Instructions:

The fully completed forms must be submitted by December 8th. 

Late or incomplete submissions may jeopardize the exhibitors’ participation in the event.

The submission should comprise of:

• 3D Booth design layout plan in colour.

• Floor plan / top view

• Section elevation plan (with booth height & dimension)

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

• Structural diagrams.

• Structural calculations if considered a Complex Structure (Weight, full technical aspects, and engineering calculations applies to COMPLEX STRUCTURE and stands with 3m height and above)

• Electrical and Water Connection details

• Elevation drawings (with booth height & dimension)

• All material used must be fire-retardant with valid and approved test certificates, e.g. carpet, fabrics, plastics, timbers, etc

• Any storage facilities and closed spaces on the stand.

• Reflective Emergency sign and exit plan location (except for stands with only one wall).

• Fire extinguishers location 

• 1 extinguisher per floor & per closed space

• 15×15m stands and above: 1 extinguisher per 200 sqm 

• Types: 6 kg ABC Powder, 6 L AFF Water, or 5 kg CO₂ in case of critical electric equipment

•  risk areas, like technical areas, kitchens, etc. must have a fire extinguisher

Stands with barriers stands

Stands that are totally enclosed by barriers must feature extra emergency exits to keep the maximum travel distance off the stand to 10m (check distance with Venue). Adequate disabled access and egress should also be considered, along with a queuing area within the stand boundaries to keep crowding in the aisle to a minimum. The barriers themselves should be of sufficient strength and height for their application.

Platform edges

It is a practical need to reduce the number of injuries from trips, slips and falls caused by platform edges at busier Exhibitions.

Therefore, it is recommended that all platforms where the visitor can gain access to a stand have a gently sloping non-slip edge. There should be no sharp corners or metal edging if at all possible. If required, a separate ramp for the disabled can still be incorporated into any such ramped edge at a maximum 1:12 gradient, but must have its sides clearly guarded.

Ramps for 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.

Any ramp should be clearly delineated in a contrasting colour from that of the main stand and both edges must be protected by a handrail at a Height of 1100mm, with continuous clear headroom of 2m. The ramp width should be at Least 1200mm and the gradient not more than 1:12. Where a Risk Assessment has highlighted the possibility of having large numbers of disabled persons at a show, these measures may require further consideration.

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.

Complex structures and structural calculations

It is the Partner's responsibility to ensure that both safety and stability is built in at their Stand.

Complex Structures are stands and structures that require bracing and as such must have Structural Calculations produced by a qualified, competent and insured structural Qatar registered engineer. These Structural Calculations must be submitted to Web Summit via form by Dec 8th. 

On-site, this structural engineer should make three visual checks on the structures stability to ensure that work is progressing satisfactorily throughout the stand building process. The structural calculations should be submitted to an independent structural engineer, who will be responsible for submitting a ‘Structural Calculations Inspection Certificate’ for each stand, stating that the structural calculations are satisfactory. Web Summit will then notify the Partner either that they have permission to build their stand or that further changes are necessary. Note that some structures such as flagpoles, lightweight plywood arches, signs, trees, columns, etc., may not be able to have structural calculations produced. In cases such as these, a competent person should provide a Method Statement as to their construction for appraisal.

A structure is considered ‘complex’ when it has:
a) Any structure of any height that requires cross-bracing.
b) Stand fitting over 3m in height.
c) Multi-deck stands including double-deckers.
d) Stairs, steps and staircases of any height.
e) Platforms and ramps over 600mm to which people have access.
f) Staging.
g) Lighting towers and rigs.
h) Temporary grandstands, hospitality units and tiered seating.
i) Certain working practices and conditions present such as rigging, lifting, hot work, etc.

Requirements for Double-Deck Stands and Complex Structures

• Risk Management: Risk Assessment and Method Statement (RAMS) to be submitted and approved. Please review the Web Summit Guide for completing a Method Statement and Risk Assessment here: RAMS Guidance for Stand Builders – Web Summit

• Classification & Certification: Full structural calculations prepared and signed by a qualified, insured structural Qatari registered engineer. These must be submitted by Dec 8th. The engineer is also required to conduct a minimum of two on-site inspections and issue a Structural Calculations Inspection Certificate to the Web Summit.

• Design & Submission: Stand drawings must be submitted by December 8th. Submissions must include 3D drawings, structural diagrams and calculations, connection details, materials, and layouts showing fire extinguishers, emergency signage, exits, and any storage areas. Maximum stand height is 6.0 m, and dividing walls must be at least 2.5 m high. Any exception requires written approval from the Web Summit Production Team. For double-deck stands, and those with a ceiling, drawings must also indicate the locations of CCTV cameras and fire detectors on both levels.

