Builder Manual
Web Summit Rio 2024
VENUE, TIMES AND DATES
STANDS DESIGN AND RENDERS GUIDELINES
SAFETY, INSURANCE AND RESPONSIBILITIES
SERVICES AVAILABLE FOR PURCHASE
PURCHASES AT THE PARTNER STORE
See also PARTNER HUB for further information to this Manual
“The largest technology event in the world” - Globo” - Globo
Web Summit events have gathered half a million people across Web Summit in Lisbon, Collision in North America and RISE in Asia since the company’s beginnings as a 150-person conference in Dublin in 2009. Our mission has been to create software that improves conferences and enables meaningful connections between the CEOs, founders, investors, politicians, cultural figureheads and members of the media who are reshaping the world.
Web Summit Rio is part of the roster of international events organized by Web Summit, taking to the world stage alongside Web Summit in Lisbon, Web Summit Qatar in Doha, Collision in Toronto and RISE in Hong Kong. In 2023, Web Summit Rio gathered more than 21,000 people at Riocentro
O WEB SUMMIT RIO 2024
VENUE, TIMES AND DATES
VENUE, TIMES AND DATES
Pavillion 2
Main Entrance
Forum
Pavillion 3
Pavillion 4
Main Stage
Partners and General Attendees entrance
Crew Entrance
Marshalling Yard
*A map with all the entrances and detailed accesses will be released and sent out in the weeks leading up to the event�*Map is subject to change
RIOCENTRO
�April 16 to 18, 2024
Load In (Build)
Apr 10�8:00 to 20:00
Apr 12
8:00 to 20:00
Event
Apr 16
7:30 to 18:00
Apr 17
7:30 to 18:00
Apr 18
7:30 to 18:00
Load Out
(Dismantle)
Apr 19�From 8:00 to 20:00
12x9
9x9
9x6
6x4
18x18�15x15�12x12�Lounges
Apr 11
8:00 to 20:00
Apr 13
8:00 to 20:00
Apr 14
8:00 to 20:00
Apr 15
8:00 to 15:00
Finishing Touches�No build tools allowed
Partner Stand Build
Security Sweep�ALL leave
Apr 15
NO ACCESS ALLOWED
From 15:00
Load Out
(Dismantle)
Apr 18�20:00 to 23:59�Small items only
Exhibition
Exhibition
Exhibition
Exhibition
Exhibition
Exhibition
Exhibition
Exhibition
Exhibition
STANDS DESIGN AND RENDERS GUIDELINES
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 6m x 4m
Stand dimensions and fit out
Location & orientation
Depth
*Wall must comply with back wall rules
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 6m x 4m
*Wall must comply with back wall rules
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 9m x 6m
Stand dimensions and fit out
Location & orientation
Depth
*Wall height subject to Approval after surrounding stands analysis
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 9m x 9m
Stand dimensions and fit out
Location & orientation
Depth
*Wall height subject to Approval after surrounding stands analysis
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 12m x 9m
Stand dimensions and fit out
Location & orientation
Depth
*Wall height subject to Approval after surrounding stands analysis
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 12m x 12m
Stand dimensions and fit out�
Location & orientation
Depth
*Wall height subject to Approval after surrounding stands analysis
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 15m x 15m
Stand dimensions and fit out
Location & orientation
Depth
*Wall height subject to Approval after surrounding stands analysis
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | 18m x 18m
Stand dimensions and fit out
Location & orientation
Depth
*Wall height subject to Approval after surrounding stands analysis
STANDS DESIGN AND RENDERS GUIDELINES
Stand Details | LOUNGES
Stand dimensions and fit out
Location & orientation
�Depth
*Altura da parede sujeita à aprovação após análise dos estandes vizinhos
STANDS DESIGN AND RENDERS GUIDELINES
DEADLINES AND MAIN DATES
ASAP | Onboarding form Preencha este formulário para criação do perfil da sua empresa em nosso site e app Fill in this form to create a company profile for our website and app | O seu partner success manager enviará o formulário para preenchimento � Your partner success will send you the form to fill in |
26 DE JANEIRO�JANUARY 26 | Contatos da agência e da montadora Agency & stand builder contact details Nome da empresa�Company Name � Ponto de contato, nome e email�Point of contact name and email | Esta informação deve ser fornecida pelo Parceiro ao seu partner success manager� This information should be provided by the Partner to your Partner Success Manager |
Item
Prazo
Link
DEADLINES AND MAIN DATES
Data de abertura�Open date�26 DE JANEIRO JANUARY 26 Fechamento da loja Últimos pedidos�Close date �Final purchases �15 DE MARÇO 15 MARCH 15 | Partner Store� Items para compra abaixo�items to purchase below: Energia (KVA)�Power �Limpeza�Cleaning ��Segurança�Security �Ponto de água e esgoto�Water & Drain | O seu partner success manager criará a sua conta para acesso a loja do parceiro� Your Partner Success Manager will create your partner store account |
23 DE FEVEREIRO�FEBRUARY 23 � | Formulário de entrega do projeto�Build submission form Entregue todos os desenhos técnicos do seu estande e documentos relacionados �(RRTs e ARTs) Submit all build elements & documents Conectividade e rede�ICT & Connectivity WIFI Redes com cabeamento�Wired networks Rigging (se aplicável)�Rigging (optional) | Aqui está o link para a entrega dos projetos Here is the Stand Build submission link |
Item
Prazo
Link
15 DE MARÇO�MARCH 15 | Planta de serviços Services plan Apresente um plano detalhado da eletricidade, da Internet e do ponto de água. Por favor incluir em nosso template Please provide a detailed plan of the electricity, Internet and water and drain points. Please include in our template. | Aqui está o link para a entrega da planta de serviços � Here is the service plan submission link |
DEADLINES AND MAIN DATES
