• by Seth Burstein
• Jun 24, 2019
• event wifi problems

Internet connectivity atanevent venue can be tricky to get right. There’s almost never enough time toset up everything exactly the way you want, andas attendeesstart topour in and connect to theWiFi, something is inevitably going to go sideways.If you don’t have a skilled technicianon-site, your guests may be stuck withInternetthat just isn’t up to par – or worse.

Why event WiFi often fails

For fixed environmentslike hotels, resorts,andoffice buildings, it’s easy to predictmostfactors affecting network connectivity,such asthe number ofconnecteddevices, where thehotspots should be located, andhow the WiFi will be used. The installationmightspan days or weeks, andthere’s ample time totestand troubleshootthe network in orderto work out the defects.As such,these networkstend to bebuilt for longevity and high performance.

When it comes to setting up the WiFi at aneventvenue,however,you can’texpect the same luxuries. Evenfor organizers whoperform network testsbeforetheirevents,it’s nearly impossible to predict exactly how the Internet willperform oncetheguestshavearrivedand everyonehasconnectedto the network.The variablenumber of peopleattending an eventand how many devicesthey’rebringingare two factors that make it difficult to come up with a truly accurate estimate.

Other factors that may be a challenge to estimate beforehand include:

-       Thetypes of devicesbeing connected to the network,withdifferent devicesrequiringdifferent WiFi settings.

-       What the devices will be used for, whether it’s sharing pictures,streamingvideos, or othermore intensiveapplications.

It’s also difficult topredictthe precise speedseventattendees willneed. Evenin situations whereyou can predict the number of attendees andtheirdevices, the physical location ofthedevicesare ever-changing.Largecrowdsof people moving from one area to another can put serious strain on the performance of event WiFi networks.

So, what can you do?

Precautionarystepsto avoid a WiFifailure

Despite the unpredictability involvedin setting up network connectivity at a venue, avoiding a mishap is still possibleifyouengage inproperevent WiFi planning. Here are a few quick tips to make sure your event WiFiis sufficient to keep attendees happy:

1 - Hire a skilled network engineer

When it comes tomanagingthenetwork connection atanevent,hiringspecialized event network engineers can take awaya good chunkof your worries. Ask your service provider(the companymanaging your network) if a trained network engineer will be on-site during your eventandmake note of the approximateresponse time inthecase of aWiFioutage.Ensure that your engineer will beavailableduring the entirety of the event, whetherin person or over the phone, as they can help you minimize the chance of disruptionand provide immediate support should a network failure occur. Of course, in person is preferred, but it does come at a cost.

2 -Invest in thelatest network technology

Withnetwork hardware, newer is almost always better.Makea point toqueryyour provider about the age of the network equipmentbeing used for your eventand whetheror not the hardwareis designed for high-density environments. Using the latest enterprise-gradeequipmentresults ina much greater chance ofstable,uninterrupted WiFi.

3- Know your requirements

Sharingyournetwork requirements with your service provider can give them a better idea ofhow to best meetyour needs.Be sure to mentionanything relevantto your event,includingthe number of people expectedto attend,whattheymight be usingtheInternet for,themaximum number of simultaneous users, andwhetheror notyou plan to use the WiFi for registrations, payments, live polls, etc.Being informed is always a step in the right direction, andyour provider should be able tocreate a priority “virtual network” or VLAN for critical functions.

4- Don’t go overboard

If you’re on a tight budgetafter havingfinalizedyourvenue, andyou’renot sure thatthe WiFicanfaceeverything event-goers might throw at it, consider limiting your scope. Restricting online functions tothebasics(like email)while allowing slightly more leeway forproduction and presenter purposes canbe an effective way of cutting back.While this won’t net you any awards,it’lllimitthe risk of failure,andmeeting minimal attendee requirements with efficiency is betterthan servingeveryonepoorly.

Ifeverythinggoes well, you’llhear nothing more than the satisfied silence of your attendeesas they make the most of the WiFi at your next event, the true mark of success.

That said, we’d like to leave you withone moregreat tip: consider Trade Show Internet for your event WiFi solutions.

We’ve deployed high-performanceInternet at hundreds of eventsand have established manyof the industry’sbest practices along the way. Take a look at our solutions forEvent WiFiandourEvent IT Solution. For a successful installation at yournext eventthat coversall ofyour needs,let’s get in touch.