A check list of questions to ask and things to consider

1. WiFi for events
A guide to getting it right

2. Don’t forget
Introduction You’ll need a fixed Internet connection
too for web streaming and hybrid
events. And some of your fixed and
WiFi requirements demand
In today’s world almost no event can be successful without individually discreet segmentation.
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 devices
the more the Internet and WiFi demands.

3. At a 5 star hotel using a ‘quick and dirty’
mobile/web app called speedtest.net
WiFi was measured as follows:
WiFi for events Location
Ballroom
Reception
Download Upload
11:00 MBPS
4:31 MBPS
5.12 MBPS
0:72 MBPS
The majority of hotels that offer WiFi only for example, Meeting Room 0:02 MBPS 0:34 MBPS
have a public WiFi service running over a single The Ballroom may be suitable for 100 people with
light usage, but even this check is no guarantee of
broadband line. suitable supply.
Then the next venue I visited, the Hilton Metropole
in London, offers 100Mb (Upload & Download) across
This is adequate for a handful of business people in the whole hotel – more than enough for guests and
most events.
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.

4. A poor WiFi experience
reflects on your brand
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.

5. WiFi Horror Story
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. a Broadband audit done and cost out any upgrade before
Get
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. you can, contract with the venue the precise level of
If
Broadband you require
6. Ensure it is dedicated to your event and not shared with others

6. Trying to calculate your Internet/
WiFi requirements
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.

7. WiFi Calculator
At 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.

8. Check with an expert
Unfortunately, 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.

9. What WiFi questions to ask
WiFi
Beyond 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.
WiFi for events
These questions are a useful reference whether you’re
interviewing a potential venue, a production company,
or a WiFi consultant.

10. 4 key steps
for a great WiFi experience

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

12. 1:
Can you introduce me to the
Technical Support Engineer
that will be supporting me
throughout the event build
up and live running?

13. 2:
Does the Technical Support
Engineer have any other
duties or are they dedicated
to my event?

14. 3:
Will the bandwidth
be totally dedicated
to my event?

15. 4:
Will WiFi be
available 24/7?

16. 5:
Will WiFi be available in hotel rooms
and conference rooms or just
conference rooms?

17. 6:
What is the upstream capacity
of the connection in each of the rooms
we are using?

18. 7:
What is the downstream capacity of the
connection in each of the rooms we are using?

19. 8:
Does the bandwidth provide
the same uploading and
downloading speed?

20. 9:
What is the minimum
signal in each room
(Up and Down)?

21. 10:
Is the WiFi coverage consistent
in all areas or are there weak areas
of connectivity?

22. 11:
Will I need to have a single username
and password for my event, single password
or multiple username and passwords
to access the WiFi?

23. 12:
Who will manage the username
and password system?

24. 13:
Can you provide the Internet
in all the areas I need it,
both fixed and WiFi?

25. 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?

26. 15:
Will the network be managed
..............................................
...............
..............
..................
..................
..................
actively managed
during the event
(contact who,
how, when)?

27. 16:
What is the backup plan
in case things go wrong
(ie do you have two separate
Internet providers and
different connection routes)?

28. 17:
How do you deal with any
outages (what is the %
frequency and duration
of outages)?

29. 18:
Where are the access points?

30. 19:
Can you provide hard lines
for each of the meeting rooms
for speaker needs?

31. 20:
Can you separate WiFi for rooms
or for different groups?

32. 21:
Will we be allowed to have access
to the venue prior to our event?
WiFi for events

33. 22:
What type of WiFi
security is in place?

34. Have you ever organised a
conference in your own home?
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!

35. Happy with all the answers?
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.
2

36. 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.

37. 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.

38. 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

39. Getting Internet and WiFi
right = happy audiences!
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!

40. WiFi ‘Rough Guide’
Calculator
Total Audience (pax) 20 50 100 200 250 500 750 1000
Usage Single/Multiple Devices
Low SD 1 Mb/s 3 5 9 11 21 31 41
Medium MD 2 3 6 11 13 6 38 51
Medium SD 2 5 9 17 21 41 61 81
High MD 3 6 6 11 21 26 76 101
High SD 4 9 17 32 39 71 96 116
Mb/s MD 5 11 21 40 49 89 120 145
Mb/s MegaBytes/second
Low Email and simple web surfing
Medium Web applications and streaming audio
High Instructor-led web training, large file transfers, SD video stream
NB. Please note: This is a guide only. Many factors can influence the Fixed/WiFi suitability of a venue

41. Getting Internet and WiFi
right = happy campers! ;)

42. www.addingvalue.com
This guide was produced by AddingValue.
AddingValue is a multi-award winning
communications and events agency
based in London, UK
Author: Randle Stonier HonDEd.
Founder of AddingValue
@RandleLondon

43. © Copyright AddingValue Events Limited 2013
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