Your account manager will have introduced you to the partner success team. We are the team that are responsible for delivering everything in your contract and guiding you in the lead up to the event. 

All partners who have an exhibition stand, the partner success team will share your individual location with you.

If you have a masterclass or a startup island, your location will be shared with you closer to the event.

Please note, masterclasses will be held in the PT meeting centre between Pavilion 1 and centre stage.

Assigning your tickets

• Once you confirm your ticket manager in your onboarding form, the partner success team will generate your tickets. 

• Once your tickets have been generated they can be accessed from our attendee hub. 

• All tickets must be assigned by Friday, November 7.

• Each Web Summit ticket is assigned to a specific individual and is valid for the duration of the event. There are no day tickets available for Web Summit.

Visa confirmation letter

Although we do not engage directly with any embassy, any attendee can request a letter by signing into their Web Summit attendee portal. To sign in, you need to have a ticket assigned to your name. The access code will be sent to the email associated with the ticket.

Once they have completed their profile, they will be brought to the attendee documents page. From here they can request the visa confirmation letter.

Please note that in order to do so a ticket needs to be assigned to the person in question.

Complete your onboarding form and the attendee hub as soon as possible. 

An onboarding form will be sent to you by email. This form helps us gain a better understanding of your objectives for the event and identify who will be managing your tickets and should receive our communications.

Attendee hub - you should have received an email to complete your company exhibition profile for our website and mobile app. If you need to update this profile you can manage it by logging into your Attendee hub. Please note only one team member can manage your company profile.

Once your company details have been submitted, your company profile will be featured on the Web Summit website and – when it’s launched closer to the event – the mobile app.

Please note, failure to complete and submit this form will result in delays in promoting your online presence at the event and may result in exclusion from any additional contracted marketing perks.

Please complete your onboarding survey, if you haven't done so already. Based on your responses, we can ensure you have the tools and opportunities to help you meet those objectives. Your onboarding survey can be found in the kick off email you received.

Once you submit your onboarding form, we will use the information to create your company profile on the Web Summit website and mobile app. Please note that this information will be published on our website during September. 

All Web Summit attendees will be able to access our exclusive mobile app. You can find more information about our mobile app here. 

For Web Summit, there are various options for generating leads at the event.

Lead generation is a key objective for our partners. 

To support this, we have launched the company scanning feature within our Web Summit event app. This feature is managed by the ticket manager of your company, who can enable this option for selected team members.

We will be hosting a Lead Generation call closer to the event. Please attend if this is an important objective of yours. 

Zuant

A separate lead scanning app can be purchased from our third-party provider Zuant.

Zuant has various packages available. More information on this can be found in the general lead scanning section.

If you are interested in learning more about Zuant, please reach out to a member of the partner success team, and they can facilitate an introduction for you. 

• Our templates are made using Adobe Illustrator. The template is not accessible without this software.

• Each template will feature space for a QR code. The partner success team will provide you with a unique QR code that leads directly to your company's profile page on the event app. Attendees can connect with your company and any featured attendees on your profile. 

• For 2x2m, 4x2m and 4x4m stands, the template will include two sides, one for each wall of the stand. It is highly recommended to produce artwork where imagery, graphics or text does not intersect across the walls.

• If your stand is 4m x 2m, please ensure to check your stand orientation before creating your booth artwork. 

Review our Partner Hub to see how you can maximise your presence at our event. We encourage you to take a closer look at this section of the hub, where we gathered several recommendations based on your activation stand size.

Some ideas include:

• Offering catering

• Offering merchandising to attendees visiting your stand

• Hosting contests, offering prizes, or creating interesting activations to attract visitors

The Web Summit partner store will open on September 1 and will close on October 6.

The partner store can be used to hire products and services required for your activation at the event. Please note we have limited quantities of items available so please make sure to get your orders in as soon as possible.

Once the partner store opens, you or a member or your team will receive an activation email in order to log in. If you didn't receive it and need access, please contact the Partner Success team.

