As internet access becomes essential to new uses at professional events, it is your responsibility as an organizer to make sure the connection you use is appropriate! Whether for managing attendees or offering more interactivity to your guests, the success of your event will depend largely on the quality of your connection. To avoid disaster, here are 7 practical tips to follow:
Estimate the bandwidth your event needs
Even before choosing a venue for your event, it is important to have a rough idea of your needs. The number of people expected, along with the type of interaction planned during the event, will help estimate the number of connected devices and your required speed in Megabits per second (Mbps). Refer to the reference table at the end of this article to estimate your needs.
Test the connection on site
Once you have estimated your consumption, go to the venue to test the actual speed of the internet network. Simply connect and use one of the many existing services (such as speedtest.net). This tool will let you quickly assess the bandwidth available on site.
Ask the technician the right questions
While you are there, take the opportunity to ask the person in charge of the internet setup a few questions. They can tell you how the access points (Wifi routers) are distributed across the room, as well as the number of simultaneous connections each one supports. To avoid any saturation, we recommend not exceeding 75% of the stated capacity (remember, the technician often works for the venue, not for you!). It is also important to make sure someone from the technical team is on site and available on the day. Make friends with the technician: if something goes wrong, they will be your best ally, so treat them well.
Plan a dedicated connection for your staff and key devices
For safety, request a separate network for your team and key equipment. Along the same lines, do not share your wifi credentials if guests do not need them for the event. This way you will have fewer distracted attendees and, more importantly, you will optimize the stability of the network dedicated to your staff and to running your event.
Avoid internet portals
Many hotels and venues offer a connection that requires sign-in. While this is usually enough for about ten people to check their email in the lobby, these systems are rarely stable enough to provide a good connection to hundreds of people working in a room. What's more, the portal is often set to cut the connection after a given time (1 hour, midnight, etc.). This is a risk factor to avoid if possible!
Plan a 3G/4G backup solution
A wireless 3G/4G router (mobile hotspot) can save the day. Switched on and connected in an instant, it can broadcast a Wifi network to a small number of nearby devices (particularly useful for check-in, which can take place in an area far from the main wifi routers). This way, if the venue has no internet installation, you can still guarantee a quality welcome for your guests. Just remember to check that your chosen carrier has coverage at the venue in question.
The heavy-duty method: deploy a satellite network
If your event is held in a rural area, or if you need a very high-speed connection, why not deploy a satellite network? Several highly effective providers can help you with this (such as our partner Eric at ParisWebCube).
The Wifi connection challenge needs to be planned ahead and cannot be left until the last minute. With a good network, your guests will naturally tend to tweet or share photos live from your event. Your brand image is at stake, and your attendees will not hesitate to comment if their working conditions are compromised!