22 DE MARÇO�MARCH 22 | Credenciamento�Accreditation Pulseiras para montagem e desmontagem�Wristbands for build and dismantle Pulseiras para acesso de equipe técnica para dias de evento Accreditation for technical team for event days | Aqui está o link para a pedido de pulseiras para montagem, desmontagem e dias de evento� Here is the link to submit your wristband request for build, dismantle and event days |
Item
Prazo
Link
22 DE MARÇO�MARCH 22 | Documentos obrigatórios�Mandatory documents Licenses�Licenças Segurança do trabalho�Health and Safety Rádio frequencia (se aplicável)�Radio frequency (if applicable) | Aqui está o link para a entrega das licenças, segurança do trabalho e frequências (se aplicável)� Here is the link to submit your licenses, health and safety docs and radio frequency (if applicable) |
DEADLINES AND MAIN DATES
DE 22 DE MARÇO�ATÉ 2 DE ABRIL�FROM MARCH 22 TO APRIL 2 | Acesso de veículos para montagem, desmontagem e dias de evento�Vehicle access for build and dismantle Agende seus horários na plataforma voyage control�Please book your slot on Voyage Control | Aqui está o link para agendamento dos veículos para montagem, desmontagem e dias de evento� Here is the link to book your vehicle access for build, dismantle and event days |
Item
Prazo
Link
DEADLINES AND MAIN DATES
LOAD IN AND LOAD OUT
Load in
Load out
Load in dates are scheduled according to the size of the stand.��See complete dates for Load in and Load out. ��Early or overnight assembly is not available.��If you have any questions about the start date for assembly, please contact us at partnerproduction@websummit.com.
All decorative elements, materials (books, stationery, office utensils) and equipment (computers, DVDs, fridges, televisions, etc.) must be removed from the pavilion after the end of the event, according to the dates and description.�A representative of the exhibiting company must remain at the stand until all materials and equipment have been removed.�The electricity to the stands will be switched off 30 minutes after the end of the event.�Web Summit is not responsible for products and equipment left in the pavilion.�The stand can be dismantled on the evening of the last day of the event, keeping all material in the stand space. Removal in large trucks will only be allowed on the day after the closing day.�Importante: A desmontagem e/ou desmobilização só deverá ser iniciada a partir do momento da saída do último cliente.
LOAD IN AND LOAD OUT
Load in
Rules
Web Summit is exempt from supplying the exhibitor with any assembly items.
Builders must bring their materials ready and/or semi-ready, with only the final finishing details still to be finished. Sanding and/or plastering the walls of the stands is not allowed in the pavilion.
The entry of circular saws, cutting discs for iron and aluminum or similar equipment will not be permitted. No masonry work will be allowed. Work with grease, paint and other similar materials may only be carried out in an appropriate place, so as not to cause damage to people, neighboring stands or the event area.
Under no circumstances may the floor, walls, columns and ceiling of the pavilion be marked, painted, cut or drilled. No components or products may be hung, supported or tied to the structure of the venue. In the event of any damage caused by the exhibitor, the latter will bear the repair costs stipulated by Riocentro's technical team.
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 1000 Eur.�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�
Recyclable plastic and cardboard �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 1000€ by the event organiser
LOAD IN AND LOAD OUT
Load in
Rules
Accessibility ramp��At Web Summit, we aim to make all our events accessible to everyone. We expect all our event partners/exhibitors to ensure that their stand is fully accessible and to consider accessibility for people with visual impairment, hearing impairment, physical height and neurodiversity requirements when building their stand.
Raised-floor stands require ramps to be easily accessible to all Web Summit attendees, so the installation of an access ramp for accessibility at raised-floor stands is mandatory, regardless of the size of the stand.
Insert a ramp in accordance with ABNT 9050, for floors with a height of 0.10 m - The ramp should be 1.00 m x 1.00 m and have a bevel of 0.50 m on each side.
We recommend using washable flooring on the stand. The material used should be wood, vinyl flooring or similar, as they must be cleaned constantly.
We recommend that you take special care when working with paints and other materials that may stain the floor of the pavilion. Any costs incurred as a result of damage to the floor will be passed on to the exhibitor.
Fire-retardant material must be used to cover the floors and ceilings of the stands. The use of corrosive products of any kind or group is not permitted.
LOAD IN AND LOAD OUT
Load in
Rules
Steel Work: Steel structures may not be manufactured inside the hall. The elements must be loaded onto trucks, semi-finished.
Modular construction in aluminum: The structural elements of modular builds must result in completely safe constructions. The use of pins or pieces of wood to join or lock aluminum assemblies is not permitted.
Horizontal building: Stands may not be set up projecting horizontally over neighboring stands or circulation areas.
If any exhibitor has an item that exceeds the overload limit of the pavilion floor, we need to receive all the information in advance to analyze each case and, depending on the equipment, plating will be necessary to better distribute the load on the floor.
Use of glass
Stands with glass panels on the outside must not exceed a maximum height of 3.00m and must have warning signs to prevent accidents.
Walls above this height may only be built using insulating film or polycarbonate, acrylic, laminated or tempered glass panels. Glasses with insulation must have a technical certificate guaranteeing that they will not shatter.
