The statement above is the headline of an Inquirer story published on Monday 6th Feb based on information taken from a PDF distributed by London 2012 to help businesses prepare for the Olympics. The headline may be a bit sensationalist – ‘may cause internet access to be slow for some’ isn’t quite as eye-catching – but there are some valid points to take on board:

1. The main issue is the expected increase in volume of usage of the internet by locals and visitors alike. The problem though is not the internet itself (or more correctly the ‘backbone’ of high capacity links that form the network), it is the local broadband access via services like ADSL and cable which may become overloaded at exchanges and concentration points. Many of these services are based on a ‘contention ratio’, sometimes as high as 50:1, which relies on not everyone using their internet connection at the same time for good performance to be maintained. Business ADSL/SDSL services typically have a much lower contention ratio (around 10:1 or lower) and if you are relying on internet access during the Games it would be wise to check this for your provider. At events we operate at we typically only use services which have a 1:1 contention ratio to eliminate this risk. Services such as optic fibre and leased lines in general should also have a 1:1 ratio.

2. Exchange congestion is another concern as many broadband ADSL providers use BT infrastructure to provide their service. Again it can be the case that there is element of contention across the services leading to a slowdown. This area is harder to deal with but providers who are using an LLU (“Local Loop Unbundled”) service have more control over their capacity so should be able to manage performance better. Again at events we will always an LLU service wherever possible and in fact in many locations we do not traverse any BT infrastructure other than the ‘last mile’ copper pairs or fibre.

3. Site-to-Site internet links are a concern for businesses where they have multiple sites connected via a VPN (Virtual Private Network) which traverses the internet, as any general congestion will also impact their site to site links. This is a deeper technical discussion based on needs but one approach is what is known as an ‘MPLS network’ which routes data between sites without it going out onto the true public internet. This is generally only possible if the same connectivity provider is used at all locations (this is an approach we use for larger and more complex multi-site events) which can have significant benefits.

4. Home based or remote workers will be another challenge as it is expected that far more people will work from home during the Games and many companies do not have capacity for everyone to be connected remotely on a VPN at the same time. The issues above may apply to the home based or remote worker but in addition it is important that the central location has enough internet capacity and infrastructure to deal with all these additional users.

5. We all know what happens to mobile networks at a large event and the situation is expected to be similar during the Games. Yes lots of additional capacity will be put in place but there is only so much the mobile operators can do so it would be wise to assume there will be problems. In the events area it will be much safer to deploy a standalone phone system (VoIP/DECT) which will operate outside of the mobile network. Another aspect to consider is any ‘chip & pin’ payment terminals as many of these operate using the mobile GPRS network which may have issues during the Games. The alternative is Wi-Fi/IP based units which operate over an internet connection – assuming the issues above have been considered!

In summary, it is wise to examine internet provision at locations and at home if it is a critical service as there could well be impacts but with the right planning and service provision these issues can be minimised. For events organisers, especially those organising events in London during the Games period, it is very important that internet access is considered as soon as possible and the right level of provision is made – where in previous years a normal ADSL line has sufficed the risk this year may make it wise to change this to a businesss service which does not have contention issues.

If you are concerned about internet access provision and performance during the games then contact us at 2012@etherlive.co.uk

The Event Production Show 2011

Having spent a couple of days last week at the Event Production Show talking to existing and potential customers it’s interesting to note down some of the common themes we are hearing and challenges people are facing around technology.

Underpinning many of the discussions I had was an increased focus on the importance of event connectivity. It has moved from a nice to have, through must have, to critical as more and more services rely on it. With that more organisers now understand some of the challenges in terms of capacity and performance and, for example, weaknesses such as ‘upload’ performance on ADSL and the problem with latency on satellite, which renders VPN and VoIP services nearly unusable. We are not locked to a single provider or service and can offer everything from BT lines through to satellite, WiMAX and fibre, depending on requirements, budget and time.  Understanding what capacity is really required is a critical step in the process.

The cost of connectivity remains a concern but there are a few ways to keep cost under control, firstly book early! The shorter the notice the less options there are, and at short notice services often need to be expedited leading to significant extra charges. Secondly consolidate, reduce the number of lines by using VoIP and use a proper managed network to share and control bandwidth effectively. Lastly look at longer term options – if you are going to be using the same site for several years it is often cheaper to install permanent connectivity rather than temporary services as the main cost is the installation, with the annual rental often much lower than the cost of reinstalling each year. We now do this for a number of customers and manage all the technical and paperwork aspects so that the service is available when needed.

