The Exhibitor agrees to abide by all rules and regulations established or adopted by Web Summit in the best interests of the exhibition. Please take note that there are rules and regulations pertaining to electricity, use of stand and safety, stand construction and shell-scheme booths as detailed in the partner exhibition pack, to be observed by the Exhibitor.

1. The present Regulation includes the rules that regulate the organisation of Web Summit, as well as other events separately presented and under their own name. Should any unforeseen event or so-called “act of God” outside the responsibility or competence of Web Summit prevent an event from being held, delay its opening or force changes to be made in its Regulation, there will not be grounds for demanding an indemnity or the refund of amounts already paid.

2. This regulation is complemented, for each event, by its respective specific “Participation Rules” which are by nature special as regards Web Summit’s general regulation.

3. The scope, dates, duration and opening hours of Web Summit are those as specified in the partner exhibition pack.

1. In events of the Web Summit, only official event ticket holders are allowed to participate.

2. Entry and exit of participants to the Event will be at the times agreed between the Organiser and LISBOA-FCE (the company which owns the trade fair site FIL).

3. Collective participations or groups of exhibitors are allowed, regardless of their nature as long as the names of respective manufacturers or producers of the displayed goods are mentioned.

4. Collective official participations organised by Countries, Chambers of Commerce, or other representing entities in accordance with the event’s objectives are also allowed, and must comply with articles 2.1. and 2.2.

5. Should any complaint be presented, by any exhibitor or by a third party, concerning facts done by a participant, and should Web Summit ascertain that these facts constitute violation of the present regulation or of Web Summit’s anti-harassment policy, sanctions will be applied by Web Summit, which may include closing the stand. Should the actions carried out by the exhibitor give rise to a legal, administrative, or any type of suit, and the exhibitor be condemned regarding the same suit, Web Summit will carry out whatever is determined by the proper entity, as the case may be. These complaints must be presented within 24 hours maximum after the fact that originated them. The exhibitor, to whom a sanction is applied by Web Summit, due to failure to comply with the present regulation, will not be entitled to any indemnity.

6. The exhibitor may not cede, under any circumstance, the right to occupy the stand, to promote or allow the promotion of articles or activities that do not comply with Article 2.1., except given explicit written authorization by Web Summit.

7. Failure to comply with Articles 2.4. and 2.5., as with any of the duties considered in the present regulation, may lead to the participation being cancelled and involve sanctions that may include closing the stand.

1. Participation requests should be formalised by means of the ticket packages and registration forms distributed by Web Summit, which must be completely and correctly filled out. This is a compulsory formality for participating in the event, and only the articles and the activities mentioned in the registration form can be promoted.

2. Registration requests will be received until the date set out in the relevant sections of the portal, with the possibility that registrations may not be accepted hereafter.

3. From the moment of registration, exhibitors (in their own name and on behalf of the company or companies they represent) are committed for all matters and purposes to fully comply with all the rules stated in this Regulation. Registration will only be considered valid and subsequently, participation confirmed when the exhibitor receives written notice from Web Summit. The location of the various participations is solely determined by Web Summit, thus during the allocation of space, the following factors are taken into consideration:

• Arrangement by activity sectors
• Number of modules or area requested
• Date of reception and registration of participation form by Web Summit’s services
• Seniority of exhibitor
• Considerations of economic or technical nature
• Harmony among the various contracted spaces

4. Should the location of a given participation be made by direct acceptance, this will be done according to conditions determined in its own regulation, to be drafted by Web Summit, in which case what is established in the preceding article will not be applicable.

5. When determining location, Web Summit has the right to proportionally assign available space among exhibitors.

6. The location allocated to the exhibitor in a certain exhibition or other event does not imply any commitment on the part of Web Summit to always allocate the same space in any subsequent exhibition or event.

1.The presentation and distribution of products prejudicial to other exhibitors or visitors, that deteriorate the pavement and /or existing constructions is strictly forbidden. All exhibitors and their products must abide by the Web Summit’s anti-harassment policy.

