Partner build lounge

This lounge forms part of our attendee experience for a particular attendee type and therefore must meet certain standards which are outlined 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

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.

Accessibility and raised flooring

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.  

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

All exhibitors must also abide by Web Summit anti-harassment policy.

Electrics

Web Summit will provide an electrical drop that covers supply for the electrical requirements of your lounge. This will be a C form connected to a distribution box provided by you. The partner will be responsible for electrical distribution throughout the space and must include sufficient sockets to cover charging facilities for attendees.

The drop will be provided in a location indicated by the partner on the overall electrical plan. Your electrical plan must be submitted through the lounge design form. Any additional power needed for the activation must be purchased through the Web Summit partner store by October 5. Please use this electrical template when submitting your electrical plan.

Connectivity

A single internet-enabled network cable is provided as part of this package. The lounge will also be covered by venue wifi. Any additional requirements must be ordered from the Web Summit partner store by  October 5. If you cannot find what you are looking for please contact your Partner Success Manager.

Please note that pop-up/pull-up banners are not allowed at the event. All exhibitors must also abide by Web Summit’s anti-harassment policy.

For additional information on connectivity please check out the connectivity section.

Height and rigging

The Lounge must be a fixed height of 3m/9’84” unless prior approval is granted from Web Summit.

Above-lounge banners and installations may be allowed on agreement and approval of Web Summit.  Additional costs will be incurred by the partner.

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.

For further details please refer to trim height and rigging specifications and rigging information in the stand builder section.

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. Abandoned non-reusable or non-recyclable waste materials that fill or partly fill an open top skip will be charged out to the persons responsible at a rate of €830

• 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 the 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 there will be zero tolerance for any single-use plastic being onsite. Web Summit would appreciate your support in this regard to ensure the event is as sustainable as possible

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 at a rate of €830 by the event organiser

Rigging section

Please 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 and the height of the suspension.

All rigging submissions must be submitted by September 16 on the stand builder information form.

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.

To make sure our procedure is safe and accurate, there is some information we require:

• Description of item to be suspended

• Constructive system (if it is box truss, light steel frame, aluminium frame, standard banner)

• Suspension solution (how will the object be suspended, is it with spandex, shackles)

• Total weight, number of suspension points and distribution of weight per point

• Height of suspension

• Drawings that show the exact location, the orientation of the booth and the element to suspend including the weights per point

As a general guideline, there is a 70kg/150kg limit per available suspension point and the structural matrix is 3X3 metres 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.

Overview
Please note the exhibition floor opens on Wednesday, November 2 at 7am for partners and 8.30am for general attendees. 

Tuesday, November 1 is pre-registration and Opening Night only. Partner accreditation can be collected by partners at registration at the times and dates specified below.

Airport registration

• Sunday, October 30 at 10am-11pm

• Monday, October 31 at 7am-11pm

• Tuesday, November 1 at 7am-11pm

• Wednesday, November 2 at 7am-3pm

Main registration

• Tuesday, November 1 12pm-8pm

• Wednesday, November 2: 7am - 5pm

• Thursday, November 3: 7am - 5pm

• Friday, November 4: 7am - 5pm

All booth construction must be completed by midnight on Monday, October 31. This includes all carpentry, sanding and painting works. Additional time for rehearsals and booth dressing will be allowed on Tuesday, November 1 from 8am to 3pm.

For partners who purchased a post-build cleaning package, this will take place during the hours of 3pm Tuesday to 6am Wednesday. All rehearsals and booth dressings must be completed on the stand at this time. If the stand is not ready at 3pm Tuesday the cleaning will become void and cannot be refunded.

Please note that to gain access to the venue during build and load-in days all attendees must wear safety footwear, high-viz vests and a hard hat in accordance with our safety policies and guidelines.

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; screen rentals; furniture;; carpet; connectivity; and labour and services. Please contact your Partner Success Manager if you require items not displayed on the store.

The Web Summit partner store will open on Wednesday, August 24 and will close on Wednesday, October 5. 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, show management requests that all orders are paid in advance of Wednesday, October 5.

Please note there will be no onsite orders at Web Summit.

A note on Wi-Fi networks 

Our networks are carefully planned and designed to support the best experience that can be provided for everyone. Operating any Wi-Fi network at our event without explicit permission is strictly forbidden and against our T&Cs. Radio space (the air!) in the venue will be shared by everyone and rogue networks directly interfere with that goal, disrupting everyone’s experience.

Security constraints:

• hotspots or rogue networks of any kind are completely prohibited and against our T&Cs.

• use of all external network hardware such as routers, switches, access points, and MiFi devices are strictly forbidden. The venue is actively monitored and any unauthorised devices will be terminated, if found.

• devices connected to our networks cannot reach each other, only the internet.

Standard available networks

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.

Please review the following terms to ensure support for your devices:

Our Wi-Fi operates on the 5 GHz band

• • meant for lightweight usage (email, browsing, instant messages)

  • over peak times you may see delays due to network congestion

Older devices are supported on the 2.4 GHz band

• • a separate Wi-Fi network is available for this purpose

  • as this is an unregulated band, this network is subject to interference

Internet-enabled network cables

Your site activation will include a single ethernet cable as standard, with internet connectivity. If required, additional ethernet points can be purchased individually (up to 2) or in the form of a network switch from our Web Summit partner store.

Please review the following terms to ensure support for your devices:

Bandwidth

• • shared with other wired points – over peak times you may see delays due to network congestion

  • by default, this cable will be allocated a maximum speed of 7Mbps

  • dedicated bandwidth can be purchased at our Web Summit partner store

Device support

• • Your ethernet cable will have an RJ45 connector

  • if you require mobile devices for your activation, connect them to our event Wi-Fi or bring an RJ45 network adapter to use your ethernet cable

Additional connectivity options

Extra ethernet cables and dedicated bandwidth

This option provides you with a private VLAN and a network switch with seven available cable connections, replacing your default ethernet cable.

Additionally, the connection is granted dedicated bandwidth (10 Mbps).

Which package is best for me?

• Venue Wi-Fi

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.

• Ethernet cable, default bandwidth

This allows you to engage in heavier internet use, such as streaming video with a greater degree of reliability. The maximum speed by default is 7Mbps.

Complex requirements

Web Summit currently offers packages to cater for a variety of circumstances and demonstrations.

If you have any complex requirements, concerns or queries, please contact your partner success manager to discuss and complete our connectivity form.

With knowledge of your requirements, we can better tailor a package to your needs in order to give you the best experience possible.

*Please note that bespoke solutions for connectivity are only available for 6mx4m activations and above.*

Merkur Expo Logistics is the official service provider of on-site storage, material handling, machinery and official international freight forwarder for Web Summit 2022. 

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. 

All partner shipments should be confirmed and paid for with Merkur by October 08. 

Please note that the arrival deadline for sea freight is October 14 and air freight October 20.  

Merkur's advanced warehouse is open from October 1 until October 27. 

For cargo arriving after these dates, an additional 25% handling surcharge for receiving the goods will be added. 

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.

All relevant partner information, such as venue map, tickets, registration times and show schedule, network requirements, shipping guidelines, hotels, filming guidelines and event policies, could be found in the General information section. 

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). 

5. 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. (PitchBook example attached) 

6. 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.