If glass is installed in your stand, it must be done with extreme care and only using tempered glass. If glass is broken, Web Summit reserves the right to impose a fine on the assembler and it is mandatory that insurance policies cover any such accidents.
LOAD IN AND LOAD OUT
Load in
Rules
Space for organizing queues and outside area around the stand.
It is strictly forbidden to use the passageways for storing materials, debris, packaging, equipment, tools and/or products to be installed or used on the stand. All operations must be carried out within the confines of the stand itself.
During assembly, during decoration of the stand and after installation of the header, the exhibitor may not leave any garbage in the aisles. We also ask for attention during dismantling: the assembler must leave the space free of debris, garbage or any other material. The exhibitor/assembler is fully responsible for removing all material. If the exhibitor/assembler needs a skip to remove waste, they should contact Partner Production for a quote.
LOAD IN AND LOAD OUT
Load in
Rules
Deliveries and Collections of Materials from the Exhibition Hall
Exhibitors are responsible for assembling materials and equipment on their stands. The event organizers cannot receive materials and equipment on behalf of exhibitors. Exhibitors must designate a person at their stand responsible for receiving and returning materials and equipment.
Any means of transporting light loads inside the pavilion must be fitted with rubberized wheels (cart board type).�
Access must be via Av. Olof Palme, Gate G of the Riocentro Exhibition & Convention Center, and trucks are not allowed to park in the common areas of the Exhibition Pavilion. After unloading, all trucks must leave the area immediately. Otherwise, the Exhibition Pavilion will impose a fine of 800 euros.
LOAD IN AND LOAD OUT
SAFETY, INSURANCE AND RESPONSIBILITIES
Safety, Insurance And Responsibilities
Responsibilities and Safety
Any acts that may cause inconvenience or hinder the running of the event or exhibitors will not be permitted.
It is the obligation of each exhibitor, in collaboration with Web Summit, to try to prevent theft and robbery. Any such occurrence must be immediately reported to Web Summit and the offender must be taken to the police and/or private security authorities on site.
The security of the common exhibition areas will be the responsibility of Web Summit, which will not be held liable for any damage, breakdown, damage, theft or theft of products and equipment on display or materials used by the exhibitor or third party contractors.
It is expressly forbidden for armed persons to enter and/or remain in the Pavilion.
Insurance
As stated in the Exhibition Contract, it is the exhibitor's responsibility and duty to provide their own insurance against any risks, especially in relation to their staff working at the event, as well as in relation to the stand, goods, products, equipment and materials displayed or used on their stand.
The event organizers are not responsible for the safety of items of any kind brought to the event by exhibitors or their teams.
Exhibitors are advised to check that items are covered by their own insurance for all risks: fire, explosions, theft, accidents, transportation of materials (including assembly, exhibition days and breakage), etc.
It is also recommended that exhibitors keep notebooks, telephones, electronics, folders, documents, etc. close at hand and in plain sight. Products and equipment can be fixed to the stand structure or stored in lockers provided by the event organizers at the entrance to the event and at certain points within the exhibition. It is also recommended not to use illegal computer programs.
SAFETY, INSURANCE AND RESPONSIBILITIES
Fire safety
Work with electric welding, or even the use of extension cables, will not be authorized when laying floors with glue or other flammable materials.
The pavilion will be equipped with fire extinguishers, but it is compulsory for all exhibitors to keep fire extinguishers on their stands with a charge compatible with the equipment and products on the stand. Fire extinguishers must be properly positioned, identified and signposted.
For every 100m², stands must contain 1 fire extinguisher with a charge compatible with the products on display, from the moment the products and equipment are placed.
Each stand over 100m² must contain 2 fire extinguishers.
Fire extinguishers can be rented from the Partner Store for the event days.
SERVIÇOS DISPONÍVEIS PARA COMPRA
Emergency exits
Stands or auditoriums with enclosed areas over 100m² must include:
Fire extinguishers | Capacity | Main use |
CO2 - Carbon dioxide | 6 kg | Computers, TV, video, etc. |
PQS - Dry Chemical Powder | 4 kg | Live Electrical Equipment |
AP - Pressurized water | 10 L | Paper, wood, fabrics, fibers, etc. |
SAFETY, INSURANCE AND RESPONSIBILITIES
Health & Safety
Work clothes and PPE
The use of PPE is compulsory. Staff who do not have this equipment will not be allowed to enter or remain in the hall.
All PPE must have a CA (Certificate of Approval) issued by the MTE - Ministry of Labor and Employment.
All exhibitors, employees and/or contractors will only have access to the pavilion if they are dressed appropriately and must also be duly accredited for the assembly and disassembly period.
Only the builder and accredited exhibitors will be allowed to enter and stay.
Please note that, in accordance with Labour Ministry regulations, it is forbidden to wear sandals, flip-flops, clogs or any type of open shoe during assembly/disassembly. As well as people wearing shorts, skirts, capri pants, tank tops or no shirts. This rule applies to everyone in the pavilion, including exhibitors.
It is the exhibitor's/assembler's responsibility to provide its employees and/or contractors with the PPE appropriate to the risks of the booth assembly and disassembly work environment, in accordance with Ordinance No. 3.214 of June 8, 1978. This equipment must be in perfect condition, conservation, use and operation.