2. Exhibited products cannot be withdrawn during the time of the exhibition, save in exceptional cases, which must always have explicit written authorization from Web Summit. Please note pull-up/pull-up banners are not allowed on stands.

3. Exhibitors may accept orders or make contracts concerning their production, but direct sales to the public with immediate delivery of exhibited products is forbidden. Only with explicit written authorisation from Web Summit can this norm be altered.

4. Floor resistance – The floor of the halls are 10.000Kg/m2 . Special authorisation from Web Summit is required for products whose weight exceeds 2.000kg/sqm (if goods are to be displayed on the ground floor of the pavilions), or over 200kg/sqm (should they be intended for the first storey of a stand).

1. Setting-up and decoration of stands can only take place with the presentation of the crew or load-In accreditation. The details of obtaining the relevant accreditation is available in the relevant section of the partner portal.

2. At no point will there be any direct or subsidiary employment relationship between LISBOA-FCE and the personnel that the Organiser, Exhibitor, or the companies contracted by them bring to the FIL, as contractors and/ or subcontractors, including those involved in assembling the stands. The Organiser or Exhibitor is responsible for the cost of their contractors and/or subcontractors, the full payment of their remuneration, their Social Security contributions, deductions and declarations, payment of taxes and all the obligations arising from the working contract or from any other kind of contract. LISBOA-FCE, or where applicable the Organiser, reserves the right to demand the documents accrediting the up-to-date payment of these obligations. Likewise, both the Organiser and the Exhibitor undertake to comply and oblige their contractors and/or subcontractors to comply with the current legislation on workplace health and safety applicable to work carried out by them, contracted or subcontracted, as applicable.

3. All Companies involved in setting-up and decoration of the stands are required to have a previous credential, which implies the presentation of an insurance policy for civil and professional liability, covering damage caused in the premises or to a third party and possible damage due to stoppage of Web Summit’s activities, in the amount of €1,000,000.

4. Should there be a breach of regulation concerning setting-up and decoration of the stands and/or a breach of technical nature, Web Summit considers itself authorised to carry out the necessary procedures to correct it, which may involve closing the stand. The costs resulting from this corrective action will be charged to the exhibitor.

5. Web Summit reserves the right to place general indication panels or any elements that may improve the exhibition wherever it pleases. The exhibitors cannot remove or cover these indicators.

6. The setting-up and decoration of the stands must be completed by the date indicated by Web Summit before the beginning of the exhibition. If this norm is not complied with, the stand will not open.

7. Web Summit will determine the opening and closing times for setting-up and dismantling periods. Work beyond these established times requires explicit written authorisation from Web Summit, and involves payment of an overtime fee. The times and cost of the above mentioned fee will be mentioned in the partner exhibition pack sent to the exhibitors.

8. Web Summit bears no responsibility in regards to the construction of stands and premises that are made directly by exhibitors. Inside the pavilions it is strictly forbidden to load and unload material for the assembly of stands and displays in the longitudinal and cross-section corridors of the pavilions located in the alignment of the outer gates, so as not to obstruct the circulation of forklifts, hydraulic lifts, wheelbarrows and other equipment. Access in the terms mentioned will be allowed when this is proved to be the only means of access to the stand.

9. All machinery and tools must have the CE type approval and be identified with the corresponding marking. All machinery and tools must be equipped with emergency stop mechanisms to enable them to be stopped in a safe manner. Everyone who has to use machinery or tools must have received the appropriate training and information on the risks that come with using it. Every part of a machine or a tool that poses danger of trapping, cutting, abrasion or projection must be equipped with safeguards or protection mechanisms.

1. The basic characteristics of space used are set out in the stand renders sections on the portal. Other modalities of participation are possible, according to special conditions to be agreed upon.

2. During set-up and decoration of their stands, exhibitors must comply with the rules laid out in the individual stand renders on the portal.

