The Ultimate Guide to Event Internet
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The Ultimate Guide to Event Internet
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The Ultimate Guide to Event Internet
- 1. The Ultimate Guide to Event Internet ©2013 PSAV Presentation Services. All Rights Reserved.
- 2. Nice to have Mission critical
- 3. Terminology How to prevent failure How to negotiate
- 8. 1 GB/hr 3 GB/hr
- 9. Terminology
- 11. 50:1 1:1 Incoming Bandwidth Shared Dedicated Incoming Bandwidth
- 12. Guest Rooms Meeting Space Bandwidth Everyone Else’s Meetings Your Meeting Shared Public Space Back Office Dedicated
- 13. Infrastructure
- 16. Top 5 ways to prevent a Wi-Fi failure
- 17. Who’s had a bad Internet experience?
- 19. 1. Inadequate Bandwidth 2. Inadequate Infrastructure 3. Inadequate Support 4. External Factors 5. Lack of Planning
- 21. Free to use and found at; http://www.conventionindustry.org/StandardsPractices/APEX/bandwidthconnectivity/bwidthestimator.aspx or Google “CIC Bandwidth” Introducing the Bandwidth Estimator
- 25. Planning • How much bandwidth can you dedicate solely to my group? • Do you have an AP layout map to send me? • Who provides your on and offsite support? Sourcing Detailing Crunchtime ShowSourcing Detailing Crunchtime Show
- 26. How to Negotiate Internet Services
- 27. I smell money
- 28. No Support 5 days call out 5 minutes on the phone Immediate response
- 29. I need food…
- 30. • What meal period? • For how many? • Buffet, plated or grab and go? • Hot or cold? • What’s your budget?
- 31. I need Internet
- 32. • For how many people? • How many devices? • What will they be using Internet for? • How much bandwidth? • How critical is it to the success of the meeting?
- 34. By Connection / Device / User • Bandwidth per connection? • Scalable? • Sufficient? By Bandwidth • Verifiable • Scalable • Inform future event planning Pricing Model Animate the progression • 2001 space oddesy – in the beginning there was dial up – and hotels LOEVED it. • Then wired • Then wifi? • Bandwidth is the future!!!
- 35. Reporting
- 36. Info to the Venue • Meeting profile • Internet use / needs • Prior event reporting • Info from the Venue • Bandwidth • Infrastructure • Support RFPs
Editor's Notes
- Introduce yourself as the speaker. Explain background / CIC workgroup
- Friend sent me this the other day….. For those that didn’t do sociology Maslow was a psychologist in the 1940’s who said that before humans can me motivated to any higher levels they had to have food, water, shelter and warmth… This is how Maslow might have written it today….. I’m sure we have all experienced attendees who feel like this. Where is Wi-Fi on your meeting hierarchy? A nice to have or more important than Air and Water?? Different meetings place Wi-Fi at different places on the hierarchy. Today we’ll mostly be focusing on events where wi-fi is mission critical.
- 4 sections today. Terminology will help you understand if the venue has what you need and have a better conversation during venue sourcing or detailing. Look at why things go wrong and how we can stop that happening to us How to buy / sell The future (if we have time)
- Before we look at today’s reality I thought it would be fun to look back at what life was like 30 years ago Video from 1981
- 4 sections today. Terminology will help you understand if the venue has what you need and have a better conversation during venue sourcing or detailing. Look at why things go wrong and how we can stop that happening to us How to buy / sell The future (if we have time)
- 2005 – funeral of John Paul 2nd 2013 – announcement of the election of Pope Francis
- Here’s a real life example of why bandwidth use grows; What’s the difference between these 2 devices? iPad 2 2011 “the new” iPad 3 2012 3x more bandwidth because of the HD screen.
- Want you to leave here with 3 terms…
- Only want you to understand 3 terms – all are important. You already know what bandwidth is – take a look at this….
- So bandwidth is just more people doing more stuff at the same time. Shared vs dedicated outside the building
- Network Infrastructure Home network
- Network Infrastructure Most people think of this when they think Wi-Fi infrastructure. But these only handle 15 devices. If anyone’s had a big group of people over at home and the Wi-Fi slows down…it’s probably this and not the bandwidth.
- Network infrastructure In hotels 15 devices doesn’t cut it – so we need more access points “wireless networks aren’t wireless” they require miles of cable! AP layout diagram - USEFUL TO ASK FOR THIS. We’ll see why later.
- N.O.C. or Network Operations Center. Can the NOC provide the level of attention required for your event? Who is expected to call the offsite NOC is there is a problem? You or the local hotel team? Support is always arranged in tiers and some of it will always be offsite. Offsite is not bad, you just need to understand where it will come from and feel comfortable it would address any problems should they arise. Ask how much support is available onsite, what are their qualifications, when will they be available throughout your meeting, at what point is it moved offsite? Ask if the venue has executed similar events to yours? Can you provide a reference? Do you feel confident in the answers provided for you by the IT representative about bandwidth and infrastructure? In PSAV you’ll only ever have to talk to our onsite team. Support is about more than Techncial Help – it’s also about the discuvery and sales process tha gets you to the right technical solution. NOC – highly skilled engineers – you can’t afford these guys at events. ARE THERE ANY QUESTIONS??? - Ken to ask - Are there any guidelines to help me gauge the number of devices the network can support based on its age??
