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. 

Safety section:

In this section on the stand build information form, we ask a series of health and safety questions that you must answer. We also ask you to upload copies of your:

• Method statement – Please provide a headed document stating the purpose of your presence at Web Summit 2022, including details of the work you will be carrying out. This should be event and site-specific, with your contacts

• Risk assessment – Please provide a headed document detailing any risks you foresee, associated with your work, as outlined in your method statement and how you intend to mitigate these on-site

• Insurance documents – Please provide a full copy of your insurance policy, inclusive of employer liability, public liability, and product liability

• Fire certificate is applicable – If relevant to your work and materials, please provide a fire safety cert

• NDA – These are compulsory for every partner agency and stand builder

• All stands that have a two-storey structure or structural elements that are intended to support weight or people in that space, must submit an engineers certificate(s) that indicates the structural soundness of the stand, signed by an authorised expert once the stand is built

Venue access

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.

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 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, store management requests that all orders are paid in advance of Wednesday, October 5.

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

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.

Complex Structures

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

If you require a structural engineer, you can contact

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

Your partner success manager will share more details in relation to access to the loading dock and getting vehicle passes in the next few months.

Contractor accreditation types:

There are three types of Contractor accreditation at Web Summit 2022 - please see descriptions below:

- Load-in: for crew required on site during the build only (not valid for show days)

- Crew: for crew required on site during show days only.

- Load-out: for crew required on site for tear down and load out, post event only.

Crew ticket requests:

The crew ticket requests section on the stand build information form is used to gather the number of crew tickets you require. You will be required to assign these on our ticketing platform, you will be sent a follow up email on this closer to the event. Information on bookings vehicle passes will also be available closer to the event.

Your partner success manager will share more details in relation to getting your contractor accreditation in the next few weeks.

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 €1000 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 €1000 by the event organiser, based on the volume and type of waste generated, at the discretion of the event organiser.

Cleaning

Partner build cleaning service

This cleaning service combines a post-build clean with a nightly cleaning service in the evenings of the event. This service is for partner-build partners only. Please purchase a package that matches the size of your stand.

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. 

Post-build clean

The post-build clean will take place during the hours of 3pm Tuesday, 1 November to 6am Wednesday, 2 November. All building works must be completed on the stand at this time. If the stand is not ready at 3pm Tuesday, November 1 the cleaning will become void and can not be refunded.

Standard cleaning 

The standard cleaning service will take place on Wednesday, 2 November and Thursday, 3 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

If you have a two-story stand and require cleaning, a custom cleaning package is required.  

• 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 stand is built onsite our cleaning coordinator will visit the stand to reconfirm the brief and to be shown areas of importance