Event WiFi and getting it right
When you set up WiFi for an event, you want to know if it will work perfectly. Unfortunately, even with the venue’s best assurances, there’s no guarantee that everything will go according to plan. You can’t do a trial run with all of your attendees present and their wireless devices up and running. You can, however, take a few steps to ensure that you get it right when setting up the WiFi for your event.
Think about the people attending your event
Who will be attending your event, and what will they do while there? In today’s society, people expect wireless access wherever they go. This is particularly critical at large events where connections are being made, information is being shared with people back at the office, and attendees are showing previous examples of their work, visiting webpages to display information, or doing fast research before making a purchase. If you’re hosting a technology event, for example, a convention dedicated to computer security specialists or a conference about technology in any form, it’s safe to assume that you’ll need to provide greater bandwidth and more frequent access points.
Please take a moment as you’re setting up your event to consider the people who will be there and how they will use their technology throughout the event. For example, high-usage groups may require 8-12 mps per 100 users, while lower-usage groups may come in at 2-3 mps per 100. At an event filled with “techies,” you’ll also need to consider the number of devices accompanying them: many of them may simultaneously connect with their tablets, smartphones, and laptops.
Plan well ahead
Wireless access for large events is a big moneymaker, and the longer you wait to secure your WiFi, the more expensive it will be. However, the sooner you start negotiating with potential providers, the greater your odds of securing a deal that will work for you. Don’t assume that your venue will provide adequate internet access, either! Instead, start with the assumption that you’ll need to provide wireless access for your event and that the venue’s existing system won’t be enough to handle your traffic. From there, you can always negotiate.
In your planning, also consider where you want your guests to have wireless access. If you cover every hallway, nook, and out-of-the-way corner at your event, you’ll watch the price increase quickly. On the other hand, you want to ensure your guests have WiFi wherever they need it. If it’s not practical to cover the areas where guests will most commonly use their wireless devices, consider offering a specific lounge or hot spot area with wireless access.
Keep it simple
Even in the most technically sophisticated group of people, someone will have trouble figuring out how to access the WiFi for your event. Make sure that your guests have easy access to step-by-step information. Also, make it easy for your guests to find your connection. Choose a network name that’s intuitive for guests. For example, a shortened version of the event name is easy to select from a list of existing connections. If you use passwords, keep them simple, easy to type in, and easy to remember. Ensure this information is posted clearly and conveniently so your guests can find it when needed.
Monitor WiFi usage during the event
Not only should you check with your provider to see how much data was used throughout your event, giving you a great idea of where to start next year, but you should also monitor your guests’ ability to access the WiFi during the event. Monitor hashtags associated with your event, watching particularly for #WiFiFAIL associated with the event. Look for frustrated people who are moving around in an attempt to catch the signal. Finally, listen to what attendees say about wireless connectivity throughout the event. These steps will give you a head start on fixing everything next year.
Setting up wireless access for your event can be a challenge. By following these steps, however, you significantly increase your odds of success. In addition, your guests will appreciate the effort you’ve put into ensuring they can stay connected when it matters most to them.
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Download our Event WiFi Guide for more information.
