Bandwidth and WiFi - understanding it made easy for meeting planners at last!

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1 From: Bandwidth and WiFi - understanding it made easy for meeting planners at last! When asked As a meeting and event planner what would you name as the one thing that makes you the most uneasy about your job, many if not the majority would answer audio visual / event technology. Why? Because audio visual enhancements and event technology have advanced faster than the speed of light (almost), and meeting planners can t keep up with it. Since event technology affects almost every aspect of an event in progress and bandwidth governs all technology that taps into the Internet, it has become increasingly important for meeting planners to learn the basics of it, to understand the language, and to record on-site usage whenever possible. You don t have to be a guru, but you can easily become knowledgeable enough to estimate your bandwidth needs and plan in advance so there will be enough to handle the full demand for Internet access and WiFi during your event. Thanks to the APEX Bandwidth and Connectivity Workgroup of the Convention Industry Council (CIC), we now have definitions that we can understand and tools we can use. Hooray! Definitions first; tools next. Bandwidth: The amount of data that can be transmitted (upload) or received (download) per second. Wi-Fi: the technology that distributes the Bandwidth around a venue to wireless devices like laptops, computers, smartphones and tablets. How bandwidth can affect your meetings and events whether large or small - Bandwidth determines how many devices - smartphones, tablets, laptops, audio response systems, etc. - can be used concurrently inside meeting rooms, guestrooms, and public areas without interference or crashes. It determines whether streaming video presentations will be transmitted over the Internet fast enough to project crisply and clearly on the screen without image or audio distortion or lag time. It can limit the type, size and quality of presentations your speakers or instructors will be able to upload or download. It can dictate whether a hybrid event with audiences in different locations will be trouble-free or problematic. It will control exhibitor presentations in their booths and the applications they use. Your on-site office and event operations including registration will depend on bandwidth capabilities. And the list goes on...

2 Very small meetings can still be technologically demanding so don t think small exempts you from being concerned about it. In other words, ensuring there will be adequate Bandwidth ranks as high in importance as any other top-tier element for determining whether your event will be completely successful or disappointing. Only if the gatherings you plan do not require use of the Internet and your attendees don t care about WiFi access can you be unconcerned about bandwidth availability. More on how to plan and measure it in link below: How to ensure you have enough bandwidth to satisfy total demand for Internet access at meeting or event - Bandwidth governs all access to the Internet, the speed that data, images, and video can be uploaded and downloaded, and whether usage will be seamless or problematic. Capabilities vary from venue-to-venue, location-to-location. Ideally you will find out about the bandwidth capability of any venue or facility before you book it for your meeting or event. If you find that capability is limited at a preferred venue, you have options to plan a different type of program to stay within the venue s capability, make arrangements to purchase additional or dedicated bandwidth (pricey), or choose a different venue. If already booked, discuss your options sooner than later with the venue. Staff at the venue may not be able to provide the type of information you need about capabilities. Many of them don t understand about bandwidth and sometimes communicate inaccurately about it. 1st Step - Verify the capability of bandwidth at peak usage in meeting rooms, function space and public areas. Unless you are booking a facility that provides state-of-the-art technology and on-site support staff that manages it, your most reliable source to measure bandwidth capability accurately would be an audio visual professional that you know and trust who can visit the site with you or for you. Determine the number and location of access points (AP) for WiFi. AP locations are important because they may dictate where seating, staging, decorations and equipment can be set. Measuring bandwidth when occupancy and activity in the venue are low can be misleading, so keep in mind that availability will vary when your event is actually in progress if other group activities are going on at the same time and/or if occupancy is high. It may be necessary to get information on peak demand capabilities directly from the venue s Internet provider. 2nd Step - Next, look at the type of program you are planning with respect to number of presenters, type of presentations using the Internet, broadcasting to a remote audience in other locations (hybrid event), conference apps you will be using onsite for registration, audience response systems, a Twitter Fall, information kiosk or Cyber Café for attendees, how many devices you expect each attendee will bring with them (smartphones, tablet, laptop or computer) to use in meeting rooms, public space, guestrooms, exhibit halls, etc. All of this will require bandwidth for access to the Internet whether by WiFi or hard wire. 3rd Step - Understand what constitutes low-medium-high bandwidth usage to get an overall feeling for what your group's bandwidth requirements will be. How fast data and images can download and upload is measured in megabytes per second. Low: 1 to 3.5 Mbps Medium: 3.5 to 10 Mbps High: 10+ Mbps

