The event WiFi process in six steps
Tell us the basics
Dates including bump-in and pack-down, the venue or site address, peak headcount and what must work: payments, ticketing, streaming, presentations or a site office. A rough sizing from the event network planner helps.
Survey or floor-plan review
We walk the site or review your floor plan and photos to understand the space, construction, power, cable paths and where people gather. See site survey and coverage planning.
Written plan and quote
You receive a plan covering the connection, access point positions, separate networks, cabling, support level and schedule, with one quote for the whole job. Our pricing page explains what shapes it.
Connection and equipment
Once you go ahead, we arrange the internet connection, whether a venue line, a new service or 4G/5G, and configure the equipment before it reaches the site.
Install, test and hand over
We install and label everything, test from the places that matter, then walk your contact through network names, passwords and who to call.
Support, then pack-down
We support the network at the level agreed in your plan, as described under on-site technical support. When the event or site finishes, we remove the equipment, cables and temporary settings.
What we need from you at each step
| Step | What we need from you | What you get back |
|---|---|---|
| Basics | Dates, address, headcount, what must work | A first view of the options and whether a site visit is needed |
| Survey or floor-plan review | Site access, or a floor plan, photos and the layout | Answers on coverage, connection and cabling |
| Plan and quote | Feedback on priorities and budget | A written plan and one quote |
| Connection and equipment | Go-ahead, building or venue contacts, access times | Connection arranged and equipment configured |
| Install, test and hand over | Access during bump-in and an on-site contact person | A tested network and a handover sheet |
| Support and pack-down | Early notice of layout or headcount changes, and pack-down timing | Support as agreed, then a clear site |
When to start the event WiFi process
The step that usually sets the timeline is the internet connection. If the site needs a new fixed-line or fibre service, activation can take from a couple of business days to several weeks, depending on the address and the equipment already there. A venue line or 4G/5G can be ready sooner, but they don't suit every event, especially ones that stream or upload heavily.
Venue rules can also add time. Some venues, particularly large convention centres, don't allow outside WiFi equipment or require their in-house supplier, and it's far better to learn that at step one than at step five. Our guide on when to book event WiFi covers lead times in more detail.
Send a floor plan or the venue name. We reply with what the network needs and one written quote.
How fast it can go: one recent project
Who you deal with along the way
One contact for the whole job
The same team plans, installs, supports and packs down, including cameras and cabling, and coordinates any lighting and sound with our AV partners.
Plans in plain English
The written plan explains what goes where and why, without assuming any network knowledge on your side.
English and Mandarin
Our team works in both languages, so planning, walk-throughs and handovers can happen in either.
Interstate jobs planned first
Our team is based in Sydney and travels for projects; we plan the network with you before we travel.
Questions people ask
How long does it take to set up event WiFi?
The installation is planned around your bump-in, but the overall timeline usually depends on the internet connection. A new fixed-line or fibre service can take from a couple of business days to several weeks to activate, while a venue line or 4G/5G can be quicker. Start the conversation as soon as the date and venue are confirmed.
Do I need to be on-site during installation?
Someone from your side should be available, usually the event, venue or site manager, to give access, confirm positions and receive the handover. They don't need to be technical. At the end of installation we walk them through network names, passwords, the main equipment and who to contact during the event.
Can we change the plan after the quote?
Yes. Headcounts change, layouts move and new requirements appear. Tell us as early as possible and we'll update the plan and quote. Changes before installation are straightforward; changes during the event depend on the support level agreed in your plan and may need a visit.
What happens at pack-down?
At pack-down we remove the access points, routers, switches, cables, cameras and any other equipment we installed, and the temporary network settings go with them. Timing is agreed in the plan to fit the venue's or site's schedule. For long hires, such as a site office, pack-down happens when the site finishes.
Can you set up event WiFi at short notice?
Sometimes. Short-notice event WiFi usually relies on an existing venue line or 4G/5G routers, because new fixed-line services take time to activate. We'll tell you honestly what's realistic for your date, site and needs, including when a short timeline means scaling back what the network can do.
Can we work with you in Mandarin?
Yes. The EventWiFi team works in English and Mandarin, so planning conversations, site walk-throughs and handovers can be done in either language. Let us know your preference when you first get in touch, and tell us if venue staff or other stakeholders would prefer the other language.
