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 booth height & dimension)

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

5. Weight, full technical aspects and engineering signing if TWO-STORY or COMPLEX BUILD  

Complex Structures:

If your stand is TWO-STORY, or is a COMPLEX BUILD, please make sure your drawing is a construction document and includes all technical aspects including weights.

You will then need to get an engineers certificate once the stand is built and reviewed on-site to present to show management.

A complex structure is any form of construction, of any height which would normally be designed by an engineer and/or has, through a risk assessment, been found to provide a significant risk. In relation to this event, complex structures are defined by the below:

• Double deck stands with under passes and / or staircases to any area. Please note a double deck structure is not permitted unless otherwise agreed by the organisers

• Suspended structures that require 10 or more rigging points or are classed as 'complex'

• Platforms and stages over 0.5m in height and those including staircases (see diagram below)

• All outdoor structures (due to their possible exposure to harsh weather conditions structures built in the outdoors need to withstand wind speeds of up to 100km/h)

• Where there is a raised area (e.g. seating area) above the general height of the floor or platform. Nominally, the critical height is 500mm above the floor, but the venue and organiser may require the designation as complex of such areas that are below this height. This is decided on a case-by-case basis

• Where machinery or other heavy elements are displayed other than at ground level. An example might be a machine which is on a steel frame to be seen at eye level. As detailed below, structural calculations will be required, together with other details

• Where there is any form of tiered or ‘grandstand’ style seating

• Stands bigger than 100sqm due to local regulation regarding escape routes

Please note:

Rules relating to the build of a two storey / double deck structure within the confines of the venue, are rigorous and venue specific. All construction is subject to the rules and regulations of the Eurocodes. The Eurocodes are the ten European standards (EN; harmonised technical rules) specifying how structural design should be conducted within the European Union (EU). These were developed by the European Committee for Standardisation upon the request of the European Commission

• All structures must comply with Portuguese Normative Rule number 21/2019 (Eurocodes), September 17th

• All double deck, outdoor & complex structures and complex suspended structures/rigging must receive a formal  Statement of Responsibility, signed by a recognised Portuguese Structural Engineer

• The above descriptions are a guide only and due to the nature of the regulations cannot be comprehensive. It is the decision of the venue, structural engineers and Health and Safety Officer as to whether a structure is deemed Complex

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. Introductions with Engineers won't be made by the Production Team. Stand Builders can use any certified Portuguese Engineer they like and below we have provided a suggested Engineer

2. Partners/Stand builders will need to get the Engineer's cert from the Engineer on site and give it to a member of the Production Team. The Production team will pre-arrange this with you. 

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

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.

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. The ramps should have a maximum of 10% inclination

Fire Extinguishers:

FIL Pavilions have their own fire extinguishers distributed through the space and we reinforce with some more fire extinguishers where needed in the general Safety Plan. So the majority of Stands do not need their own Fire Extinguishers.

But as a general rule some bigger stands (with more than 15 m wide) should have at least one Fire Extinguisher of their own.

Also, Stands that have upper floors should also have at least one fire extinguisher in the upper floor.

And Stands that have catering or some sort of heating equipment should also have their own fire extinguisher.

Exits:

Enclosed Stands that can have more than 50 people should at least have two exits.

Our recommended engineers are:

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

Eng. João Nobre - +351 916 343 243 (jonobre.lisboa@gmail.com)

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.
  *Rigging weight and configuration for Pavillion 5 stands may differ. 
  
  

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 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 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 stand you want the power 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

• 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. 

Stand 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

• Pavillion 5 Load in dates might differ. Please contact partnerproduction@websummit.com for more information.

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.

Vehicle Access

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 and watch the tutorial how to book your vehicle access.

Please book your slot through voyage control according to your stand size load in dates and guidelines. 

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.

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.

Partner Content at Booths

Volume

Noisy demonstrations which might be a nuisance to third parties are prohibited at the event. The maximum decibel level authorised by the Organiser is 65 decibels. If there is a nuisance to third parties due to exceeding the authorised noise level, The Venue's technical staff and/or Event Organiser will test the levels. If the results of the test are positive, these technicians will require the Partner to oblige those responsible to reduce the volume to the authorised limits.

If the noise level is interfering with other partners or the event we have the right to ask for it to cease or lower.

Noise level must not interfere with the stages schedule. Our stages have a full schedule for event days, only taking breaks at lunchtime, but there can also be rehearsals or sound checks running at these times.

Wireless equipment

If the partner is using wireless microphones, before the event begins, the partner must inform the frequency of the microphones and the event organiser will evaluate if frequency does interfere with any event frequencies. If it interferes the Partner will receive another frequency to adequate equipment.

If the Partner is looking to have AV equipment and technicians at the stand we recommend the Organiser's AV supplier. They can provide AV equipment, set up and operate. This would make the process of moving things onsite, installing, as well as setting the frequency for mics, much easier. 

Please send an email to partnerproduction@websummit.com to share your needs and be introduced to our supplier.

Crowds on your stand

All Partners must keep circulation around their stand flowing on all sides of the stand. No crowd is permitted to stand around the stand, harming the flow of attendees. If this happens, the Event Organiser reserves the right to ensure that the crowd is dispersed by any means necessary.

Screens displaying content cannot face main aisles so there's no blockage on passageways, it should be placed in the booth space for interactiveness. 

No recording can happen in the aisles so there's no blockage on passageways

Any demonstrations or talks must happen within the perimeter of the booth, including the crowd.

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 stand:

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 

The standard cleaning service will take place on Tuesday, 14 November and Wednesday, 15 November in the evenings. This service involves cleaning with a damp mop, hoovering, removal of trash and cleaning booth surfaces. You must leave any recyclables and rubbish to the side of your stand for collection.

Custom cleaning package

All quotes for custom cleans will vary depending on the work required. 

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.

FoodStory is the Partner catering supplier for Web Summit 2023. Images of some of the items available can be found here.

If you require 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.

PAVILHÃO 3

João Anes

(+351) 916 712 349

producao@pavilhao3.com

THE GRAPE

Pedro Tavares

(+351) 936 005 663

pedrotavares@thegrape.pt

HIPNOSE

(+351) 219 491 430

eventos@hipnose.com

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