You may possess many abilities, but if techno savvy isn’t one of them, you may encounter some issues when it comes to determining the amount of bandwidth you’ll need at your next meeting or event. Fortunately, Barb Goin and Kim Fischer, both of Mystic Lake Center, are here to help planners by offering their expertise.
Q. In what context is this applicable? Meetings over a certain number of attendees? Or is it always an issue?
A. At Mystic Lake Casino Hotel, we see the need for fast and reliable internet service as a consistent issue for groups of any size. We have seen small meetings of 10 guests that require the same amount of bandwidth as groups of 80-100; it depends upon the format of the event and type of content.
One of the major trends that we are seeing is the need for Internet services during breaks to allow attendees to check emails and/or perform quick web searches. Offering high quality Wi-Fi during this time can be a huge value to the attendees as they are able to keep up with work, without having to worry about finding cell phone coverage somewhere inside the venue. Here is where Wi-Fi services can be complimentary, but the quality may not be adequate for the group’s needs.
Any time you have a speaker or presentation that is going to be streaming information from the web, purchasing or securing dedicated bandwidth for that portion of your event would be essential.
Q. Do all conference/convention centers and venues charge for this?
A. Most full-service event venues charge for both daily internet service for hotel guests, as well as Internet connectivity inside the meeting space. Certain venues charge a flat per-person rate and others charge for a certain amount of bandwidth.
At Mystic Lake Casino Hotel, our Sales Team and IT Team have worked together to determine what amount of bandwidth will allow us to be successful in the Meetings and Events industry. We are able to provide reliable complimentary Wi-Fi access for all registered hotel guests. In addition, we also offer basic complimentary Wi-Fi in all of our meeting spaces, which can accommodate up to 1,000 guests for basic web browsing and checking emails. For events that require training while streaming online, we do offer affordable bandwidth packages that allow certain amounts of bandwidth to be dedicated to either a specific presenter or group of people to ensure seamless connectivity.
Q. Do you always have a good idea going into the planning process what you can expect to pay for this?
A. During the Sales process, we discuss the need for Internet Services with our clients. Meeting planners will know what we charge for each package as they begin their venue selection. However, from the planner’s perspective, you do not always know what your attendees will need for internet connectivity, nor will speakers always disclose their needs. Talking through this point at the beginning of the planning process assists the planner in budgeting for whatever level of Wi-Fi services may be necessary. It is also something that can be added within 1-2 days of the event as the infrastructure is already built and we have an on-site IT Department that can assist with last minute changes.
Q. How do you determine how much bandwidth you need?
A. One of the best tools available to estimate bandwidth needs is the Convention Industry Council’s APEX Event Bandwidth Estimator (see http://www.conventionindustry.org/). This tool will ask you the number of attendees and the level (Low, Medium, High) of internet connectivity you are looking for.
Another great tool for meeting planners to utilize is http://www.speedtest.net/. his website tests the upload and download speeds of the network in real time. It’s a quick way for the meeting planner to ensure they have enough bandwidth for their attendees or speakers. We sometimes see meeting planners use it for site inspections to evaluate the speed of internet access in a given area.
Q. What if you go over? Or, what if you are under?
A. There is not much negative consequence to buying too much bandwidth. If you are under the amount of bandwidth that you really need, it may mean that the speaker or guest experience for your event is going to slow down dramatically. Often this can be remedied quickly depending on the facility. However, for most situations it is advisable to make arrangements in advance for the highest amount of bandwidth you are expecting to utilize.
Q. What are some tips for getting as close as possible to what you need?
A. Ask on your initial RFPs for pricing on Internet services and what amount of bandwidth that includes. Know the needs of your speakers up front and ask questions on what their Internet needs will be (if they are streaming any part of their presentation, are they requiring the attendees to be online during their presentation, etc.). The more details up front that are known, the more knowledgeable decisions can be made on the amount of bandwidth required.
Retired, Barb Goin had been in the hotel sales industry for nearly 30 years, most recently as Director of Sales at Mystic Lake Casino Hotel. Barb was also active in the tourism community and is Vice President of Membership for the Twin Cities Tourism and Attraction Association.
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