Onboarding call

Venue and event overview

 Venue map

Objectives

General information 

Official language of the event

English is the official language of the event. All forms must be completed in English.

Provisional operating license

All exhibitors are obliged to provide a provisional operating licence with the State Treasury Department. Web Summit will request your company details and signature in order to apply for a mandatory licence for all exhibitors on their behalf. All details will be requested through a form that must be filled and sent back by March 15th.

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 ticket dashboard. 

All tickets must be assigned by April 12.

Each Web Summit Rio 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 Rio.

Visa confirmation letter

Although we do not engage directly with any embassy, once you have a ticket assigned to yourself you can request a letter confirming your attendance by signing in to your attendee profile here. 

Once signed in, click on your profile picture in the top right corner. You will see a drop-down menu with an option to ‘Request confirmation letter’. You will be prompted to fill in your information, which our system will verify after you click submit.

Mobile app & Lead generation

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

For the event, there are three options for generating leads by scanning attendees' badges.

Zuant

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

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

If you would like an introduction to Zuant please let us know. 

Exhibition packages

Artwork: things to note

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

• Each template will feature space for a QR code. We 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. 

TV screens, storage & SWAG

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

• Your stand will include a single ethernet cable (Cat5e) as standard, with internet connectivity.

• Your ethernet cable will be placed in the corner of your stand unless a preferred location is specified through a services placement plan.

Complex Requirements

If you have any complex requirements, concerns or queries, please contact the partner success team.

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 Rio partner store will open on January 26 and will close on March 15. The partner store can be used to hire products and services required for their event activation.

Please note we have limited quantities of items available so please make sure to get your orders in as soon as possible. 

Once the store is open, your event manager will receive an activation email in order to log in. If you didn't receive it, please contact the Partner Success team.

Please let the Partner Success team 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 orders after the Partner Store closes or on-site at Web Summit Rio.

Masterclasses

Masterclasses are a chance for our global partners to engage with our attendees in an interactive environment. 

• Masterclass sessions are 45 minutes long, so it's important to use your time wisely. The recommended structure is 30 minutes of content followed by 15 minutes of Q&A with the audience.

• Masterclasses are 100 person capacity. Each room will have a screen for presentations, 4 handheld microphones and a lectern with a microphone.

• Your company logo will feature on the Masterclasses page on the Web Summit Rio website. It will also feature on the event schedule in our app, where attendees will be able to add it to their schedule.

• 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.  

• Share your experience, insights and know-how in areas such as leadership, strategy, policy, entrepreneurship and/or development.

Masterclass content submission process

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.

Once your time slot is confirmed you will be sent a link to submit your masterclass title, synopsis and host details. The deadline to submit this information is March 8. If you are hosting more than one masterclass session, you will receive a unique booking link and content form for each session.

Hosts

We recommend having between 1-4 masterclass hosts. All hosts must be assigned tickets from your ticket allocation. 

Presentation

Ensure presentations are in 16:9 widescreen format.

Ensure any audio and/or video embedded in your presentation is in .mov format and set to autoplay.

If you plan on recording your masterclass session, please note filming is restricted to handheld devices only. The use of tripods and other intrusive equipment is prohibited.

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 Rio app to scan attendees' QR codes as they enter the masterclass room. This allows you to contact attendees post event in relation to your masterclass. 

Partner startups information

First steps

We will send you a form that you will share with startups you want to bring to Web Summit Rio.

• 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, March 1. Failure to do so will impact our ability to print items with your branding included.

Startup criteria

Startups must abide by the following requirements to be accepted:

• Must be less than 5 years old

• Must have their own unique software product or solutions or they must be working on their own connected hardware devices

• Consultancies, agencies, developers, marketing/advertising agencies, public companies will not be accepted

• Startups must be their own independent company and not a subsidiary of a larger organisation

• The startup must be launched and live with their own working website at a minimum

• The startup cannot already be registered to exhibit at the event

• The startup must have a logo available in .eps format

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.

For any unsuccessful startups, Partners will be given the opportunity to find replacements within an agreed timeline. If a Partner remains with unused Startup packages by March 1 the packages will be exchanged for three general attendee tickets.

Startup tracks

If accepted, the startups will get placed into one of our three startup tracks:

ALPHA – To qualify for the ALPHA track typically, the startup can have raised up to US$1 million in funding

BETA – To qualify for the BETA track typically, the startup can have raised up to US$5 million in funding

GROWTH  – To qualify for the GROWTH track typically, the startup will have raised more than US$5 million in funding

Please note Growth startups can't exhibit on a startup island and must exhibit with the Growth 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. Please note the minimum requirement to maintain this startup island is 6 startups.

• If a partner is bringing 24 startups, each startup will only exhibit for one day of the event. Startup boards will be switched each day to accommodate all 24 startups (particular exhibition days cannot be requested). Please note the minimum to maintain this startup island is 18 startups.

• If the minimum number is not met, startups will instead exhibit in their industry-vertical and not on an island.

Partner Startups exhibiting in industry-vertical:

• Startups that are not being placed within a dedicated partner startup island will exhibit for one day in their chosen industry-vertical. Particular exhibition days cannot be requested.

Partner startup branding

Deadlines

 Please note, all of the forms you need will be sent to you via email by the 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 February 8).

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