WiFi for Events - a guide to getting it right

WiFi for events WiFi for events WiFi for eventsWiFi for events WiFi for events WiFi for events

WiFi for eventsA guide to getting it right

WiFi for events WiFi for events WiFi for events

IntroductionIn today’s world almost no event can be successful without the aid of WiFi and other technology. WiFi networks at events and tradeshows are becoming more and more crowded as attendees use an ever-greater number of 3G/4G and WiFi enabled devices including smartphones, tablets, cameras and laptops. You will need decent Internet and WiFi connections in order to: access event apps, cloud-based services, email (and its large file attachments), the web; to network, message, tweet, generate photo uploads and view video clips. High bandwidth and low latency (the time it takes networks to respond to requests) are necessary infrastructure components to ensure a successful audience experience.

The richer the content (video and photos) the more devicesthe more the Internet and WiFi demands.

Don’t forget You’ll need a fixed Internet connection too for web streaming and hybrid events. And some of your fixed and WiFi requirements demand individually discreet segmentation.


WiFi for eventsThe majority of hotels that offer WiFi only for example, have a public WiFi service running over a single broadband line.

This is adequate for a handful of business people in the bar but not for 500 delegates in a coffee break all trying to check email. The bottom line, WiFi is no longer an optional perk you may or may not offer at your next event.

It’s a must. In 99% of scenarios a venue’s WiFi will probably NOT be fine, it’s not designed, configured, installed or managed to meet your requirements. It should not be seen as a utility - even if there are times when that’s what we want.

At a 5 star hotel using a ‘quick and dirty’ mobile/web app called speedtest.net WiFi was measured as follows:

The Ballroom may be suitable for 100 people with light usage, but even this check is no guarantee of suitable supply. Then the next venue I visited, the Hilton Metropole in London, offers 100Mb (Upload & Download) across the whole hotel – more than enough for guests and most events.

11:00 MBPS 5.12 MBPS

4:31 MBPS 0:72 MBPS

0:02 MBPS 0:34 MBPS

Ballroom

Reception

Meeting Room

Location Download Upload


As the number of wireless devices grows exponentially, so do the expectations of your attendees.

Poor WiFi can do more than create a bad user experience; it reflects poorly on your brand, it can make attendees disappear in search of a better connection, or even stop them from attending the event at all if they think their productivity will be limited.

Bad WiFi can also ruin a keynote and ruin exhibitor interaction – along with your reputation.

A poor WiFi experience reflects on your brand


An organisation contracted their meeting space, accommodation and F&B requirements. Then they turned to their production and content requirements. Event apps and a mini expo meant they had heavy Internet/WiFi requirements. To get the right Internet solution, the organiser was quoted $80,000!

Lessons:

1. Know what the technical requirements are at the outset

2. Pick a venue fit for purpose

3. Get a Broadband audit done and cost out any upgrade before you contract

4. Factor this new knowledge into your venue/technology partner negotiation. The venue will probably point you to possible Broadband providers and disclaim responsibility for such additional costs

5. If you can, contract with the venue the precise level of Broadband you require

6. Ensure it is dedicated to your event and not shared with others

WiFi Horror Story


Because every venue has its own unique characteristics, and every event has technology and attendees with varying needs, there is no simple formula you can use to ensure a great event WiFi experience.

Trying to calculate your Internet/ WiFi requirements


WiFi CalculatorAt AddingValue we have created our own ‘rough guide’ for reference. It is attached at the end of this document.P.S. It comes with no guarantees.

There are too many variables. Talk to an expert.


Check with an expertUnfortunately, many event organisers do not have the technical background or skill set to truly determine whether or not a venue has the ability and capacity to provide the requiste Internet and WiFi for any particular event. Which means that hiring an expert during the event-planning phase is easily worth the investment ensuring a great user experience and smooth running audience engagement.


WiFi for events

WiFiBeyond knowing the needs of your attendees, creating a positive WiFi experience begins with being able to ask the right questions.

The following 4 key steps and 22 questions give you a ‘non-techie’ approach to help determine if a potential venue will be able to meet your event WiFi needs.

These questions are a useful reference whether you’re interviewing a potential venue, a production company, or a WiFi consultant.

What WiFi questions to ask


4 key steps for a great WiFi experience


Step 1:Ask these 20+2 essential questions of your proposed venue

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1:Can you introduce me to the Technical Support Engineer that will be supporting me throughout the event build up and live running?


2:Does the Technical Support Engineer have any other duties or are they dedicated to my event?


3:Will the bandwidth be totally dedicated to my event?


4:Will WiFi be available 24/7?


