Partner Hub 2024 - Onboarding call

Partner Hub 2024

Onboarding call

Agenda for today

Overview

Venue

Objectives

General information

Mobile app & lead generation

Exhibition packages

Masterclasses

Startups

Deadlines & next steps

Questions

Onboarding call recording

Overview

70,000+ attendees
3,000+ startups
1,800+ members of the media
1,000+ investors
1,000+ speakers
320+ partners

Venue map

Please note that this map is from last year and an updated version will be shared closer 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.

Objectives

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.

Lead generation

Generate leads at the event using our app's "company scanning mode", which is explained in detail below.
We will provide a unique QR code that leads directly to your partner’s profile page on the mobile app. Incorporate this QR code into your activation.
Provide a demo, free trial or discount based Attendee Perk to the Web Summit audience (this is a contractual benefit only included in select sponsorship packages).

Brand awareness

Your company's profile will be showcased on our event app and website.
Incorporate incentives such as giveaways into your activation. For merchandise and swag, please choose sustainable options. Single-use plastic is not permitted.
Have news you have just announced? Why not submit a press release to be shared on the Web Summit website?
Create posts advertising your attendance using our Social Media toolkit

Networking

Assign your tickets so your teammates can create their profiles on the event app and connect with attendees.
Check out our Night Summit events to network after hours.
Attend any meet-ups, small gatherings for specific groups, you are invited to.
Schedule meetings with other attendees on our event app.

Thought leadership

Host a masterclass on a topic that your organisation has expertise in. Please note this is a paid product.
Attend our roundtables & share your industry knowledge. You'll find these in the event schedule - no sign up required, first come, first served.
Share your industry insight via your artwork design or via a video playing at your stand. You can hire a tv screen from our partner store.

Recruitment

Submit a Jobs Board post to show attendees the roles you are hiring for (this is a contractual benefit only included in select sponsorship packages).
Use our hashtag (#WebSummit) on social media and let our attendees know you are hiring.
Connect with attendees on the app and let them know you're hiring.
Work your recruitment drive into your activation.

We love to see our partners get creative and think outside the box but if you are planning something out of the ordinary please always let the Partner Success team know so we can give you guidance!

General information

Show schedule

The event will kick off on Monday, November 11 with the Opening Night ceremony. More information about it will be shared closer to the event.

The exhibition floor will open from November 12 - 14.

Please note talks, roundtables and masterclasses will begin at approximately 10.30am each day (Nov 12-14).

Assigning your tickets

Once you confirm your ticket manager in the onboarding form, the Partner Success team will create your tickets. You can find a breakdown of the ticket types here.

Once your tickets have been created they can be accessed from your ticket dashboard.
All tickets must be assigned by November 8.
Each Web Summit ticket is assigned to a specific individual and is valid for the duration of the event. There are no day tickets for Web Summit.
If you are bringing someone under 18 please contact the Partner Success team who can advise on the process.

Accreditation

After registering at the venue, you will receive a Web Summit wristband and lanyard.

Each lanyard will feature a QR code, when this QR code is scanned it will give the option to connect with that attendee.

Attendees must wear full accreditation at all time. It is not permitted to replace the lanyard with a different version.

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, they will need their ticket booking reference, which can be found in their confirmation email or on the ticket dashboard.

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.

Mobile app & lead generation

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.

Making a connection

The connection feature is available to all attendees on the Web Summit app.

This connect button can be accessed from each attendee's personal profile

Once you click 'connect' they'll be sent a connection request. Once they accept they'll be added to your 'Connections' section.

Your connections can be accessed from 'connections' in the main menu by clicking on your profile picture in the top left-hand corner of your app.

Video demonstration here.

Company scanning mode

This lead scanning function is controlled by the ticket owner and can be enabled from your ticket dashboard.

This can be accessed from the bottom navigation bar on the home page of the mobile app.

There will be an option to toggle the company scanning on/off.

Once you scan an attendee they need to approve the scan on their app.

Any attendees scanned by your team in company scanning mode will appear in 'Leads' in the main menu by clicking on your profile picture in the top left-hand corner of your app.

Important! Company scanning mode should only be granted to your internal employees, as all leads collected via company scanning mode will be accessible to everyone who you have turned the feature on for.

Video demonstration here.

Company QR code

Each company profile on the Web Summit mobile app has a QR code that can be scanned to connect with that profile.

When an attendee scans the QR code they will be prompted to consent to sharing their information with that company.

QR code scans will appear in the 'Leads' section in the main menu.

The partner success team will share this QR code with you in the coming weeks.

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 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 introduce you to Zuant.

