Web Summit build lounge

Partner Onboarding

As part of the initial onboarding process, your Partner Success Manager will send you the following forms:

Onboarding Survey: This will give us a clear understanding of your objectives at Web Summit

Partner Comms Form: Providing your company details allows us to feature your profile on the Web Summit website and mobile app

Please complete the forms as soon as possible so that we can maximise your experience at Web Summit.

Forms & Deadlines

August 24

Web Summit partner store

Partner store opens - a one-stop shop where partners can hire services, for their stands

September 16

Lounge design

Submit your lounge artwork for the 3m x 3m wall and archway entrance.
Partner connectivity form – to help us get a better understanding of your network and connectivity needs at Web Summit.

October 5

Web Summit partner store

Store purchase deadline, store will close
Deadline for connectivity orders via the partner store

October 8

Deadline for catering orders - please speak with your Partner Success Manager about all catering requests

October 15

Press release form

Deadline for submitting the partner press release form

October 27

Ticket Dashboard

Assign your allocated tickets to all attendees to ensure they don’t miss out on our newsletter highlighting features or information on the event. Once you have a ticket assigned, download the Web Summit mobile app from the App Store or Google Play store to access your ticket

Lounge renders and keylines

What is a lounge and what's included?

The lounge forms part of our attendee experience for a particular attendee type and therefore must meet certain standards. The lounge is for a specified attendee type and so a limited number of wristbands will be provided to the partner sponsoring the lounge for access.

What’s included in your lounge package?

Standard furniture, tables, chairs, sofas, will be provided for the lounge capacity
Carpet in a neutral colour
Fencing to enclose the space
Dual branded tent cards, dual-branded hanging banner, and dual-branded archway entrance. These items will be designed and provided by the organiser
Venue wifi
One ethernet cable
Two 3m x 3m dual branded walls. These items can be designed by the partner on a provided template by the organiser
A semi-private meeting space with capacity for four will be built within the lounge (please note this meeting space is not lockable)
Regular cleaning
Basic catering
Electrical power for the lounge capacity
Your Partner Success Manager will discuss these in further detail with you.

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.

Lounge build requirements and keylines

The organiser will design the majority of items included in the provided build assets. For this, the partner must provide:

- EPS logo

- 1 main hex colour code.

The organiser will use the logo and the colour for the lounge arch, tent cards, and hanging banner. Your Partner Success Manager will share mockups with you before they go to print.

3m x 3m wall Artwork

The partner can design the 3x3 wall artwork themselves. Download the keyline template here:

3m x 3m wall keyline

Submit your lounge artwork for the 3m x 3m wall by September 16.

Submit the keyline graphics form here for final approval.

Provided keylines are AIT files (Adobe Illustrator template).
All templates must be CMYK colour artwork, with 20mm bleeds.

In your artwork:

All colours need to be CMYK.
Pictures and photos must be embedded into the file (not linked please).
All logos need to be vector files and font needs to be outlined in the final artwork. If your artwork should include large images, please save them as CMYK in 150dpi resolution.
If you want to embed TIFF or PSD files, please flatten them in the final artwork.

Please save the file as a .ai and submit for final approval. Any other formats like eps, pdf, tiff will not be accepted.

Provided arch example

Naming of the lounge

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)__.

Screens and AV

Partners are allowed to bring their own screen and screen stand onsite for setup at their exhibition booth. For insurance and operational purposes, mounting of personal screens on provided walls is not allowed, and we do not facilitate the mounting of personal screens onto for partners at our events. Partners can hire screens and order screen mounting or a screen stand through our partner store. Please note if you bring your own screen the Web Summit team will not be able to assist in the event of technical difficulties.

Electrics

Basic power will be provided in the lounge. Power supplied will facilitate device charging for lounge guests. Should you be planning any activations, additional power may be purchased from the partner store by October 5. You must indicate where you would like your electrics to be located within your lounge through submission of a services placement plan. This may be submitted through the lounge design submission form when submitting your lounge design.

Connectivity

The lounge will be covered by venue wifi. Any additional requirements must be ordered from the partner store by October 5. If you cannot find what you are looking for please complete the connectivity form and contact your Partner Success Manager who will assist.

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

Lounge build examples

Show schedule, load-in and load-out

Load-in rules

Access to your booth is possible from the opening morning – Wednesday, November 2 from 7.00 am. Please note you will need your Partner ticket to get access at 7.00 am. If you require earlier access, please contact your Partner Success Manager. The conference floor will open for General Attendees from 8.30 am on Wednesday, November 2.

Load-out rules

You must not start breaking your booth down until 6.30 pm on Thursday, November 4 (or until the venue is clear of all attendees).

All items without exception must be clear of the venue by midnight on Thursday, November 4. Please ensure appropriate arrangements are made for trash, boxes, fixtures of items to be shipped. Any items not removed from the venue will be deemed as rubbish and the associated cost of removal will be assigned to the exhibitor.

Partner store

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.

Shipping and storage

General information

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.

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