Planning WiFi for major events like expos, festivals or trade shows?
The right internet setup can make or break the attendee experience.
Below are the 5 most common—and costly—mistakes to avoid.
Mistake #1: Underestimating Bandwidth Needs
A frequent misstep is basing bandwidth solely on attendee numbers.
But bandwidth demand depends on:
- Type of usage (live streaming, app downloads, POS)
- Number of devices per person (phone, tablet, laptop)
- Peak-time usage density
Without sufficient bandwidth, expect:
- Lag during keynotes
- Delays at check-in stations
- Poor exhibitor performance
Example:
A 2,000-attendee event with video booths, live polls, and social media walls could require over 1Gbps—far more than a typical fibre line provides.
How to Calculate Bandwidth for Events
To get accurate estimates:
- Multiply average devices per person × expected Mbps/device
- Add extra headroom (25–50%) for spikes
- Consult with an event WiFi provider who understands Australian carrier limitations
Mistake #2: Choosing the Wrong Frequency Band
Most devices support both 2.4GHz and 5GHz WiFi. But their behaviours differ:
Band | Pros | Cons |
2.4GHz | Wider range | More interference |
5GHz | Faster, less congested | Shorter range |
Using only one band causes:
- Dead zones
- Signal clashes
- Congestion in high-density zones
Dual-band (or even tri-band) setups offer stability and performance.
When to Use 2.4GHz vs 5GHz
Use 2.4GHz for:
- Basic usage (email, registration apps)
- Devices far from access points
Use 5GHz for:
- High-throughput tasks (video, VoIP)
- Crowded environments like expo halls
Set devices and routers to auto-select where possible.
Mistake #3: Ignoring Site Surveys
Skipping a site survey often leads to:
- Poor signal coverage
- AP interference
- Unexpected structural blockers
A site survey identifies:
- Interference sources (LED walls, metal trusses)
- Coverage blind spots
- Required AP quantity and placement
What a Pre-Event WiFi Audit Includes
A thorough audit should:
- Map floorplan and expected footfall
- Test latency and signal overlap
- Recommend cabling paths and backup points
This step is critical for events at stadiums, warehouses, or outdoor venues.
Mistake #4: Overreliance on Venue WiFi
Venue WiFi is rarely designed for thousands of users.
Common issues:
- Shared bandwidth among tenants
- No customisation for event-specific traffic
- Limited IT support on weekends
Why In-House Networks Often Fall Short
They often:
- Cap user counts per AP
- Throttle bandwidth per session
- Lack redundancy planning
For high-stakes events, a dedicated setup is always safer.
Mistake #5: Skipping Redundancy Planning
Even the best WiFi can go down—power cuts, ISP outages, router failures.
If there’s no backup, operations stop.
Redundancy measures include:
- 4G/5G SIM failover routers
- Dual-ISP load balancing
- Power backup for access points
Importance of Backup Internet and Failover
Always:
- Use two ISPs where possible
- Run tests simulating outages
- Monitor with remote alert systems
Downtime costs more than redundancy setup—especially during peak foot traffic.
Final Thoughts: Getting It Right the First Time
Avoiding these five mistakes is about more than just better WiFi—it protects ROI, brand experience, and exhibitor satisfaction.
Whether you’re hosting 500 or 50,000 guests, get professionals involved early.
From bandwidth assessments to full-stack deployment, planning ahead is your best asset.
About OWR Event WiFi
OWR Event WiFi delivers high-performance internet solutions for events across Australia.
From Sydney conferences to outback festivals, we supply:
- Temporary WiFi networks
- 4G/5G connectivity
- Access point deployment
- Full IT support on-site
Our team understands the unique challenges of large-scale Australian venues and delivers tailored setups with precision.
Need internet for your next event?
Visit OWR Event Wifi or call us today.
