Are you organising an event? If so, you’re already managing multiple suppliers, performers, and vendors to ensure everything comes together smoothly.
Today, event producers are also often responsible for providing WiFi, a task that has grown more challenging as data usage increases and hundreds or even thousands of attendees converge in a single space. Many venues simply aren’t designed to handle that volume of simultaneous connections, streaming, and downloads.
The key factors are network contention, availability, and the underlying infrastructure. For indoor events, you may have a fixed fibre connection and a cabling network distributing internet across the site. From there, you’re building the WiFi network, managing how devices connect, how data flows efficiently, and keeping the network secure.
For outdoor events in greenfield locations, internet access may not exist at all. You’ll need to explore available connectivity options and ensure enough bandwidth to build a reliable WiFi network on top of that. A specialist event WiFi provider can guide you through this process, tailoring solutions to the size and complexity of your event.
Proper planning is essential to avoid complaints from vendors, partners, or guests, whether it’s failed payments, slow connections, or poor user experiences. Temporary WiFi done right keeps your event running smoothly and your attendees connected.
Allow enough time
Planning temporary WiFi for an event involves several steps, and most likely an external provider to implement the service, so allow yourself enough time to ensure reliable coverage, strong security, and a smooth experience for attendees.
Here’s a detailed guide to help you plan for an event:
Determine Event Requirements
- Number of Attendees: Estimate the number of people who will be using the WiFi. This helps in determining bandwidth needs.
- Type of Event: Will it be a conference, trade show, outdoor event, or wedding? Different events have different WiFi needs (e.g., streaming, social media sharing, or basic browsing).
- Devices: Consider the types of devices attendees will use (smartphones, tablets, laptops, etc.).
- Event Duration: Temporary WiFi needs to be available for the entire event duration, and potentially for the production team during the build.
Choose a WiFi Solution
- Renting Equipment: For some events, renting WiFi equipment like routers, access points (APs), and modems from a provider might be the best option. They rely on you having some expertise to be able to install the service and manage it.
- Mobile Hotspots: For smaller events, mobile hotspots can provide a temporary, compact solution, though they may not support large numbers of users.
- Local Internet Service Providers (ISPs): You can also coordinate with local ISPs to provide high-speed internet and temporary WiFi setups.
- Dedicated Event Wi-Fi Providers: Specialized providers offer robust event Wi-Fi solutions that include installation, configuration, and support.
Assess Network Infrastructure
- Internet Bandwidth: The bandwidth must match the event’s needs. For example, streaming and heavy data usage require higher bandwidth (e.g., 100 Mbps or more), while a small meeting might only need 20-50 Mbps.
- Redundancy: If possible, set up backup internet connections in case of failure (e.g., a secondary ISP or LTE backup).
- WiFi Coverage: Ensure the event space is covered by WiFi. For large venues, multiple access points might be needed to ensure strong signal throughout.
- Wired vs. Wireless: In large spaces, consider using wired Ethernet connections for stationary equipment like point-of-sale (POS) systems, while WiFi can handle attendee devices.
Design the WiFi Network
- Access Points Placement: For large events, strategically place access points throughout the venue. If the event is held in a large hall or outdoor area, multiple access points will be needed to ensure good coverage.
- Channel Management: Ensure that WiFi channels don’t interfere with each other, especially in crowded environments where many networks are running.
- Guest Network Segmentation: If possible, set up a separate network for event staff, exhibitors, or VIPs to avoid congestion.
Security Measures
- Encryption: Always use WPA3 (or WPA2 if WPA3 isn’t available) encryption to secure the network.
- Password Protection: Use a strong password for the network, and share it only with authorized users. Consider creating separate passwords for different attendee groups (e.g., staff, exhibitors, general guests).
- Pre-authentication: This ensures only pre-authenticated devices can connect to the network, which is the most secure WiFi protocol, also offering easy access for users.
- Firewall and Filtering: Use firewalls to block unauthorized access and filter unwanted traffic. This will ensure a more secure and stable network.
- Terms of Use: Display clear terms of use (TOS) for network access, including any restrictions on high-bandwidth activities (like torrenting).
Network Management and Support
- Monitoring Tools: Use monitoring tools to track network performance, usage, and security. You may also want to set up a dashboard for quick troubleshooting if problems arise.
- IT Support Team: Ensure that you have an on-site IT team or support available during the event to address any technical issues.
- Customer Support: For larger events, consider providing a help desk or technical support for attendees experiencing WiFi connectivity issues.
Test and Troubleshoot
- Pre-Event Testing: Test the WiFi in advance, especially in areas where there’s a high concentration of users. This can help identify coverage gaps or performance issues.
- Speed Tests: Perform speed tests at various locations around the venue to ensure a consistent, strong connection.
- Load Testing: Simulate heavy traffic to ensure the network can handle peak usage.
Provide Instructions and Support for Attendees
- WiFi Access Information: Make the WiFi credentials easily accessible through signage or printed materials. You can also include it on event apps or websites.
- Help Desk: Set up a dedicated help desk or roaming tech support to assist attendees with connectivity problems.
Post-Event Evaluation
- Feedback: Collect feedback from attendees on WiFi quality to improve for future events.
- Data Usage Analysis: Review usage patterns (bandwidth consumption, peak usage times) to gauge how well the network performed.
Optional Extras:
- Custom Splash Pages: For events with branded content, you can create a custom splash page that users see when they log in. This can be used for event promotions, sponsorship ads, or social media logins.
- Public Internet Access Points: In some cases, providing free internet access in public spaces (like lounge areas or coffee stations) can be a nice touch.
By assessing your specific event needs, estimating traffic, and ensuring proper network setup, you’ll be able to provide a seamless WiFi experience for your attendees.
