Masterclass pre-event call

Recording of the call

RIO25 Masterclass pre-event call - 2025_04_16 14_56 IST – Recording.mp4

Tickets

Once you confirm your ticket manager in your onboarding form, the Partner Success team will generate your tickets.

Once your tickets have been generated they can be accessed from the attendee hub.

All tickets must be assigned by April 25.

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 Rio.

Please note: Don’t forget to allocate your Masterclass host a ticket.

Registration

Event accreditation

You’ll need to register and collect your lanyard and wristband in order to gain access to Web Summit Rio.

Your ticket can be found by logging into the Web Summit Rio mobile app and clicking the box on the homepage or the "My ticket" section in the drop-down menu.

Please note: You must present a national photo ID at registration to receive your accreditation

Acceptable photo ID:

Passport
Driving license
Government issued IDs

Web Summit Rio registration will open on Saturday, April 26 from 12pm.

Registration: Riocentro

Registration times:

Saturday, April 26
12pm - 6pm

Sunday, April 27
12pm - 8pm

Monday, April 28
7:30am-5pm

Tuesday, April 29
7.30am-5pm

Wednesday, April 30
7.30am-5pm

Please note: These times are subject to change. You will be able to find your registration location and opening times in your ticket section on the mobile app.

Event Schedule

The exhibition floor will be open from April 28-30, with early access each morning for partner ticket holders.

Please note masterclasses will begin at approximately 10 am each day (April 28-30).

What's included in your Masterclass

Masterclass rooms are arranged in theatre style seating

Sole use of masterclass room for 45 minutes
1 Smart screen and stand
A single internet-enabled network (ethernet) cable
HDMI cable
4 x handheld microphones
1 x trestle table
1 x lectern
One multi-board plug socket
Drinking water
A1 Logo Board and stand

Please bring any cables you may require beyond a HDMI (e.g. Thunderbolt, etc.). Don't forget any laptops, chargers and USB's where required.

The Masterclasses area

Web Summit Rio 2025 Venue map - Partners.pdf

Getting to your Masterclass room

At the bottom of the stairs leading to your Masterclass Room, let the staff member or volunteer present know you are running the next session and our team will direct you to your room.
Please arrive in your Masterclass room 15 minutes before the start of your scheduled Masterclass.
Ensure your hosts are present alongside any members of your team who will be lead scanning or greeting attendees at the door.

On the day of your Masterclass

Step 1: Arrive at your Masterclass 15 minutes before your scheduled time. Please take into consideration potential queues to access the venue if your Masterclass is early in the morning.

Step 2: Set up your presentation and hosts with our AV team.

Step 3: Get ready to greet your attendees, gather their leads and commence your session.

Don't forget to bring your own laptop, adapters, chargers and USB stick if required.

Presentation and AV notes

Ensure presentations are in 16:9 widescreen format.
Ensure any audio and/or video embedded in your presentation is in .mov format and set to autoplay.
The presentation must operate offline. We endeavour to provide a sufficient wifi service, but we cannot guarantee that it will be available at all times.

If you are presenting slides during your masterclass session and wish to share these with the attendees post-event, you could include a QR code at the end of your presentation, which attendees can scan to access the presentation after the masterclass.

Once your Masterclass ends

If you'd like to chat to attendee's afterwards please do so outside the Masterclass area.

Staff and security will be clearing the Masterclass area to make way for the next scheduled sessions.

How to promote your Masterclass

The Masterclass schedule is live now on the Web Summit Rio app and website.
We would recommend sharing the link of your Masterclass on social media to promote it to attendees.
You can also use the event app to reach out to your target audience directly and invite them to the session.

Top Tip : Check out our Social Media Toolkit to help promote your Masterclass.

Masterclass hosts

Please assign your host a ticket.
Please ensure your host completes their profile on our app as soon as possible.
Once their profile is completed, they will appear on their Masterclass session on both the website and our app.

Lead generation

There are two ways of generating leads at the door of your Masterclass.

Scanning attendees' lanyards at the door, or directing attendees to connect with your Partner Profile via your A1 QR code board.

Company scanning mode

You will greet and scan attendee’s at the door and scan their lanyards using company scanning mode
The source of the lead will appear under the name of your team member who scanned the attendee
Please note: The attendee must accept your connection before they convert to a lead.

Using company scanning mode

This lead scanning function is controlled by the ticket owner and can be enabled for each member of your team from the attendee hub.

It 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, but it will be turned on by default.

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.

QR code

Each masterclass logo board will have a QR code
By scanning this QR code the attendee will be connected directly to your company profile (once they accept the terms & conditions).
You can encourage attendees to scan the QR code at the door.

Connecting with you via the schedule

Attendee's can connect with your company in advance of the event.

This will appear as a lead in your dashboard, under the source "Timeslot".

FAQ's

What if my Masterclass is at capacity?

The Web Summit Rio team will be on hand to manage the queues and direct attendees to your Masterclass.

If your Masterclass is at capacity, here are some tips to avoid any disappointed attendees.

Encourage your team to engage with attendees who can not enter your Masterclass.
Scan their attendee badge to connect with them. You can reach out to them during the event to share your key takeaways.
Offer to share the slides and content with attendees.
Encourage attendees to visit your stand, if applicable.

Who manages the queues and attendees in the masterclass area at the event?

The Web Summit team will manage the flow of attendees to and from your masterclass.

I've invited several attendees to our Masterclass, how can I ensure they get a seat?

Advise them to queue up at least 15 minutes in advance of the session, as Masterclasses are first come first served.

Can I get a list of people who are interested in my masterclass?

We can share the number of attendees who have pinned this to their schedule.

You will be able to connect with any attendee who shows up to your masterclass on the day.

Can I film my masterclass?

Masterclasses can only be filmed on a handheld device. Please visit our filming guidelines here.

Does my host need a ticket?

Unless they have a ticket from some other source, your host needs a ticket from your ticket allocation to create their profile and access the venue.

Do I need to send you my presentation?

No. Our AV team will be on hand to assist you if you are using a presentation.

We would recommend having your presentation saved on a laptop and a USB key in the event of any technical issues.

Note: A presentation is not mandatory.

Pre-event call

For more information regarding Night Summit, Registration and General FAQ's, you can watch our Pre-Event Onboarding call here.

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