5:Will WiFi be available in hotel rooms and conference rooms or just conference rooms?

6:What is the upstream capacity of the connection in each of the roomswe are using?


7:What is the downstream capacity of the connection in each of the rooms we are using?


8:Does the bandwidth provide the same uploading and downloading speed?


9:What is the minimum signal in each room(Up and Down)?


10:Is the WiFi coverage consistent in all areas or are there weak areas of connectivity?


11:Will I need to have a single username and password for my event, single password or multiple username and passwordsto access the WiFi?


12:Who will manage the username and password system?


13:Can you provide the Internetin all the areas I need it, both fixed and WiFi?


14:I may have some particular applications e.g. web streaming and VPN requirements. Will you be able to configure the event network to handle my requirements?


15:Will the network be actively managed during the event(contact who, how, when)?

..................

...............

..............

..................

..................

.............................................. MANAGED


16:What is the backup plan in case things go wrong(ie do you have two separateInternet providers and different connection routes)?


17:How do you deal with any outages (what is the % frequency and duration of outages)?


18:Where are the access points?


19:Can you provide hard lines for each of the meeting rooms for speaker needs?


20:Can you separate WiFi for rooms or for different groups?

21:Will we be allowed to have access to the venue prior to our event?

WiFi for events


22:What type of WiFi security is in place?

You may think that some of these questions are too technical but remember that you are likely to have around 500Kb upstream on your Broadband at home and 5Mb downstream.

If the venue only has that amount available then imagine your meeting running in your lounge at home!

Have you ever organised a conference in your own home?


Happy with all the answers?

2

If you are satisfied with the answers to those questions and the information leads you to believe their system or expertise fits with your needs, then go to Step 2.

Step 2:Ask for reports from previous similar events. They should be able to provide reports on previous events, which include bandwidth, numbers of users, and any problems that were encountered.

Make sure the reports are from events that are similar in scope and attendance to your proposed event.


Step 3:Ask for references from similar events that they handled. Do call the references to get their perspective and ask a few questions about how easy or difficult the staff are to deal with and if the venue fulfilled everything they said they would.

As an event coordinator or planner, keep in mind that WiFi is something you can negotiate and you should do so up front which means it cannot be an afterthought.


Step 4:Your production partner or agency can address all your Internet and WiFi requirements.

Alternatively, consider using one of the following WiFi specialists or one of their technology partners:-

• MaxWiFi.co.uk• Xirrus.com• WiFiSpark.com


The upside?

Well-planned and implemented Event WiFi means that attendees can live stream and blog about your event, right here, right now.

The Media can quickly get their stories out; and product announcements can go viral in real time, maximising word of mouth and event buzz, broadening the reach of your event investment.

GOOD LUCK!

Getting Internet and WiFi right = happy audiences!

WiFi ‘Rough Guide’Calculator

NB. Please note: This is a guide only. Many factors can influence the Fixed/WiFi suitability of a venue

Mb/s

Low

Medium

High

MegaBytes/second

Email and simple web surfing

Web applications and streaming audio

Instructor-led web training, large file transfers, SD video stream

Single/Multiple Devices

SD

MD

SD

MD

SD

MD

5

6

9

6

17

21

41

51

81

101

116

145

31

38

61

76

96

120

21

6

41

26

71

89

11

13

21

21

39

49

9

11

17

11

32

40

3

3

5

6

9

11

1 Mb/s

2

2

3

4

5

Usage

Low

Medium

Medium

High

High

Mb/s

Total Audience (pax) 20 50 100 200 250 500 750 1000

; )Getting Internet and WiFi right = happy campers!

AddingValue is a multi-award winning communications and events agency based in London, UK

This guide was produced by AddingValue.

Author: Randle Stonier HonDEd.Founder of AddingValue@RandleLondon

www.addingvalue.com

© Copyright AddingValue Events Limited 2013To the best of our knowledge, the information contained in this document is correct at the time of production. We do not accept any liability for errors or omissions. This document is not in any way to be published or circulated or reproduced in whole or in part. It has been prepared by AddingValue Events Limited (‘AddingValue’) solely for use by it in the presentation of ideas and images to its clients and is for discussion purposes only. To the extent that material used in this document has originated with AddingValue, the copyright to that material vests in AddingValue. Copyright in other material used in this document vests in third parties and is not licensed for publication. Any person acting contrary to this warning does so at their own risk and may incur liability to third parties by doing so. They may also be liable to indemnify AddingValue against claims made and damages awarded against it, and related costs incurred by it, in respect of allegations of breach of third party rights.

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WiFi for Events - a guide to getting it right