TES- Best Practice WiFi

Best Practice Network
Connectivity Checklist
For Events, Meetings and Conferences
Justin Hollins - 13 April 2015
BEST PRACTICE CHECK LIST - TES EVENT WIFI 1

Tes
-‐
Event
Wireless
Best-‐prac2ce
Network
Connec2vity

checklist

For
Event
and
Mee-ng
Planners

Tes
-‐
Event
Wireless
(tes)
has
developed
this
checklist
to
help
event
and

mee8ng
planners
ensure
that
their
Return
on
Investment
(ROI)
is

maximised
through
agile
and
cost-‐
effec8ve
management
of
network

connec8vity.

The
tes
Best-‐prac+ce
Network
Connec+vity
Checklist
can
be
used
when

event
and
mee8ng
professionals
are
preparing
to
choose
a
venue
or

simple
wifi
enable
a
mee8ng
or
events
space.

Events
and
mee8ngs
are
increasingly
dependent
for
their
success
on
the

provision
of
network
connec8vity
and
planning
for
a
posi8ve
event

outcome
and
mee8ng
ROI
is
a
crucial
element.

You
will
need
to
consider
how
aGendees,
exhibitors,
sponsors
and
your

event
staff
will
use
mul8ple
mobile
devices
(smartphone,
laptop,
netbook

etc.)
and
what
role
each
venue
room
will
play
in
the
conference
/
event

proceedings.

The
key
to
a
successful
event
and
maximum
ROI
is
Network

Segmenta-on.
This
proac8ve
element
of
Mee8ng
Design
is
essen8al
–

and
your
understanding
of
this
will
ensure
that
you
can
successfully
plan

and
support
your
aGendees
and
partners.

Network
Segmenta2on:
User
Groups
and
Venue
Loca2on

You
should
first
understand
how
each
conference
aGendee
will
use
the

network.
Each
aGendee
will
access
and
engage
with
the
network
in

different
ways.
Your
aGendees
can
then
be
placed
in
categories
that
will

allow
you
to
design
your
conference
network
successfully
to
meet
their

varied
needs.
Each
category
has
similar
or
shared
network
demands
and

network
service
expecta8ons.


Tes
-‐
Event
Wireless
has
iden8fied
these
event
groups
and
this
will
help
to

guide
your
network
planning:

General
conference
aEendees
typically
access
the
network
via
a

handheld
device
to
review
emails
while
in
mee8ng
rooms,
pre-‐func8on

area
and
public
areas.
However,
the
open
/
shared
networks
in
these

areas
can
be
difficult
to
manage
and
mee8ng
professionals
find
it

increasingly
challenging
to
an8cipate
the
amount
of
bandwidth
usage.

But
all
aGendees
need
to
trust
the
network
as
secure.

Mee-ng
Design
Considera-on
(MDC)
1:

• Provide
basic
connec8vity,
service
and
support

• Ra8o
to
be
considered(wireless
devices
to
access
points)

• Assess
the
number
of
devices
needing
simultaneous
connec8vity

• Manage
bandwidth
at
a
generally
acceptable
connec8vity
speed.

Conference
presenters
increasingly
use
Cloud-‐based
presenta8on
tools

that
demand
fast
and
robust
connec8vity.
Sufficient,
secure
bandwidth

for
this
group
is
mission
cri8cal
to
promote
a
successful
event
and
ensure

maximum
ROI,
and
as
a
best
prac8ce,
this
group
should
not
share
the

same
network
as
the
general
conference
aGendees.
All
network

connec8ons
should
be
secure
and
robust.

MDC
2:

• Robust
network

• Some
level
of
technical
support


High-‐touch
conference
aEendees
are
key
groups.
They
include
senior

management
teams,
whose
network
8me
is
cri8cal,
which
means
they

also
need
to
be
a
separate
connec8vity
segment,
away
from
the

pressures
on
the
general
conference
aGendee
network.
The
ideal
solu8on

is
the
crea8on
of
a
robust
and
secure
‘office-‐away-‐from-‐the-‐
office’

network
solu8on,
most
typically
a
Virtual
Private
Network
(VPN)

MDC3:

• Robust
network
with
a
higher
level
of
security

• Separate
the
network
from
the
general
aGendees
if
possible

• High
level
of
technical
support

• Pre-‐event
VPN
tes8ng
to
ensure
compa8bility
with
corporate
network

Conference
staff
team
members
are
expected
to
provide
fullest

assistance
for
the
conference
and
increasingly
they
are
also
expected
to

address
their
general
“non-‐
conference”
work
responsibili8es.
To
promote

produc8vity
and
mee8ng
ROI,
this
group
also
should
not
share
the
same

network
as
the
general
conference
aGendees.
In
this
case,
you
may
want

to
consider
crea8ng
another
‘office-‐away-‐from-‐the-‐office’
network

solu8on.

MDC4:

• Robust
network
with
a
higher
level
of
security

• Separate
the
network
from
the
general
aGendees
if
possible

• High
level
of
technical
support

• Set-‐up
a
network
monitoring
sta8on
that
will
allow
your
team
to

respond
quickly
and
effec8vely
to
any
network
challenges

• Record
network
data
usage


Virtual
conference
aEendees
are
becoming
a
regular
feature
due
to
the

maturity
of
technology
and
network
solu8ons
that
support
remote
event

engagement.
We
expect
such
hybrid
conferences
/
virtual
aGendees
to

become
the
norm
over
the
next
1-‐2
years.
 
