What an event WiFi kit is, and what WiFi in a box leaves out
A WiFi kit is a starting set of equipment matched to an event size, so you're not choosing routers and access points one by one. People sometimes call it WiFi in a box, and for a small event it can be close to that: the router, a couple of WiFi units and the leads, all configured before they arrive.
What no box can include is the site. Room shape, walls, levels, where the internet comes in and how people move around all change what's needed, which is why every kit is confirmed after we review your floor plan. The internet connection is a separate decision too: it might be the venue's line, a new fixed service, or a 4G/5G router.
Event WiFi kit sizes by headcount
These are starting points. Final contents depend on the floor plan, what people are doing online and the connection.
| Kit | Headcount | Devices to plan for | Typically includes |
|---|---|---|---|
| Small | Up to about 30 people | About 30–60 | Business router, 1–2 mesh nodes or access points, leads, staff and guest networks |
| Medium | About 30–100 people | About 30–200 | Business router, 2–4 access points or mesh nodes, PoE switch, cables, payment network if needed |
| Large | About 100–300 people | About 100–600 | Dual-WAN business router, cabled access points, one or more PoE switches, cable runs, backup connection option |
| Larger | 300+ people | Planned per site | Designed from a site survey: access points, switches, outdoor units and cabling to suit the space |
Device numbers use our planning figures: about 1 device per attendee at public events, 1.5–2 per working person. Access points follow from about 50 devices each or one per roughly 900 m² of open floor, whichever gives more.
Optional additions to an event WiFi kit
Payment network
A separate network for EFTPOS and POS, kept away from guest traffic. See event EFTPOS networks.
Outdoor access points
Weather-rated units for gardens, courtyards, terraces and marquees.
Backup connection
A 4G/5G router that the dual-WAN router switches to if the main line drops.
Wired stream position
A dedicated cable and network for a live stream, with upload planned first.
CCTV cameras
Security cameras on their own VLAN, using reserved PoE ports on the kit's switch.
Extra coverage
More access points or mesh nodes for breakout rooms, upper levels or back-of-house areas.
Send a floor plan or the venue name. We reply with what the network needs and one written quote.
Choosing a kit size: two worked examples
A 60-person workshop where everyone brings a laptop and a phone is 90–120 devices at 1.5–2 each. At about 50 devices per access point that's two or three, so it lands in the medium kit even though the headcount is modest. If the room is a single open space of a few hundred square metres, coverage isn't the issue; capacity is.
A 250-guest gala dinner is about 250 devices at one per guest, often fewer active at once, so around five access points on capacity. If the dinner spills onto a terrace and the bar needs a payment network, the large kit gains outdoor access points and a separate network. Try your own numbers in the event network planner.
How an event WiFi kit is confirmed
Send the basics
Dates, headcount, the venue or site, and a floor plan if you have one.
Floor-plan review
We check the space, walls, levels and where the internet arrives, then adjust the kit to suit.
Written quote
The confirmed kit, any additions and the terms that apply are set out in writing before you commit.
Configuration
Network names, passwords and separate networks are programmed before the hire.
Install or hand over
We install and test, or for a simple small kit, hand it over ready to plug in. Ask which suits.
Questions people ask
What's in an event WiFi package?
An event WiFi package usually includes a business router, WiFi access points or mesh nodes, a PoE switch where access points are cabled, and the cables to connect them, all configured with your network names before the hire. Larger kits add more access points, outdoor units and backup connections. Every package is confirmed after a floor-plan review of your space.
How much does an event WiFi kit cost?
Event WiFi kits are quoted per event after a floor-plan review, because the space, headcount, internet connection and support level all change what's needed. We don't publish fixed kit prices. Ask us and we'll walk you through a comparable project so you can see what a similar set-up involved.
Can I set up an event WiFi kit myself?
A small event WiFi kit can be handed over pre-configured for simple spaces, with positions marked on your floor plan, so setting it up is mostly placing units and plugging in. Medium and large kits use cabled access points and separate networks, so we'd normally install and test those. Ask which approach suits your event.
Which WiFi kit size do I need for 100 people?
For 100 people, start with the device count: about 100 devices if they're attendees, or 150–200 if they're working with laptops and phones. At about 50 devices per access point that's two to four access points, the top of the medium kit. A large room, several levels or outdoor areas can push it into the large kit.
Does an event WiFi kit include internet?
The internet connection is planned alongside the kit as a separate decision. Depending on the venue, it might be the existing line, a new fixed service, or a 4G/5G router. New fixed services can take from a couple of business days to several weeks to activate, so mention your connection situation when you first get in touch.