• Exits & Safety: Enclosed or barriered upper levels must include additional emergency exits to ensure safe evacuation. Barriers must be of adequate strength and height, and access/egress for disabled visitors must be provided. Recommended internal queuing areas should be considered to avoid aisle congestion.

• Ramps & Platforms: Where ramps are used for access to the upper level, they must be at least 1.2 m wide with a gradient not exceeding 1:12, fitted with guardrails at 840–1100 mm, and maintain a clear headroom of 2.0 m. Raised platforms should be avoided where possible, and if used, must not exceed 170 mm.

• Fire Safety: Floor plans must clearly show the location of fire extinguishers, with coverage provided on both levels at a minimum ratio of 1 extinguisher per 200 m². Emergency exits and signage must be clearly marked, and all escape routes kept unobstructed.

• Materials: All carpets, fabrics, plastics, and timber used must be fire-retardant with valid and approved test certificates.

Note on deadline:

No two storey stand submissions will be accepted after Dec 8th. After this date, designs will be limited to a simple build only, maximum 3m high.

If you are unable to submit by this deadline, please inform your Partner Success Manager so we can discuss transitioning you to a provided build.

Once projects are approved by Web Summit Production, they will be submitted and reviewed by Qatar Civil Defense and no changes will be allowed.

Complex Structure Sign-off Process

1. The Web Summit Production Team will determine whether your build qualifies as a complex structure after your design has been submitted. This decision will be communicated to stand builders/agencies via project card.
   
   

2. Partners/Stand builders must provide an approval of their build, signed by a Qatari-certified engineer, prior to arriving on site. This signed approval must be submitted to the Production Team in advance via the project card. Load-in will not be permitted if an engineer’s sign-off is required but has not been submitted.
   
   

3. All engineer sign-off costs are the responsibility of the Partner and must be settled directly between the Partner and the Engineer.

4. The appointed structural engineer must review the stand build at 33%, 66%, and 100% completion, signing off at each stage. The final signed documentation must be submitted to Partner Production by 8:00 PM on January 30th. Each builder is responsible for informing Web Summit Partner Production of the scheduled onsite inspection dates and times when their engineer will review the stand at each progress milestone.
   
   

Concourse area building guidelines

Maximum allowable Superimposed Dead Load is 7 kN/m² (approximately 700 kg/m²).

Exceeding this limit is not allowed.

For a double-deck structure; you must provide a complete engineering study confirming that no concentrated load exceeds 5 kN (considering a 25% safety factor). The maximum structure height is 6m.

In addition, you must submit detailed information on the proposed design, materials, and the anticipated total weight when the structure is fully occupied and furnished, indicating the maximum capacity of the stand.

Final approval is subject to review by Web Summit Production.

Please make sure you submit everything before DEC 8th.

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 your connectivity survey is December 8th. If you do not have a link to this form, please contact the Partner Success team, and they will provide one for you.

Once your survey is complete, our ICT team will review your requirements, and if additional connectivity is needed, we will schedule a meeting to discuss an accurate solution.

Any additional internet/connectivity must be approved by our team and purchased through the Partner Store, which closes on December 15.

The approval of your project, along with additional connectivity requirements, is subject to the limitations and availability of the overall venue network.  

The use of any external network hardware, such as routers, switches, access points, Chromecasts, mobile tethering devices, and MiFi devices, is strictly prohibited at the event.

Rigging will be accommodated where possible, but not all locations on site may be able to support rigging. All rigging plans must be submitted here by December 8.

Rigging guidelines 

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

• 1. Description of the Item – What is being suspended?

• 2. Constructive System – Specify the material/frame type (e.g., box truss, light steel frame, aluminum frame, standard banner).

• 3. Suspension Solution – How will the object be suspended? (e.g., spandex, shackles).

• 4. Weight & Load Distribution – Total weight, number of suspension points, and weight distribution per point.

• 5. Suspension Height – Specify the height at which the object will be suspended including a measurement from the ground to the bottom of the rig, the ground to the suspension points and the height of the rig and all rigged elements.

• 6. Drawings & Placement Details – Provide drawings showing the exact location, orientation of the booth, and the element to be suspended.

All rigging orders must follow the required guidelines and to be submitted with a clear and precise rigging plan including the weight of the hanging element and an AutoCAD Drawing at the time of ordering. Please note that your rigging quote will be based on the date of submission of the AutoCAD file.