Exhibition packages

For all provided build stands, please read the artwork submission guidelines and see our video tutorial in the provided build section.

Keyline templates can be downloaded from the Partner Hub and all stand artwork must be submitted by September 13.

Detailed below are the furniture, power and connectivity that are included in your package. Any additional requirements must be ordered from the Web Summit partner store by October 7.

2m x 2m exhibition package

One pod table and two high stools
Standard single phase connection
Wired internet enabled network cable
Grey carpet

Stands are a fixed height of 2.438m (8’ 0”). No above-stand installations are permitted with this package.

4m x 2m exhibition package

Two pod tables and four high stools
Standard single phase connection
Wired internet enabled network cable
Grey carpet

Stands are a fixed height of 2.438m (8’ 0”). No above stand installations are permitted with this package.

4m x 4m exhibition package

Two pod tables and four high stools
1 x reception desk (Branding option available at an additional cost on the Partner Store)
Standard single phase connection
Wired internet enabled network cable
Grey carpet

Stands are a fixed height of 3m (9’ 10”). No above stand installations are permitted with this package.

Artwork : Deadline September 13

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.
Each provided stand artwork contains 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.

How to maximise your participation

Offering drinks/food

- Happy Hours are allowed for 4x4 stands and above only. Please take a look at our section dedicated to catering to learn how to order catering service.
- There are other catering options available for other stand sizes.
- If you have catering at the stand, hire a cleaning service or have wipes available to clean surfaces.

Gifts and activations

- Offer gifts to attendees visiting your stand.
- Host contests, offer prizes, or create interesting activations to attract visitors.

We encourage you to take a closer look to this section of the hub, where we gathered several recommendations based on your activation stand size.

What we would recommend:

Reusable bottles
Stress balls
Power banks
3 – cable chargers
Socks
T-shirts
Tote bags
Glasses wipes
Notebooks
Grip for phones
Keep cups
USB sticks

The items listed below are common sources of single-use plastic and are prohibited at our events.

Plastic bottles
Flyers

Pop-up banners

Please note that pop-up/pull-up banners are prohibited at our events.

Sustainable options for merch and swag

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

If you would like more information about the UN SDGs you can do so on their knowledge platform.

We are asking our partners to help us in reducing single-use plastic on site at Web Summit and as such, we have taken a zero-tolerance stance for any single-use plastic on site.

Networks and internet connectivity

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.

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.

Internet-enabled network cables

You will have the option to have an ethernet cable (Cat5e) at your stand.
Your ethernet cable will be placed in the corner of your stand.
If you do not intend to use your ethernet cable, please inform the partner success team.

Connectivity requirements form

Please complete this connectivity form by September 13 in order to assess your connectivity needs.

Security constraints:

Hotspots or rogue networks of any kind are completely prohibited and against our T&Cs:
- - Portable Hotspots
  - MiFi Devices
  - iOT beacons which provide WiFi capabilities
Use of all external network hardware such as wireless routers, switches, and access points outside solutions provided by Web Summit, are strictly forbidden. The venue is actively monitored and any unauthorised devices will be terminated, if found.
Devices connected to our general venue network cannot reach each other, only the internet.

Partner store

The Web Summit partner store will open on August 23 and will close on October 7.

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.

Masterclasses

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.

100 Pax - example for Web Summit Lisbon

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 4.

Hosts

We recommend having between 1-4 masterclass hosts. All hosts must be assigned tickets 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.

Partner startups information

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 27. Failure to do so will impact our ability to print items with your branding included.

Do my startups need to meet any criteria in order to be accepted?

A suitable startup:

Is less than 5 years old
Has their own software solution or hardware device
Is not a consultancy, agency, developer, or a public company
Is their own independent company, not a subsidiary of a larger organisation
Has been launched, and is live with their own working website
Is not already registered to exhibit at the event
Has less than 150 employees

Further information on criteria can be found on the Startup Information page.

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.

Partner startup branding

Dual branded boards

If you would like to have dual-branded startup boards, please let the Partner Success team know. You must submit your logo via your Onboarding Form as soon as possible so the boards can be sent to print.

Startup island hanging banner

Partners with Startup Islands are afforded a branded hanging banner above their Startup Island. If you would like to have a branded banner, please let us know.

Deadlines

Please note, all of the forms you need will be sent to you via email by your Partner Success team.

Next steps

Read through the information in your relevant sections on the Partner Hub.
Submit the forms before the deadline.
Keep an eye out for our update emails commencing on August 15.
Attend our pre-event call covering all the essential information you'll need before you attend Web Summit.

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