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 partnership 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 lounge builds should remain within the dimensions of the allocated floor space.

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 6. 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 Friday, October 8. If you cannot find what you are looking for please contact your partnership 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 on the portal.

Catering

This lounge package includes basic catering consisting of tea, coffee, water and light snacks. Your partnership success manager will provide you with an itemised list of these light snacks pre-event. Partners may expand on the catering offer at their own cost. When designing the lounge, please leave sufficient space for the catering tables provided by our catering team. We advise allowing 3m x 5m per 100 pax. Please contact your partnership success manager for further details.

Height and rigging

The Lounge must be a fixed height of 3m/9’84” unless prior approval is granted from Web Summit. Overhanging banners and installations may be allowed on agreement and approval of Web Summit. Please note, any additional costs will be incurred by the partner. For further details please refer to trim height and rigging specifications.

Raised flooring in the lounge will need a ramp so that it is easily accessible by all Web Summit attendees.

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 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.

All lounge construction must be completed by midnight on Sunday, October 31.

This includes all carpentry, sanding and painting works. Additional time for rehearsals and lounge dressing will be allowed on Monday, November 1 from 8am to 3pm.

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

Access to your lounge is possible from 7.00am on the opening morning – Tuesday, November 2. Please note you will need your partner ticket to get access at 7.00am. The conference floor will open for General Attendees from 8.30am on Tuesday, November 2.

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 exact the location, orientation of lounge and element to suspend.

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.

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.

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.

Grape

Contact: Pedro Tavares, pedrotavares@the-grape.pt

Phone: + 351 936 005 663

Address: Rua Dom João V, nº 24, 1.03, 1250-091 Lisboa, Portugal

Partners

Contact: Tomas Froes, tomas.froes@partners.pt

Phone: +351 21 370 30 70

Address: Rua do Borja, 6 1350-047 LIsboa

Website: http://partners.pt/

Pavilhão 3, Organização de eventos Lda

Contacts: João Anes, producao@pavilhao3.com & Nuni Sebastião, n.sebastiao@pavilhao3.com

Phone: +351 916 712 349

Address: Pavilhao3, Estrada dos Bernardos , Armazém, Manique de Cima, 2710-​181Sintra

Website: http://www.pavilhao3.com

Jack Morton

Contacts: Julian Pullan, experience@jackmorton.com

Phone: +44 20 8735 2000

Website: https://www.jackmorton.com/

Elevations Exhibition and Design

Contact: websummit@elevations.co.uk

Phone: +44 (0)208 487 1127

Address: 8 Tideway Yard, 125 Mortlake High Street, London, SW14 8SN

Website: https://elevations.co.uk/exhibitions

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.