Onboarding call

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 Rio website and mobile app. 

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!

Official language of the event

English is the official language of the event. All forms must be completed in English.

Provisional operating license

All exhibitors are obliged to provide a provisional operating licence with the State Treasury Department. Web Summit will request your company details and signature in order to apply for a mandatory licence for all exhibitors on their behalf. All details will be requested through a form that must be filled and sent back by March 15.

Assigning your tickets

Once you confirm your ticket manager in your onboarding form, the Partner Success team will generate your tickets. You can find a breakdown of ticket types here.

• Once your tickets have been created they can be accessed from your attendee portal. 

• All tickets must be assigned by April 25.

• Each Web Summit Rio ticket is assigned to a specific individual and is valid for the duration of the event. There are no day tickets for the event.

• If you are bringing someone under 18 please contact the Partner Success team who can advise on the process.

All Web Summit Rio attendees will be able to access our exclusive mobile app. You can find more information about our mobile app here. 

For the event, there are three options for generating leads by scanning attendees' badges.

• 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. We 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.

• Any text on the artwork must be in English, or both English and Portuguese.

• If your stand is 4m x 2m, please ensure to check your stand orientation before creating your booth artwork.

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.

The Web Summit Rio partner store opened on February 7 and will close on March 28. The partner store can be used to hire products and services required for their event activation.

Please note we have limited quantities of items available so please make sure to get your orders in as soon as possible. 

Your event manager will receive an activation email in order to log in. If you didn't receive it, please contact the Partner Success team.

Please let the Partner Success team 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 orders after the Partner Store closes or on-site at Web Summit Rio.

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

• Masterclasses are 100 capacity. Each room will have a screen for presentations and AV support. 

• Your company logo will appear on the masterclasses page on the Web Summit Rio website. It will also appear on the event schedule in our app, where participants can add it to their agenda.

• 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 March 21. 

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.

Presentation

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. 

If you plan on recording your masterclass session, please note filming is restricted to handheld devices only. The use of tripods and other intrusive equipment is prohibited.

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 Rio app to scan attendees' QR codes as they enter the masterclass room. 

First steps

We will send you a form that you will share with startups you want to bring to Web Summit Rio.

• 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 Friday, March 21. 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 6 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.

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

 Please note, all of the forms you need will be sent to you via email by the Partner Success team.

• 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

• Attend our pre-event call covering all the essential information you'll need before you attend Web Summit Rio.