W3Hospitality EMEA Frequently Asked Questions
EVENT LOGISTICS
What are the event dates and location?
6-9 October 2026
Hilton Malta
Vjal Portomaso
St. Julian's, STJ4012, Malta
What time does registration open on arrival day Tuesday 6 October?
Registration opens at 14:00 outside the Grandmaster Suite in the Conference Center
When can I depart after the event?
You may depart at any time on Friday 9 October.
What is the official event schedule?
The full schedule will be available in the event portal. A general overview is below.
TUESDAY, 6 OCTOBER Event Day 1
14:00-17:00 Registration + Supplier Set-Up
14:00 Hotel Check-in
20:00-22:00 Welcome Reception + Dinner
WEDNESDAY, 7 OCTOBER Event Day 2
07:30-08:30 Exercise Classes
09:30-13:00 One-on-one Meetings + Education
13:00-14:00 Lunch
14:00-17:00 One-on-one Meetings
17:00-20:00 Teambuilding Activity
20:00-22:00 Teambuilding Dinner
THURSDAY, 8 OCTOBER Event Day 3
07:30-08:30 Exercise Classes
09:30-13:00 One-on-one Meetings + Education
13:00-14:00 Lunch
14:00-16:00 One-on-one Meetings
16:00-17:30 Supplier Break Down
16:00 Exercise Classes
19:30-22:30 Closing Reception + Dinner
FRIDAY, 9 OCTOBER Hotel Check Out 11:00
What is the expected weather during the event dates?
Malta in October offers warm, pleasant days with average temperatures in the low- to mid-20s°C (mid-70s°F). We recommend lightweight layers for daytime and a light jumper or jacket for cooler evenings.
What is the dress code for meetings and evening events?
Business-casual attire is appropriate for meetings, and comfortable shoes are encouraged throughout the event. Be sure to pack activewear for our Move Well wellness sessions.
7 October – Team Building
Our team-building activity will take place outdoors, so casual, comfortable clothing is recommended. Attendees will receive a W3 event t-shirt to wear during the activity, paired with shorts, trousers, leggings, or jeans and comfortable trainers.
8 October – Closing Party
Join us as we celebrate a successful week in Malta at our Closing Party. Theme and attire details will be shared closer to the event.
TRAVEL & HOTEL ACCOMODATIONS
Do I book my own flights?
Buyers: Our travel agent will contact you directly to coordinate flight arrangements.
Suppliers: Suppliers are responsible for booking their own flights.
Which airport should I fly into?
Malta International Airport (MLA), approximately 7 miles / 11 km and 20 minutes from Hilton Malta.
Is airport transportation provided?
Yes. Airport transfers are provided between MLA and the HILTON Malta on Tuesday 6 October (arrival) and Friday 9 October (departure). To guarantee supplier transportation, please complete the W3 Flight Travel Form by 12 September.
Are there any limitations on airport transportation?
Transfers are provided only for registered attendees, on official event dates, and via MLA. Transportation cannot be guaranteed for alternate airports, late submissions, or travel outside official dates. Attendees traveling with oversized luggage or multiple large bags may be required to arrange their own transportation.
I am driving — is there parking?
Complimentary self-parking is available for registered attendees at Hilton Malta. If you are driving, please complete the W3 driving form: HERE
What is the guest policy?
Attendance is limited to registered participants only. Event services, programming, and access are not extended to non-registered guests.
Is my hotel stay included in registration?
Yes. Registration includes three nights: 6, 7, 8 October
Do you offer a special rate for additional nights?
Attendees may request additional nights before or after the event at the special group rate, subject to availability and at the attendee’s own expense.
Before the Event:
3, 4, 5 October: €225.50 single/€251.00 double per night including VAT and breakfast
After the Event:
9, 10, 11 October: €225.50 single/€251.00 double per night including VAT and breakfast
How do I request additional nights?
To request additional nights, please complete the Additional Hotel Nights Request Form HERE and our team will follow up with availability and next steps.
When will I receive my hotel confirmation?
