Four corporate event formats and what each asks of the WiFi
The format changes what the network has to do. Most corporate events fall into one of these, and many combine two.
Leadership offsite
A small group working for two or three days at a winery or retreat. The internet line is usually the weak point, so the connection matters more than the access point count.
Sales or company kick-off
A large room, a big screen and everyone on laptops in the breakouts. Executives present remotely or play video. The pressure comes at the start of each session and in the breaks.
Roadshow
The same event in several cities over a few weeks. A repeatable kit with identical network names and settings in every venue makes each bump-in quicker and keeps the experience consistent.
Dealer or partner event
Product displays, demos, outside guests and a hospitality area. Staff, demo equipment and guests each need their own network.
Why the staff network comes first at a corporate event
At a public event, the audience is the priority. At a corporate event, it's your own people. They arrive with a laptop and a phone, often a tablet as well, and expect to work as they would in the office: email, shared drives, the CRM and a video call with whoever couldn't travel. We plan 1.5–2 devices per working person, so 80 staff can mean 160 devices before a single guest connects.
Video calls are the heavy part. A call uses about 1.5 Mbps each way per person, and upload is where small venue connections usually run out. If ten people join video meetings from their laptops during a breakout, that's around 15 Mbps of upload on its own. We'd much rather hear about that in the planning call than discover it mid-afternoon.
Corporate event WiFi sizing: an 80-person kick-off
A one-day sales kick-off: 80 staff, a main room and two breakouts, four remote presenters on video and about 20 partner guests. Planning starting points, confirmed on site.
| What runs | How we plan it | Planning figure |
|---|---|---|
| 80 staff laptops, phones and tablets | 1.5–2 devices per working person | 120–160 devices |
| 20 partner guests | About 1 device per guest | About 20 devices |
| Access points | About 50 devices per access point, then each breakout room checked for walls | About 4 for capacity, adjusted room by room |
| Remote presenters on video | About 1.5 Mbps each way per person, on a wired presenter laptop | Small, but it has to be steady |
| Breakout video calls | About 1.5 Mbps each way per person on a call | Ten people on calls: about 15 Mbps of upload |
| Email, browsing and cloud apps | About 0.5 Mbps per active device | Up to roughly 90 Mbps of download at the busiest moment |
Run your own numbers through the event network planner, then send them to us to check against the venue.
Send a floor plan or the venue name. We reply with what the network needs and one written quote.
Corporate event internet in non-standard venues
Wineries, function barns, rooftops, galleries and empty warehouses all make good event venues and poor offices. The internet may be a basic service with little upload, there may be one router behind the bar, and thick walls or a separate cellar room can block signal completely. We start by finding out what's already there and whether we can use it.
If the existing line isn't enough, the options are a new fixed service where the address supports one (activation ranges from a couple of business days to several weeks), a 4G/5G router where mobile coverage is good, or both, with one acting as backup internet for the other. For a multi-day offsite, having both is often worth it.
Big empty spaces are mostly a coverage problem. In our 5,000 m² warehouse project, six tri-band mesh nodes gave full signal at every spot tested across the floor and the upstairs offices. Equipment is placed so it doesn't spoil the room: access points on stands behind screens or up on shelving, and cables run along the walls.
What your event and IT teams should send us
A corporate event network comes together quickly when we have these early.
- Agenda with session times, breakouts and any remote presenters
- Staff and guest numbers for each day
- Venue address, floor plan and the venue's contact for internet questions
- Whether company laptops use a VPN or need specific settings
- Video call platform and how many people will be on calls at once
- Any streamed or recorded sessions
- Demo or display equipment that needs a cable
- How guests should receive WiFi details: table cards, slides or on request
Questions people ask
What's the difference between corporate event WiFi and the venue's guest WiFi?
Venue guest WiFi is usually one shared network for everyone in the building, often with limits per device. Corporate event WiFi is a private network for your event only, sized for your staff and their laptops, with separate networks for staff, guests and demo equipment, over the venue's line or a dedicated connection.
Can we run video calls with remote presenters at an offsite?
Yes, provided the internet connection has the upload. Each person on a video call uses about 1.5 Mbps each way, so one remote presenter is simple, but a dozen laptops on calls in breakout rooms adds up quickly. We plan upload first and put the presenter laptop on a cable so the main-stage call stays steady.
Will our company VPN work on corporate event WiFi?
Company VPNs normally work over a properly set up event network, but some need particular settings or allowances. Ask your IT team what the VPN or security software requires and pass it on before the event. We configure and test the staff network with those requirements in mind, before your people arrive.
Can you handle a roadshow across several cities?
Yes. For a corporate roadshow we keep the same network names and settings in every city and adapt only the connection and access point positions to each venue. Our team is based in Sydney and travels for projects around Australia; we plan each stop with you before we travel.
Should guests and staff share the same WiFi at a company event?
They can, but it isn't wise at a corporate event. Guests on the staff network can see shared devices and slow down the people trying to work. A separate guest WiFi name with its own password, and guest WiFi limits so no single device hogs the connection, keeps staff traffic private and predictable.
How much does corporate event WiFi cost?
Corporate event WiFi is quoted for each event after a floor-plan review or a site visit. The main factors are headcount, the number of rooms and days, the internet connection the venue needs and the support level you choose. We don't publish prices, but we can talk you through a comparable project before you commit.