THE USE OF PPE IS COMPULSORY THROUGHOUT THE ASSEMBLY AND DISASSEMBLY PERIOD, INCLUDING FOR DELIVERY PERSONNEL AND PEOPLE PASSING THROUGH THE PAVILIONS. IF THE ABSENCE OF ONE OR MORE ITEMS OF PPE IS IDENTIFIED, THE PROFESSIONAL WILL BE INSTRUCTED TO IMMEDIATELY EQUIP THEMSELVES, UNDER PENALTY OF REMOVAL FROM THE PERIMETER IF THEY FAIL TO COMPLY WITH THE INSTRUCTIONS.
SAFETY, INSURANCE AND RESPONSIBILITIES
Health & Safety
Assembly of suspended structures
The assembly of suspended pieces, both outside and inside the stands, must be carried out in accordance with occupational health and safety regulations. Web Summit is not responsible for any incident.
According to article 157 of the CLT, companies are responsible for:
Working in heights��Work being performed above a height of 2.00 meters must be done with the aid of Scaffolds with wheels or with adequate platforms or machinery.
It is forbidden to use ladders 4.00m or 5.00m high for working at heights.
Presence of minors
For safety reasons, minors will not be allowed during assembly and disassembly.
Fire extinguishers
Exhibitors are required to keep fire extinguishers in accordance with NR23 - Fire protection, NBR14.276/1999 - Fire and panic brigade and ordinance 46.072/2001 - Fire protection.
On assembly, event and disassembly days, there should be 1 fire extinguisher per 100 m2, with a charge compatible with the products on display and the materials used to assemble the stand, duly signposted. Chemical powder, CO2 or ABC fire extinguishers weighing 6 kg are recommended.
Exhibitors must provide a fire extinguisher for the duration of the event (4 days). The fire extinguisher can be rented from the Partner Store in advance and will be distributed the day before the event opens and removed at 6pm on April 18, 2024.
Load Capacity Limits
The maximum static and dynamic load allowed inside the hall is 3,000 kg/m².
SAFETY, INSURANCE AND RESPONSIBILITIES
Occupational Safety and Legislation
Hiring outsourced labor
Exhibitors who hire third-party services and choose not to do so through the Event's Official Suppliers, must be aware of the legal procedures required, as determined by the Ministry of Labor and Employment. These procedures extend to all the professionals involved in providing the service: receptionists, assembly workers, etc.
Exhibitors must inform their contractors of these conditions and demand that they comply with them.
Employing minors
To hire minors, the exhibitor must obtain special prior authorization from the Brazilian Juvenile Court. Web Summit is not responsible for any hiring that does not comply with legal requirements.
Embratur Register
Under the terms of Law No. 8,181 of March 28, 1991 and Normative Resolution No. 416 of January 18, 2001, all companies that organize, promote and provide specialized services for events, as described below, must be registered with Embratur in their respective categories.
Hiring foreign labor
Foreign companies, Stand Organizers or Stand Builders must comply with the relevant Brazilian legislation regarding:
Labor ties between foreign companies and Brazilian workers at their disposal
Labor ties between foreign companies and the Brazilian company providing the service
SAFETY, INSURANCE AND RESPONSIBILITIES
Health & Safety
Smoking�Federal Law No. 92.914/96 prohibits the use of cigarettes in collective, private or public environments, subject to a fine. This should apply to all spaces in the hall, rooms, circulation areas and toilets.
Hazardous Equipment�Any type of internal combustion engine is prohibited inside the pavilion during the event, as well as the use of explosives, non-inert gases, toxic gases, fuels, LPG and flammable liquids.
Special Installs
Any equipment that may present a risk to the public, neighboring stands or the pavilion must be equipped with special features that, at the discretion of the Web Summit, completely eliminate any danger.
Regulatory norms
All automakers must follow the Ministry of Labor's NR 18 and NR 35 for the safety of their employees.
Here's a link for reference:
http://trabalho.gov.br/images/Documentos/SST/NR/NR35/NR-35-2016.pdf
The "NR 18 and 35 Certification" will be required for all employees who will be working under the conditions imposed by the Norm.
The principle of the NR is to regulate and guide mandatory procedures related to occupational safety and occupational health in Brazil.
The Regulatory Standards of Chapter V, Title II, of the Consolidation of Labor Laws (CLT), relating to Occupational Safety and Occupational Health, were approved by Ordinance No. 3,214 of June 8, 1978 and are mandatory for all Brazilian companies governed by the CLT.
For more information see:
http://trabalho.gov.br/seguranca-e-saude-no-trabalho/normatizacao
SAFETY, INSURANCE AND RESPONSIBILITIES
SUBMISSIONS FOR APPROVAL
Technical Render
The first drawing to be submitted must include:
Approval of the submitted project will be sent to the contact e-mail address of the submitter. A copy of the approved project (with the approval attached) must be available at the stand, with the construction company or the partner/exhibitor, throughout the period of assembly, realization and dismantling of the event.
Link for submission �Final Deadline: February 23, 2024
SUBMISSIONS FOR APPROVAL
Technical Render
In the event of the project not being approved, the partner must adapt it within the established deadline, under penalty of being excluded from the event, without the right to reimbursement of the amounts paid or any other compensation.
Having the project approved is essential to start the assembly work. Builders who do not have a project approved by the Web Summit will not be allowed to enter.
Approvals will be sent within 2 weeks of submission, provided that all designs have been sent correctly.
Link for submission �Final Deadline: February 23, 2024
TEXT GOES HERE
SUBMISSIONS FOR APPROVAL
Rigging
The placement of aerial points is subject to technical approval to be carried out jointly by the GL and Web Summit teams. Once the form has been submitted with all the aerial points data that is required, the GL team will contact you to make the technical arrangements and the aerial points must be purchased from the Partner Store.
