In this day and age, it’s seen as practically medieval to put on an event without a robust Wi-Fi connection. No longer just a luxury for delegates, the ability to stay connected could even make the difference between whether or not they are able to attend. Good Wi-Fi also serves to make real-time promotion of the event much easier, allowing attendees to post on social media about their experiences, as well as affording the opportunity for delegates to participate in interactive activities and network to their heart’s content.
The golden rule of Wi-Fi is: take nothing for granted. We’ve put together the ultimate Wi-Fi checklist for your next event to ensure you leave nothing to chance:
1. Consider how it will be used
Base your Wi-Fi plans around how the network will be used and what your attendees will be expecting. If you simply want to offer them the chance to stay up-to-date with emails, you might be able to cut costs on bandwidth. However, if it’s possible they will be downloading large files or perhaps even streaming video, you need to make sure your connectivity can hold up. Additionally, event technology like Glisser and Slido is becoming increasingly common and, whilst this is brilliant for enabling audience interaction, it does up the demand on Wi-Fi. Ensure your Wi-Fi provider is clear if you intend to use one of these tech solutions or anything in which large volumes of participants might simultaneously vote or access a site to contribute questions or comments. There’s nothing more frustrating or embarrassing to deal with than connectivity grinding to a halt at an event.
2. Make it accessible
In order to get delegates connected and sidestep any irritation or impatience, make the network name and password clear. Send it out via email in advance of the event and ensure it is prominently displayed, throughout the venue, on site. You could even make note of it on attendee name tags or wristbands - just ensure that access is so clear that nobody needs to ask.
3. Utilise the landing page
Your Wi-Fi provider will be able to create a quality landing page that conveys important information to attendees - a well-crafted splash page or neatly inserted URL redirect could also prove an excellent opportunity to add value to sponsor packages. Be sure to test it out on a variety of mobile devices so that you can have full confidence on the day.
4. Conduct a site visit
When it comes to Wi-Fi, not all venues are created equal. So, it’s surprising when event organisers who are used to planning a site visit with external vendors neglect to conduct a similar walk-through to check the venue’s wireless capabilities. Remember, the quantity and location of Access Points will determine the strength of signal in different areas around the space. Additionally, it’s important to think about visitor movement and visitor density throughout the key areas of your venue; for example, if you have a bar area where people will congregate, you may need to put in additional AP points to ensure the network can handle demand. It’s a good idea to ask the venue’s technician to accompany you on a walk-round and to talk through exactly what might be happening in different areas and whether there are any concerns in terms of the stability of their network. It’s also a good idea to ask the venue about other simultaneous events - their use of the network could impact yours.
We can ensure your connectivity won’t fail you at your next event. Contact our team now for further details.