Digital Reception at Web Summit 2024: Journey and Initial Experiences (Days 1-4)

The excitement of participating in Web Summit 2024 was still fresh in our minds as we prepared for our journey to Lisbon. After months of preparation (which you can read about in our previous blog post), our team was ready to showcase Digital Reception at the world's leading technology conference. Little did we know that the journey itself would be as enriching as the main event, filled with unexpected learnings and connections that would shape our entire Summit experience.

 

Pre-Summit Preparation and Arrival

Saturday morning, November 9th brought a mix of anticipation and careful planning as three of our team members - Zoran Popovic, Predrag Ristic, and Jelena Jovanovic - started their journey from Nis. With tablets and essential hardware carefully packed, they started the flight path with a pit stop in Malta to their final destination, Lisbon. Dennis Groeneveld, who had arrived from the Netherlands two days earlier, was waiting to complete the quartet.

"Never travel with hardware without a backup plan," became our mantra as they carefully checked each piece of equipment before departure. Every tablet, cable, and connector was essential for the upcoming demonstrations. We had learned from previous experiences that when showcasing technology, redundancy isn't just helpful - it's crucial. The carry-on luggage might have raised some eyebrows at security, but explaining that we were heading to Web Summit usually brought knowing smiles from airport staff.

Pro Tip: When traveling for international tech conferences, always hand-carry your critical equipment. Shipping can be unpredictable, and your demo might be your most valuable asset.

* Guidelites team at Web Summit registration

  

First Impressions and Summit Registration

Landing in Lisbon at 4 PM local time, the team encountered the first pleasant surprise. The Web Summit team had changed a section of the airport into a streamlined registration area. Picture this: six or seven well-organized stands where attendees could complete their registration using the Web Summit app, avoiding the usual first-day conference rush. The focus on a smooth (pre)registration process aligned perfectly with our own philosophy at Digital Reception.

The process was remarkably smooth - a quick passport check, a photo snap, and within minutes, the team had their accreditation cards complete with QR codes for networking. The bright blue bracelets we received became our constant companions for the week ahead, marking us as part of the Alpha startup category. Our alpha startup status was a point of pride, demonstrating the sophistication of our current product. This early experience of efficient check-in reminded us why we're so enthusiastic about streamlining entrance processes - when done right, it sets a positive tone for everything that follows.

Personal Recommendation: Download and familiarize yourself with the conference app well before the event. It can be a game-changer for networking and scheduling.

* Registration card for Guidelites team

 

Sunday in Lisbon: Preparation Meets Opportunity

Meeting Dennis at the hotel felt like a reunion of old friends, rather than meeting your coworkers. The evening called for a walk through Lisbon's charming streets, where the team found themselves discussing our upcoming presentation over Portuguese wine. It was the perfect way to clear our heads and begin absorbing the city's vibrant atmosphere.

The combination of excitement and jet lag created an interesting dynamic - we were simultaneously exhausted and energized. Over dinner, we shared our expectations for the week ahead, each team member bringing their unique perspective on what success at Web Summit would look like. These conversations would prove invaluable in aligning our goals and approach for the days ahead.

 

City Exploration and Strategic Planning 

Sunday brought both relaxation and preparation. Lisbon revealed itself as a city of surprises - historic trams rumbling through steep, cobblestone streets (pro tip: skip the regular bikes and go electric!), and squares that tell stories of centuries past. The hills are no joke - the team quickly understood why locals joke about not buying cars from Lisbon! What struck us most was how the city's traditional character blended seamlessly with its modern aspirations - funnily that is what we aim to do at Digital Reception, too.

 

Evening Split: Diplomatic Relations and Strategic Networking 

As the sun set, our team split up for different yet equally valuable experiences. Zoran attended a special reception at the Serbian Embassy, receiving a certificate from the ambassador - a proud moment for our startup. The recognition from our home country's diplomatic mission added an extra layer of responsibility to our Summit participation - we weren't just representing our company, but also our country's growing tech sector.

Meanwhile, Dennis and Jelena dove into our first networking event, where they met fellow entrepreneurs and innovators. The diversity of startups present was inspiring - from sustainable technology to revolutionary healthcare solutions. Each conversation provided new perspectives on how different industries approach similar challenges.

The evening took an unexpected turn when they discovered another gathering at Time Out Market. After initially missing the venue, they found themselves among other Summit participants, sharing stories and visions for the future of technology. Though the outdoor chill eventually drove them home, the connections we made proved invaluable. It was fascinating to hear how other startups were preparing for their Summit experience and what they hoped to achieve.

* Guidelites team with other Serbian startups at Web Summit

 

Pre-Summit Monday: Building Momentum

Monday brought a pivotal moment in our Summit preparation. Our team gathered for an intensive pitch training session with two seasoned consultants specializing in communication and investment. The elegant setting of Kais restaurant provided the backdrop for what would become crucial lessons in presenting our vision.

