The lounge forms part of our attendee experience for a particular attendee type and therefore must meet certain standards. The lounge is for a specified attendee type and so a limited number of wristbands will be provided to the partner sponsoring the lounge for access.

What’s included in your lounge package?

• Standard furniture, tables, chairs, sofas, will be provided for the lounge capacity

• Carpet in a standard anthracite or neutral colour

• Fencing to enclose the space

• Dual branded tent cards (optional), dual-branded hanging banner, and dual-branded archway entrance. These items  will be designed and provided by the organiser

• Venue wifi

• One ethernet cable

• Two 3m x 3m dual branded walls. These items can be designed by the partner on a provided template by the organiser (except for executive lounge which doesn't have 3x3 walls)

• A semi-private meeting space with capacity for four will be built within the lounge (please note this meeting space is not lockable, it is an open space)

• Regular cleaning

• Basic catering

• Electrical power for the lounge capacity (any extra power for brand activation must be purchased on partner store)

• Your Partner Success Manager will discuss these in further detail with you

Event rules

The lounge may have a volunteer and/or a security at the entrance for capacity measuring. 

Web Summit team might scan attendees at the lounge entrance whenever needed for internal data.

Please note that pop-up/pull-up banners are not allowed at the event. 

All exhibitors must also abide by Web Summit’s anti-harassment policy.

The name of the lounge must be decided when you submit your onboarding form .

The lounge must be called out clearly to the attendee type and should mention the lounge name in any signage created by the partner for placement within the lounge in one of these formats:

• _____ lounge powered by _(partner name)__,

• _____ lounge brought to you by _(partner name)__,

• _____ lounge supported by _(partner name)__

• _____ lounge in partnership with __(partner name)__.

To ensure the Web Summit brand and Lounge name are used consistently, the creative team will create a logo lockup to be signed off by the partner. When all parties have signed off, this logo lockup will be used on all event print items that required the Lounge logo. Please note that this rule also applies to your 3x3 wall artwork. More information here.

The organiser will design the majority of items included in the provided build assets. For this, the partner must provide:

- EPS logo

- 1 main hex colour code

The organiser will use the logo and the colour for the lounge arch, tent cards, and hanging banner. Your Partner Success Manager will share mockups with you before they go to print.

3m x 3m wall Artwork

The partner can design the 3x3 wall artwork themselves. 

• 3m x 3m wall keyline template here (if applicable). 

Submit your lounge artwork for the 3m x 3m wall by September 13. 

Provided keylines are AIT files (Adobe Illustrator template).

All templates must be CMYK colour artwork, with 20mm bleeds.

Please don’t edit, move or resize any of the templates.

In your artwork:

• All colours need to be CMYK.

• Pictures and photos must be embedded into the file (not linked please).

• All logos need to be vector files and font needs to be outlined in the final artwork. If your artwork should include large images, please save them as CMYK in 150dpi resolution.

• If you want to embed TIFF or PSD files, please flatten them in the final artwork.

Please save the file as a .ai and submit for final approval. Any other formats like eps, pdf, tiff will not be accepted.

A note on Wi-Fi networks

Our networks are carefully planned and designed to support the best experience that can be provided for everyone. Deploying any Wi-Fi network at our event without explicit permission is strictly forbidden and against our T&Cs. Radio space (the air!) in the venue will be shared by everyone and rogue networks directly interfere with that goal, disrupting everyone’s experience.

Security constraints:

• Hotspots or rogue networks of any kind are completely prohibited and against our T&Cs.

• Use of all external network hardware such as routers, switches, access points, chromecasts, mobile tetherin, and MiFi devices is strictly forbidden. The venue is actively monitored and any unauthorized devices will be terminated if found.

• Devices connected to our networks cannot reach each other, only the internet.

Standard available networks

Venue Wi-Fi

An official event Wi-Fi network is provided for your internet connectivity needs, available to all attendees and throughout the entirety of the venue(s) except where stated otherwise.

Please review the following terms to ensure support for your devices:

Our Wi-Fi only operates on the 5 GHz band

• Meant for lightweight usage (email, browsing, instant messages, and low video streaming at 1080p)

• During peak times you may experience delays due to network congestion

• Older devices may not be supported by the 5Ghz frequency band, please review your hardware specification sheet or consult your technical team
  
  

Internet-enabled network cables

Web Summit can provide a single ethernet cable, with internet connectivity for your booth/stand activation at no cost. You have the option to opt in or out via your Onboarding Survey sent by your Partner Success Manager as well as the survey linked below. Choosing to opt out means that there will be no cable provided at your booth/stand.

If you choose to opt in for the cable and additional ethernet points are required, these can be purchased from our Web Summit partner store, upon completion of your network survey. Please complete this survey providing details of your booth activation’s connectivity requirements.