The below guidelines must be followed:

• Fixing of rigging points will take place prior to any other activity such as on-site freight deliveries, platforms or/and stand construction.

• All rigging orders must follow the required guidelines and be submitted with a clear and precise rigging plan in AutoCAD at the time of ordering.

• All rigging plans must show the location of each rigging point in relation to a corner of the stand’s limits using metric measurements.

• The height from the venue floor to the bottom of the rig must be shown using metric measurements.

• All rigging must be within the perimeter of the stand.

• The maximum number of manual chain hoists for a single structure is four. For five points or more, electrical motors must be used.

• Maximum weight per point is 200 kg per point (static load).

• If a point exceeds 200 kg, its feasibility must be reviewed and approved by Web Summit and the DECC Operations Department.

• All plans must show each point’s static load. For more than five points, a detailed loading calculation is mandatory.

• Web Summit and DECC reserve the right to request detailed loading calculations at any time.

• All suspended elements need to be approved by the management of each exhibition before the final lift.

• The structure and connections must comply with all points of the DECC rigging checklist and the structure will not be lifted without final approval from the DECC Operations team.

• All material must be marked with a Safe Working Load (SWL) sign, as well as a current certificate of inspection not older than 12 months (the certification must be by a third-party certification). This includes steels, shackles, motors, span sets, truss, or any other auxiliary material. If the material shows any signs of deficiency, damage, or poor installation, its use will be prohibited.

• It is mandatory to use additional security cable when using manual chain hoists, electrical motors, span sets or any element deemed necessary for safety reasons. Motors with BS7906 category A and motors BGVD8 Plus / BGVC1 do not require safety steel if you have a maintenance certification within the last 12 months.

• The motor should always be perpendicular to the structure and must be attached with slings that tightly grasp the structure and are connected by shackle to the motor.

• All connections must be steel on steel.

• Ground support structures shall be designed and constructed to be fully self-supporting.

• No stand structure is allowed to be attached to the DECC ceiling as either a precautionary or additional safety measure.

• During build-up, aisles must be kept clear to allow access for the rigging team.

• It is not permitted for third-party contractors to install secondary rigging. Secondary rigging must be done by the official supplier.

• Rigging points that must be changed due to incorrect rigging plans will be charged at the surcharge rate.

• Any rigging plans that do not match the above criteria will not be accepted.

Concourse area rigging guidelines

Guidelines and rigging limitations for the concourse area will be shared in the coming weeks. If you are planning any rigging in this area, please email your PS Manager.

What to submit

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 plan:
All service placement plans must be submitted by December 15 through the Services Plan Form here. You must submit a detailed service plan for your stand. This is required to make proper arrangements for your electrical requirements.
Please use the service plan to indicate where on your stand you want the power, water, internet 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. 

OTHER SERVICES:

The Doha Exhibition and Convention Centre (DECC) will be providing additional services for the event. Please use the following forms to apply for services. A member of their logistics team will be in contact with you once you have submitted your forms below.

Make sure to read the instructions and fill accordingly on the templates below:

Download Utilities Form

(Power is exclusive to DECC supplier)

Download Security Form

(Security is exclusive to DECC supplier)

Download Cleaning Form

(Cleaning is exclusive to DECC supplier)

Download Talent Form 

The standard rate price will apply up to the submission deadline of December 15.

The Web Summit Qatar partner store allows our event partners to purchase additional internet connectivity items as required. 

All other stand services, such as power, rigging can be purchased directly from the DECC. Rigging and electrics must be purchased only after approval. Please see our Services Plan section for more information. 

The partner store will open on October 23 and will close on December 15. Please purchase all of your connectivity requirements before this date as late requests can not be facilitated.

   Load in

Voyage Control will be available prior to your load in day. You may book your slots as per what is available on the booking platform. Please ensure your drivers have their Vehicle Access Passes allocated and available prior to arriving on site. No trucks without bookings will be allowed into the yard or docks.

Stand builders must arrive on their Load-in day (not earlier or later), as spaces are made available for their load in a timeframe. Early or Late arrivals must be pre-approved by the Web Summit production team. 

Load-in dates are scheduled by area. See table for full load-in breakdown. Your specific load-in time is not included below, this will be communicated to you via email. Once your stand design has been reviewed and approved, and your services have been quoted. Please note that late service requests will affect your load in time, as the suppliers will need time to place electrics and rigging into the plan

Please note that to gain access to the venue during the build and load-in days all personnel must wear high-viz vests, a hard hat and steel-toe shoes. It is the responsibility of the stand builder to ensure all people on their stand have full PPE including guests.