• Stands cannot exceed the height restrictions laid out in their relevant stand render.
• The maximum construction height of any element must be 6m.
• Higher requests should be subject to an assessment by the technical area with a 20-day minimal notice prior the date set for the beginning of the setting/up, and must enclose the plots, sketches and notes duly scaled.
• All companies that opt to build a two-floor structure or structural elements, that are going to support weight or people in that space, must submit a certificate with a plan to the Organiser showing who is in charge of construction, signed by an authorised expert.
• Electric installation in stands where no electrics are provided is the responsibility of each exhibitor, and must abide by the “General Safety Regulation of Low-Voltage Electric Installations”. It must possess general break switches of the differential type and a safety ground network. This work must be done by a professional duly accredited by the DGE (Direcção Geral de Energia General Energy Entity), or by the electricians Syndicate.
• The venue’s installations must be scrupulously respected, namely fire hydrants, extinguishers, loudspeakers, general indicators, television circuits, and fire detectors.

3. In the exhibition pavilions only fire resistant carpet, reference M3, can be utilized.

4. The onsite building of stands in the whole area of exhibition of Web Summit is strictly forbidden, as well as the use of cutting machines, welding machines, sanders and spray guns. Stands must be devised and prepared so that their construction can be obtained solely by assembling the elements that constitute them.

5. All electrical energy powering the stands will be supplied by LISBOA-FCE, The characteristics of the supply are 380 V phase-to-phase and 220 V phase-to-phase and neutral. It is not LISBOA-FCE’s responsibility to provide supplies that could be required for direct current or for any other condition of stability and continuity different to that of the general supply, these being, in all cases, at the expense of the installer or the user of the stand and require prior authorisation from LISBOA-FCE’s Technical Services and Maintenance.

6. All electrical installations will be subject to inspection by Web Summit’s services since any connections to the main system can only be made by them. Web Summit will not be held responsible for connecting any apparatus to the main system that does not correspond to the information provided, and the exhibitors must name the person responsible for the stand’s electric installation project. Damage caused to the main system or to the specific point by these connections is the sole responsibility of the exhibitor.

7. Costs with electricity for lighting, conversation unit, ICT and wifi are those mentioned in the Web Summit partner store page.

8. Requests for electricity and telecommunications must be ordered through the Web Summit partner store page. It is crucial that the voltage of the power to be installed in the stands also be inscribed in the abovementioned forms. It may be impossible to accept subsequent requests. Requests for special lines or circuits must be processed through Web Summit in the partner store.

If they are not mentioned in the registration form they must be requested at least 20 calendar days prior to the beginning date set for setting-up. All special circuits or lines are subject to estimates. Whenever a third party does all the above-mentioned work, they must be supervised by Web Summit’s services.

9. Web Summit is responsible for the overall maintenance of the exhibition area and aisles.

10. Stand cleaning / maintenance is the responsible of the exhibitor, whether it be requesting the services of Web Summit, or by other mean, in which case the entrance to the premises will require a previous authorized credential.

11. Disassembly of the stands and removal of material cannot begin before the time officially set for closing the exhibition, except for special authorisation granted by Web Summit for this purpose.

12. Disassembly of stands and removal of the exhibited material must be concluded within the times set by Web Summit. Failure to comply with this deadline authorises Web Summit to remove the material and do with it as it sees fit, in which case Web Summit cannot be held accountable for possible damage caused. This also implies that all costs resulting from the measures taken to remove these materials will be charged to the Exhibitor.

13. In order to remove any material from the stands, exhibitors must obtain an authorized exit note.

14. The premises must be handed over to Web Summit in the same condition as they were made available to the exhibitors, and all costs required making them so are the responsibility of exhibitors. Repair of occasional damage caused by carelessness or requirements of stand assembly, as well as costs derived from such assembly, are the sole responsibility of exhibitors.

15. Exhibitors are responsible for all the damage or harm caused by their structures, equipment, displayed articles or activities in their stand, as well as any actions of the subcontracted firms, that may bring harm to visitors and other exhibitors.

16. Any suspension from the pavilion structure (walls or any other structural elements) requires authorisation from Web Summit and can only be made by Web Summit’s concessionaires, as well as being subject to the price lists in effect at the time. Requests must be made 20 (calendar) days prior to the date set for the opening of the exhibition, and must enclose the suspension project and the weight to be suspended, so that its feasibility can be verified by Web Summit’s technical department.

