Please note that the deadline for assigning tickets is October 27.

Provided build lounge

Forms and deadlines

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

Onboarding survey – Please complete this form as soon as possible. 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.

August 25

The Web Summit partner store opens.

September 17

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 6

Web Summit partner store closes.
Deadline for connectivity orders from the Web Summit partner store.

October 8

Deadline for catering orders.

October 15

Deadline for submitting the partner press release form if you have any news to share.

October 27

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.

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
Fencing to enclose the space
Dual branded tent cards and a dual branded hanging banner. These items will be designed and provided by the organiser
Venue wifi
One ethernet cable
Two 3m x 3m dual branded walls
One branded archway at the entrance to the lounge
A 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: 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

Artwork

Download the keyline template here:

Submit your lounge artwork for the 3m x 3m wall and archway entrance by September 17.

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.

Inside each template, there are two layers:

Layer one contains a locked safe area for important design elements, like text or logos, which need to be included inside this safe space.
Layer two is for artwork.

Please don’t edit, move or resize any of the templates.

*Important* Archway entrance guidelines:

The archway should be designed using a single solid colour.
The 'Lounge name here' section should be set using the Google font "Merriweather" black.
Please refer to the 'Naming of the lounge' section below for approved formats. Please confirm your preferred naming convention with your partner success manager.

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.

If your asset is dual branded, it will contain TWO layers with the Web Summit logo. The layers are white and navy; depending on your artwork, please choose the lockup that works best in contrast (e.g if your artwork uses primarily darker colours, choose the white lockup, and vice versa). Once you have chosen, hide the other logo lockup layer. Please do not edit these layers or place your artwork on a layer above them. Place your artwork in the layer labelled ‘Your artwork here’.

NB: if the template does not include a layer with WS logos, it is not required for the asset.

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 lounge. Alternatively, partners can hire screens and order screen mounting or a screen stand through our partner store.

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 Oct 6th. You must indicate where you would like your electrics to be located within your lounge through submission of an electrical 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 Oct 6th. 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 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 – Tuesday, November 2 from 7.00am. Please note you will need your partner ticket to get access at 7.00am. If you require earlier access, please contact your partner success manager. The conference floor will open for General Attendees from 8.30am on Tuesday, November 2.

Load-out rules

You must not start breaking your booth down until 6.30pm 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; 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 and storage

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.

There will be a pre event drop-off service for partners who will be coming onsite for the first time on Tuesday November 2nd. This service will cover delivery of items to stands and if required, organise the storage of items during the event. More information on this service is coming soon

If you require this drop-off service or 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.

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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