Onboarding call

Agenda for today

Overview
Venue
Objectives
General information
Mobile app & lead generation
Exhibition packages
Masterclasses
Startups
Deadlines & next steps
Questions

Web Summit Qatar 2025 Onboarding Call - 2024/11/21 09:20 GMT – Recording

Event Overview

In February 2025, thousands of international entrepreneurs, investors and leaders will gather at the Doha Exhibition and Convention Center (DECC) to connect the tech world at Web Summit Qatar.

The exhibition floor will open from Monday February 24 -Wednesday , February 26.

15,000+ attendees
1,000+ startups
400+ investors

Venue and event overview

Web Summit Qatar takes place at the Doha Exhibition and Convention Center (DECC) from 23rd -26th February 2025.

How to get to the venue

Doha Exhibition and Convention Center (DECC) is just 20 min drive from the airport with more than 15 hotels within walking distance as well as major attractions, world-class museums and restaurants.

Venue map

All partners who have an exhibition stand, your individual location will be shared with you by your account owner. If you have not yet received this, the Partner Success team can check this for you.

All partners who have a masterclass or a startup island, your location will be shared with you closer to the event.

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 Qatar website and mobile app.

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.

Brand awareness

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 or are planning to announce at the event? Why not submit a press release to be shared on the Web Summit website?

Networking

Assign tickets to your teammates early , they can create their personal profiles on the event app and connect with attendees.

Thought leadership

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

Connect with attendees on the app and let them know you're hiring and 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!

Learn more about partner objectives here

General information

Show schedule

The exhibition floor will open from Monday February 24 - Wednesday, February 26. Exact event times will be confirmed in the coming weeks.

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 generated they can be accessed from our ticket dashboard.
All tickets must be assigned by February 20.
Each Web Summit 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.

Accreditation

After registering at the venue, you will receive a Web Summit Qatar 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

We do not engage directly with any embassy but, in order to support your visa application, you can request a letter from us confirming that you have a ticket to attend Web Summit Qatar.

You can find more information in our Travelling Essentials page.

How to request a Visa Letter

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 three options for generating leads by scanning attendees' badges.

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.

Your leads dashboard

Your leads dashboard shows the total number of leads your company has made at the event.

Each indviduals leads dashboard will show a different number beside their profile picture, indicating the number of leads that individual has contirbuted towards the companies total.

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.

Exhibition packages

Deadline to submit stand artwork : January 9

For all provided build stand sizes, please download your artwork templates from the Partner Hub and submit your design by January 9.
We would advise you read the artwork submission guidelines and see our video tutorial in the provided build section of the Partner Hub before submission.

Detailed below are the furniture, power and connectivity types that are included in your package. Any additional requirements must be ordered from the Web Summit Qatar partner store by January 27.

What's included in your stand package :

2m x 2m exhibition package

One pod table and two high stools
Standard single phase connection
Wired internet enabled network cable
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
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 a cost to the Partner)
Standard single phase connection
Wired internet enabled network cable
Carpet

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

Artwork: Deadline January 9

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. 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

Review our Partner Hub to see how you can maximise your presence at our event. 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.

Some idea's include :

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

Sustainable options for merch and swag

Web Summit has long supported the UN Sustainable Development Goals (SDGs) and is committed to advancing their progress.
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.
We have a list of recommended merchandise on our Partner Hub here, such as Tote bags, Reusable bottles and power banks.
No flyers are allowed.

Partner store

The Web Summit partner store will open on December 12 and will close on January 27.

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.

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.

Masterclasses

Masterclass sessions are 45 minutes long. The recommended structure is 30 minutes of content followed by 15 minutes of Q&A.
Masterclasses are for 100 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.

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 January 16.

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 January 9. 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.

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.
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 the Partner Success team know.

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 from the Partner Success team
Attend our pre-event call covering all the essential information you'll need before you attend Web Summit Qatar.

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