Instructions:

Stand drawing approvals – Space only stands

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 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 (Weight, full technical aspects and engineering calculations if COMPLEX STRUCTURE)

• Electrical and Water Connection details

• Elevation drawings(with booth height & dimension)

• Material used (Fire certificates)

• Any storage facilities on the stand.

• 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 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 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 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 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.

Sign off 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 provide an approval of their build signed by a Qatari certified engineer as requested before arriving on site and submit it to the Production Team. Load in will not be possible if Engineer sign off is required and not submitted in advance of build.

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

Rigging will be accommodated where possible, but not all locations on site may be able to support rigging. All rigging plans must be submitted by January 12.

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.

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.

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.

For orders made after January 12, additional fee's may apply.

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 (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

Download Security Form

Download Cleaning Form

Download Talent Form - Please note a partner ticket must be allocated to manpower/ talent hired

Please submit your full services plan here by January 27

The standard rate price will apply up to the submission deadline of Jan 27. 

For orders made before January 12, the advanced rate price will apply.
Orders received after January 27 will be subject to approval and if approved, the late fee price will apply.

  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.

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.

Personal protective equipment (PPE)

• 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 suitable or 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 boots - preferably steel toe cap boots: when handling loads

- Gloves: when handling loads

- 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.

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.

The Web Summit Qatar partner store allows our event partners to purchase the connectivity package if required. 

All other stand services can be purchased directly from the DECC. Please see our Services Plan section for more information. 

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

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

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

If you are interested in catering at Web Summit Qatar, please contact your Partner Success Manager for more information. 

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:

Download Cleaning Form

The standard rate price will apply up to the submission deadline of Jan 27. 

For orders made before January 12, the advanced rate price will apply.
Orders received after January 27 will be subject to approval and if approved, the late fee price will apply.

All sound must be kept under 60 decables. 

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