5 Ways to Prevent Onsite Wi-Fi Woes at Events

The modern world cannot survive without Wi-Fi, and that is certainly the case for meetings, events and conferences. Not only does a strong wireless internet connection help you and your staff do your jobs better onsite, but hundreds or even thousands of frustrated attendees with Wi-Fi trouble might just be an event planner’s worst nightmare.

Events vary by number of attendees, venue size and configuration, and technology needs, but without the support of basic things like Wi-Fi, your event will struggle from the start. From the right setup to displaying accurate Wi-Fi access information, your staff and attendees will be much happier if you make your Wi-Fi connection a priority.

Be Visible

Many planners today can agree   the number one question asked at every event is “what’s your Wi-Fi password?” Help yourself and your attendees by making your Wi-Fi network name(s) and password(s) very visible throughout your event, from physical and digital signage, programs, presentation slides, as well as your mobile app, event website and social media accounts just to name a few. Your Wi-Fi information doesn’t have to be in large font or the main focus, just a little note in the corner will do. Many events also utilize chat bots, so that any simple Wi-Fi questions can be answered quickly and easily that way.

Don’t Rely on Your Venue

Events come in every shape and size, as so does the venues that host them. If it’s a smaller meeting, your hotel’s Wi-Fi may be able to handle the load, but more often than not, providing your own Wi-Fi network is to be expected and is often a substantial cost when hosting hundreds or thousands of attendees. Not only is it good to evaluate both your internet and budget needs prior to your event, but make sure to work with your venue and third-party services on when and where you’ll need the extra infrastructure.

Recommended Resources: Learn how to optimize the attendee journey with the latest event tech.
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Overestimate, Over Prepare

It’s not shocking to hear that people own more than one device requiring Wi-Fi. In fact it’s estimated that digital consumers own 3.64 connected devices and that planners should estimate that attendees at least will bring 2-3 devices to an event. Now imagine all of those devices being used at once by every attendee and/or staff member at your event. With that being said, when it comes to estimating how much bandwidth or access points you will need, prepare for the worst or absolute highest peaks of usage.

Think about times during your event like once a speaking session block time is complete, for example. You can bet most attendees will want to immediately check their email or event mobile app to see what’s next on their agendas. Those are the times your attendees need to access information online the most and you need to be prepared.

Invest in The Right Technology

No matter how much an event planner is prepared, Wi-Fi outages are sometimes unavoidable. But in order to keep attendees happy, the show must go on. That’s why it may be a good idea to invest in event technology that can work offline in case of Wi-Fi troubles. One example is Stova Aloha, an event check-in app that still allows attendees and staff to check-in and print badges even when the internet is offline. When the internet starts working again, the data is automatically syncs with your registration system to keep everything on track. Another bonus is that it keeps the check-in lines moving and the wait-times short, which keeps the issues related to poor Wi-Fi to a minimum.

Utilize Surveys & Feedback

If you want a greater sense of your attendees’ or sponsors’ Wi-Fi needs, then just ask! Perhaps you ask attendees how many devices they plan on bringing to your event when they register. Or you can use forms to keep track of what wireless equipment sponsors will need at their booth or what speakers need during their presentations. This should help you have a more specific, accurate idea of the level of performance your Wi-Fi network will need to have throughout your event.

And of course, don’t forget to ask about the Wi-Fi experience in post-event surveys as well. If one of your event-related goals is to improve the Wi-Fi experience, dig deep and ask specific questions about connectivity, speed and accessibility.

Overall, Wi-Fi is not something to skimp on or put on the back burner when planning your events. With a service that provides so many functions for both your attendees and staff, it’s best to be over prepare and over deliver on the glue that holds your technology presence together.

This blog post was originally published in 2016 and has been updated for relevance and clarity.