Meeting Mentor Magazine

September 2021

Cover Story

Bandwidth Negotiations
Call for New Best Practices

In just three years, meeting negotiations have been forever changed, thanks to the iPad’s immediate adoption, the rapid introduction of competing tablets, and the explosion in smartphone and app usage. With these devices, meeting attendees and exhibitors expect quality Internet connectivity wherever they are. However, the cost to deliver essential bandwidth speed is straining meeting budgets big-time.

To learn what you need to know to be an effective negotiator on bandwidth, here are two immediately accessible resources:

• The recently issued White Paper: Getting up to Speed on Bandwidth from Convention Industry Council’s Accepted Practices Exchange and Hospitality Sales and Marketing Association International.

ConferenceDirect MeetingMentor’s Summer issue (in the mail and online June 15) presents best practices in its lead story and its One-on-One with Mark Haley of Smart City Networks.

Some important practices for meeting professionals to adopt:

Bandwidth demand. Determine the Internet usage you expect to need on site (for the show’s operations, programs, presentations, exhibitors’ private wireless networks) and the number and types of mobile devices attendees are likely to use.

Venue bandwidth. Find out the bandwidth capabilities of sites you’re considering and learn about their technology partners.

Shared/dedicated bandwidth. Understand the difference at venues so you can ascertain which works best for your event.

Event apps. Ask your app provider to estimate how much bandwidth the features require.

Bandwidth delivery. Verify that bandwidth speed on site is as promised.

Outsourced assistance. Evaluate whether your event requires a network consultant or independent Internet Service Provider to assure connectivity and resolve issues that arise.

Important practices for hotel sales and convention service professionals:

The conversation. Start early; ask about the client’s bandwidth needs and their past experiences with service and capacity.

The property. Know its bandwidth capabilities and limitations (in all locations on site), and understand the pricing structure.

The technology expert. Identify and utilize the property’s on-site source of assistance and guidance. — Maxine Golding

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About ConferenceDirect
ConferenceDirect is a global meetings solutions company offering site selection/contract negotiation, conference management, housing & registration services, mobile app technology and strategic meetings management solutions. It provides expertise to 4,400+ associations, corporations, and sporting authorities through our 400+ global associates.

About MeetingMentor
MeetingMentor, is a business journal for senior meeting planners that is distributed in print and digital editions to the clients, prospects, and associates of ConferenceDirect, which handles over 13,000 worldwide meetings, conventions, and incentives annually.

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