This lounge forms part of our attendee experience for a particular attendee type and therefore must meet certain  standards which are outline below.

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)__.

The primary function of the lounge is to offer working and networking space for the attendee type. Therefore the lounge design must accommodate 80% working space (tables and chairs) and 20% lounge space (couches and armchairs).

• Choose your furniture options carefully, ideally minimalist style and not too bulky so you can optimise the footprint. Consider options that can allow multiple people to use one functional space at the same time, eg a long rectangle high bar with multiple high stools.

• Aside from the entry and exit point, the entire space must be enclosed. Consider this as a further branding opportunity as you may brand or add text / messaging to this enclosing structure. Minimum height of the enclosure is 1 metre and the max height is 3 metres. The space cannot be enclosed with 3 metre walls all the way round. 

• Consider adding digital screens built in to the enclosure to share brand messaging, interactive surveys, product demos or digital QR codes for scanning and or generating leads. Inline with our sustainability goals flyers and leaflets are not permitted. 

• We advise positioning the catering and service area at the back of the lounge with its own service door access to allow for a seamless catering delivery. 

• All signage or branding produced by the Partner within the Lounge must call out the full Lounge name. 

• Space must be allowed for 2 sets of 3 bins (recycling, general and food waste) within the space that will be provided by the organiser.

• As the function of the space is for the audience group you will have limited access to the space for your team. Your partner success manager will discuss this access with you. The lounge is primarily an area for the specified attendee type and so a limited number of wristbands will be provided to the partner sponsoring the lounge for access.

The Organiser will have security at the entrance and exit point of the lounge. We will also provide staff to scan attendees at the entrance for operational purposes. Please chat with your partner success manager about lead scanning in the lounge. 

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 require the Lounge logo. More information here.

As all lounges differ, your Partner Success Manager will confirm the lounge size and dimensions. They will also confirm the required capacity and working: networking space ratio. Partners then build their own lounge as per requirements. You must ensure that all aspects of the lounge, whether exposed to the event floor or bordering another activation, are dressed.

• The lounge space must be appropriately enclosed with a waist-height barrier. Stanchions are not permitted for this purpose.

• All lounges required two distinct egress points for emergencies.  

• All lounge builds should remain within the dimensions of the allocated floor space.

Instructions:

The fully completed forms must be submitted by January 9. Late or incomplete submissions may jeopardize the exhibitors’ participation in the event.

The submission should comprise of:

• 3D Lounge design layout plan in colour.

• Floor plan / top view

• Section elevation plan (with lounge height & dimension)

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

• Structural diagrams.

• Structural calculations (weight, full technical aspects and engineering calculations if COMPLEX STRUCTURE)

• Electrical and water connection details

• Elevation drawings(with lounge height & dimension)

• Material used (fire certificates)

• Any storage facilities on the lounge

• Fire extinguishers location

• Emergency signages location

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 whereby the visitor can gain access to a lounge 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 lounge is fully accessible and consider accessibility for people with vision, hearing, physical height, and neurodiversity requirements when building their lounge.

All lounges 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 between 840mm-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.

Complex structures and structural calculations

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

Complex Structures are stands and structures that require bracing and as such must have Structural Calculations produced by a qualified, competent and insured structural engineer.

These Structural Calculations must be submitted to the Venue at the latest 10 working days before the start of the build-up.

On-site, this structural engineer should make a minimum of two 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.

All Complex Structures require full Structural Calculations, along with the appropriate Inspection Certificate from a Certified Structural Engineer and/or a Method Statement from the Stand Contractors, to be submitted to Web Summit.

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.

Signoff Process: 

The Web Summit Production Team will decide if your build is a complex structure once your build is submitted. This will be communicated with stand builders/agencies via email. 

1. Partners/Stand builders will need to get the Qatari Engineer's cert from the Engineer on site and submit it to the Production Team.

2. All Engineers sign-off costs will be on the Partner and directly between the Partner and Engineer

Pleas read the following guidelines here.

If you require additional connectivity please complete the ICT form by January 9. 

This is on the stand builder platform. 

Rigging form to be completed here.

Rigging will be accommodated where possible, but not all locations on site may be able to support rigging. 

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

• constructive system;

• gear list;

• total weight;

• the number of suspension points needed to rig;

• the item; 

• the height of the suspension

• will you provide your own truss.

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 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 O-ring 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 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, gangways must be kept clear to allow access for the rigging team.

• Neither Web Summit nor DECC are liable for secondary rigging installed by third party contractors.

• 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.

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 January 27 through the Services Plan Form below. 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 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

Download Security Form

Download Cleaning Form

Please submit your full services plan here by January 27

The Web Summit Qatar partner store allows our event partners to purchase all the products and services required for their event activation. 

The partner store will open on December 12 and will close on January 27. Please purchase all of your requirements before this date as late requests can not be facilitated.

Our Partner Store offers the following services:

Electrics

All electrics for your stand must be purchased from our partner store. The exact location for the electrics to be dropped can be shared via your services plan. 

