• by Serge Rubinstein
• Feb 06, 2018
• WiFi, Custom Solutions, Trades Show Internet, Technical Solutions, Event WiFi

If you've ever organized a large event, you know that hiccups are unavoidable. While it is ideal to plan ahead to avoid mishaps, when network issues do occur, it is equally important to know how to effectively address them. Trade Show Internet has provided Internet at hundreds of events and we've learned many best practices along the way. Below are three suggestions for your next event to help you avoid running into problems on your big day.

 1. Communicate Often, Clarify Floor Plan Changes

Design changes are to be expected, from the initial floor plan draft to the actual on-the-ground physical build-out of an event space. As your space design changes, it's important to communicate these changes to your WiFi vendor as there may be corresponding WiFi coverage and capacity demands, requiring adjustments to the network plan. At a recent event we did in LA, part of our scope included providing WiFi for staff iPads at an outdoor Guest Registration entrance. Due to aesthetic requirements, our nearest Xirrus WiFi access point serving this area was placed 60 feet away, on an 8-foot-tall tripod. Under normal circumstances this would have provided sufficient signal strength and coverage. However, the signal was impeded by a dense group of photographers standing on risers (not shown on the initial floor plan) in between the WiFi access point and the Guest Registration entrance. The client also expanded the Guest Registration area to include a long driveway, which was not contemplated in the original scope. Whenever possible, we come prepared with additional equipment to satisfy on-the-fly changes. But had we known about the potential obstruction and the expanded scope, we could have made the necessary adjustments to the position and number of WiFi access points to provide the needed coverage prior to the event going live.

 2. Plan Ahead for Live Video Streaming

 Broadcasting a live-stream of your event to the web is becoming more and more popular. Services like Facebook Live and Instagram Stories are easy to set up and use. However, if you're not careful your stream may not be as smooth as you intend it to be. We understand that a live stream broadcaster wants to navigate to different areas of the event. If you're broadcasting on a smartphone, your device will automatically associate to the nearest WiFi access point (AP) broadcasting the strongest signal. WiFi networks are designed so that as you move around the venue, your device should automatically disassociate from one WiFi AP and associate to the next stronger/closer WiFi AP. When this happens, a small number of packets are dropped. This would not be noticed if you were browsing the web, but with real time video streaming applications, the image stutters. To avoid this undesirable situation, we recommend the broadcaster remain in one location during the video shoot, and if available, use a 4G network for backhaul. 

3. Always Have a Network Engineer On-site

 While it may be possible to troubleshoot issues over the phone, often times diagnosing the problem remotely can be very difficult. For example, when we have outdoor events, especially when there is temporary generator power, there is a very real likelihood that someone will inadvertently unplug a circuit, taking down the critical switches/WiFi access points downstream. In these situations, the only way to resolve this is to have an on-site technician walk the cable paths to identify and correct the problem. Additionally, on-site tent vendors may not be aware of how to handle the technical equipment. During one of our recent events, the tent vendor accidentally removed two of our WiFi arrays during the tent tear-down. Fortunately, we were able to recover one of the arrays, but we had to get the other array replaced completely. Although saving money on on-site labor sounds ideal in theory, in practice, we've learned the best way to support our clients and provide immediate solutions is to be present during all event hours.