Conference WiFi. How much bandwidth do I need?

When planning a conference, one of the most overlooked yet critical aspects of the attendee experience is reliable conference WiFi. How much bandwidth do I need and how much should I be spending?

Determining how much bandwidth for conference WiFi you'll need depends on several factors, including the number of attendees, the types of activities they'll engage in (e.g., streaming, social media use, or accessing event apps), and whether exhibitors and speakers will also require internet access.

A common rule of thumb is to allocate 5–10 Mbps per 100 users for light usage, and up to 25 Mbps per 100 users for high-demand environments. For example, a 1,000-attendee event might need anywhere from 100 Mbps to 250 Mbps of dedicated bandwidth depending on user behavior and concurrent usage. Below is our conference WiFi chart you can use as a reference!

Budgeting for conference WiFi isn't just about bandwidth—costs also include equipment rentals, setup, on-site support, and venue markups. Expect to spend between $10,000 and $30,000 for a mid-sized conference, though this can vary widely based on location, venue policies, and technical complexity. Venues with exclusive provider agreements often charge a premium, so always review the contract thoroughly and consider negotiating or bringing in an external vendor if allowed. Additional features like WiFi splash pages, user tracking, or secured VIP networks may also increase your total cost.

To strike the right balance between performance and cost, start by conducting a needs assessment: estimate peak device counts, define user profiles (attendee, staff, media, etc.), and consult past data if available. Prioritize quality over bare minimum specs—nothing frustrates attendees like dropped connections or slow speeds.

If your budget is tight, focus on providing high-speed access in key areas like keynote rooms and exhibitor halls, while offering basic access in common areas. Investing in good connectivity boosts attendee satisfaction and can even improve engagement through real-time apps, social sharing, and live-streaming capabilities.

At OkWhen, we're here to help you with all your conference needs! Reach out to us, or book a call here!