Stand builder information

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, orientation of booth and 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 meters 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 client does not want to, we will use pre-rig structures to provide the necessary suspension points.

Electrics

All service placement plan submissions must be submitted by September 17 through the stand build information form.

You must submit a detailed service plan for your stand. This is required to make proper arrangements for your electrical requirements.

Please use this services placement plan when submitting your electrical plan. Please see an example here. The electrical plan is uploaded as part of the stand design.

• The electrics you require for your stand must be ordered using the Web Summit partner store by October 6.

• Please indicate where on your stand you want the power you have ordered to be located.

• The electrics plan should show all electrical elements of your stand (main power supply, power sockets, audiovisual, cabling, etc.)

• You can choose to combine the electrical plan with a lighting plan or make separate electrics and lighting plans.

• Make sure to read the instructions on the template.

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 the 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. Please read our waste disposal policy.

Removal of build or construction waste is not included or permitted - it must be taken with you.

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

The standard cleaning service will take place on Tuesday, 2 November and Wednesday, 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.

NOTE: Two-storey stands must request a custom cleaning package if cleaning is required.

• 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.

Security

There will be venue security on the floor for the duration of the event. Please note, this security will not be dedicated to your booth. If your stand activation requires security over the course of load-in or show days please get in touch with your Partner Success manager.

Water

The water connections available at FIL are of 1 half inch = 12.7 millimeters, with a pressure between 4 and 6 bar. Purchase is through the Web Summit partner store before October 6. Please indicate the water connection location on stand services submission.

Rigging

Rigging is an available service. Full plans and drawings must be submitted by your stand builder on the partner build submission form by September 17. More information on rigging is available in the section above.

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 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?

All partner stands as standard will have access to the venue Wi-Fi and have a single ethernet cable. If you are unsure of your requirements, please contact your partner success manager.

• Venue Wi-Fi

Allows for light activities such as browsing the internet, sending and receiving emails etc. Please be aware that during peak times there may be issues with 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.*

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 25 and will close on Wednesday, October 6. 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 6.

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

Shipping

If you are planning on shipping directly to the venue, please contact your partner success manager to arrange an introduction with our shipping partner, Merkur Expo Logistics as soon as possible.

Please take into consideration the high volume of inbound emails received by our logistics partner at peak times. We strongly recommend contacting 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 9.

Please note the deadlines for last shipment by sea freight is October 15 and air and road freight – October 22.

The advanced warehouse is open from October 18 until October 26. For cargo arriving after these dates, an additional 25% handling surcharge for receiving the goods will be added.

Merkur, the official Web Summit international forwarder, provides a full range of services from advanced storage, storage of empties, accessible onsite storage and forklift services. Read the full shipping guidelines here.

Storage

Merkur, Web Summit’s official international forwarder, will be handling all orders for onsite storage services directly with the partner.

If you require storage of merchandise, empty cases or containers during the event, please let your partner success manager know and they will facilitate an introduction with Merkur.

Load in details

Stand builders cannot arrive earlier than their load in time. Your partner success manager will coordinate your specific load-in time after the submission of the stand design.

• Load-in is scheduled from Wednesday, October 27 - Sunday, October 31, FIL 1, FIL 2 and FIL 4.

• Load-in is scheduled from Friday, October 29 -Sunday, October 31, FIL 3

Please note that to gain access to the venue during the build and load-in days all attendees must wear high-viz vests, a hard hat with no open toe, high heels or sandal shoes . It is the responsibility of the stand builder to ensure all people on their stand have full PPE (Personal Protective Equipment) including guests.

All partner construction must be completed by 12 midnight on Sunday, October 31. This should include all carpentry, sanding and painting work. Additional time for rehearsals and booth dressing will be allowed on Monday, 1 November from 8 am to 3 pm.

If the booth is not completely clear of all build-related items by midnight on Sunday, October 31, those items will be removed as waste and you will be charged according to the Waste Disposal Policy.

Load out details

The event finishes at 5 pm on November 4. You must not start breaking your activation down until 6.30 pm (or until the venue is clear of all attendees). All items should be cleared of the venue by midnight November 4. If you require additional time for dismantling you may access the venue later with prior permission, please contact your partner success manager for more information.

Nothing can be left at the venue after the last day of the show has ended. Please ensure appropriate arrangements are made for removal. Any items not removed from the venue will be deemed as rubbish and the associated cost of removal will be assigned to the stand builder.

Two-storey structure:

Two storey structures must be submitted with a complete construction pack including all dimensions and weights, an installation plan or details, especially if it involves heavy equipment e.g. stacked shipping containers. This will be reviewed by the venue safety team. If approved a certified engineer must sign off the structure once built onsite.

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.

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