The consultants questioned our statements and assisted in improving our message. We discovered that successful pitching involves more than just describing the functions of your product - it involves sharing a compelling narrative that connects with the desires and goals of your audience. This session helped us see our Digital Reception solution through fresh eyes, highlighting aspects we had previously underemphasized.

 

Regional Connections: The Balkan Dinner 

The day culminated in a special Balkan dinner organized by several Serbian business organizations. Between courses of traditional food, the team found themselves building connections with fellow entrepreneurs from our region, each sharing their own journey to Web Summit. The atmosphere was electric with shared ambition and mutual support.

What stood out was how many of these regional startups were addressing global challenges from unique perspectives. The discussions varied from technical talks on product development to strategic guidance on entering new markets. It was uplifting to witness the development of the startup community in our area, as every company introduces its unique innovation to the international platform.

 

Strategic Preparation: More Than Just Small Talk

Rather than attending the Summit's opening ceremony, we made the decision to return to our accommodation. There, team GuideLites fine-tuned the pitch and mapped out our strategy for the days ahead. The quality of networking improves s when you know exactly what you're going to say.

We spent the next hours refining our presentation, incorporating the day's learnings from the pitch training. Each team member brought their expertise to the table - technical insights, market understanding, and customer perspectives all shaped our final approach.

* Certificate received in the Serbian embassy in Portugal

 

The First Summit Day: Diving into the Startup Ocean

Tuesday marked our first full conference day - and wow, what an overwhelming experience! 71,000 participants spread across five massive pavilions. Our initial observation? An AI startup explosion. While fascinating, it also highlighted the importance of having a tangible, functional solution.

Investor interactions were intense. Quick tip: Investors want concise, direct communication. You've got 2-3 minutes to pitch, so make every second count. We learned to distill our entire value proposition into a crisp, compelling narrative.

 

The Pitch Competition: Our Learning Ground

The pitch competition marked a defining moment in our Summit journey. Among 105 startups, our team faced an unexpected challenge when our dynamic duo approach needed a quick adjustment - only Jelena could present. This sudden change taught us our first lesson: always be ready to adapt.

Standing before the commission, which included venture capitalists and notably, an investor in one of our competitors, we faced a pivotal moment. When they mentioned market downturns in the office space, we seized the opportunity to highlight our differentiation: "Our focus isn't the saturated office market - we're targeting facilities and front desks, a sector that's actually experiencing growth."

The pitch itself brought unexpected challenges. Our pointer malfunctioned just as we began, and with the strict three-minute timer ticking away (complete with an intimidating countdown display), we had to think on our feet. Once you start talking, there's no pause button - when time's up, you're muted, period.

Pro Tip Box:

• Test ALL equipment before your pitch
• Wait to start until you're 100% ready - timing starts with your first word
• Connect with your audience - we found focusing on 2-3 commission members helped maintain engagement
• Practice answering questions as much as presenting
• Have family and friends play devil's advocate during practice sessions

While we didn't advance to the top 10, the experience proved invaluable, especially for what came next.

* Pitching competition and presentation of Digital Reception

 

Key Takeaways from Our First Summit Days:

What we learned from this phase in the Web Summit long journey was the following:

• Preparation is everything
• Be ready to improvise
• Your unique value proposition matters more than following trends
• Networking is an art of genuine connection, not just collecting business cards

Beyond the professional achievements, these first days were about human connection. The excitement, the nervousness, the moments of doubt, and bursts of confidence - they were all part of our Web Summit journey.

40 words showcase of digital reception

 

Looking Ahead 

The anticipation was building as the team prepared for the main conference days. Our hardware was ready, our pitch was polished, and our team was aligned on our goals. The real challenge was about to begin, but these preliminary days had already taught us valuable lessons about flexibility, preparation, and authentic connections.

What set us apart was our focus on tangible solutions in a landscape increasingly dominated by purely digital offerings. Our Digital Reception system, with its physical presence, features, integrations, and the practical application, would soon prove to be a unique draw in a sea of virtual solutions.

As we concluded these initial days, our team felt a mix of exhaustion and exhilaration. The next phase of our Web Summit adventure awaited, promising even more insights, connections, and opportunities.

Stay tuned for our next blog post, where we'll dive deep into our stand presentation, the incredible connections we made, and how Digital Reception is aiming to improve visitor management on a larger scale. We'll detail our stand experience, investor interactions, and the valuable feedback that's shaping our future direction.

Want to learn more about our visitor management solutions or discuss your facility's needs? Reach out to us by using our contact form - we'd love to share how Digital Reception can reshape your entrance and exit experiences.

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[Note: This blog post is part of our Web Summit 2024 series. Read our previous post about our journey to Web Summit participation here.]