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You will probably require Internet access for production, organisers and technical crew. You may require Internet access for the speakers, green room and exhibitors.
You will certainly require WiFi access for the media and for the delegates attending the event.
Don’t be fooled into thinking that there are only 20 accredited journalists coming! Thanks to Twitter, LinkedIn, Facebook and Blogs, everybody is now a journalist.
The majority of UK venues are simply not geared up for major events and conferences, notable exceptions are Excel, Olympia, Earls Court, NEC & ICC.
Most hotels will be able to offer WiFi or Internet to you but you must ask the following questions;
What is the upstream capacity of the connection?
What is the downstream capacity of the connection?
Will the bandwidth be totally dedicated to my event?
Will I need to have a single username and password, single password or multiple username and passwords?
Who will manage the username and password system?
Can you provide the Internet in all the areas I need it, both fixed and WiFi?
Can you introduce me to the Technical Support Engineer that will be supporting me throughout the event build up and live running?
Does the Technical Support Engineer have any other duties or are they dedicated to my event?
I will have some particular applications and VPN requirements. Will you be able to configure the event network to handle my requirements?
You may think that some of these questions are too technical but remember that you are likely to have around 500K upstream on your Broadband at home and 5Mb downstream.
If the venue only has that amount available then imagine your conference running in your front room on your Broadband!
Most people take the Internet for granted. You have it at home, in Starbucks and even driving down the road so the hotel WiFi will probably be fine won't it?
Go to Twitter or Google and search for “WiFi conference fail”
Why should it be? You don’t expect the venue to provide the lighting or set designs you require so why would you expect the IT to be exactly what you want.
As an organiser you must spend as much if not more time on the IT as you do on the other key areas of your event.
Just because you can put up a shelf you wouldn’t build the set.
Just because you can turn on the TV you wouldn’t run the AV.
Just because you can turn on a light you wouldn’t run the lighting.
Just because your internet at home works…..
If the lighting is a bit wrong the audience are unlikely to complain, if the Internet doesn’t work you are in for the worst week of your life.
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