Today, WiFi is one of the foundations of every successful event.
But this is where unpleasant surprises often lurk. Few things attract guests' attention as negatively as a non-functioning network.
WiFi is a must at events - but there are often problems if it is not planned properly. Many devices, poor technology or thick walls can cause the internet to fail or be slow. However, if you rely on well-planned, stable WiFi from the outset - i.e. with a dedicated internet connection, backups in the event of outages and separate networks for guests, crew and VIPs - you can ensure that everyone is online without any problems.
Why is WiFi WiFi such a challenge?
1. many devices at the same time
Unlike in a small office, hundreds of devices often access the WiFi at the same time at events. Normal WiFi quickly reach their limits.
An example
At a tech event with 2,000 participants, the bandwidth was sufficient, but the router was no longer assigning new addresses because the router only had 254 IP addresses in the standard configuration. The result: more than 254 visitors were unable to access the network. It's almost a cliché that even large conferences organized by top tech companies struggle with unstable WiFi .
2. overloaded standard networks
Many locations advertise WiFi, but it is often not reserved exclusively for events - so participants share the connection with other users and bottlenecks occur. Unadapted configurations can also be a problem: For example, if only an IP address pool of 254 addresses is assigned, users from device no. 255 are suddenly left without a network.
3. unfavorable environment
Structural and technical conditions in event locations, such as thick walls or exhibition halls with lots of steel, can attenuate the WiFi. In addition, hundreds of other devices are transmitting at the same time - which causes interference.
One example: the infamous incident at an Apple keynote in 2010 when Steve Jobs was unable to demonstrate his iPhone because over 500 WiFi in the room were interfering with the connection. He eventually asked the bloggers to switch off their own Wi-Fi hotspots ("MiFi"). This example shows: The more wireless transmitters are active, the more unstable an uncoordinated WiFi can become.
4. no backup in case of failure
Dependence on a single internet line is risky. If this fails - due to a technical fault at the provider, for example - the event is left without internet. Many locations do not have a redundant connection, which means that even if the WiFi is working locally, there is no internet access.
5. security gaps
Legal protection: Public WiFi is often inadequately secured. Open WiFi without a password is convenient, but carries risks: Who is liable for misuse? Although the "Stoererhaftung" (Breach of Duty of Care) has been eased in Germany, the legal situation remains complex. In addition, open networks can cause connection problems, as newer devices reject unencrypted WiFi for security reasons.
Firewall: The firewall must be set up properly. Without a correctly set up firewall, there is a risk of guests accessing internal data - a no-go if cash registers or presentation computers are connected to the same network.
Conclusion
WiFi WiFican become a stumbling block. Overload, wireless chaos, outages and security problems - all of these are likely without special precautions. However, with the right planning and professional technology, it is possible to provide stable WiFi without any complaints.
WiFi: How to plan your WiFi WiFi
Check 1 - Internet connection
"Do we have enough bandwidth and capacity outside?"
Is there an exclusive line?
- Make sure that your event gets a reserved internet line - not shared with others
- A dedicated connection for the event only is ideal. If in doubt, rent your own additional access such as the Multi-LTE/5G Case.
What is the actual speed?
- Do not rely on "theoretical" information from the provider
- Test the bandwidth on site to make sure that the promised Mbit/s actually arrive.
Is there enough upload?
- Also think about the upload, for example for streams, video uploads or VPN connections.
- The upload capacity of connections is often limited, meaning that a symmetrical connection or additional upload bandwidth, e.g. via bonding, may be necessary.
Prioritization of the connection
- Ask whether important services are given priority on the Internet line.
- For example, a live stream or VoIP telephony should be prioritized to avoid network congestion.
Check 2 - WiFi on site
"Does the radio signal reach all participants - stable and fast?"
Are there enough WiFi(access points)?
- Several access points are mandatory for large areas or many users.
- Rule of thumb: 1 AP per 50 to 100 users.
Are modern frequency bands offered (5 GHz & 6 GHz)?
- Are multiple WiFi offered? (2.4 GHz has more range but is often congested - 5 and 6 GHz offer more channels and better performance).
- Does the WiFi support at least the "WiFi 6" standard?
Is overloading actively avoided?
- Does the system set bandwidth limits per user?
- Does the capacity automatically distribute evenly across all connected devices?
Are there separate WiFi?
- Is the WiFi separated for guests, crew and VIPs to optimize security and performance?
- Do critical groups receive guaranteed bandwidth?
Check 3 - Safety & reliability
"Is the network protected and fail-safe?"
Network security
- Client isolation prevents guests from spying on each other.
- WPA2/WPA3 encryption is mandatory - combined with firewall rules that restrict access to the internal network.
- Also clarify whether a VPN tunnel is used to avoid liability risks or whether liability is otherwise excluded.
On-site support
- Let us assure you that support will be available quickly in the event of a fault.
- Ideally with remote monitoring and a technician on site.
Backup solution
- Automatic failover to a backup line (e.g. LTE/5G) is crucial.
- The minimum should be a manual backup (by switching to an alternative connection).
Test run & acceptance
- Test the network in advance to ensure that the WiFi are visible and that you can log in
- Check whether the bandwidth is sufficient.
Summarized
A good WiFi WiFi requires:
- a fast, reliable Internet connection
- a stable WiFi for all devices
- Backup & redundancy in the event of a fault
- A secure configuration with expert support
When all these aspects are fulfilled, everything runs smoothly - and that is precisely the goal.
Proven procedure from practice
What does it look like in real-life event practice? Here are some tried-and-tested measures and examples that have proven successful at major events:
- Involve professionals at an early stage
IT experts should be involved right from the start to avoid technical pitfalls such as approvals and frequency management. Example: At a festival with 20,000 visitors, a well thought-out WiFi with temporary masts and a backup satellite connection ensured that everything ran smoothly. - Multiple networks for different users
Guests, crew and VIPs require separate networks. One conference, for example, used three WiFi("Guest WiFi", "Staff Wi-Fi" and "Media WiFi") to offer everyone the right service. - Traffic shaping & filters
Streaming services or updates should be limited or blocked to avoid unnecessary load. At a trade fair, the event app was prioritized so that live interactions ran smoothly. - Monitoring & quick intervention
A real-time dashboard shows utilization, bandwidth consumption and faults. This means that an overloaded access point at a congress can be relieved immediately by automatically redirecting participants to other APs. - UsingWiFi as added value
A stable WiFi can also promote sponsorship and interaction - for example via an interactive start page in the WiFi WiFi with event updates and live surveys.
Conclusion
A well-planned WiFi WiFi is not an obstacle, but a decisive success factor. Early planning, clear network separation, load management and monitoring ensure a stable connection and satisfied guests.
