How to setup event WiFi
Setting up reliable WiFi for an event can be very complex and tricky. We know because we’ve being doing it for over 10 years. It requires careful planning to ensure stable internet access for attendees, staff, and presenters. We’d always suggest working with us to service your needs, but alternatively here’s how to try DIY with a step-by-step guide:
1. Define Your WiFi Requirements
✔ Expected number of users – How many attendees, staff, and exhibitors will be connected?
✔ Usage type – Will users browse, stream video, or use it for business transactions?
✔ Bandwidth needs – Estimate required speeds
2. Choose the Right Internet Source
Best Options for Event WiFi:
🔹 Fiber Connection – Ideal for venues with existing high-speed fiber
🔹 Fixed Wireless (Point-to-Point) – For outdoor or large events, providers set up a dedicated connection
🔹 4G/5G LTE Routers – Quick setup, best for small events
🔹 Satellite Internet – Used for remote locations but has higher latency
💡 Tip: Bond multiple connections (e.g., fiber + 5G backup) for failover protection - you’ll need a Quick Connect BundleBox for this.
3. Install WiFi Equipment
🛠️ Equipment You Need:
✔ Router/Gateway – Connects to your internet source.
✔ Access Points (APs) – Distributes WiFi to attendees. Use multiple APs for large areas.
✔ Network Switch (if using wired connections) – Connects APs and wired devices.
📌 Placement Tips for Access Points:
• Mount APs high (above 2m) to avoid interference
• Use one AP per 30-50 users in crowded spaces
• Avoid placing APs too close to avoid signal overlap and interference, you’ll want to use our radio planning team to help with this as it can be a biiiiig rabbit hole
4. Configure the Network
✔️ Network Settings:
🔹 Create multiple networks (SSIDs)
• Public WiFi – Open access or guest login portal
• Staff/VIP Network – Separate, secured network for event organizers
• Exhibitor Network – Dedicated network for booths and POS systems
🔹 Set Bandwidth Limits
• Restrict users to 1-5 Mbps each to prevent congestion
• Block heavy usage (e.g., torrents, large downloads)
🔹 Enable Security Measures
• Use WPA2 or WPA3 encryption for private networks
• Implement firewalls & VPNs for added security
🔹 Create a Captive Portal (Optional)
• Users are redirected to a login page before accessing WiFi (we’re able to customise this page as per your requirements)
• You can collect attendee data (e.g., email sign-ups)
5. Test the WiFi Before the Event
✔ Test network speed & coverage in all event areas.
✔ Simulate real usage by connecting multiple devices.
✔ Check for dead zones and adjust AP placement if needed.
6. Provide Support During the Event
✔ Have on-site tech support to troubleshoot issues.
✔ Monitor traffic using a dashboard (we have custom monitoring dashboards)
✔ Post WiFi access instructions on signage or screens.
7. Plan a Backup
• Redundant internet connections (e.g., fiber + LTE).
• Battery backup (UPS) for networking equipment.
• Extra routers or APs in case of failure.
Final Thoughts
Event WiFi setup depends on the venue size, number of users, and internet source. If you need a turnkey WiFi solution, hiring us is definitely the best option!