Best Practice: Infrastructure Onsite (WiFi)

A solid WiFi setup is a must for a successful event, especially when dealing with various devices and internet activity. Essential factors to keep in mind are the bandwidth and the number of access points.

Introduction

Ensuring that your event has a robust and reliable WiFi infrastructure is crucial for its success. Several variables can impact the quality and reliability of the WiFi at your event, such as the number of devices connected and the type of internet usage by attendees. Key elements to consider when planning your WiFi infrastructure include bandwidth requirements and the number of access points.

Bandwidth

The amount of bandwidth needed for your event primarily depends on the number of users you expect. For example, if you anticipate around 530 attendees, you can estimate medium internet usage at approximately 1.75 devices per user. This calculation results in about 928 "users," which means your bandwidth requirement would be around 76 Mb/s. Using an online bandwidth estimator tool can also provide a more precise estimate for your event's needs.

Additional Considerations for Bandwidth

1. App Downloads: If you have developed a custom native app for your event, initial downloads will require additional bandwidth. To minimize this impact, encourage attendees to download the app in advance through a strong promotional strategy.
2. Content Size and Activities: The size of your event guide, the amount of content, and the activities planned will also affect bandwidth requirements. To optimize download speeds and reduce the overall app size, store most images and documents on external servers. However, remember that attendees will need to be connected to access this content, and they may also use the WiFi for non-event-related activities.

Access Points

While bandwidth is important, the number of access points (APs) is even more critical to ensure that everyone can connect seamlessly. Think of bandwidth as the highway and access points as the lanes—smooth highways are of little use if there are not enough lanes for traffic.

Access points determine how many devices can connect simultaneously. Attendees often use more than one device, so we recommend having twice the number of access points as expected attendees. This approach ensures that everyone can connect without issue, even with multiple devices.

Key Factors for Access Points

• High Traffic Areas: Consider areas and times of higher activity, such as registration desks or large sessions where live polls are conducted. These locations will require additional access points to handle the increased load.
• Definition and Function: An access point is a station within a wireless local area network (WLAN) that transmits and receives data, connects users within the network, and serves as the interconnection point between the WLAN and a fixed wire network. As users move beyond the range of one access point, they are seamlessly handed over to the next.

Calculating the Number of Access Points

Each standard access point can support about 200 connections. Considering the average of 1.75 devices per user, one access point can effectively support around 114 users. For an event with 530 attendees, at least 5 access points are necessary in any room where all users will be present. To avoid reaching the maximum connection limit, it's advisable to deploy more than the minimum number of access points.

Optimal Placement of Access Points

Ensure access points are evenly distributed throughout the venue, particularly in larger rooms, so attendees in both the front and back can connect effortlessly. Although most venues position their access points strategically, it is wise to request a layout of where each access point is located.

WiFi Protocols and Range

Different 802.11 protocols offer varying ranges and speeds:

The choice of protocol depends on the room size and access point locations. Note that most access points are placed in cupboards or behind walls, which can impact their range.

Equipment Compatibility

While the brand of access points typically does not present a significant concern, if a venue uses a mix of networking equipment from different brands, it may affect the "handshake"—the protocol governing communication between wireless devices. If multiple brands are in use, ask if there have been any past issues with connectivity. During an on-site inspection, you can check for signal drops by moving between areas with different equipment.

Conclusion

For a seamless event experience, carefully consider both bandwidth and access points to support all attendees and their devices effectively. Ensure you have a robust promotional strategy for any event-specific app, distribute access points evenly, and check for equipment compatibility to prevent connectivity issues. By following these best practices, you can provide reliable WiFi service that enhances the overall attendee experience at your event.