Hotel confirmations are sent once travel details are finalized and rooms are submitted to the hotel, typically 2–3 weeks prior to arrival.
What if I need to modify or cancel my hotel stay?
Please contact support@weworkwellevents.com as soon as possible. Changes are subject to hotel policies and availability.
What is included in the room rate?
Guest room, breakfast, Wi-Fi. Access to the LivingWell Health Club facilities, including the indoor swimming pool, plunge pool, sauna, steam room, gym, squash courts, and tennis court. Additional incidentals are the responsibility of the guest.
Is there a spa discount for attendees?
Yes. Attendees receive 10% off services at Five Senses Spa. To reserve, contact the spa directly at +356 21 370194 or FiveSenses@myoka.com and mention discount code "WeWorkWell" when booking.
What time is breakfast served?
Breakfast is served daily from 07:00–10:00.
What meals are included in registration?
Coffee breaks, lunch, dinner, and hosted beverages, including alcoholic beverages during scheduled events.
What if I have a dietary restriction or food allergy?
Dietary needs can be submitted in your profile. To update or confirm, email support@weworkwellevents.com.
PORTAL & MEETINGS
How do I create my company profile?
Visit the W3Hospitality Event Platform, select Create Profile, and complete all required information.
Do I need to include a headshot?
Yes. A headshot is required for your online profile and the printed event directory. Please upload a high-resolution JPEG or TIFF (maximum 15 MB), minimum 300 dpi at 4” x 6”.
Can I add videos, media, or leaderboard ads to my company page?
Yes. Videos, media information, and leaderboard ads can be submitted directly through your company profile.
I forgot my password — what should I do?
Use the Recover Password option on the login page and enter the email associated with your account. For assistance, contact support@weworkwellevents.com.
Can I edit my profile after submitting it?
Yes. You may update your company and attendee profile at any time by selecting Edit Profile in your dashboard. Please notify support@weworkwellevents.com of any attendee substitutions.
Is there an event app?
Yes. The event app is the primary source for personalized meeting schedules, transfers, event details, and real-time notifications. Scan the QR code, log in using your registration email, and add the app to your home screen.
What dates are the one-to-one meetings?
7+8 October in the Grandmaster Suite in the Conference Center.
How long is each meeting?
Each meeting is 20 minutes, followed by a 5-minute transition.
How many meetings will I have?
The number of meetings varies based on your registration type and package level. Please refer to your registration agreement or contact your Event Director for details.
When does meeting selection open and close?
Opens 11 September | Closes 25 September
Is meeting selection first-come, first-served?
No. All attendees have the full selection window.
What happens if nobody requests to meet with me?
Our team actively monitors matchmaking to ensure balanced schedules. Meetings are prioritized by mutual requests, followed by buyer requests and supplier requests as needed.
I didn't receive a meeting I requested. What should I do?
Due to the number of requests received, we cannot guarantee all requested meetings. If there is someone you would still like to meet, please speak with a member of the We Work Well team onsite and we will do our best to facilitate an introduction or alternate meeting opportunity.
When will I receive my final meeting schedule?
Your preliminary schedule will be available Friday 2 October, subject to last-minute changes. Real-time updates are available in the event app.
Will printed schedules be provided?
No. Personalized schedules are available exclusively through the W3 event app and are updated in real time throughout the event.
ON SITE
What will I receive at registration?
Registered attendees will receive an event badge, lanyard, event notebook, welcome materials, and any sponsor items being distributed during registration.
How are supplier tabletops organized?
Supplier tabletops are arranged in rows by company name and clearly labeled with table numbers.
How do the one-on-one meetings work?
Suppliers remain at their assigned tables while buyers rotate according to the pre-scheduled meeting schedule.
What happens if I am running late for a meeting or an activity?
All scheduled activities begin promptly. Arriving late may result in reduced meeting time, missed content, or disruptions for fellow attendees. Please be respectful of the schedule and arrive on time.
Are there networking opportunities outside of meetings?
Yes. Networking takes place during meals, activities, receptions, and educational sessions. Lanyards are color-coded, and attendee photos are included in the event notebook.
