In the past year or so, Jay Klein planned one event where he was charged $150 for an ethernet line for a week and another where the same-size line was $2,500 per day.
Tens of thousands of dollars can separate one hotel’s internet fees from another. And even when the costs start out relatively low, ensuring that meeting attendees can get Wi-Fi in the moments they most need it can be a pricey proposition.
Negotiating for this must-have service is a regular part of the job for Klein, (below) CEO of M-Plus Global Events, and he shared his advice on the topic during a session at Catersource + The Special Event in Anaheim. 
As with any business deal, he says, event planners get into trouble when they don’t get everything specified in the contract up front. That’s true in spades for internet services, where the negotiation involves technical services that are often out of a planner's comfort zone. And the providers, Klein says, recognize inexperienced planners. “When you walk into a hotel, you’re going to get pricing that assumes you don’t know what you’re doing,” he notes. “Enough planners just say, 'okay.' But the moment you ask, ‘Can you do any better?’ the price is going to come down.”
Here are Klein’s suggestions for things to consider and important questions to ask before signing a connectivity contract with a venue.
How does the venue price its internet?
The property may charge by bandwidth used, it may change per device, or it may charge by bandwidth used per device. Klein says that, for him, pricing per device is the easiest to understand and to estimate. The venue may not be flexible in how it prices, but its costs should be clearly spelled out.
What is the cost for ethernet connections?
“For anything that is mission critical to the meeting, you should use a hard-wired ethernet connection” rather than Wi-Fi, says Klein. But prices can vary widely, so make sure you get the basic pricing for Wi-Fi and ethernet in the contract. Also make sure that bandwidth is dedicated to your event and not available to any other groups or guests.
What is the cost for a custom SSID?
SSID (service set identifier) is the name of the Wi-Fi network that attendees will log onto—and presents a good branding opportunity for a sponsor. While hotels typically charge a few hundred dollars to customize the SSID to your event, “I’ve seen it for free, and I've seen it as much as $5,000,” says Klein. This is highly negotiable, he said, because it doesn’t cost anything—and the venue knows that if you decline, it will get nothing.
How good is cellular service throughout the facility?
Unlimited-data phone plans are very common and could play a role in how planners estimate their Wi-Fi needs. If meeting rooms have strong cell signals, many attendees might never use the event-provided Wi-Fi. However, if cell-service dead zones pervade the space, planners need to expect everyone in attendance to log on. During site inspections, planners should walk through meeting rooms and check on the strength of cell service.
How will attendees use the internet?
It’s ideal to have access to bandwidth/device usage reports from the previous year’s event. If that’s not available, the planner should assess how attendees will use the event Wi-Fi. Will presenters ask attendees to complete surveys, download apps, or stream content—which are bandwidth-heavy tasks—or will attendees mostly be checking their email? And are many attendees likely to use non-cellular devices such as laptops and tablets?
How quickly can the venue increase the bandwidth if needed?
If a meeting’s Wi-Fi demands are outstripping available bandwidth, IT departments can typically upgrade it quickly. However, there’s a charge for a last-minute on-site change, and planners need to know what that is and try to negotiate it down or out of the contract. If the charge for increasing the network’s bandwidth is reasonable or nonexistent, planners can potentially save money by negotiating for their minimum needs and only upgrading if needed. Pro tip: Get a phone number for the person who controls immediate on-site service changes.
Can the event bring in cellular-based WiFi?
Some cell-based temporary Wi-Fi solutions are available that can be less expensive than a venue’s network. Companies like PopUp WiFi, Tradeshow Internet, Road WiFi, FestiFi, and others have sprung up to provide internet access anywhere. Depending on how you negotiate the venue contract, you might be able to bring in this kind of outside service at no penalty. Is it as reliable as the hotel’s system? Maybe not, says Klein, and probably should not be used for mission-critical needs; that's what a hard-wired ethernet connection is for. But if you’re just providing a way to for attendees to read their email, the price may be well worth using an outside vendor.
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