- Top reasons HSIA is a problem at your event
- Ask the audience to share a bad Wi-Fi experience – you’ll be able to relate it back to one of the reasons later….. Here’s my favorite clip of internet going badly for someone you all know.
- OK…. – the 5th one isn’t a technical reason things go wrong – but I needed a 5th thing for my top 5 list. But hopefully you’ll see that proper planning can dramatically lower the risk of 1-4 causing a problem. Anyone want to guess which of these Steve Jobs experienced? I’ll set the scene… 500 tech journalists all trying to blog and post pictures in real time to their websites about the latest Apple product being revealed. Trick question really… the network performed as designed and there was adequate bandwidth and infrastructure. The problem was these things – Causing interference. Anyone want to suggest a way that planning could have prevented this issue? Apple should have purchased wifi for the attendees… The network in the building is more than capable – and by not purchasing it the attendees found a work around and crashed the show.
- Here’s how to break a show down to figure out bandwidth. Attendees are the hardest bit to figure out…
- Bandwidth calculator Low / Light Medium High / Heavy Know early. Additional bandwidth takes a long time to be delivered (90-120 biz days) or is very expensive. Realize that for this reason, good venues build for their biggest event “build the church for Easter Sunday”. That bandwidth is available all day every day. Is a cost driver. But still cheaper than bringing in your own which often required multi year contracts.
- Access Points – Models are important, but moreover, the quantity installed and placement is key. Reference the diagrams on the screen. Diagram 1 looks like great coverage… but what about density? The average commercial grade access point can effectively handle about 75 devices per band (there can be 2 bands on an access point for 150 devices). What happens when more than 300 devices are in the space? Diagram 2 is built for coverage and density. 8 dual band radios = 1200 devices. The only way to know if a facility is adequate for your needs is to obtain a network diagram and access point layout… this will give you an idea of when the network was last updated.
- Especially for bigger shows. Involve your own IT trusted advisor at the sourcing stage to work . Can also be traced back to a failure to recognize the correct use case / needs during the sales process.
- This was actually Amazon’s fault…. The other end of the connection is important too. Online training – can the connection you are going to handle all those devices at one? Skype in a remote presenter. Video
- The good news is that 95% of problems can be fixed by proper planning! Trusted advisor…. DETAIL IN A HAND OUT
- I deliberately struck out sell and wrote buy – we give this same talk to hotel sellers and meeting planners – it’s the same message. Talk about Internet earlier.
- Sometimes buying internet feels like going to the mechanic. When the mechanic tells you the fix is going to be expensive and he doesn’t even know what’s wrong yet… you get defensive because the price / value relationship is wrong.
- So – I hear you all ask – why is it free at Starbucks – but not free in a hotel meeting space. Service level build up example in escalating order of cost; Retail / coffee shops etc. – mostly free – but no support. If it breaks you just leave. Free is a price point. Not a product. You must determine the product is acceptable before deciding if the price (including Free) is worth it. Home – cable company - On hold a long time? 5 days to fix. Often no real expectation of a refund. Hotel Guest Room – expect remote telephone support. Full refund expected. Hotel Meeting Room – right now in person. Fix immediately. Full refund expected. To meet this service expectation we need the highest level of bandwidth, infrastructure and support structure.
- How critical is it to the success of the meeting is an interesting question – I might as well ask “do you mind if it breaks”? But that’s not why I’m asking. I’m asking to try and uncover if backup systems or extra onsite support is necessary to meet your service level expectation.
- in the beginning there was dial up – and hotels LOEVED it. It was charged just like phone calls Then there was wired – and the per minute calls went away but the basic idea of charging per connection / drop / line was still sound. Then wifi showed up and broke that model and what emerged is the wild west of internet pricing – no uniformity in the way the product is sold Lack of scalability which produces what looks like big discounts - which produces misconception of value.
- Just like the wild west is gone – so are the days of buying by connection / room / drop / etc. Bandwidth is the future. Verifiable / Scalable / Helps plan for the future.
- Ask for it before hand Make sure you get it before you leave Lots get deleted after a certain time Not all venues – but the more you ask the more it’s available. Goal to make as common as F&B, room blocks etc…. Device utilization Bandwidth reporting
- RFPs QUESTIONS FOR RFP CHECKLIST AS A HANDOUT Discovery – Effective Pricing – Adding Value KEN; Is there anything I can add to my contracts around performance if Internet is super critical to the success of the event? For example, clauses to protect, penalize for under performance or control. Pricing – why does it vary so much?