17. Using the walls of the pavilions to suspend or hang any exhibited pieces, decorative or construction items, is strictly forbidden except with explicit authorisation from Web Summit.

18. Noisy demonstrations which might be a nuisance to third parties are prohibited on the fair site. The maximum decibel level will be authorised by the Organiser. LISBOA-FCE recommends not exceeding 60 decibels. If there is a nuisance to third parties due to exceeding the authorised noise level, FIL technical staff will test the levels. If the results of the test are positive, these technicians will require the Organiser to oblige those responsible to reduce the volume to the authorised limits.

19. All materials used for the different facilities of the Fair or Event, constructions (stands, marquees, etc.) must comply with prevailing fire prevention legislation. All decoration materials must comply with the same characteristics as the construction material.

20. Prohibited Activities – It is prohibited throughout the site:

• To affect the facilities of FIL, or any of its structural elements.
• To spray paint inside the FIL onto objects of any kind.
• To deposit or display material that is dangerous, inflammable, explosive and dangerous to health.
• To perforate, fix with nails or drills or attach any kind of fixture to the walls of the facilities. Nor is it permitted to paint, fit wall plugs or cable chases of any type.
• To use balloons inflated with light gases as decoration for stands or events.
• To use Laser during the Event or Fair.
• To emit vapours or gases that are inflammable, toxic or generally unpleasant, and which represent a danger to health and/or an inconvenience to the visiting public. The costs of repairing any damage caused when setting up, installing or taking down stands will be at the expense of the Organiser, the Exhibitor and/or their decorator.

Please contact your partnership success manager for more details.

All the matters related with catering, coffee shops and cocktail and drinks to stands services, can be addressed directly with the concessionary companies of the catering services in FIL.

1. The organiser, or exhibitor assumes the responsibility in front of third parties for claims regarding the mentioned catering service exonerating LISBOA-FCE of any responsibility in this regard. In the case of not observing the legislation in force, the Exhibitor cannot offer this service in its stand. It is possible to close the stand by FIL

2. The preparation of food in the stand is forbidden (cooking, frying, roasting, etc.) and so is their supply to the visiting public if the preparation, conservation and supply of the products has not been carried out by companies authorised to provide these catering services.

3. Only the direct sale of drinks or foods will be authorised in the event that the division in sections of the Fair contemplates this possibility and as long as the products are delivered conveniently stored, packed and sealed in accordance with the legislation in force and are not consumed inside the FIL facilities.

Web Summit shall have sole control over all admission policies at all times. Any person visiting the exhibits or attending any function of the Meeting will be required to register and wear an appropriate badge while in attendance. Web Summit reserves the right to refuse admission or remove any person without giving a reason. This also applies to build up and dismantling periods.

1. Web Summit ensures general surveillance services during the assembly and disassembly, as well as the duration of the exhibitions and other events. Exhibitors must ensure safe keeping of their products in the times stated above, and possess a specific insurance policy made up specifically for their participation in the exhibition, which should cover all situations of robbery and theft. Exhibitors are forbidden to allow their staff to remain in the stand after the daily closing times of the exhibition, save for exceptional cases, where the presentation of written consent from Web Summit is required.

2. Civil Responsibility Insurance covering material or corporal damages suffered by accredited exhibitors or visitors is the responsibility of AIP – FCE/FIL.

3. Article 5.2. of this General Regulation, concerns the Firms of assembling and decoration services.

1. Stands must be open during the exhibition’s schedule, and the presence of a representative of the exhibitor must be ensured at all times.

2. Advertising in the exhibition’s premises must comply with the rules of the “Código de Práticas Legais em Matéria de Publicidade” of the Câmara de Comércio Internacional (International Chamber of Commerce’s Code of Legal Practice in Advertising Matters) no kind of advertising (static or dynamic) is allowed outside the specific area of the stand itself, nor in any other area of Web Summit’s premises, except in the areas deemed by the Organisation, and in accordance with the respective price charts.