STEP 1
Submit the rigging form with all the information requested.
STEP 2
Wait for the GL technical team to contact you for approval or to request adjustments. GL's technical team will indicate how many points and how many AC cables should be purchased.
STEP 3
After approval and indication of the number of AC points and cables, the builder must ask the Partner or PS Manager for access to the Partner Store to purchase the AC points and cables.
STEP 4
Aerial points and AC cables will only be installed upon payment in the Partner Store.
Link for submission �Final Deadline: February 23, 2024
SUBMISSIONS FOR APPROVAL
Rigging - Points available per Pavillion
DWG sent by email when requested: partnerproduction@websummit.com
SUBMISSIONS FOR APPROVAL
Rigging - AERIAL STRUCTURE GUIDELINES AT RIOCENTRO
SUBMISSÕES PARA APROVAÇÃO
▪ It is not permitted to attach an element that creates a dynamic force.
▪ The lifting, installation and hoisting of the component is the responsibility of the contractor/assembly company.
▪ The supplier will not provide lifting platforms or aids for lifting materials, or even hoists.
▪ Only the Riggings - GL Events team is authorized to use the rigging platforms.
▪ The contractor must appoint a responsible person who will monitor the installation and point out the location of the aerial points according to the approved plan. This must be done before any element that would prevent the machine from accessing the site is installed, such as the stand floor.
▪ All metal aerial structures must be properly grounded electrically.
▪ We do not supply power cables, AC/PP/data/audio cables or any other cables not specified. The supply of AC cables (PP/data/audio) is the responsibility of the assembler/exhibitor, due to the specific needs of the assembly. Each AC point comprises up to 3 simultaneous cables (pathways) with a maximum length of 30 meters. The assembler must be present to return the cables.
▪ The power cables must be connected to the stand's power panel or to another power supply contracted with the pavilion or generator.
▪ Power/data/audio cables, straps and hoists not removed on the day of dismantling will be discarded. We do not store materials.
▪ Replacements will be analyzed individually and, if approved, will be included in the installation logistics.
▪ We will charge R$316.25 for each change, only made by the Riggings - GL Events team. The charge will come via a custom link.
▪ Partial assembly of cables will not be allowed.
▪ Amounts are non-refundable.
▪ You must keep the paths clear for platforms to access your stand/area.
▪ The service of aerial cables is a rental (referring to the period of assembly, realization and disassembly), so the steel cables belonging to GL Events are used at the events and must be returned to the Riggings team undamaged. GL Events does not supply straps, hoists, power cables, data cables or locking / lashing tools.
▪ The number of points available is defined by the stand's contracted area in relation to the grid. It is not permitted to use points that are in a neighbor's area, on the street or elsewhere outside the contracted area.
▪ The use of a hoist is not permitted in Hall 3 due to load limitations.
▪ The use of hoists will only be permitted with BELTS, which must be included in the calculation report and ART/RRT. You must also follow the instructions for use on the next slide.
Rigging - AERIAL STRUCTURE GUIDELINES AT RIOCENTRO
Payment must be made via the Partner Store. Payment will be authorized after approval of all items as listed above.
After proof of payment, the installation of the points will be authorized according to the clearance of access. We do not work on a scheduled basis. Cables are installed according to street availability and platform circulation.
SUBMISSIONS FOR APPROVAL
Connectivity
Our networks are carefully planned and designed to support the best experience that can be provided for everyone. Deploying 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.
EG: Portable Hotspots, MiFi Devices, iOT Beacons which provide WiFi capabilities
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.
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)
During peak times you may experience delays due to network congestion
Older devices may not be supported the 5Ghz frequency band, please review your hardware specification sheet or consult your technical team
Older devices are supported on the 2.4 GHz band��For older devices supported on the 2.4 GHz band, a dedicated Wi-Fi network is provided for use in the outdoor areas of the venue.
Please note that this network is not available within any of the pavilions as it operates on an unregulated band, which is subject to interference.
TEXT GOES HERE
Link for submission �Final Deadline: February 23, 2024
SUBMISSIONS FOR APPROVAL
Connectivity
Internet-enabled network cables
Your site activation will include a single ethernet cable as standard, with internet connectivity.
For provided build Partners, your network cable will be placed in the corner of your stand, where the two walls join together, unless a preferred location is specified through a services placement plan.
If required, an additional ethernet point up this can be purchased from our Web Summit partner store, upon completion of your network survey.
Please review the following terms to ensure support for your devices:�
Bandwidth�shared with other wired points – over peak times you may experience delays due to network congestion
by default, this cable will be allocated a maximum speed of 10Mbps
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 10Mbps.
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 before February 23.�With knowledge of your requirements, we can better tailor a package to your needs in order to give you the best experience possible.
TEXT GOES HERE
SUBMISSIONS FOR APPROVAL
Services Plan - Electrics
The electrical voltage at Riocentro is 380 Volts or 220V - three-phase or single-phase.
Charged per KVA - All exhibitors will be charged for electricity consumption (KVA)
Extra KVA - If the amount of electricity (KVA) purchased from the Partner Store is not enough to supply your stand, the exhibitor can purchase additional KVA from the Partner Store and inform partnerproduction@websummit.com, copying your Partner Success Manager.
A load greater than that allocated to the stand cannot be connected to the mains. During the event, the energy used will be measured. If the exhibitor exceeds the amount previously informed, the difference will be charged.
�All interconnections to the primary electrical network will only be made by the technical team hired by Web Summit, who will install the power point inside the stand area.