Custom Connectivity

If you require additional connectivity for your stand please complete our Connectivity form and our ICT will advise on the package that suits your needs best. Once confirmed your Partner Success Manager can share a custom link to purchase this package. 

Standard cleaning 

More information on cleaning will be coming soon. 

Rigging

Once your rigging plan has been reviewed by the Web Summit team, your Partner Success Manager will advise on the next steps. 

Water Connection

If you require a water connection for your stand, this can be made available through our store upon request. 

To ensure the delivery of goods and services on site, store management requests that all orders are paid in advance of January 27. 

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

  Load in

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

Load-in dates are scheduled by stand size. See table for full load-in breakdown. Your specific load-in time is not included below, this will be communicated to you via email.

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 with no open toe, high heels or sandal 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 7 pm on February 26. 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. 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.

Event access

Information coming soon

QAT25 | Partner Build Schedule

More information coming soon

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.

Lounge builders cannot arrive earlier than their load in time. Your Partner Success Manager will coordinate your specific load-in time after the submission of the stand design.

• Load-in dates are scheduled by stand size. See table for full load-in breakdown. Your specific load-in time is not included below, this will be communicated to you via email.

• Early load-in is not available. If there is an issue with your load-in date, please contact your Partner Success Manager

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

• Access to the venue is prohibited without vehicle access.

• Please check the stand builder guidelines for vehicle access updates. 

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

This lounge package includes basic catering consisting of tea, coffee, water, and light snacks. Your Partnership Success Manager will provide you with an itemised list of these light snacks pre-event. 

Partners may expand on the catering offer at their own cost from our catering supplier. 

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. 

When designing the lounge, please leave sufficient space for the catering tables provided by our catering team. 

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 space should have access directly from the lounge provided within the Partner lounge design. This access is separate to general entry/exit access and emergency exits of the space. 

The enclosing of this service space will need to be considered within the lounge design. Your partner success manager will share more information with you about this requirement.

Lounge Catering Guidelines 

1. Barista - if you have or are being offered a Barista service allowance must be made within your build for a counter with shelving below for storage. 

Counter should be a minimum of 2438mm (W) x 1219mm (D) and at a minimum of 900mm (H). The weight that this counter should be able to support is a minimum of 250 kilos per machine. A water and drain connection will also be required for the machine.

Should more than one Barista machine be provided additional counters may be required.   

2. Snacks Service - if you have or are being offered a catering snack service, allowance must be made within your build for a counter with shelving below for storage. 

Counter should be a minimum of 2438mm (W) x 1219mm (D) and at a minimum of 900mm (H).

3. Breakfast & Lunch- if you have or are being offered a full catering service, allowance must be made within your build for a counter with shelving below for storage. A minimum of 2 counters should be provided.

Each counter should be a minimum of 2438mm (W) x 1219mm (D) and at a minimum of 900mm (H).

4. Storage and internal lounge service area - in all instances above, additional space should be provided within each lounge for storage of consumables, dry goods and packaging. The allowance will vary depending on offerings but a shelving system example should be 2000mm (W) x 1000mm (D) x 1500mm (H). 

In all instances electrical connections, and water and drain connections (where applicable) will be the responsibility of the Partner to incorporate into their designs and submit via their services plan.

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 Rial4000, 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 Rial4000, depending on the type and volume of waste, at the discretion of Web Summit.

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:

The venue offers the following services:

Please purchase a package that matches the size of your lounge:

Download Cleaning Form

Post-build clean

A post-build clean involves a detailed dusting of the stand, wiping down surfaces that are easily reachable, cleaning the floor with a vacuum and a mop. It does not include cleaning or shining of walls, glass walls, screens or other installations or objects. For this, you will require a custom cleaning service. All waste materials must be separated and left for collection. 

Standard cleaning (Lounge service included)

The standard cleaning service will take place on Tuesday, and Wednesday, in the evenings. This service involves surface cleaning, bin disposal and one vacuuming of the space per day.

Custom cleaning package

All quotes for custom cleans will vary depending on the work required. If you are planning to expand your standard catering offer, it will be necessary to purchase a custom cleaning.

Please send a detailed brief of the custom cleaning service required and a stand render of the space.

Once your lounge is built onsite our cleaning coordinator will visit the stand to reconfirm the brief and to be shown areas of importance.

Company: QBEC

Website: https://www.decc.qa/exhibitors/
E-mail: MC@decc.qa

Company: Impact

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

Company: TBU
Website: www.tbuqatar.com
Name: Charbel Jandri
E-mail: charbel@tbuqatar.com

Company: Dallah
Website: https://dallahholding.media/
Name: Libab Ahmed
E-mail: liban@dallahholding.media

Company: Plan B
Website: https://planbqatar.com/
Name: Krissel Calica
E-mail: krissel@planbqatar.com

Company: Circle
Website: http://www.circle-exhibitions.net/
Name: Charbal Matar
E-mail: charbel.matar@circleqatar.com

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

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

Email: sales@vega-events.com