-approved credentials according to each stand size. Above this number, requests must be justified and evaluated

Observations:

The Web Summit considers Crew to be all people who provide essential stand maintenance services. Beyond these people, any use of Crew credentials will be evaluated and approved or not.

Partner credentials are picked up at Main Registration. Crew credentials are picked up at Crew Registration, same as Load in/out wristbands.

If your stand requires maintenance support on event days, submit your crew ticket request here

All stand builders must schedule their vehicle access for build-up and dismantling. Access to the venue is prohibited without vehicle access.

Please check the stand builder guidelines for vehicle access and watch the tutorial how to book your vehicle access.

Access to the loading area will be managed strictly by allocated slots which can be pre-booked through our system Voyage Control. 

You can book your access through this link.

Drivers must wear steel toe shoes and high-vis while in the loading dock area. To access the rest of the building, drivers must complete a health & safety briefing and wear full PPE, including hard hats.

Merkur Logistics Experts is the official service provider of on-site storage, material handling, machinery and official international freight forwarder for Web Summit 2025. 

If you are planning on shipping directly to the venue, please contact your Partner Success Manager who can facilitate an introduction, as soon as possible.

Due to the high volume of requests and emails received by Merkur, it is recommend to contact them at your earliest opportunity and allow sufficient time for shipments and storage requirements to be coordinated and processed. 

Please note that if you need any machinery on-site to unload your truck into your stand space, you must contact Merkur (wslis25@merkur.pt). Please make sure you put your partner success manager on cc.

You can bring your own hand carts to unload, but any machinery for material handling on-site or storage must be hired from Merkur.

Merkur can provide a full range of services from advanced storage, storage of empties, accessible onsite storage and forklift services. Read the full shipping guidelines HERE.

On-site storage

Please contact your Partner Success Manager for an introduction to Merkur if you require on site storage.

Should you not want to avail of Merkur's storage service, all empty crates, containers, and other excess materials must be stored off site. Storing of empty crates, containers or shipping materials in your stand is not permitted. Open storage is not available at Web Summit.

Deliveries during the event are not permitted.

Material & goods handling

Please contact your Partner Success Manager for an introduction to Merkur if you require the services of a forklift or scissor lift on site.

Outside companies are not permitted to deliver or handle materials inside the venue.

Build Guidelines

• Construction activities on site should be limited to assembly and finishing only. Stands should arrive in pre-built sections or as pre-cut materials for on-site finishing assembly.

• Heavy construction or primary fabrication is not permitted on site.

• Welding is not permitted. All power tools must be electric in accordance with Event Policies.

• Painting should be limited to touch-ups only.

• Bare wire electrical connections are not permitted on site. Any custom manufactured electrical fixtures must be built off site by a licensed electrician. All electrical equipment, including custom manufactured fixtures, must pass a CSA inspection prior to arrival on site, and must have the required approvals for on-site inspection. All electrical installations and distribution must meet ESA requirements and may be subject to inspection by the ESA. In the event a bare wire connection is to be made on site, it must be completed by a licensed electrician and a member of IBEW Local 353 and is subject to ESA inspection.

• Any required plumbing should be roughed-in off site, with final assembly only on site. Plumbing may be subject to inspection. Natural gas and compressed air service is not available at Web Summit.

• The cleaning of excessive waste or dust from construction activities will be charged in accordance with the Waste Disposal Policy.

Consequences of Non-Compliance / Penalties

Web Summit is committed to maintaining a safe and secure environment for everyone on site. Adherence to all Health & Safety policies and procedures is mandatory. Failure to comply with these guidelines may result in immediate action from our Health & Safety team, including but not limited to the following:

• Suspension of Work: For minor infractions or initial non-compliance with PPE, site rules, or documented procedures, work may be temporarily suspended until the issue is rectified.

• Removal from Site: Persistent or serious non-compliance, refusal to adhere to instructions, or actions that pose an immediate and significant risk to safety may result in the immediate removal of personnel from the event site.

• Event Accreditation Revocation: Individuals found in serious non-compliance may have their event accreditation revoked, prohibiting further access to the venue.

• Financial Penalties/Fines: Specific violations, particularly those related to waste disposal (a minimum €900 charge applies as detailed in our Waste Disposal Policy), breaches of build guidelines, damage to venue property due to negligence, or other infractions outlined in individual contracts or policies, may incur financial penalties. 

Each hazard will be reviewed and analysed on a case by case by our teams and actions would be communicated to our Contractor / Partner contacts. 

All decisions regarding non-compliance and penalties will be made at the sole discretion of Web Summit's Health & Safety team, in consultation with venue management and relevant authorities where necessary.

Hazard Assessment and Job Health and Safety Plans. 

Contractors are required to complete the Web Summit Hazard Assessment and Job Health and Safety Plan form, or if your company has an equivalent form – that would also be acceptable. This information includes: 

• Project information including address, key contacts and dates on site.

• Critical H&S information including first aid/medical, hazard and incident reporting, emergency protocols and muster points.

• A Risk assessment to identify hazards specific to the location and work. 