TV screens 

Partners can hire TV screens from our partner store. There is the option to order a screen stand or wall mounting services through the partner store. 

If you hire a TV screen with mounting from our store you will be required to submit a screen mounting plan. The screen mounting template can be found in the exhibitor stand section. You can submit your screen mounting plan using the store purchases form provided by the Partner Success team.

Storage

Please be aware there is no storage at the stand for your merchandise. You can find storage options on the Web Summit partner store and with our shipping & storage partner.

Please let us know if you plan to bring in your own furniture and they can advise you on the process. 

Please note we will not be able to process any late or on-site orders.

• Masterclass sessions are 45 minutes long. The recommended structure is 30 minutes of content followed by 15 minutes of Q&A.

• Masterclasses are either 60, 100 or 150 capacity. Check your contract to ensure you are aware of your rooms capacity. 

• Each room will have a screen for presentations and AV support. 

• Masterclasses are an opportunity to position yourself as a thought-leader, so presenting curated, engaging, high-quality, topical content is a must. Avoid sales pitches at all costs.  

Next steps 

Step 1: Please ensure you book in your masterclass time slot as soon as possible, if you have not already done so. Time slots are granted on a first-come, first-served basis.

Step 2: You will be sent a link to submit your masterclass title, synopsis and host details. The deadline to submit this information is October 3. 

Hosts

We recommend having between 1-4 masterclass hosts. All hosts must have tickets assigned from your ticket allocation. Each room will have 4 hand-held microphones.

Lead generation

If you wish to collect the details of everyone who attends your masterclass, it is recommended that at least two of your team members use their Web Summit app to scan attendees' QR codes as they enter the masterclass room. 

First steps

The partner success team will send you a form that you will share with startups you want to bring to Web Summit.

• Your startups should fill this form out themselves.

• The information given will be used to decide whether the startup is eligible for our startup programme.

• It is highly recommended to get startups to submit the form as soon as possible, as this allows time to replace unsuccessful applicants.

Please ensure to provide all details by Friday, September 26. Failure to do so will impact our ability to print items with your branding included.

Startups submitted that do not meet our criteria will not be accepted. This can lead to delays in the onboarding of approved startups.

How many days do my startups get to exhibit?

Partner startup islands:

• If a partner is bringing 8 startups they will exhibit together for the three days of the event. 

• If a partner is bringing 24 startups, each startup will only exhibit for one day of the event. 

• Particular exhibition days cannot be requested.

Partner startups exhibiting in industry-vertical:

• If you have just purchased startup packages, they will exhibit for one day in their chosen industry-vertical.

• Particular exhibition days cannot be requested.

Digital stage banners are contractual benefit only. 

Digital stage banners are 15-second adverts which will be played on one digital screen. The advert will play on your chosen content track. The Partner Success team will confirm which day(s) your advert will be played. 

Use the digital banner template as a guide. Please do not edit or resize the template. Your video’s resolution must be 1152px (width) x 1536px (height) with a frame rate of 25fps. 

The video must be 15 seconds long and have no audio. Please submit your Digital Advert by October 10 through a link shared by the Partner Success team. No submissions will be accepted past this date. 

Branding items are contractual benefit only. 

Please see all branding information and templates here. 

The deadline to submit your branding is September 26. 

Meetups provide an excellent opportunity to connect with attendees, enhance your networking efforts and drive meaningful engagement. As a partner, you have the opportunity to host an event that will be published and promoted in our mobile app and schedule.

You can find out more information about meetups here, and I will share all the important information nearer the event.

The list below includes all deadlines and submission forms for Web Summit.

Important: Not all of these items are applicable to your partnership. If you need to confirm what items are related to you, please speak with the Partner Success team.

Next steps

• Read through the information in your relevant sections on the Partner Hub. 

• Submission of the forms before/on the deadline.

• Keep an eye out for our update emails that have started in August.

• Begin assigning your tickets. 

• Attend our pre-event call covering all the essential information you'll need before you attend Web Summit.