Tag: internet

How to Get It Right and Avoid #WiFiFail

How to Get It Right and Avoid #WiFiFail

Event venues know secure, fast event WiFi is critical to the success of your events, which is why WiFi for events is the second most profitable service that venues sell (guest rooms are still easily the most profitable).

And many event venues are really stepping up to the plate when it comes to upgrading their event WiFi infrastructure so it can handle the bandwidth required for large crowds with multiple devices.

With that said, here are the important points every event professional needs to know when assessing the WiFi needs for their events.

Never, ever rely on cell phone towers or standard WiFi in hotel common areas to carry the load for your whole event

This is a rookie mistake that even most rookies avoid, and if you go this route, you are only asking for anger and bile from your attendees. Don’t try to save money and skimp on WiFi coverage if you know your attendees are going to be relying on it to stay connected and participate at the event.

Instead, include dedicated event WiFi coverage as a line item in your initial budget and explain to your clients of the importance of dedicated WiFi for events such as theirs.

 

Devices and users

hands-coffee-smartphone-technology-large

These days, even wedding guests are on their smartphones and thus require a solid wireless connection, and their usage pales in comparison to larger events or events in the tech industry, which could grow into the hundreds or thousands of megabits per second (Mbps – a standard measure of data transfer).

The first order of business is to determine how many actual users you will have – this includes attendees, vendors, contractors, exhibitors and event staff. A good rule of thumb for determining how much bandwidth you need is to allow for 8-12 Mbps per 100 users for high-usage groups and 2-3 Mbps per 100 users for lower usage groups.

So how do you determine whether your crowd is high- or low-usage?

You first need to look at who will be your users of technology and how much will they use.

Are your attendees just going to need WiFi for general usage (like Web browsing, social media, apps)? Are they going to be loading low-resolution or high-resolution video (which sucks up tons of bandwidth)?

Are they going to be super users who have lots of devices and open applications that are bandwidth hogs? The type of event and types of attendees are definitely things that you will need to asses upfront.

 

Finally, you also need to consider how many devices your users will be using at the event.

Many people at conferences and trade shows have a smartphone, tablet and computer in tow and may be accessing the WiFi on all three devices simultaneously (for those of us with three hands).

For example, if you have a conference-type event of 800 attendees, you may need to plan on 2,400 simultaneous connections. Some Internet Service Providers (ISPs) and event WiFi providers have the ability to limit the bandwidth of individual attendees or the number of devices they can simultaneously use, so that is something worth considering to keep costs down.

 

Map out your event WiFi footprint

wifi

Do you want your WiFi to cover the entire span of your event, both inside and outside? This could get expensive, especially if you have a lot of square footage, some of which may see less demand for a wireless signal.

A good rule of thumb here is to deploy WiFi where you know you will definitely need it – like conference/breakout/session rooms, hallways, lounges, trade show floors and expo halls. Also, what some event managers do is to create a specific WiFi hotspot that has lots of bandwidth, and they direct heavy users to these areas.

Part of determining the event WiFi footprint is where you or your WiFi provider will place access points. An access point is a device (usually a router or relay) that enables Internet access for an area of approximately 3000 sq ft. Each access point usually can serve from 50-100 people, so make sure that your venue’s access points can each handle at least 50 people.

 

Make it easy

laptop-mobile-large

At the event itself, your attendees’ first instinct will be to access a wireless signal from their cellular carrier, and they may be in for a bit of shock when they realize that thousands of others are trying to do the same and their device is operating at a crawl.

So to avoid this, make sure to publicize in all materials the WiFi Network Name (also called an SSID) and, if necessary, password. Make sure to make the WiFi Network Name intuitive (like an abbreviated version of the event name) so that it is easily recognized in a list of networks, and, if you must require a password, also make it simple, short and intuitive (not lots of caps and symbols).

You should also post the WiFi Network name on posters in very conspicuous and high-traffic areas and provide clear, non-techie instructions on how to access the network.

Finally, you should keep tabs on how your dedicated WiFi is functioning at the event and if there are any outages or issues among users. A good tactic here is just to monitor your social media feeds and look for your event hashtag with the #WiFiFail hashtag in posts.

Have more ideas? Include them in the comments below.

