expoConnex

#1) Is the available bandwidth enough for my event technology needs?
This is perhaps the most difficult question initially, as the answer depends on how much bandwidth you need for your event.

Key factors to understand here are:

• Number of people (attendees, exhibitors and event staff)
• Intended Internet usage
• Network/Internet-based applications to be implemented
• Frequency of Internet use (what percentage of people will be online at any given time?) 

For example, an event with the following requirements will typically do fine with a T-1 (1.554 Mbs) connection:

• 500 people
• Internet primarily used to check email and web browse
• No network/Internet-based applications
• Approximately 15% of user online at any given time

On the other hand, an event with these types of expanded requirements will need several times more than a T-1 connection to provide a high-quality user experience to attendees and exhibitors:

• 500 people
• Internet primarily used for corporate connections using VPNs
• Two network/Internet-based applications (online registration/check-in and audience response system)
• Approximately 60% of user online at any given time

 

#2) Can the venue dedicate all or part of the network to my event?
Often, the event venue will host multiple events simultaneously. This is fine when it comes to meeting rooms, coffee breaks, the show floor, etc. as they are physically separate spaces inside the venue.

With Internet access, all events may use the same network and therefore not be separate from each other. This can be a big problem. Internet users from another event can “hog” the network and cause problems for users at your event. Even worse, you and your attendees may have a poor experience and never even know what happened.

With a dedicated network you can have network bandwidth dedicated to your event and even have the opportunity to customize and brand the logon splash page with your event logo or that of major sponsors. Maybe best of all, you will rest easy knowing that your event network is in fact available only to your event.

#3) Can you customize the network specifically for my event?
A customized network allows greater control of the network and may even provide opportunities to generate more sponsorship revenue for your event. Significant options to look for in a customized network are:

• Branded the log on page (event logo, sponsor info, etc.)
• Custom SSID for wireless connections (use the event name for the wireless network)
• Port control (allow/disallow access to certain types of data or applications)
• Set VLANs (separate users groups, exhibitors, etc.)
• Temporarily add more bandwidth
• VPN certification

 

#4) How many users can simultaneously access the wireless network at any given time?
All wireless networks are designed and installed with an optimal number of users in mind. In some cases the optimal number of users may be a few dozen. In another case it may be several hundred, it all depends on the specifics of each wireless network.

Event venue wireless networks are no different, each has been designed for an optimal number of users and that number may not be what you need within a given space. Depending on the size, type and duration of your event, you may need a wireless event network that can accommodate more users in a smaller area than what is available at the event venue. For example, you may wish to provide a VIP lounge with wireless Internet access for 500 people in a location that is only designed to serve 100 people. 

#5) How secure is the venue's network?
Network security has become a big deal. Attendees carry laptops, smart phones, PDAs and other Internet devices that hold personal and confidential data. When they use the event network they expect a secure environment. All too often, event networks employ minimum security measures because it's easier to manage and requires less effort  of the event technology support staff.

A secure event network will have most, if not all, of the following capabilities: 

• Enterprise grade firewall (denies network access to unauthorized users and applications)
• User Authentication (access pass codes)
• Virus monitoring and filtering (at least some viruses eliminated by the network)
• Isolated networks for each event (no events share network services)
• Isolated users within events (users cannot access other user's computers)

 

#6) Does the venue provide network and bandwidth reporting?
As with all major elements of your event, you must be able to measure and report the success or failure metrics of the event technology, including the network and bandwidth usage. The more data you have the better you can analysis the value of the services and justify future use and measure ROI.

A good event network and bandwidth report will include:

• The total amount of bandwidth that was actually used (good for future planning)
• The amount of bandwidth used by each user
• The number of simultaneous users at any given time
• The number of users per wireless access point
• The network up time (and down time, if any) percentage (100% is very good)
• Network errors, if any

 

#7) What level of on-site technical support is available?
Depending on the complexity of your event technology needs, the standard venue technical support person may not be enough.

Be certain to review in detail, your plans for the network, Internet and event applications.  You may need a highly skilled wireless networking engineer, VPN certification specialist or desktop support expert. If the venue cannot provide these services, you will need to plan ahead.

#8) How many public I.P. addresses are available for my event?
The availability of public I.P. addresses is often overlooked until it becomes a crises at the event.

An I.P. address is the Internet address by which the computer is known on the network and across the Internet. There are both Public and Private I.P. addresses. In most cases, event venues have a limited number of Public I.P. addresses so they use Private I.P. addresses to accommodate larger numbers of attendee-users.

Unfortunately, many applications require a Public I.P. address in order to function properly. For example, many event attendees use a VPN to securely communicate across the Internet with the home office and require a Public I.P address. Imagine a 1,000 attendee event, with most attendees using VPNs and the event venue has fewer than 200 Public I.P. addresses. When these users attempt to logon, the calls for support will be “ringing off the hook” and you will have many unhappy attendees.

Make sure the venue has enough Public I.P addresses to meet the needs of your event.

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If you have any questions about evaluating your event's venue technology readiness or would like a free event venue readiness evaluation report, please contact expoConnex any time. Tel: 1.877.397.2669, www.expoconexx.com.

 

Glossary of Technology Terms

Bandwidth – refers to data (information) transmission rates when communicating over certain media or devices.

Firewall – is an information technology (IT) security device which is configured to permit, deny or proxy data connections set and configured by the organization's security policy.

IP Address – is a computer's address.

VPN (Virtual Private Network) – is a private communications network often used by companies or organizations, to communicate confidentially over a public network.

User Authentication – authentication is the process of attempting to verify the digital identity of the sender of a communication such as a request to log in.

Wireless Access – is a wireless local area network (LAN).

Service Set Identifier (SSID) – is a code attached to all packets on a wireless network to identify each packet as part of that network.

Wired Equivalent Privacy (WEP) – is a wireless network security standard.

Wi-Fi Protected Access (WPA) – is a wireless encryption standard WPA.

 

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