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 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 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.

•  Not including the entry and exit point, the entire space must be enclosed. Consider this a further branding opportunity as you may brand or add text to this enclosing structure. Minimum height of the enclosure is 1.3 metres. If the lounge is facing a venue wall, you may build one wall up to 4m in height. If the lounge is not facing any venue wall, you may build one wall up to 3m in height. Please speak with your partner success manager about these guidelines.

• 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. 

•  If you plan to host content within the lounge, please let your partner success manager know in advance as this will require approval.

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. 

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.

 Please use the stand submission link when submitting your lounge technical and design details.

Instructions:

Please submit the below as one pack:

1. 3D Booth design layout plan in colour

2. Floor plan / top view

3. Section elevation plan (with lounge height & dimension)

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

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.

 
Stands with raised flooring require ramps so that they are easily accessible by all Web Summit attendees.

Our recommended engineer is:

Eng. Luís Loureiro – +351 939 599 312 (lloureiro@360eng.pt) 

Rigging will be accommodated where possible, but not all locations on site may be able to support rigging. Please contact your Partner Success Manager to discuss rigging needs.

• Each project will always have to be evaluated individually

• All clamps, points, motors, certs and pre-rig truss is provided by the venue rigging company.

• The charge for each project will be calculated based on submitted and approved plans.
  
  *As a general guideline, there is a 70kg/150kg limit per available suspension point and the structural matrix is 3X3 meters but is not uniform. By default, we will try to adjust the suspended elements to the available matrix for economic purposes. However if it is not possible to arrange a solution or if the booth design does not allow, a pre-rig structure will be installed to provide the necessary suspension points.
  
  

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

Further information on network and internet connectivity can be found here.

Please submit a detailed electrical, internet, water and/or 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 placement plan form

All service placement plan submissions must be submitted by October 9 through the stand build information form.

Electrics 

All service placement plan submissions must be submitted by October 9 through the Services Plan form. You must submit a detailed service plan for your stand. This is required to make proper arrangements for your electrical requirements.

• The electrics you require for your stand must be ordered using the Web Summit partner store from August 21 until October 9.

• Please use the service plan to indicate where on your lounge you want the power or utilities you have ordered to be located

• Please attach a separate electrical or lighting plan if your lounge is complex or you are requiring significant electrical service

• Make sure to read the instructions on the template.

If you have requested rigging service, you must order overhead power for motors. The location of overhead power can be shown on your services plan.

Water

The water connections available at FIL are of 1 half inch = 12.7 millimetres, with a pressure between 4 and 6 bar. Water connections are to be marked in the Services Plan, and must be purchased in the Partner Store. Any costs must be paid in the Web Summit partner store before October 9.

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

Our product range includes the following product categories: electrics and lighting; AV; furniture; rigging services; carpet; connectivity; and labour and services. Please contact your partner success manager if you require items not displayed in the store.

The Web Summit  partner store will open on August 21 and will close on October 09. Please purchase all of your requirements before this date as late requests can not be facilitated.

To ensure the delivery of goods and services on site, store management requests that all orders are paid in advance of October 09. Please note there will be no onsite orders at Web Summit. 

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

PPE

All exhibitors and contractors in the halls during build-up and dismantling must wear appropriate PPE (Personal Protective Equipment)

Access to the venue is prohibited without wearing a hard hat, high visibility vest and steel toe boots with the exception of the Tuesday before the event.

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.

1.1 All areas within the venue are compulsory hard hat areas and high visibility reflective vests must be worn during build-up and dismantling

1.2 Reflective vests are to be in accordance with EN471: at all times. Hi-Vis items of dark colours are not permitted

1.3 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

1.4 Safety helmets must be in accordance with EN397. Additionally, a chin strap is required when working at heights

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 meters 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.

More information will come in the following weeks.

This information will come in the following weeks 

Unloading your truck on-site

VERY IMPORTANT

Please note that if you need any machinery on-site to unload your truck into your stand space, you must contact Merkur (portugal@merkur.pt). Please make sure you put your PS Manager on cc.

You can bring your own hand carts or pallet jacks to unload, but any machinery for material handling on-site or storage must be hired from Merkur.

Construction activities on site should be limited to assembly and finishing only. Lounges 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 supplier, FoodStory. Images of some of the items available can be found here.

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. 

The deadline for all catering orders is October 13th.

When designing the lounge, please leave sufficient space for the catering tables provided by our catering team. We advise allowing 3m x 5m per 100 pax. Please contact your Partnership Success Manager for further details.

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: Partners and contractors are responsible for the disposal of build materials and waste generated during the stand build and post-build phases. The cost of disposing of any abandoned non-reusable or non-recyclable waste materials will be billed to out to the persons responsible ata minimum rate of €900 by the event organiser, based on the volume and type of waste generated, at the discretion of the event organiser.

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 €900 by the event organiser, based on the volume and type of waste generated, at the discretion of the event organiser.

Our Partner Store offers the following services:

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

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. 

The post-build clean will take place during the hours of 3pm Monday, 13 November to 6am Tuesday, 14 November. All building works must be completed on the stand at this time. If the stand is not ready at 3pm Monday, November 13 the cleaning will become void and can not be refunded.

Standard cleaning (Lounge service included)

The standard cleaning service will take place on Tuesday, 14 November and Wednesday, 15 November 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.

Merkur Expo Logistics is the official service provider of on-site storage, material handling, machinery and official international freight forwarder for Web Summit 2023. 

If you are planning on shipping directly to the venue, please contact your Partner Success Manager who can facilitate an introduction, as soon as possible.

Due to the high volume of requests and emails received by Merkur, it is recommend to contact them at your earliest opportunity and allow sufficient time for shipments and storage requirements to be coordinated and processed. 

Please note that if you need any machinery on-site to unload your truck into your stand space, you must contact Merkur (portugal@merkur.pt). Please make sure you put your Partner Success Manager on cc.

You can bring your own hand carts or pallet jacks to unload, but any machinery for material handling on-site or storage must be hired from Merkur.

Merkur can provide a full range of services from advanced storage, storage of empties, accessible onsite storage and forklift services. Read the full shipping guidelines here.

On-Site Storage

Please contact your Partner Success Manager for an introduction to Merkur if you require on site storage.

Should you not want to avail of Merkur'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 to Merkur 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.

PAVILHÃO 3

João Anes

(+351) 916 712 349

producao@pavilhao3.com

THE GRAPE

Pedro Tavares

(+351) 936 005 663

pedrotavares@thegrape.pt

JACK MORTON

Julian Pullan

(+44) 20 8735 2000

experience@jackmorton.com

MULTILEM

Rosa Vaz

(+351) 263 400 010

rosa.vaz@multilem.com

RC EUROPA

Tiago

(+351)910 82 99 34

info@rceuropa.com, tiagorceuropa@gmail.com

ELEVATIONS

(+44) (0)208 487 1127

websummit@elevations.co.uk

HIPNOSE

(+351) 219 491 430

eventos@hipnose.com

All relevant partner information, such as event policies, social media assets, media cheat sheet and filming guidelines and event policies, can be found in the essential information section.

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 required the Lounge logo. More information here.