Another common comment was ‘we tried to use 3G but it was a disaster’. Running event connectivity on 3G is a highly risky strategy, at best it is likely to give poor and intermittent performance and more commonly during an event it is completely unusable, even when additional mobile towers have been placed on site. If an event needs connectivity then it needs managed connectivity, not ‘cross your fingers and hope’. The difference in cost between using a 3G approach and a basic professional set-up is not as large as people often think and there are many benefits.

Over the last couple of years the interest in site-wide attendee Wi-Fi has increased significantly and that trend continued this year. Alongside the general desire to allow people to stay connected the other big driver is the use of smartphone apps. Providing an application at an event with no additional connectivity generally results in unfavourable reviews as the performance is poor. The good news is that in many cases extending Wi-Fi internet coverage to the public is not as big a problem as it may seem, provided it is done correctly using appropriate hardware and managed networks with features such as traffic shaping. There are various models for cost recovery including ‘hotspot’ type charging or advertising and branding.

Integration of services is another key issue with production, ticketing, merchandise, bars and catering, security, etc. all having their own specific needs. Bringing all this together successfully requires experience and extensive IT knowledge. Making sure everyone is talking and sharing requirements is part of the service we provide so that you do not need to worry about the fact that the ticketing company require an onsite SQL database and a site-to-site VPN connection to a hosting centre you have never heard of!

Event IT is it’s own specialist area, you wouldn’t dream of letting any old person run your sound system, provide power, operate ticketing or put up marquees, and the same is true of event IT if want a dependable service which meets your needs.

The Etherlive stand saw a steady stream of enquiries for dependable event IT services

Last week in the news much was made of a dedicated satellite launch for broadband Internet access (http://www.bbc.co.uk/news/science-environment-11846237). Satellite Internet access is nothing new and varying levels of service are available today but this launch, along with a couple of others that are planned, do bring additional bandwidth and some improved services. With this in mind I thought it would be useful to cover the good and bad of satellite Internet and whether it can help at your event.  At a high level the pros and cons are as follows:

Pros

• Relatively quick to deploy at short notice
• No requirement for any physical wired infrastructure to the site
• Relatively high bandwidth (primarily download) can be purchased compared to low-end broadband

Cons

• Requires line of sight (roughly to southern horizon and an associated Fresnel zone area)
• Requires alignment (although automatic motorised systems are now available)
• Very high latency (delay)  impacts usability for some applications
• Can suffer weather impacts such as rain fade
• Higher bandwidth tends to require a larger dish
• Tends to work out very costly for longer duration events

For an event organiser some of these points are very important, for example the high latency makes the use of most VPNs virtually impossible which is a real problem if for example you need to run a ticketing system connected via VPN. VoIP services also suffer with high latency meaning delays and ‘Darlek’ effects. There are some improvements with the latest generation services but the simple fact is that satellites are a long way away and will always suffer high latency. It is also important to not assume a satellite dish will have line of sight – there are many situations where getting visibility to the southern horizon is harder than expected and it is also import to factor in the Fresnel zone, this effect means that a small gap between two buildings or trees may not work as expected.

Not all satellite services are the same. Different satellites have different ‘footprints’ meaning they cover different parts of Europe. Many providers also use contention ratios on satellite services too in a similar way to wired ADSL/Broadband services. There are a range of speed options ranging from consumer type services up to more business/professional levels, some services are also optimised for digital video links rather than web browsing.

So, in summary, when should you use satellite? When there really are no other options. We can, and do use satellite from time to time but it is the last resort and requires careful planning to ensure the service delivered meets the requirements. We always work with customers to review all options and recommend the most appropriate solution.

As the outdoor events season quietens down a bit and focus moves to planning for 2011, I thought it would be useful to list out some of the trends we have seen during 2010 which can help with 2011 planning when it comes to IT and communications at event sites. Although focused on outdoor events most of the topics below apply equally to indoor events. So here we go:

