Web Summit Lisbon is upon us. It’s not just a tech event, it’s a four-day sensory overload, full of big stages, side hustles, and a thousand side events.

So, how do you make the most of one of Europe’s largest tech festivals?

First off, size matters. With 70,000 bright sparks pacing around Lisbon’s Altice Arena, don’t bank on ‘nipping’ between meetings.

It’s more a cross-country trek than a quick stroll. So if you’re lucky enough to have someone booked in, add a little extra travel time.

Plan ahead

That’s where the app comes in. Get it downloaded pronto and spend 10 minutes with the map: not all stages are created equal.

Yes, centre stage is impressive, and yes, it will be rammed, so don’t forget the little ones.

Some of the best talkers end up on the side stages, and if you fancy a bit of relevance instead of the razzle, check the start-up showcases or off-piste panels. They’re short, sharp, and occasionally provocative. The speakers are more accessible too, which can add unexpected value.

Also, be sure to complete your profile fully, fill in your details, what you’re there to do and how to contact you while at the show. Check it regularly on the day as not all notifications come through.

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On logistics: Ubers and taxis get absolutely mobbed, so unless you enjoy price surges next to a queue of bored investors, take the metro or just hang back for a cheeky drink or after-show catch-up nearby. Lisbon is a city built for dawdling, use that to your advantage.

Pass collection, here’s the trick: get it at the airport when you land. You’ll spot the signs before you even see your luggage. The venue is very organised, but the general queues for passes are no joke, especially on the opening days.

Wear flat shoes

And shoes. Wear flats, trainers, boats on your feet if you must, just be ready to clock up the steps. Lots of companies I know have taken to step tracking competitions.

Don’t forget to milk the socials. Post, tag, and chat on the app. The serendipity is real, and you’ll thank yourself during the pre and post-event LinkedIn outreach.

Three tips for delegates:

  • Plan your logistics – map out meetings and transport, and never underestimate the queue
  • Dive into smaller stages and networking corners, where the real magic happens.
  • Engage, share, and wear flats – your future self (and feet) will thank you.

Meetings and connections is why most of us invest in events like Web Summit so, here are a few deeper-dive suggestions for making meetings work.

In my opinion, the best strategy for scheduling meetings across Web Summit days is to leverage a mix of planning and flexibility, taking into account the sheer scale of the event and the unpredictable logistics.

Schedule tips

One for the next event, but reach out early: Use the Web Summit app or other platforms like LinkedIn to connect with relevant people well before the event. Initiate conversations and slot meetings into calendars as soon as schedules open up, last-minute requests get drowned out by the event noise.

  • Avoid back-to-back bookings, you’ll thank yourself when crowds, queues, or spontaneous networking throw your plan off course.
  • Use the app’s scheduling tools: The Web Summit app lets you build your agenda, book meetings, and see where likely clashes will happen. Factor in must-see sessions and block time for those, then layer meetings around them.
  • Don’t over-fill your schedule. Leave pockets for bump-into chats or spontaneous invites that turn up some of the best leads. Early mornings or evenings often work best for quieter, more focused catch-ups.
  • Avoid peak transfer times: Book meetings just before or after the day’s crowded talks or opening/closing sessions, and skip the scramble for taxis by planning meetups at cafes or use metro stops nearby.

With sound planning, strategic buffers, and the right digital tools, meetings at Web Summit can be full of fun and opportunity.