The 3 New Rules of Event Technology

The 3 New Rules of Event Technology

During the first era of event tech innovation – the late 1990s and early 2000s – the events industry saw massive improvements in specialized, computer-based software for event management/planning and hotel/venue management. During this era, we also saw the first online event software applications for things like event registration/ticketing and event marketing.

So what makes this new era in event technology innovation so different? And why should you care?

Here are 5 critical things you should to keep in mind as you evaluate event tech tools.

Simplicity and easy-of-use 

  • Big benefits – Shorter learning curves; faster adaption of technology by all team members
  • Potential drawbacks – None, really

 

Now, event pros simply don’t have time to read manuals and spend hours and hours in training sessions to learn how to use software applications. We are used to the ease and simplicity of smartphone apps. We are accustomed to user interfaces that are intuitive and self-explanatory (thanks to Apple). And we want to put new event technologies into practice immediately so we can start seeing the benefits now.

(Almost) everything is online

  • Big benefits – Automatic software updates; no software installation or maintenance on your computer/server; automated data backups
  • Potential drawbacks – Limited or no access to data if you aren’t connected to the Internet

With online software you may not be able to access your data if you aren’t connected to the Internet; however, high-speed access is better and more ubiquitous than ever. And, yes, if your data is in the cloud, there is always the possibility of it being compromised by a hacking attack.

But you have the same risk with your data installed on your Internet-connected computer. So all these things pretty much cancel each other out.

apple-iphone-smartphone-desk-large

Data and software access across all devices

  • Big benefits – Anywhere, anytime data access; data portability
  • Potential drawbacks – Screen size limitations on smartphones; limited functionality for certain applications

10 years ago, smart phones were still glamorized cell phones. 5 years ago, smart phones and tablets gave us cool apps and games plus mostly reliable on-the-go Internet. Today, smart phones and tablets give us anytime access to lots of data wherever we are.

Event software companies are taking two paths when it comes to making their applications and data available on tablets and smartphones:

  1. Native app versions of their software for Apple and Android devices; or
  2. Mobile Web browser versions of their software that you can access through the Web browser on your smartphone/tablet.

And both options are viable because of the advances in mobile Web browsers to load and display data.

What trends are you seeing in event technology and event management software? Provide your feedback in the comments below.

Wi-fi while flying? Now it’s possible

Wi-fi while flying? Now it’s possible

Good news, frequent flyers: Wi-Fi in the friendly skies could soon be less of a joke. It might even be good. Really good, potentially up to 20 times faster.

That is if all systems are go for Gogo’s fancy, new in-flight Internet system. The leading airborne Wi-Fi connectivity provider announced this week that the FAA has given it the greenlight to test its 2Ku connectivity tech, which it claims performs at speeds as fast as 70 megabits per second (Mbps). That’s exponentially speedier than Gogo’s most commonly used data signal bandwidth, which tops out at a frustratingly slow 3.1 Mbps, slower than the slowest home broadband signal.

Gogo’s current airborne Wi-Fi is inefficiently delivered via spotty air-to-ground cellular signals. The new, hopefully dramatically improved system uses twin, 4.5-inch tall satellite antennas. Basically, the signals they send and receive from satellites in orbit are more powerful and cleaner and crisper, which Gogo says means “more bandwidth at less cost.” Hmm, at less cost to whom? Probably not to passengers, but we’ll get to that in a minute.

Image Credit: Gogo

“This is a significant milestone for Gogo and a seminal event for in-flight Internet,” Gogo chief technology officer Anand Chari said in a statement. “We believe this will be the best performing technology for the global commercial aviation market bar none. Clearing this regulatory hurdle brings us one step closer to enabling our airline partners and their passengers to enjoy the future of in-flight Internet.”

The Chicago-based company’s new system is currently installed on its 737-500 test plane, where in-flight trials will take off shortly. Seven commercial airlines are already signed up “for either a trial or fleet deployment” of the advanced technology, including Brazil’s GOL Airlines and Delta Airlines, reports Avionics Magazine. Gogo expects to officially launch its next-gen system later this year, with rollout likely continuing through 2016.

Better stash your cash, passengers. We’re guessing Gogo’s faster Wi-Fi packages to come will probably be even pricier than its current offerings, which start at $16 for a full day of airborne connectivity. Satisfying the need for speed doesn’t come cheap at 45,000 feet.