1. Plan and Book early – Connectivity providers have a few terms they love to use to push up costs – survey and expedite being two common ones. These costs mount rapidly and can generally be avoided by early engagement and planning. Last minute installations can end up being 2 or 3 times the cost of a normal installation. Other things to watch for include the ‘miscellaneous labour charges’, which often appear if a provider has to run cables around a site. This can be minimised by agreeing ‘demarcation’ at a suitable location and then cables being run by the event itself (we do this at most event sites and it can save £1,000s for larger deployments)
2. PDQ / Payment Systems - In 2010 we have seen a significant rise in the number of events reporting problems with GPRS (mobile phone) PDQ machines – these are the credit/debit card machines used for merchandise, box offices, traders, etc. The problem stems from the fact that at events the mobile networks (Vodaphone, O2, Orange, etc) cannot handle the amount of data that users are trying to pull over the network, and with all the network congestion the PDQ machines cannot process transactions. The reason the problem is getting worse relates to the increase in smartphones using more data and also some reluctance by operators to put in temporary masts due to their high cost. However it is important to note that just because a temporary mast is installed is does not necessary mean that data services will be any better as most temporary masts are more for the benefit of voice calls. The alternative to GPRS PDQs are Wi-Fi PDQs – exactly the same machines but using a Wi-Fi network instead. Obviously this requires a Wi-Fi network to be in place but it means the network is fully controlled and transactions on the machines are much faster. There are options to rent Wi-Fi PDQs (we offer this service) but 2-3 weeks notice is required as the machines have to be configured with the relevant banking merchant id.
3. VPN for Ticketing Systems - VPNs (Virtual Private Networks) are a method for creating a secure connection between two locations such as an event site and a central database somewhere. They are often used by ticketing and stock systems which are increasingly being used from event sites. There are two things to watch for, firstly VPNs require good network connectivity, especially upload, which means basic broadband will not support it very well. The second area is that VPNs often require special firewall configuration, particularly if multiple VPNs are to be used.
4. Wireless Spectrum Management – The use of wireless equipment on event sites continues to grow at a pace – general Wi-Fi, CCTV, ticket scanning, sound systems, audio and video links, etc. all make use of wireless solutions, many of which operate in the same frequency range. Harmony and reliable operation can only be achieved if everyone works together and early communication and coordination is key to ensure there is no interference.
5. Smartphone Hunting - The rapid increase in smartphone devices with Wi-Fi creates new challenges for onsite networks, even when the event network is not intended for public access. The issue is that smartphones will continually ‘hunt’ for Wi-Fi networks and when they find one they try to connect. This creates a small load on the network whilst they negotiate a connection (which will eventually fail if the network is secure) and with enough devices trying to connect this load builds up to the point where it impacts real users. The solution involves using wireless equipment designed for larger loads coupled with proper network management as low end Wi-Fi routers are not designed to deal with large numbers of users.
6. VoIP Phones - The use of VoIP phones at events is now commonplace and demand is growing as more people become frustrated with mobile networks at events. Use of VoIP is the best way to avoid having multiple BT lines and the only way to have a flexible solution allowing last minute deployment of additional phones.
7. Smartphone Apps - More and more events are now commissioning their own apps for use at events but few events are considering the full picture which is critical for success. Most of these applications (certainly the more useful ones) require connectivity at the event to get updates. Typically the mobile networks struggle with demand at events and so the user gets a poor experience and rates the app badly. Many users also turn up at the event expecting to download the app which creates further (significant) demand. One way around this is to provide a locally controlled Wi-Fi network for use by the app. This can then also be used to deliver local content direct from the site.
8. Public Wi-Fi Access - The increase in smartphones coupled with the massive expansion of publicly available Wi-Fi leads to more and more expectation that events will have Wi-Fi access. The costs of expanding an existing network being provided to site production, technical production, crew etc is not as high as people initially think and opens new avenues for sponsorship, advertising and rich content delivery.

As always, whether you a run a small event or a large event, we are always happy to provide advice, support and services to your event to ensure technology does not get in the way of delivering a great experience.

For further information contact:
Becky Martin-Jones / Mark Hook
www.ascentpr.co.uk
etherlive@ascentpr.co.uk
T. 01454 629 741

Reliable Connectivity Makes Hot Air of Balloon Fiesta Safety Concerns

27 September 2010 – Etherlive has helped organisers of the Bristol International Balloon Fiesta, which attracts over 500,000 attendees, to successfully manage their onsite telecommunications and broadband services.

Richmond Event Management (REM), lead contractor for Europe’s largest Hot Air Balloon event, had concerns over the communications systems used on the site. If disrupted this could raise security issues, or threaten communications between organisers and those working on balloons flights, posing possible public safety risks.

Chris Green, managing director at Etherlive says, “With the Balloon Fiesta attracting more and more people each year, the organisers wanted to safeguard their necessary communications to ensure the safety, security and organisation of the event. 

“We were able to do this through the provision of wireless internet access and VOIP handsets to the core crew managing the fiesta. We also installed a back-up service in case of a power outage, and remote phone lines so organisers could relocate to the event and not miss vital calls or messages.”

Ben Hardy of REM, explains, “Dependable comms has become crucial to the success of a large outdoor event like the Bristol International Balloon Fiesta. In the past we tried a variety of solutions, like fully installed phone lines, but these were expensive.

“We approached Etherlive, and its guarantee of a trustworthy system proved accurate, enabling us to fully control operations and ensure reliable communications between staff and those at flight control and our media centre. Etherlive’s approach was also more cost effective than in years previous”.