If you choose to opt in for a cable at your booth, please review the following terms to ensure support for your devices:

Bandwidth

• shared with other wired points – over peak times you may experience delays due to network congestion

• by default, this cable will be allocated a maximum speed of 10Mbps

• dedicated bandwidth can be purchased at our Collision partner store

Device support

• Your ethernet cable will have an RJ45 connector

• If you require mobile devices for your activation, connect them to our event Wi-Fi or bring an RJ45 network adapter to use your ethernet cable
  
  
  

Additional connectivity options

If you have additional connectivity needs, completing our connectivity survey is required. Once completed and reviewed, a member of the network team will contact you and discuss the best-suited option.

Which package is best for me?

Venue Wi-Fi

Allows for light usage such as browsing the internet, sending and receiving emails, and general 1080p YouTube streaming. Please be aware that during peak times you may experience delays due to network congestion.

Ethernet cable, default bandwidth

This allows you to engage in steadier and more reliable internet usage, such as streaming video with a greater degree of reliability. The maximum speed by default is 10Mbps.

Complex requirements

Web Summit currently offers packages to cater for various circumstances and demonstrations.

If you have any complex requirements, concerns or queries, please contact your Partner Success Manager to discuss and complete our connectivity form before September 13th.

With knowledge of your requirements, we can better tailor a package to your needs to give you the best experience possible.

Access rules

Access to your booth is possible from the opening morning – Tuesday, November 12 from 7.30 am. Please note you will need your Partner ticket to get access at 7.00 am. 

The conference floor will open for General Attendees from 9am on Tuesday, November 12.

You must not start removing activation items from your exhibition space before 7pm on Thursday, November 14 (or until the venue is clear of all attendees).

All items without exception must be clear of the venue by midnight on Thursday, November 14. Please ensure appropriate arrangements are made for trash, boxes, fixtures of items to be shipped.  Any items not removed from the venue will be deemed as rubbish and the associated cost of removal will be assigned to the exhibitor.

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 Friday, August 23 and will close on Monday, October 7. 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 Monday, October 7.

Please note there will be no onsite orders at Web Summit.

This lounge package includes basic catering consisting of tea, coffee, water, and light snacks. Partners may expand on the catering offer at their own cost from our supplier, FoodStory. Images of some of the items available can be found here in the following weeks.

If you require additional catering services, please reach out to your Partner Success Manager and they share the full menu with you and will facilitate an introduction to the supplier. 

The deadline for all catering orders is October 10th.

Catering Access 

In all cases where catering is being provided to the lounge, an area dedicated to the caterer and for their sole use will be provided by the organiser. This access is separate to general entry/exit access and emergency exits of the space. 

Official service provider

Merkur Expo Logistics is the official service provider of onsite storage, material handling, machinery and official international freight forwarder for Web Summit 2024. 

Direct shipments to the venue by delivery companies and couriers are not permitted. If you wish to ship directly to the venue, please contact your partner success manager for an introduction to Merkur

Full shipping guidelines including consignment instructions and documents required can be found in Merkur's guidelines document HERE.

Shipping & storage deadlines

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. 

Shipping deadlines:

All partner shipments should be confirmed and paid for Merkur by October 25.

Deadline for last sea freight LCL shipments is October 18.

Deadline for last air freight shipments is November 01.

Storage deadlines:

Deadline for onsite storage orders is November 9.

Merkur's advanced warehouse is open from October 01 until November 07.

For cargo arriving from November 8 until November 14, there is an additional handling surcharge for receiving the goods will be added.

Onsite 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.

Waste disposal

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

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.

Please click here for waste disposal guidelines and a list of waste materials that are recyclable. 

Press Release

If you have news to share here is the link for the press release, please note that the deadline for submitting your press release form is November 4.

Tickets

Assign your allocated tickets to all attendees as soon as possible, the sooner the app is downloaded, the more time people will have to discover its features,  and start connections. To ensure they don't miss out on our newsletter highlighting features or information on the event tickets must be assigned assigned before November 8. 

All relevant partner information, such as venue map, tickets, registration times and show schedule, network requirements, shipping guidelines, hotels, filming guidelines and event policies, could be found in the General information section.

Screens and AV

Partners are allowed to bring their own screen and screen stand onsite for setup at their exhibition booth. For insurance and operational purposes, mounting of personal screens on provided walls is not allowed, and we do not facilitate the mounting of personal screens at our provided builds. Partners can hire screens and order screen mounting or a screen stand through our partner store. Please note if you bring your own screen the Web Summit team will not be able to assist in the event of technical difficulties. 

Electrics

Basic power will be provided in the lounge. Power supplied will facilitate device charging for lounge guests. Should you be planning any activations, additional power may be purchased from the partner store by October 7.  You must indicate to your Partner Success manager where you would like your electrics to be located within your lounge.

Connectivity Form

Partner Store

Filming Guidelines

Event Policy