Eventree is a simple, dynamic system that allows you to submit all your contractor information in one platform. Eventree allows you to organize crew passes for load-in and load-out and to upload all necessary documentation and certificates.

Please ensure that you pre-register all of your contractors using the Eventree platform and upload all required documentation, including method statement, risk assessment, insurance details, and fire certificates. Please see here for an example of a method statement and risk assessment. 

Please ensure that your stand builder uploads all required documentation by Friday, October 4.

Your specific load-in time will be communicated to you in advance of the event dependent on the time needed to build your stand. Please do not arrive outside this time as you will be directed to wait until your designated time. 

Access will be granted with correct accreditation only. Load-in and build start on Thursday, October 31 for large builds. There will be limited availability for this provision. Please contact your partner success manager to discuss this arrangement if required.

All booth construction must be completed by midnight on Sunday, November  3.  This includes all carpentry, sanding and painting works. Stands must be completely clear of any build-related items by midnight on Sunday. If the booth is not completely clear of all build-related items by Sunday at midnight, items will be removed as waste at the expense of the partner.

Additional time for rehearsals and booth dressing will be allowed on Monday, November 4 from 8am to 3pm.

For partners who purchased a post-build cleaning package, this will take place during the hours of 3pm Monday to 6am Tuesday. All rehearsals and booth dressings must be completed on the stand at this time. If the stand is not ready at 3pm Monday the cleaning will become void and cannot be refunded

Please note that to gain access to the venue during build and load-in, all attendees must wear high-viz jackets and hard hats.

Access to your booth is possible from 7.00am on the opening morning – Tuesday, November 5. 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 5. 

Do not leave trash sitting in your booth. Do not block aisles with equipment, or rubbish, or stand build materials. Please read our waste disposal policy.

Load-out schedule and rules

You must not start breaking your booth down until 6.30pm on Thursday, November 7 (or until the venue is clear of all attendees). 

All items without exception must be clear of the venue by midnight on Thursday, November 7. Please contact your partner success manager if you require additional time. 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.

Your specific load-out time will be communicated to you in advance of the event.

Please send your load-in, build and logistics schedule to your partner success manager by Friday, October 11.  

Loading dock

Access to the loading dock will be managed strictly by allocated slots, which will be assigned by Web Summit and communicated to you by your partner success manager. If you arrive to the loading dock either outside of your allocated time slot, or without an appointment scheduled, you will be turned away and asked to wait for a slot to become available.

You will not require access to the loading dock if you are able to carry in items for your booth by hand. The loading docks are to be used for delivery of larger items.

Vehicle passes

You must submit details of the delivery vehicle(s) if you will be delivering items to the venue through the document uploading and ticket request application.

Please ensure that you pre-register all of your stand builders using the document uploading and ticket request application by Friday, October 4. Please note the information can be edited after it has been submitted. Check the submission confirmation email for more information on how to do this. Please see a description of each of the different stand builder accreditation types below: 

Load-in pass | October 31 – November 4

• Valid during load-in (build) ONLY.
• These passes are for stand builders who are required onsite to build but are not required during event days.

Crew pass | November 5 – November 7

• Valid on event days only.
• Crew passes will be active from Tuesday, November 5 until 5.30pm on Thursday, November 7.
• Please note Crew passes are available to stand builders who will be performing duties during event days. Requests for Crew passes will be reviewed and approved by show management.

Load-out pass | November 7

• Valid during the load-out ONLY.
• Load-out passes are valid from 5.30pm on Thursday, November 7. 
• These passes are for stand builders who are required onsite during load-out.