Don’t Sign That Contract! 5 Questions To Ensure You’re Getting The Best Event WiFi Services

Key Takeaways

• Before signing a contract, clarify whether bandwidth limits are shared or dedicated.

• Review the venue’s service-level agreements to understand uptime guarantees, resolution times, and security protocols. 

• About 40% of people will use public WiFi networks, so make sure your venue contract can handle that strain.

After months of searching, you've finally found the perfect venue for your event. The space beautifully accommodates your attendees, exhibitors, and speakers, with seamless flow between indoor and outdoor areas. Everything seems perfect until you reach the final step: the venue's internet service contract.

It's tempting to quickly sign off on the in-house internet package, especially after the exhausting venue search process. But in today's hyper-connected world of 2025, your event's success hinges on more than just physical space – it depends on robust, reliable internet connectivity.

The reality is that poor network performance, slow connections, or inadequate WiFi coverage can derail even the most meticulously planned event. Before you commit to a venue's internet services, there are five crucial questions you need to ask to ensure you're getting the comprehensive WiFi solution your event demands.

Question 1: What Are the Bandwidth Limits and Costs?

Picture this: Your attendees arrive at your event in droves, excited and ready to connect. But when they all log on to the complimentary WiFi network, your allotted bandwidth limit is immediately throttled. Load times crawl to a standstill, and frustration builds in the main lobby as attendees wait 45 seconds just to load a single email.

While this scenario might sound dramatic, slow internet can be just as problematic as no internet at all. That's why understanding your venue's bandwidth limits and associated costs is crucial before signing any contract.

A key consideration is whether your bandwidth will be dedicated or shared. Dedicated bandwidth guarantees a specific amount exclusively for your attendees, ensuring consistent performance. Shared bandwidth, however, means your connection is divided among other events within the meeting space or hotel guests, potentially compromising your event's internet speed and reliability.

When reviewing the contract, consider these critical points:

• Is high-speed internet available, and what are the upgrade costs?

• Will you have access to real-time bandwidth tracking during your event?

• What monitoring and reporting tools are provided to help manage usage?

Without proper bandwidth allocation and monitoring capabilities, you risk compromising your event's success and your attendees' experience.

Question 2: What Support and Service-Level Agreements (SLAs) Are Included?

If the venue offers internet services, it's safe to assume they have a dedicated IT department or someone who will keep you up-to-date on the setup involved. 

When you get the contract in front of you, read through the SLAs (service-level agreements). Some SLAs that should be top of mind are:

• Uptime percentage

• Resolution times

• Abandonment rate

• Error rate

• Security and data protections (more on this later)

• Performance benchmarks

Their uptime percentages might be fantastic, but what if the network goes down? How fast can they get things working back to normal? If downtime is longer than anticipated, would you be entitled to credit or compensation? Give the venue one more walk, taking note of any internet dead zones and highlight your event’s high density dwelling areas.

Question 3: How Many Devices Can Be Connected Simultaneously?

We previously reported that attendees, on average, carry three mobile devices, each one depending on a reliable network to stay connected.

Now, consider how many attendees will use the WiFi available at your event. According to All About Cookies, nearly 40% of people use a public network daily. 

Based on these averages and your estimated number of attendees, how many concurrent devices per day will be connected to the network? 

Plus, you have to think about high-density areas. Attendees will be on the show floor, but many of them might congregate in the lobby area - networking, checking emails, sending texts, making phone calls, and more. If possible, check to see if the venue can add redundancies in high-traffic areas to improve the experience if there aren't any.

Think about dedicated networks for VIPs, exhibitors, guest speakers, or anyone else. We'll discuss this a bit more later.

Question 4: What Security and Data Protections Are in Place?

There is a danger to using public WiFi networks. Blackhat hackers can hack public WiFi networks by stealing from the end user. In fact, in 2021, the FBI estimates that over $54 million was stolen in phishing scams.

According to the identity theft software company Aura, about 50% of the people who use public WiFi use it to make financial transactions, which puts a target on the backs of millions of people. 

Ensuring the venue has the most up-to-date security protocol that provides encryption is crucial for your event.

Outside of WP3 security protocols, measures should be implemented to block certain websites that may contain malicious ads. When discussing security measures with the venue, ask about their ability to monitor network usage and what preventative steps they take to combat bandwidth theft.

Your VIPs need to be treated as such. Ask about VLANs, or virtual local access networks, which segment users across a network map. For instance, attendees on the showroom floor would be connected to a general network, exhibitors are on another, speakers on another, and so on.

If you're interested in giving access to exhibitors and speakers, ask if password-protected networks and hidden SSIDs are an option.

Question 5: Are There Restrictions on Using an Outside Network Provider?

While many venues offer in-house internet services, they may not always meet your event's specific needs. Before signing a contract, it's important to understand the venue's policies regarding external network providers:

• Does the venue’s existing network infrastructure meet your event’s needs, or could a trusted technology partner enhance coverage and reliability?

• Are there additional fees or penalties associated with using an external provider?

• Will the venue allow outside providers access to their infrastructure for proper setup and implementation?

By partnering with an experienced event technology provider, you can optimize performance, ensure seamless connectivity, and collaborate with the venue’s existing infrastructure to deliver a superior attendee experience.

Partner with Event Technology Experts

For over 25 years, leading venues and event planners have trusted Xpodigital to design, deploy and manage critical internet and WiFi networks that power successful events.

Our comprehensive solutions include both temporary event connectivity and permanent managed network services, offering:

• ​​Network architecture and documentation

• Rapid deployment and installation

• 24/7 technical support with onsite staff

• Advanced security and redundancy

• POS and security camera connectivity

• Real-time monitoring and reporting

Our deep expertise in both permanent venue infrastructure and temporary event solutions gives us unique insight into delivering seamless connectivity. The Xpodigital team helps optimize event execution, free up valuable resources, and enhance attendee experiences through reliable network performance and round-the-clock support.

Don't let connectivity concerns impact your next event. Meet with us for a Complimentary Consultation to learn how we deliver flawless digital experiences and industry-leading service and support.