�The operating circuit breaker current for the HQ dedicated to the stand must follow the table on the right:
SUBMISSIONS FOR APPROVAL
Stand load (KVA) | General circuit breaker - QDL (Ampere) |
Up to 24 KVA | 30 |
From 24 to 44 KVA | 60 |
From 45 to 66 KVA | 100 |
Above 67 KVA | Contate o time de produção do Web Summit |
A "live" end will be delivered according to the KVA requested in each area. It will be up to each exhibitor/assembler to complement the electrical installation and distribution on the stand, providing the power input with circuit breakers and main switches with protection compatible with the electricity demand, in sheet metal frames, with door, fixed in a place freely accessible to the Web Summit maintenance team, even outside the event's opening hours. The Event reserves the right to turn off the main switch in the event of an emergency.
Services Plan - Electrics
Electrical installations must comply with the standards of NBR 5.410/90 and 13.570/96 of the Brazilian Association of Technical Standards - ABNT: Low Voltage Electrical Installations, especially with regard to electrical cables, disconnection and grounding protection devices (disconnection metal and protection against electric shock) and electrical installations in places with a large flow of people.
KVA consumption - We recommend that the electricity demand be assessed by a specialized technician to avoid errors in calculating the amount required. Additional sockets will only be supplied if additional KVA power is requested.
IMPORTANTE::
SUBMISSIONS FOR APPROVAL
Services Plan - Hydraulics
The exhibitor can request hydraulic installations through the Service Plan, which will then analyze the technical feasibility of the installation and the purchase can be made in-store.
If it is not technically feasible to install a drainage point, it will be mandatory to install a drain in order to prevent water from spilling out onto traffic routes. Stands with hydraulic installations must have raised floors.
This installation will be subject to confirmation of technical feasibility. If it is necessary to use a ramp to enable the installation of the point, the cost will be passed on to the exhibitor. Please contact Partner Production for more information on feasibility. Once confirmed, purchase the connection from the Partner Store.
SUBMISSIONS FOR APPROVAL
Services Plan - Form
You must submit a detailed plan of electricity, connectivity (including the 10Mbps cable given as a courtesy) and hydraulic connections for your activation. This is necessary for us to make the appropriate arrangements for laying services. You must clearly indicate where each service is to be placed.
Open the form in a PDF editor (recommended: Adobe
Acrobat/Preview on Mac);
• The scale of the grid is 1 square = 1 meter;
• Draw bold lines to indicate the outline of your stand. For example, if your stand is 6x4, draw a line around the 24 boxes that would form your stand;
• Using the legend, mark where you would like each service to be placed on your stand, where applicable;
• You can do this by typing the code for the relevant service in the box where you want it to be installed;
• Write down the numbers of the adjacent stands around your stand.
Link for submission Deadline: March 15, 2024
SUBMISSIONS FOR APPROVAL
Licenses
The following documents must be completed and sent in for approval of stand assembly and credentials:
Failure to submit the above documents will result in no access to credentials for assembly / disassembly days.
Link for submission �Start date: February 23, 2024�Deadline: March 22, 2024
For partners who will build their stands at the Web Summit, we recommend Ícone Produções Artísticas for licensing.��Prices and further information please contact:��Edson Goncales
icone.licencas@gmail.com (Nathalia)
+55 21 97144-4938
SUBMISSIONS FOR APPROVAL
Project A.R.T and R.R.T
Exhibitors who are going to build must have their stand project approved by a registered Brazilian Architect or Engineer, who is a member of the ART (Technical Responsibility Year) or RRT (Technical Responsibility Register).
The ART or RRT must contain the complete assembly project, including the calculation of the structure, maximum load in kilograms and a description of the professional's responsibility for the project. It must be signed and the appropriate fee paid to CREA/RJ or CAU/BR.
Link for submission �Start date: February 23, 2024�Deadline: March 22, 2024
It is the responsibility of all builders, both Brazilian and non-Brazilian, to obtain a building permit before load in day. Exhibitors must request this from the companies assembling their stands, as shown below. This procedure is imposed by the Brazilian government and must be followed without exception.
There are two valid types of technical responsibility term: one issued by the CAU and the other issued by CREA/RJ. Only one of the two documents needs to be presented, along with the appropriate payment receipt. The choice of issuing body is at the discretion of the assembler or exhibitor, but presentation is MANDATORY.
R.R.T. (Registration of Technical Responsibility, issued by CAU) must be signed by an architect affiliated with CAU. You can request a R.R.T. via the website www.cau.org.br.
A.R.T. ("Technical Responsibility Statement", issued by CREA/RJ ) must be signed by an engineer affiliated with CREA/RJ (exclusively from the state of Rio de Janeiro). Engineers from other Brazilian states cannot sign off on projects carried out in the state of Rio de Janeiro; they must delegate this task to a local partner or colleague. You can apply for an A.R.T.using this website
SUBMISSIONS FOR APPROVAL
Occupational Health and Safety
Occupational H&S - Employees
You will be asked to fill in an employee form to be submitted between February 23 and March 22, and to attach the PDFs for each employee as shown below:
Failure to send the requested documents will result in no access pass being issued for the Load in / Load out days.
Link for submission�Start date: February 23, 2024
Deadline: March 22, 2024
SUBMISSIONS FOR APPROVAL
Accreditation for Load in and Load out
STEP 1
STEP 2
STEP 3
STEP 4
Once all the documents and the submission have been approved, the person who submitted the form will receive an email with the approval.