MDC5:

• Implement
network
security
best
prac8ces
to
protect
all
aGendees:

virtual
and
non-‐
virtual
aGendees

• Monitor
and
measure
all
conference
network
traﬃc,
internal
and

external.
 
Exhibitors
pay
event
organisers
to
showcase
their
services
and
product

oﬀerings.
This
group
also
needs
a
separate
level
of
network
service,
ring-‐
fenced
from
that
of
general
conference
aGendees.

MDC
6:

• Robust
network
with
a
higher
level
of
security

• Separate
the
network
from
the
general
aGendees
if
possible

• High
level
of
technical
support

Conference
sponsors,
as
a
key
element
in
successful
events,
similarly

should
be
provided

with
a
network
segment
that
guarantees
fast,
secure
connec8vity.

MDC
7:

• Fast,
secure
network

• Separate
the
network
from
the
general
aGendees
if
possible

• High
level
of
technical
support


When
you
have
created
your
user
group
categories,
the
next
step
would

be
to
repeat
this
process
in
every
area
of
the
conference
venue.
Each
area

will
serve
a
unique
func8on
for
your
conference
and
so
the
network
must

match
each
unique
need
demanded
by
the
conference
aGendee
in
all
of

these
venue
spaces.

Before
selec8ng
the
venue,
it
would
be
in
your
best
interest
to

understand
how
each
room
and
area
is
network-‐connected
and
how
they

‘talk’
to
each
other.

The
key
venue
areas
are:

1.
Public
space:
lobby,
recep8on,
restaurant,
bar
and
coffee
lounge
areas.

Many
of
these
spaces
are
‘flexibility
areas’
and
should
support
mul8ple

mobile
tasking.
When
conduc8ng
the
site
inspec8on
/
visit,
it’s
impera8ve

to
understand
the
poten8al
network
needs
and
demands.
If
the
area
will

serve
as
a
registra8on
point
and
office
space,
ensure
the
network

infrastructure
can
meet
this
demand.

2.
Pre-‐func2on
conference
areas
have
grown
in
importance,
par8cularly

in
the
past
18
months
and
the
strain
on
network
infrastructure
capacity

has
mirrored
this
development.
Planning
for
a
par8cular
conference
room

should
also
consider
the
pre-‐func8on
area
to
cope
with
network

connec8vity
demands,
bearing
in
mind
the
increased
use
of
mobile

devices,
which
have
a
significant
effect
on
wireless
access
point
ra8os.

3.
Conference
areas
can
provide
a
myriad
of
func8ons
-‐
temporary
office

space,
exhibi8on
hall,
training
room,
speaker-‐ready
rooms
and
media

centre,
for
example.
To
fully
understand
the
network
demands
for
a

conference,
you
should
first
research
and
understand
how
each
of
the

rooms
will
be
used
and
how
they
will
contribute
to
the
overall

conference.

This
knowledge
is
crucial
to
the
successful
deployment
and/or

management
of
a
fluid
network
that
can
provide
for
the
unique

requirements
of
each
room
and
area.


Sleeping
rooms:
These
have
become
far
more
flexible
in
recent
years
and

many
hotels
will
convert
a
sleeping
room
to
be
the
base
for
a
board

mee8ng
or
more
general
mee8ng
room.
To
fully
understand
the
network

demands
for
your
conference,
you
first
should
understand
how
each
of

the
rooms
might
be
used
and
how
they
will
contribute
to
the
value
of
the

conference.

Your
venue
network
is
cri8cal
to
the
success
of
not
only
a
technology
and

connec8vity-‐
focused
event
but
increasingly
all
events.
You
should
think

of
your
conference
area
network
as
a
circula8on
system,
like
the
body.
If

the
system
fails
to
provide
the
essen8al
‘nutrients’
to
all
parts
of
the

venue
‘body’,
then
it
ceases
to
work
effec8vely.

Mee2ng
Design
best
prac2ce
refresher:

To
properly
plan
your
conference,
you
will
need
to
segment
the
aGendees

in
user
groups.
You
will
need
to
segment
the
venue
rooms
and
areas
into

segments.

Segmen8ng
the
users
groups
and
mee8ng
areas
will
allow
the
mee8ng

professional
to
properly
match
and
measure
user
expecta8on
and

demand
with
network
infrastructure
func8on
and
capability.


Mee2ng
Design
Best
Prac2ce
Ques2ons:

These
ques8ons
should
be
asked
before
the
venue
is
selected

1.
What
is
the
objec8ve
of
the
mee8ng?
 

2.
Have
you
managed
this
event
previously?
 

3.
Do
you
have
data
usage
from
the
past
event?
 

4.
Where
was
the
previous
event?
 

5.
How
was
the
aGendee
network
experience?
 

6.
What
is
your
measurement
of
a
successful
conference?
How
many

general
conference
aGendees
will
aGend?
 

7.
How
many
devices
will
each
aGendee
use?
 

8.
How
will
they
use
these
devices
and
the
network
e.g
do
they

require
access
to
their
 
Virtual
Private
Network?
 

9.
Who
else
will
be
using
the
network
apart
from
the
general

conference
aGendees?
 

10.
Are
there
other
demands
on
the
venue
network
from
other
events

and
mee8ngs?
 

For
more
informa8on
or
to
discuss
your
event
connec8vity
needs,
please

contact:

Jus2n
Hollins
Tes
-‐
Event
Wireless
(www.tes.media)

Email:
jus8n@tes.Media

Call:
+44
7525950930

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