3 Typical Download Bandwidth , Web, audio chat 1-2 Mbps YouTube, video chat 3.5 Mbps Streaming video 5-10 Mbps Conference management software, large file transfers Mbps Corporations, small countries Mbps Typical Upload Bandwidth , Web 256 Kbps Video chat, remote desktop 512 Kbps Multiuser Skype, screen sharing 1 Mbps VPN, Web server, multicast video 2 Mbps Peer-to-Peer (P2P Hub) 3-5 Mbps CIC-APEX visuals for above info plus illustration of who drives demand at meetings-events. PDF 4th Step - To get an idea of the Bandwidth you will require, use the APEX Bandwidth Estimator created by PSAV for the Convention Industry Council as a courtesy to the industry. Although the estimator will be extremely helpful, it is not meant to be a complete picture of what your actual needs will be once your meeting or event plans become finalized. It will tell you whether your expected usage falls at a lower level or in the medium to high range based on the simplified criteria you will be asked to enter. You will still need an AV professional to interpret your actual needs, then you can review options for accessing or purchasing additional bandwidth if needed so your event technology will perform flawlessly. APEX Bandwidth Estimator Tool To use the FREE Event Bandwidth Estimator from the CIC website, visit: aspx

4 How to Calculate Bandwidth Requirements for Live Events Calculating bandwidth is done for the purposes of making sure you have enough space available to broadcast an event. Depending on your connection to the Internet, you have different levels of bandwidth available, and you must make sure your broadcast won't exceed what you have available so that everyone can view what you send out. The calculation takes a few steps, but it can be done in a short amount of time, and gives a definitive answer if you know all of the variables. Instructions Calculate the Total Data Transferred 1 -Figure out the total amount of data transferred; this is the same whether it is live or not. You need to know the encoding rate that will be used to stream the file during the event. This is a number that will be determined by whoever encodes the file. You then multiply the bit rate in kbps times the value of 60 seconds per 1 minute. If your encoding rate is 22 kbps, when you multiply that by 60, you get 1320 kilobits per minute. 2 -Find the file size in kilobits per total amount of time. In this case, we will use 1 hour. Take your answer of kilobits per minute and multiply that by 60 minutes. If your file size was 1320 kilobits per second and you multiply that by 60 minutes, you get 79,200 kilobits per hour. 3 -Find out how many bytes are in the file. There are 8 bits for every byte. Divide the 79,200 kilobits per hour divided by 8 to get 9900 bytes. Convert the bytes to megabytes. One megabyte is 1024 bytes. Divide the 9900 bytes by 1024, and you will get 9.67 megabytes per second. Determine the Bandwidth Required 4 - Find out approximately how many users you expect to be getting the feed. Multiply the number of users times the file size in Kbps. Using the above example, the file size is 22 kbps. If you had 1200 users, you would multiply 1200 times 22 kbps, and the answer would be 26,400 kilobits per second. 5 - Convert to get the size in megabits. Take the 26,400 kilobits per second and divide it by You get 25.4 megabits per second. 6 -Determine if your transmission line can send out the file. You need to have a line that can handle 25.4 megabits per second. Most home Internet packages only go up to about 10 megabits per second for the very fastest connections. A T1 line is limited to 1.5 megabits, a T2 goes up to 6.3 megabits, a T3 goes up to 45 megabits and a T4 to 274 megabits. The previous example would require at least a T3 line.

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