One representative will use the form to request the number of load in and load out wristbands required for their team and the agency. The request must be a single one - one request and one representative per stand.
The approval for the handover of the load in and load out wristbands is subject to the full approval of all the License and Occupational Health & Safety documents.
Wristbands must be picked up at CREW REGISTRATION from April 10th by the indicated representative.
SUBMISSIONS FOR APPROVAL
Link for submission�Start date: February 23, 2024
Deadline: March 22, 2024
WIRELESS DEVICES
WIRELESS DEVICES
If the partner is using wireless microphones, radios or any wireless devices, before the start of the event, they must inform the frequency of the microphones or devices and the event organizers will assess whether the frequency interferes with any of the event's frequencies. If it does, the partner will receive another frequency to adapt the equipment.
If the Partner wishes to have AV equipment and technicians on the stand, we recommend the Organizer's AV supplier. They can supply the audiovisual equipment, set it up and operate it. This would make the process of moving, installing and setting the frequency of the microphones much easier.
Send an e-mail to partnerproduction@websummit.com to share your needs and be introduced to our supplier. If you bring your own supplier, fill THIS FORM by March 22nd.
SUBMISSIONS FOR APPROVAL
SERVICES AVAILABLE FOR PURCHASE
Services - Load In
Power
Water & Drain
Cleaning
Connectivity
Rigging
The amount of KVAs needed to operate the stand must be purchased, following the instructions from January 26th. The energy purchased is valid for 4 days and will be switched on from April 15th to April 18th. If you need the electricity on for testing on the 14th, you must purchase the extra electricity for the 14th.
*Exclusive�R$ R$391.01 per KVA (4 days)
R$62.80 per KVA (extra day)
Aprox. 6% taxes not included
If you need a water and drain connection on your stand, the link for purchase must be requested from your PS Manager and will be sent after assessing the location of the stand on the floor to ensure availability. Raised flooring is required for water and drain use.
*Exclusive�R$647.20 per conexion (4 days)
R$94.38 extra day
Aprox. 6% taxes not included
During Build Cleaning consists of 12h shifts. You can hire as many cleaners you deem necessary for whichever build days you need them for.�Post-construction cleaning to be carried out on the evening of 15/04. Either must be purchased from the Partner Store, as well as the agency or builder can quote for waste removal bins or custom quotes with their PS Manager.�No removal of Large waste included.�*Exclusive�Prices soon
If you need more internet than the cable included in your stand, there are products available in the Partner Store or you can fill in the Connectivity form for custom orders.
*Exclusive�Prices - see store
The aerial points and AC cables will be available for purchase in the store, but only after evaluation and technical approval of all the aerial point projects submitted. The supplier has no trusses available for rent.
*Exclusive�R$632.50 per rigging point
R$632.50 per AC cable
Aprox. 6% taxes not included
SERVICES AVAILABLE FOR PURCHASE
Services - Event
Cleaning
Security
Extinguisher
Labour
Daily stand cleaning, whether dedicated or nightly, is not included and must be purchased from the Partner Store. If you would like more customized cleaning services, please contact your PS Manager. Once your stand has been assembled on site, our cleaning coordinator will visit the stand to confirm the brief and show you the areas of importance.
*Exclusive
Prices soon
12-hour security shifts (7 a.m. to 7 p.m. or 7 p.m. to 7 a.m.) will be available in the Partner Store for purchase. After purchase, send an email indicating the days on which you want the shifts. The company providing the security will decide on the allocation of the security to your stand.
*Exclusive�R$R$627.21 per shift (12 hours)
Aprox. 6%taxes not included.
A fire extinguisher suitable for various materials and indicated by our safety engineer will be available for hire. Stands up to 100m2 must have 1 fire extinguisher and above that size, 2 fire extinguishers.
Not exclusive�Prices soon
A service of carriers will be available in the store for the days of the event, should it be necessary to move materials between April 16 and 18.
*Exclusive during event�Prices - See Store
SERVICES AVAILABLE FOR PURCHASE
PURCHASES AT THE PARTNER STORE
PURCHASES AT THE PARTNER STORE
Store purchases must be made using a credit card.
Taxes are added at at the checkout.
Exclusive services must be purchased from the Partner Store following the instructions in this manual.
If any purchases are not compatible with the projects submitted, we will ask for the purchases to be adjusted and paid for, so that they match.
All services requested in the Service Plan will only be guaranteed after purchase and payment in the Partner Store.
To access the store, please contact your PS Manager.��
Opening date: January 26th
Closing date: March 15th
��
PURCHASES AT THE PARTNER STORE
ACCREDITATION FOR THE EVENT
ACCREDITATION FOR THE EVENT
There are two different types of main accreditation for Stands during the event days:�Partner: Credential issued to Partner for his own use�Crew: Credential approved by the Web Summit production team for stand crew.
Partner
This accreditation must be allotted by the POC determined by the partner and will be used by people who will have contact with the public and speak at the stand on behalf of the partner. Example: Receptionists, company employees, presenters, etc.
Crew
This accreditation will be asked via the Event Access Form and there are a number of pre-approved accreditations according to each stand size. Beyond this number, requests must be justified and evaluated.
Notes:
Web Summit considers Crew to be all persons providing essential stand maintenance services. Beyond these people, any use of Crew accreditation will be evaluated and then approved or not.
Partner accreditation is collected at Main Registration. Crew credentials can be picked up at Crew Registration. Both only from April 14th.