Load out

The event finishes at approximately 6 pm on February 4. You must not start breaking your activation down before 7 pm (or until the venue is clear of all attendees). 

Nothing can be left at the venue after the dismantle is complete. Please ensure appropriate arrangements are made for removal. Any items not removed from the venue will be deemed as rubbish and the associated cost of removal will be assigned to the supplier company.

More information 

The onsite construction of stands in the whole area of exhibition of Web Summit Qatar is strictly forbidden, as well as the use of cutting machines, welding machines, sanders and spray guns. Stands must be devised and prepared so that their construction can be obtained solely by assembling the elements that constitute them.

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. The representative will ensure each crew member views the mandatory H&S video and fills in the form upon completion. The amount of wristbands handed out will correspond to the amount of crew who have completed the induction. If a crew member has not completed the induction, they will be expected to on site before entering the venue

• Wristbands must be picked up at CREW REGISTRATION from January 25,  by the indicated representative.

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

Hayya Process - More information will be provided soon.

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 technical crew such as carpenters, electricians, AV techs (builder and agency). 

All access to the event on event days require a Hayya. The Hayya form will be made available closer to the event.

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: Hostess, company employees, presenters, brand ambassadors 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. This is for technical crew only. Crew passes will have photo I.D included and cannot be shared amongst crew.

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

Hayya Process - More information will be provided soon.

H&S Policies

Web Summit Qatar 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 January 27 to Jannuary 30 and from February 4 to February 6, beyond the registration area is considered a Construction Safety Zone with Personal Protective Equipment (PPE) requirements.All exhibitors and contractors in the halls during build-up and dismantling must wear appropriate PPE.

• Access to the venue during the build is prohibited without wearing a hard hat, high visibility vest and steel toe boots.

• Flat shoes or pumps, heels of any kind, wedges, sandals, and flip-flops – are NOT permitted.

• Workers are responsible for ensuring that PPE is worn when issued and to cooperate with the organiser and the organiser’s appointed safety staff regarding health and safety.

• All areas within the venue are compulsory hard hat areas and high visibility reflective vests must be worn during build-up and dismantling

• Reflective vests are to be in accordance with EN471: at all times. Hi-Vis items of dark colours are not permitted

• It is obligatory to use a safety helmet and reflective vest (as well as safety boots and gloves) when loading and unloading lorries and other vehicles in the loading bays and in any other location in the venue

• Safety helmets must be in accordance with EN397. Additionally, a chin strap is required when working at heights

• Those working at height where there are no guardrails should be clipped on via a lanyard or wearing fall arrest equipment.

Other PPE

- Safety goggles: in activities which may pose a projection hazard

- Safety harness: in any task done at a height of more than 2 metres that entails a risk of falling

- Any other protective equipment stipulated in the activity’s own risk assessment

This is not an exhaustive list of items and the duty of care to assess that the correct type of PPEs applied to a work situation shall be that of an employer/ exhibiting company during build up, show days and dismantling. 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 Qatar. 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.

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. 

• 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 Qatar.

• 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 €2,500 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. 

_________________________________________________________________________

Additional Requirements for Double-Deck Stands and Complex Structures

• Risk Management: Risk Assessment and Method Statement (RAMS) to be submitted and approved.

• Classification & Certification: Full structural calculations prepared and signed by a qualified, insured structural engineer. These must be submitted at least 10 working days before build-up. The engineer is also required to conduct a minimum of two on-site inspections and issue a Structural Calculations Inspection Certificate to the organizer.

• Design & Submission: Stand drawings must be submitted at least one month before tenancy. Submissions must include 3D drawings, structural diagrams and calculations, connection details, materials, and layouts showing fire extinguishers, emergency signage, exits, and any storage areas. Maximum stand height is 4.0 m, and dividing walls must be at least 2.5 m high. Any exception requires written approval from DECC management. For double-deck stands, and those with a ceiling, drawings must also indicate the locations of CCTV cameras and fire detectors on both levels.

• Exits & Safety: Enclosed or barriered upper levels must include additional emergency exits to ensure safe evacuation. Barriers must be of adequate strength and height, and access/egress for disabled visitors must be provided. Recommended internal queuing areas should be considered to avoid aisle congestion.

• Ramps & Platforms: Where ramps are used for access to the upper level, they must be at least 1.2 m wide with a gradient not exceeding 1:12, fitted with guardrails at 840–1100 mm, and maintain a clear headroom of 2.0 m. Raised platforms should be avoided where possible, and if used, must not exceed 170 mm.