3. The following is strictly forbidden to all exhibitors, and contempt of this policy will lead to sanctions which may involve closing of the stand:

• Corporate advertising;
• Advertising that makes a direct comparison with third party articles and/or products, whether he/she is an exhibitor or not;
• Distribution of flyers and/or promotion material outside their stands, save with official written authorisation from FIL;
• All advertising which may in any way harm or bother exhibitors or visitors;
• Distribution of balloons filled with a gas that is lighter than air;
• Promotion of products other than those on display and/or in another industrial and/or business activity other than the exhibitor’s.

4. The following must be subject to specific written authorisation from Web Summit:

• Organisation of tests or contests;
• Installation of audio equipment in the stands, which in any case must not exceed 60 Db.

5. None of the products or equipment on display can be reproduced, drawn or photographed without written authorisation from their exhibitors. Except for the Exhibition’s official photographer, the entity authorised by the exhibitor will only be able to operate when duly accredited by Web Summit’s competent services, with a minimum prior notice of 48 hours before the date set for the inauguration of the manifestation in question.

6. FIL may have the articles on display in the stands reproduced, photographed, or filmed, and it may use their reproductions for purposes exclusively connected with its activity, namely the production of promotional material.

7. Photographs or films of the stands outside opening hours require explicit written authorisation from Web Summit.

8. In regards to the protection of industrial property, the clauses of the legislation in effect at the time are applicable, regardless of what comes to be included in the respective registration forms.

9. Exhibitors are unequivocally committed to respecting all the rules contained in the present Regulations.

10. In case of disagreement as to the interpretation or implementation of the present regulation and other documents that may complement it, as well as facts concerning the participation of exhibitors in exhibitions or events organised by the Web Summit, all parties determine the Court of the Lisbon Comarca to be competent, hereby explicitly renouncing all others.

All exhibitors must abide by the Web Summit’s anti-harassment policy. Web Summit is dedicated to providing an enjoyable, respectful and harassment-free event experience for everyone regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, or religion. Sexual language and imagery is not appropriate for any conference venue, including talks.

We do not tolerate harassment of event participants in any form and we expect all participants to conduct themselves in a professional and appropriate manner. Conference participants violating these rules may be sanctioned or expelled from the conference, without a refund, at the discretion of the conference organisers.

Harassment includes verbal comments that reinforce social structures of domination related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, age, religion, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention.

Participants asked to stop any harassing behaviour are expected to comply immediately.

Exhibitors in the expo hall, sponsor or vendor booths, or similar activities are also subject to the anti-harassment policy. In particular, exhibitors should not use sexualised images, activities, or other material. Booth staff (including volunteers) should not use sexualised clothing / uniforms / costumes, or otherwise create a sexualised environment.

If a participant engages in harassing behaviour, the event organisers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund. If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of conference staff immediately.

We expect participants to follow these rules at all conference venues and conference related social events.

Partners that affix decorations, signs, banners, bunting, streamers, stickers or such items to any surface within the conference venue will be responsible for any costs incurred by the organiser for cleaning or repairing damage caused by removal of such items.

Partners and contractors must be responsible for disposing of build materials and waste generated during the stand build and post-build phases. We ask that any recyclable plastic and cardboard waste that builds up on your stand (during build, open days and breakdown) is separated clearly and left for collection at your activation at the end of each day.

Furthermore, we are asking partners to dispose of or repurpose all other non-recyclable waste materials including wood through their own waste disposal systems. Abandoned waste materials that fill or partly fill an open top skip will be charged out to the persons responsible at a rate of €830. Please read our waste disposal policy for more information on the responsible disposal and recycling of waste materials.

Web Summit is officially supporting the UN SDGs. As such there will be zero tolerance for any single-use plastic being onsite. Web Summit would appreciate your support in the responsible disposal of your waste to ensure the event is as sustainable as possible.

Waste disposal policy

Web Summit is officially supporting the UN SDGs. 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.

Please also note that the venue has a zero waste policy. We ask that any recyclable plastic and cardboard waste that builds up on your stand (during build, open days and breakdown) is separated clearly and left for collection at your activation at the end of each day.

Otherwise, we are asking partners to dispose of or repurpose all other non-recyclable waste materials including wood through their own waste disposal systems. 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.