• Information on requirements for work delineation, and PPE meeting our minimum requirements with added PPE identified specific to the hazards of your work.

In the case of a complex structure, we must receive:

• Formal Statement of Responsibility, signed by a recognised Portuguese Structural Engineer.

It is the decision of the venue, structural engineers and Health and Safety Officer as to whether a structure is deemed Complex.

If there are changes to work conditions or activities, it is important to review and update your Job H&S Plan and communicate any updates to your crew and our team on-site. 

In order to successfully complete this mandatory requirement before starting work, ensure you complete the form.

Your adherence to these Health & Safety policies is crucial for the success and safety of the entire event. We encourage you to familiarize yourself thoroughly with our policies. If you have any questions or require assistance, please contact our Partner Production team.

Volume

Noisy demonstrations which might be a nuisance to third parties are prohibited at the event. The maximum decibel level authorised by the Organiser is 65 decibels. If there is a nuisance to third parties due to exceeding the authorised noise level, The Venue's technical staff and/or Event Organiser will test the levels. If the results of the test are positive, these technicians will require the Partner to oblige those responsible to reduce the volume to the authorised limits.

If the noise level is interfering with other partners or the event we have the right to ask for it to cease or lower.

Noise level must not interfere with the stages schedule. Our stages have a full schedule for event days, only taking breaks at lunchtime, but there can also be rehearsals or sound checks running at these times.

Wireless equipment

If the partner is using wireless microphones, before the event begins, the partner must inform the frequency of the microphones and the event organiser will evaluate if frequency does interfere with any event frequencies. If it interferes the Partner will receive another frequency to adequate equipment.

If the Partner is looking to have AV equipment and technicians at the stand we recommend the Organiser's AV supplier. They can provide AV equipment, set up and operate. This would make the process of moving things onsite, installing, as well as setting the frequency for mics, much easier. 

Please send an email to partnerproduction@websummit.com to share your needs and be introduced to our supplier.

Crowds on your stand

All Partners must keep circulation around their stand flowing on all sides of the stand. No crowd is permitted to stand around the stand, harming the flow of attendees. If this happens, the Event Organiser reserves the right to ensure that the crowd is dispersed by any means necessary.

Please ensure that your stand does not feature interactive or serviceable items—such as reception desks, interactive screens, or activations—directly on the perimeter. A minimum clearance of 75 cm from the edge of the stand must be maintained to allow attendees to engage with these elements from within the stand, avoiding blockage of the aisle and ensuring effective crowd control.

No recording can happen in the aisles so there's no blockage on passageways.

All activations must happen within your booth space, including the crowd. You can’t use the walkway spaces to have attendees gather and view your activations.

FoodStory is the partner catering supplier for Web Summit 2025. If you require catering services, please reach out to your partner success manager and they will share the full menu with you and will facilitate an introduction to the supplier. 

The deadline for all catering orders is October 10th.

Waste disposal

Web Summit has long supported the UN Sustainable Development Goals (SDGs) and is committed to advancing their progress.

Build waste and construction materials: Partners and contractors are responsible for the disposal of build materials and waste generated during the stand build and post-build phases. The cost of disposing of any abandoned non-reusable or non-recyclable waste materials will be billed to out to the persons responsible ata minimum rate of €1000 by the event organiser, based on the volume and type of waste generated, at the discretion of the event organiser.

We are asking partners to, where possible, repurpose or reuse all other waste materials which cannot be recycled, or dispose of those materials through their own waste disposal systems.

Cardboard and recyclable plastics: Any recyclable plastic and cardboard waste that builds up on your stand (during build, open days and breakdown) should be separated clearly and left for collection at your activation at the end of each day.

Single use plastic: As part of its 2030 Sustainability Strategy, Web Summit strives to be a Zero Waste event. As such, we have taken a zero-tolerance stance for any single-use plastic or single-use promotional items such as leaflets and flyers onsite. Web Summit would appreciate your support in this regard to ensure the event is as sustainable as possible.

We encourage our partners to look at more sustainable alternatives when it comes to promotional items and swag. As such, we encourage partners to avoid any kind of plastic.

Fines: Partners and contractors who abandon materials or do not manage the disposal of their waste in accordance with the venue’s policies will be billed post-event a minimum of €1000 by the event organiser, based on the volume and type of waste generated, at the discretion of the event organiser.

THE GRAPE

Pedro Tavares

(+351) 936 005 663

pedrotavares@thegrape.pt

NEST STUDIO

Louise Herbert,

+44 7542 259 250

Louise@neststudios.co.uk

PAVILHÃO 3

João Anes

(+351) 916 712 349

producao@pavilhao3.com

HIPNOSE

Dércio

(+351) 961 477 461

eventos@hipnose.com

JACK MORTON

Julian Pullan

(+44) 20 8735 2000

experience@jackmorton.com

ELEVATIONS

Dona Boyle

(+44) (0)208 487 1127

websummit@elevations.co.uk

FILOSOFIA

Yevhen Shaposhnikov

+351961784983

creative@filosofia-event.com

Link here