Do I need to wear my badge?
Yes. Event badges must be worn at all times during meetings, meals, educational sessions, and networking activities. Your badge serves as your credential for access to all official event activities.
Why doesn't the printed notebook reflect a recent attendee change?
The event notebook is printed a few weeks prior to the event. Last-minute attendee substitutions or profile updates may not appear in the printed version. The event app always contains the most current attendee information.
What wellness activities are offered?
Daily Move Well sessions include HIIT, yoga, Pilates-style workouts, breathwork, and stretch sessions. Attendees are also encouraged to take advantage of Hilton Malta’s wellness amenities, including indoor and outdoor pools, the LivingWell Health Club, tennis and squash courts, and the scenic waterfront promenade and marina surrounding Portomaso. The full Move Well schedule will be available in your dashboard.
Do I need to sign up in advance?
We recommend signing up in advance so we can prepare accordingly. A sign-up sheet will be shared prior to the event.
Are activities optional?
Participation in Move Well wellness activities is optional. Networking functions, meals, meetings, and scheduled event activities are considered part of the event experience and attendees are encouraged to participate.
What fitness level is required?
All classes are designed to be accessible and modifiable for all fitness levels.
Will there be a team-building activity?
Yes. On 7 October, attendees will be divided into teams for a fun, interactive activity with the opportunity to win the W3 Medal. Participants will receive a We Work Well T-shirt. Please dress casually and wear comfortable shoes.
SHIPPING
What is the shipping address? *VERY IMPORTANT to address exactly as written below:
Hilton Malta Events Store
Attn: Conference Service Manager, Virginia Cremades
Attn: We Work Well/YOUR COMPANY NAME
Vjal Portomaso
St. Julian's, STJ4012, Malta
When should my shipment arrive?
Please schedule Inbound shipments should be scheduled to arrive between Wednesday, 30 September and Monday, 5 October.
How should my boxes be labeled? *VERY IMPORTANT to address exactly as written below:
Include your company name, group name (We Work Well), box numbering (box 1/x, etc), and a return address. See Shipping address and label again below:
Hilton Malta Events Store
Attn: Conference Service Manager, Virginia Cremades
Attn: We Work Well/YOUR COMPANY NAME
Vjal Portomaso
St. Julian's, STJ4012, Malta
Who is the onsite local shipping contact?
Viriginia Cremades
Tel: +356 7706 3081
Are there shipping or handling fees?
Yes. Hotel handling fees apply to all inbound shipments exceeding 23kg. All charges billed directly to guest room. Oversized items require advance approval. Contact support@weworkwellevents.com.
Who is responsible for setup and insurance?
Suppliers are responsible for setup, assembly, and insurance of all materials.
Do I need to share tracking information?
Yes. Please email tracking details to support@weworkwellevents.com.
Are there any vehicle access restrictions for deliveries to Hilton Malta?
Yes. The maximum trailer length that can access the hotel's loading bay is 40 ft (12 metres). Trailers measuring 40 ft (12 metres) or longer require a permit to temporarily block parking spaces near the entrance, allowing the driver to safely reverse into the loading area.Permit applications must be submitted to the San Giljan Local Council. For permit assistance, please contact: sangiljan.lc@gov.mt
I am shipping from outside the EU (including the UK or US). What should I do?
We strongly recommend working with a local customs broker or shipping agent to facilitate customs clearance and ensure compliance with Maltese import regulations.
Is there a local customs broker you recommend?
Yes. Arrow Express, a local Maltese customs brokerage agent, can assist with customs clearance, shipment receipt, and guidance on required documentation, taxes, and fees.
Arrow Express
Website: www.arrow-express.eu
Email: arrowsales@arrow-express.eu
CC: etiennef@arrow-express.eu, nikkiz@arrow-express.eu
Can Hilton Malta or the We Work Well team assist with customs clearance?
No. Neither the hotel nor event management can assist with customs clearance, provide import VAT numbers, act as the importer of record, or support the release of shipments held in customs.
