Conference WiFi hire, for when the venue WiFi isn't enough
Hotel ballrooms, function rooms, theatres and offsite venues often share one network with everyone in the building. We bring a network for your conference, launch or AGM, so presenters, registration, the live stream and attendees each get what they need.
What conference WiFi has to handle
Most conference WiFi problems happen in the same few minutes: registration opening, the keynote demo, and the coffee break when everyone checks email at once.
Registration rush
Check-in tablets, badge printers and payment devices all need to work while the queue builds.
Presenters and demos
Slides, live demos and remote speakers need a connection the audience cannot slow down.
Live streaming
A stream needs steady upload and a wired port at the camera or encoder position.
Hundreds of phones
Attendees bring one or two devices each. Guest WiFi is sized for the peak, with limits so no one device hogs it.
Our conference network setup
We work with the venue, the AV team and the organiser so the network is ready before doors open.
- Talk to the venue firstWe confirm what outside equipment is allowed, where the lines come in, and who to work with on the day.
- Separate presenter and production networkStage, AV and streaming on their own network, away from attendee traffic.
- Registration and payments protectedCheck-in, badge printing and EFTPOS on their own network.
- Guest WiFi with fair limitsOne WiFi name for attendees, sized for the busiest break, with per-device limits.
- Tested before doors openSpeed and coverage checked in the main room, foyer and breakout rooms, with support during the event as agreed in your plan.
How much internet does your conference need?
Preset to a 200-person conference with a live stream and guest WiFi. Change the headcount, space and uses to match your program.
Estimated equipment
Network requirements
Planning estimate only, not a quote. Assumes 1.5–2 devices per working person (about 1 for public events), about 50 devices per access point, roughly 900㎡ per access point on open floors (our 5,000㎡ warehouse used six), and typical per-person bandwidth for calls, browsing and uploads. Walls, steel, outdoor areas and what the venue can get change the design.
Image for illustrationSee how we covered a 5,000㎡ warehouse in four days
Different site, same approach: survey, connection, planned coverage and a tested handover.
How conference WiFi hire runs
Venue, rooms, headcount, program and streaming needs. We check what the venue allows.
Written plan: networks, coverage, the internet service and who does what on the day.
Installed and tested before doors open, with support during the event as agreed.
Equipment packed down and the service closed off.
Conference WiFi pricing: quoted per event
Rooms, headcount, streaming and what the venue already has all change the design. After a venue review you get one written quote, and we can walk you through a comparable project we have delivered.
Conference WiFi hire FAQ
Can't we just use the venue's WiFi?+
Sometimes, for small groups. House WiFi is usually shared with the whole building and is not sized for hundreds of attendees, live demos or a stream. We can check it first and add only what is missing.
How much bandwidth does a conference need?+
As a starting point: about 1.5 Mbps for each person on a video call, around 0.5 Mbps per active attendee device, and 10 to 20 Mbps of steady upload for each live stream. The planner on this page adds it up for your numbers.
Can you provide a wired connection for live streaming?+
Yes. We run a cabled port to the stream position for the encoder or streaming laptop, on the production network and separate from attendee WiFi.
Can presenters and registration have their own network?+
Yes. Stage and AV, registration and payments, and attendees each get their own network, so a busy guest network does not affect the stage or the check-in desk.
Do you work with the venue's AV and IT teams?+
Yes. We confirm with the venue what outside equipment is allowed and coordinate with the AV team on positions, power and the stream setup.
Can you support multi-day conferences and breakout rooms?+
Yes. Coverage is planned for the main room, foyer and breakout rooms, and the support level across the days is agreed in your plan.
Event WiFi by scenario
Tell us about your event or site.
Send the venue, dates, expected attendance and whether you are streaming. A room layout or floor plan helps.
Ways to reach us
Call now0420 119 140How fast do we reply?
Based on our real message history. Urgent? Call 0420 119 140 directly.