There are minimum networking requirements that need to be met to ensure seamless registration process onsite.
We recommend starting the conversation regarding the internet connection with your venue at least 4 weeks out from the start of your event.
The basic network requirements are:
A dedicated network will be provided for all registration and scanning devices (Optional but highly recommended).
The minimum bandwidth required is 0.5Mbps for each device you have on site.
By device, we mean a laptop for a registration desk or a scanner to be used for session
scanning or lead capture for exhibitors/sponsors. This is the case if devices are rented from us, rented from our partner companies or if using your own or an exhibitorâs own device onsite. They all need to be added together to give a combined minimum connection.
Example:
I have 5x registration desks, rented from Noodle Live. I have 8 session scanning tablets, hired from Noodle Liveâs partner company and I have 12 exhibitors who are using their own devices for lead capture.
5 + 8 + 12 = 25 devices / 0.5Mbps x 25 devices = 12.5Mbps total required
Hardwired connection for registration desks
By having a laptop on registration hardwired in, your registration desks wonât be competing with the WiFi that your delegates & exhibitors are using also.
Competing for connection causes latency, meaning slower badge printing and potentially
big queues on registration, which of course, we want to avoid.
Some venues will allow you to order one hardwired connection and split this between
multiple desks using ethernet cables and a splitter box.
Questions to ask the venue
A great place to start with asking these questions is on a site visit. A venue event manager
should be able to show you anything you may need and provide you with a quote accordingly.
Some of the questions we recommend raising with the venue contact are:
1. Do you offer any event packages for WiFi/hardwire connections?
If so, what are the costs/sizes?
Is a hardwire available where youâd like registration to be?
2. Is 1x hardwire connection able to be split? (some venues put a block on this)
3. What is the internet protocol version for WI-Fi connection onsite? (IPv4 / IPv5 / IPv6)
4. If your event is in a hotel or venue holding multiple events at once,
Is the WiFi connection for event purposes and guests only?
If not, do they know the rough venue capacity expected on your event day?
5. What is the connection process?
Is there a password?
Is there a splash screen with some details to complete?
Does the connection timeout?
If so, is this after being connected for X amount of time or is this after X amount of time being inactive?
Are they able to setup a unique SSID for you and your event? An SSID is your own username and password giving you a specific amount of their total wifi and with no competition.
6. What is the mobile signal like in the venue?
Are people likely to need to hotspot from phones in the event of a WiFi failure? If so, is the mobile signal strong enough.
Are there any WiFi black spots in the venue? Sometimes huge concrete or metal walls/structures can block the signal getting through
Who is the IT support on the day?
7. Is there a technician to call if there are any issues?
8. Or is there a number to call for dedicated support?