Who is responsible for customs compliance and any associated fees?
The sender is solely responsible for ensuring all customs requirements are met, including any applicable duties, taxes, brokerage fees, and documentation.
Are there special requirements for cosmetic or beauty product samples?
Yes. Cosmetic and beauty product samples may be subject to excise tax and EU regulations, including CPNP notification and compliant labeling requirements.
When should I ship my materials?
We strongly recommend planning shipments well in advance and allowing additional time for customs clearance.
Is there a backup option if my shipment is delayed?
Yes. We recommend bringing a limited quantity of product samples in your luggage as a contingency plan.
When can I set up my tabletop?
Tuesday, 6 October | 14:00-17:00 All pre-shipped boxes will be delivered to the meeting room and placed next to your assigned table.
What is included with my tabletop?
One 183cm x76cm x76cm table, camel colored tablecloth, two chairs, and a table sign.
What are the tabletop display guidelines?
All displays must fit on top of the table. Gift bags may be stored underneath. Posters, banners, and pop-ups are not permitted unless pre-approved.
When does dismantling begin?
Thursday, 8 October | 16:00-18:00
How do I ship materials back?
All items being shipped out from the hotel need to have the Pre-paid shipping label attached to the box/package. Boxes and packing tape will be available.If you need a label printed, email it to support@weworkwellevents.com by 10:00 on Thursday, 8 October. After Packing Leave packed, taped, and labeled boxes on your tabletop.Hotel staff will collect shipments at 18:30 and move them to the loading dock.
Pick-Up Address
Hilton Malta
Attn: Virginia Cremades, Conference Service Manager,
Vjal Portomaso
St. Julian's, STJ4012, Malta
When should outbound shipments be scheduled?
Suppliers must pre-schedule pickup. Pickups must be scheduled for Friday, 9 October (9:00–17:00) unless approved in advance. Uncollected freight after 24 hrs may be subject to a storage fee.
Is Wi-Fi available?
Yes. A dedicated event Wi-Fi network will be available during meeting days.
How do I order power or additional AV at my table?
Power and additional AV are not available directly through the hotel. Power is provided by a third-party audiovisual company and must be ordered through them in advance. Fees may apply. Please contact support@weworkwellevents.com for assistance.
Do I need a power adapter in Malta?
Malta uses Type G (U.K.) power outlets with a standard voltage of 230V at 50Hz. Attendees traveling from the U.S. or the EU will need a plug adapter. A limited number of adapters may be available onsite, but we recommend bringing your own.
Can I order flowers for my display table?
Yes, flowers may be ordered for your display table. The hotel recommends local florist: Alistair Floral Design, www.alistairfloraldesign.com, +356 2722 3334
SPONSORSHIPS
How can I improve my visibility at the event?
Contact Event Director David Zarb Jenkins at david@weworkwellevents.com regarding sponsorship opportunities.
I booked an advertisement in the event directory — what are the specs and deadline?
Submit a print-ready PDF (296mm x 210mm, CMYK, 300 DPI, 3mm bleed, fonts outlined or embedded) by 31 July to support@weworkwellevents.com.
I am a room drop sponsor — what do I need to know?
Our team will contact you with guidelines, quantities, and delivery instructions. All items must be approved in advance.
I am a welcome bag sponsor — what are the logistics?
Sponsors may include a product in all welcome bags or buyer-only bags. Our team will provide guidelines and delivery instructions. All items must be approved in advance.
I am a product display sponsor - what are the logistics?
Setup Day & Time: 6 October 2:00-5:00PM
Live Product Demos: Conducted during one-on-one meetings on 7 & 8 October
Approx. 10’x10’ of space for your product next to your meeting table
Small, pop-up style banners are allowed, with the following size limits:
Max height: 229 cm
Max width: 102 cm
Who do I contact if I have additional questions?
W3Fit EMEA Event Director: David Zarb Jenkins, david@weworkwellevents.com
Billing Department: billing@weworkwellevents.com
Operations & Event Logistics: support@weworkwellevents.com