• Fire Safety: Floor plans must clearly show the location of fire extinguishers, with coverage provided on both levels at a minimum ratio of 1 extinguisher per 200 m². Emergency exits and signage must be clearly marked, and all escape routes kept unobstructed.

Materials: All carpets, fabrics, plastics, and timber used must be fire-retardant with valid and approved test certificates.

All stand builders must schedule their vehicle access for build-up and dismantling.

Access to the venue is prohibited without 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.

More information coming in the next weeks.

If you are planning on shipping directly to the venue, please contact your Partner Success Manager who can facilitate an introduction to our official service provider of on-site storage, material handling, machinery and official international freight forwarder, as soon as possible.

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

Our provider can provide a full range of services from advanced storage, storage of empties, accessible onsite storage and forklift services. 

On-site storage

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

Should you not want to avail of our provider'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 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.

• 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 manufacturing 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.

• 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.
  
  

Important Notes

• Build completion deadline: All stands must be fully completed by 8:00 PM on January 30th.
  
  

• Qatar Civil Defence review: Scheduled for 8:00 AM on January 31st.
  
  

No builder access will be granted after this time, unless specifically requested by Web Summit and Qatar Civil Defence (QCD) to address stand-related issues.

Noisy demonstrations, which might be a nuisance to third parties, are prohibited at the event. The maximum decibel level authorised by the Organiser is 60 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 be lowered.

Noise level must not interfere with the stage's 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.

Please note: Noise must be kept to a minimum during prayer times.

Wireless equipment

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

For all matters related to on-stand catering services, please contact the partnership success team and they will facilitate an introduction to the official event supplier, St. Regis. 

The final deadline for all on-stand catering orders is January 19. A catering menu will be shared here soon. 

It is advised to order all required items via the official event supplier as any external catering (items or suppliers used) will incur a corkage fee of 3500QAR per exhibition day, payable directly to the DECC.

• The preparation of food at stands is forbidden (cooking, frying, roasting, etc.) and so is their supply to the visiting public if the preparation, conservation, and supply of the products has not been carried out by companies authorised to provide these catering services.

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

Exhibitors and their stand contractors are responsible for the disposal of waste during the stand construction and dismantling. All exhibits and construction material must be packed and removed from the exhibition area after the event. Contractors should remove the build-up material outside DECC.

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 QAR4000, depending on the type and volume of waste, at the discretion of Web Summit.

Paint cans should not be thrown inside the skips and should be removed from DECC premises. The skips area must be free at all times to allow access to the skip removal vehicle. The trenches are not to be used by the contractors for dumping waste. The organiser is advised to assign a person to oversee waste management operations and sign off any additional charges for skips removals.

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 QAR10000, depending on the type and volume of waste, at the discretion of Web Summit.

Any waste left in the loading docks or Web Summit skips will be charged back to the client a disposal fee of a minimum of QAR10000 (EUR2500).

The Doha Exhibition and Convention Centre will be providing additional services for the event. Please use the following forms to apply for services. A member of their logistics team will be in contact with you once you have submitted your form below:

Download Cleaning Form

(Cleaning is exclusive to DECC supplier)

Please make sure to read the event policies and guidelines here.

Company: MASS Production
Website: https://massprome.com/
Name: Saher
E-mail: saher.sabbagh@massprome.com

Company: Vega Events
Website: https://vega-events.com/
Email: sales@vega-events.com

Company: Impact
Website: https://www.impacteventsqatar.com/
Name: Ann Karolyn Cunano
E-mail: ann@impacteventsqatar.com

Company: Dallah Holding Media
Website: https://dallahholding.media/

Name: Liban Ahmed

E-mail: Liban@dallahholding.media

Name: Leticia Silva

E-mail: leticia@dallahholding.media

Company: iPrint
Website: https://www.iprintqatar.com
Name: Carl Haykal
E-mail: carl@iprintqatar.com

Company: OP3 Global
Website: https://op3global.com/
Name: Ahmad Bazzi
E-mail: bazzi@op3global.com

Company: MasterGroup Holding
Website: https://www.mastergrouphldg.com/
Name: Juliano
E-mail: juliano@mastergrouphldg.com

Company: Alida Global

Website: https://alidainteriors.com/

E-mail: info@alida.global 

Company: GES

Website: https://www.ges.com/me/
E-mail: NPrado@ges.com 

Company: Gulf Crafts

Website: https://www.gulfcrafts.net/

E-mail: info@gulfcrafts.net 

Company:  Zoom Art & Design

Website: https://zoomarts.com/
E-mail: https://zoomarts.com/

Company: NEST STUDIO

Louise Herbert,

+44 7542 259 250

Louise@neststudios.co.uk

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