Link for submission Deadline: March 22, 2024
SHIPMENT OF MATERIAL TO RIOCENTRO, STORAGE AND MACHINERY RENTAL
SHIPMENT OF MATERIAL TO RIOCENTRO, STORAGE AND MACHINERY RENTAL
If you need to rent forklifts, pallet trucks or cranes to unload or load your trucks or for installs, Merkur Expo Logistics, together with Fulstandig, is the official and exclusive service provider for Web Summit Rio 2024.
Merkur Expo Logistics is also the official provider of on-site warehousing and international freight forwarding services for Web Summit Rio 2024.
Direct shipments to the venue by delivery companies and couriers are not permitted. If you wish to ship directly to the venue, please contact Merkur by e-mail.
Full submission guidelines, including shipping instructions and required documents, can be found at Merkur's guidelines documents.
Merkur's contact e-mail is: portugal@merkur.pt
OPERATIONAL RULES
Sound / Music Rules
ECAD
Exhibitors wishing to install sound, bring live music, install video or any other type of equipment in their area or stand will be responsible for paying the copyright to ECAD - Central de Arrecadação e Distribuição, exempting Web Summit from any responsibility for the performance of works by third parties.
According to Law No. 9,610/98, which regulates copyright, the exhibiting company that uses ambient music on its stand, even via AM/FM radio, must charge a fee by filling in a form available from ECAD - the Central Office for Collection and Distribution.
OPERATIONAL RULES
The completed form must be handed in to ECAD for calculation of the fee and issue of the payment slip, which can be paid at any bank branch by the due date.
NOTE: This fee must be paid no later than 72 hours before the start of the event and proof of payment must be displayed on the stand to facilitate any inspection.
ECAD
Av. Almirante Barroso, 22,22o and. Centro Zip Code 20031-000
Rio de Janeiro / RJ
+55.21.2544 3400
www.ecad.org.br
Sound / Music Rules
Sound System
Exhibitors using sound, video or any other sound equipment must respect the maximum volume limit of 65 DB SPL (Sound Pressure Level), measured in the aisles in front of the stand area. All speakers that are not indoors and isolated must be facing the center of the stand.
Exhibitors wishing to produce a higher volume than that permitted by contract may only do so inside their stand, in a closed and acoustically isolated area, so that the external sound volume does not exceed the above limit.
It is forbidden to project sound or images, by any means, outside the confines of the exhibitor's area. It is also forbidden to use any kind of magnifying glass to issue sales messages or publicize promotions.
Any exhibitor using a sound system must send the project to the Web Summit, with the specifications and indications of the treatment used in the acoustic insulation of the stand, and must reformulate it if any irregularities are detected.
Exhibitors who do not respect the rules established for soundproofing will have their electricity cut off by Web Summit, which will draw up a " Report of Incident" at the time. If the exhibitor refuses to sign this form, it will be signed by 2 witnesses. Electricity will only be restored to the stand after payment of a fine of 900 euros and, in the event of a repeat offense, the power will be cut off permanently until the end of the event.
OPERATIONAL RULES
Raffles
Overview
Web Summit does not encourage the implementation of raffles, but if the exhibitor wishes to hold a raffle that does not cause problems with the flow of people and follows all the sound volume rules, the request must be made through the Trade Promotion Control System (SCPC), at the following link: www.scpc.sefel.fazenda.gov.br and presented to Web Summit.
If you have any questions, consult the SCPC service channels, which are open 24 hours a day, 7 days a week. Call Center 0800-978 2332 (Brazilian number).
OPERATIONAL RULES
Sales & Giveaways
Sales of Products and Distribution of Promotional Material
The sale of products is not permitted on the exhibition premises. Promotional material may only be distributed within the perimeter limits of the stand.
Failure to comply with this clause may result in the items in question being confiscated from the stand until the end of the event.
Under regulations issued by the Rio de Janeiro State Finance Department, all exhibiting companies must apply for a PAF - Provisional Operating Permit to exhibit at events held in Rio de Janeiro. In addition, if the exhibitor wishes to distribute giveaways, they must pay the taxes charged by the State Department of Finance (SEFAZ) for the giveaways to be distributed.
Subsecretaria Adjunta de Fiscalização IFE01
Rua Buenos Aires, 29, 3o Floor
CEP 20070-021
Rio de Janeiro/RJ, Brasil
+ 55 21 2332.3187
OPERATIONAL RULES
People flow
All partners must keep the circulation around their stand flowing in all directions. Crowds are not allowed to remain around the stand, hindering the flow of participants. If this happens, the event organizer reserves the right to ensure that the crowd is dispersed by any means necessary.
Screens displaying content must not face the main aisles so as not to block passageways, but must be placed inside the stand for interactivity.
No recordings can be made in corridors so as not to block passageways.
Any demonstrations or talks must take place within the perimeter of the stand, including the public.
OPERATIONAL RULES
Riocentro Parking
During the event's assembly and disassembly period, exhibitors can use the public parking lot, paying the daily rate set by the Riocentro parking company or purchasing a Parking Card, valid for the entire duration of the event, which allows them to enter and exit the vehicle as many times as necessary. For more information, visit the parking booths or contact Riocentro directly.
Parking on the docks is strictly forbidden. The dock space is for loading and unloading ONLY. After the service has been carried out, the assemblers/exhibitors must park in the places indicated by Web Summit team.
It is expressly forbidden for trucks or any other type of vehicle to stay overnight on the Riocentro premises, docks and parking lot. If so, a fine of 800 euros will be imposed.
OPERATIONAL RULES
Thank you
partnerproduction@websummit.com
We see you soon!