When it comes to live events, reliable internet and Wi-Fi are no longer a luxury—they’re the backbone of a successful conference experience. Yet, with shifting floor plans, last-minute bookings, and increased digital reliance, planning for internet and Wi-Fi connectivity can feel overwhelming.
To help meeting professionals navigate these challenges, I recently sat down with expert Network Engineer Cory White and Xpodigital Project Manager Seth Vogt to discuss the four things every planner should consider before their next event.
#1. Ask the Right Questions
You may have found the perfect venue, but charm doesn’t make up for a lack of internet coverage. Weeding out the wrong venues sometimes means asking tough questions. Cory White encourages planners to go beyond the basics:
“When was your last major refresh for the building? What is your density capacity for larger events? And if they’re unwilling to share that kind of information,” Cory continues, “then you know right off the bat they are lacking in certain areas.”
Request a current coverage map, and if possible, see how the network performs during a similar-sized event. If a venue hesitates or lacks documentation, consider it a red flag.
#2. Understand the Difference Between ‘Throughput’ and ‘Bandwidth’
It’s easy to assume that more bandwidth is always better, but that’s not always the case. Cory explains:
“There’s a scale in the background we run into all the time,” Cory says. “[Your ISP] is giving you $100 a month internet, but you have to multiply that by the thousand houses in your neighborhood. It’s the same backbone we’re installing, [but temporarily] for five to seven days.”
Read More: How AI-driven Wi-Fi Can Make Your Events Better
Bandwidth is the maximum capacity, while throughput is what you actually get under real-world conditions. Overestimating can waste budget; underestimating can cripple your event. Cory advises:
“Locally, you want to [ensure] you have as much throughput as possible,” Cory says. “But you want to be able to roam freely because not every device is [connected] to the internet.”
Work with your provider to right-size your network to your event’s actual needs.
#3. Ensure Network Security
With more devices and sensitive data on the network, security is non-negotiable. Cory highlights the balance planners must strike:
“You want [connecting to be easy] and not burden users or attendees with security protocols. As a provider, you need to [give the client some] confidence.”
Read More: Smart Tech: The Race to Data Security
That confidence comes from having some basic level of security in place, ensuring only attendees connect and minimizing opportunities for bad actors. When it comes to attendee data collection, Cory is clear:
“We discourage that entirely,” Cory says.
Unnecessary data collection can slow down your network and frustrate users, so only gather what’s essential.
#4. Consider Forming a Technology Advisory Council
Technology can be overwhelming, especially when you’re juggling countless other details. Cory reminds planners:
“Meeting planners are in a thousand directions; technology is just one of those things.”
You don’t have to do this alone. Consult tech-savvy colleagues or form a Technology Advisory Council that brings together all your key technology partners—AV, registration, internet, and more—for regular check-ins before and during your event. This helps everyone stay aligned and ready to troubleshoot quickly.
Making Every Connection Count
The stakes for event connectivity have never been higher, but so are the opportunities for planners who approach internet and Wi-Fi planning with the same rigor as any other critical event detail. By asking the right questions, understanding your event’s unique needs, and fostering collaboration among your technology partners, you can deliver a seamless digital experience for attendees and stakeholders alike.
Consider using this guide as a starting point for your next event. You can also watch my full interview with expert network engineers, Cory White and Seth Vogt here: NOCTalk: Expert Engineers Reveal Their Secrets to Flawless Conference Internet & Wi-Fi.
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2024 Smart Meetings Catalyst Award Winner (Quantum Leap Award) and 2025 Smart Women in Meetings Award Winner (Stellar Performer Award), Jo has been named a 2025 Smart Women in Meetings Honoree. A certified meeting professional (CMP) and digital event strategist (DES), Jo is also an active member of organizations such as MPI, PCMA, and CEMA, and is dedicated to advancing the role of technology in live and hybrid event environments.
As Director of Events, Conference Internet, Jo Fostock and her team at Xpodigital lead the strategy and design of custom network solutions for high-profile conferences nationwide. A champion of innovation and collaboration, Jo’s team works closely with organizers, production teams, and exhibitors to ensure every event is fully connected – bringing a unique blend of technical expertise and hospitality-driven service to every project.