Chris Green summarises, “We’re pleased to have been able to help the organisers manage security and communication issues successfully for the events duration, and that our efforts aided to the smooth running of this year’s Bristol Balloon Fiesta”.

ENDS

About Etherlive
A successful event depends on great performances. From WOMAD and The Green Man Festival to the Southampton Boat Show and the Three Counties Show, Etherlive is the one that makes IT work. Etherlive sits behind the scenes delivering reliable Wi-Fi internet, telephony, CCTV, laptops, PDQs and interactive messaging. Whether in a field or a building, Etherlive makes connectivity simple.

http://events.etherlive.co.uk

As with any venue, show grounds have had to evolve to survive the ebb and flow of the economy over the last few years; the international recession coupled with increasing financial pressure on farming has meant that show grounds have had to diversify into a broader range of events and compete with indoor venues.

But while show grounds can compete in many areas, they have, until now been slow to adopt new forms of technology; that is providing the infrastructure for event directors and the attendees themselves to get connected.

Show grounds are more traditionally associated with large annual county shows and temporary events which come and go.  Typically each event implements its own technology; ranging from phone lines and PA, through to CCTV and payment terminals.   But as these venues are expanding and competing with the likes of Earl’s Court and the NEC, a permanent technology infrastructure will become a ‘must have’ rather than a ‘nice to have’.

Event Directors now expect to be able to access e-mail, communicate with their teams and take advantage of marketing opportunities such as interactive content; in fact Wi-Fi connectivity is now seen as a standard requirement. 

Tom McInerney, Events Director at Etherlive offers a few pointers on how to get started.

 Top tips for show grounds getting connected

1. Whatever the event, the chances are you’ll need to provide phone lines to the organisers – the number may vary from event to event.  Be aware that it can take up to four weeks for your telecoms provider to install a line assuming they offer a temporary service.  For a permanent installation, you can always opt for Voice over IP (VoIP) lines which can be easily deployed to meet demand with no added cost whilst delivering the same quality. Many also offer free national calls.
2. Your communications technologies are all reliant on the power supply – if your power source fails, you have a problem.  So when you’re planning your power requirements for organiser areas, opt for an uninterruptable supply, or arrange a back-up generator to ensure operations continue in emergencies.
3. An increasing number of show grounds are installing permanent Wi-Fi.  But don’t make the assumption that a small network installed within the main site office  will be enough to provide everyone with the right connectivity and support. Check the capacity of the network prior to each event and establish what would happen if you need technical support.
4. It sounds obvious, but check that each event organiser has laptops that are set up to use the latest standards (802.11n is the most modern), meaning they will be able to enjoy faster speeds and get better signal strength.  Don’t be afraid of using wire if you need to.  Better that, than no internet access. 
5. In our experience, the onsite teams at events get bombarded with questions which come up time and time again – opening times, parking details etc.  If you have a telephone exchange on site, why not set up an automated attendant system for your client to reduce the volume of calls to key staff.
6. Ensure you have a method of secure one to one communication which doesn’t rely on mobile phone networks (which may become too busy).  Radio networks are great for most communications on site, but what if the organisers need to transfer private or sensitive information, like the description of a missing child, for example?  It makes sense to have a secure line dedicated to staff in case of instances like this.
7. Make the most of the infrastructure you have to add value to services for event organises. CCTV, for example, can now be used for far more than surveillance.  Many cameras can automatically detect and track motion and combined with infrared lights which can ‘see in the dark’.  As well as pure security aspects, deployment of cameras can assist in monitoring crowd flow, entrance traffic management and even providing a more flexible webcam option for linking into websites!
8. Audience interaction is becoming more popular especially using mobile devices which can be used to view running orders, find your way around or purchase directly from exhibitors’ websites. Consider supplying a Wi-Fi network where attendees will get the best experience.

For further information contact:

Helen Stevens
www.ascentpr.co.uk
etherlive@ascentpr.co.uk
T. 01454 629 741

Showground to Extend Connectivity Services with Etherlive

The Malvern Showground, the home of the Three Counties Agricultural Society, is extending its onsite IT services for customers who exhibit and hire the facilities with help from Etherlive. 

Malvern has rolled out a permanent Wi-Fi infrastructure for a number of IT services across the site to improve communications for events. The implementation, now in its third phase, includes a significant infrastructure for Wi-Fi internet, VoIP telephone lines, CCTV cameras, PDQ machines, and site wide access to the Three Counties electronic scoring system.

According to Nick Vincent, CEO at the Malvern Showground, the installation represents a first for this kind of venue.  He comments, “Showgrounds have long been in the shadows of large indoor venues when it comes to providing the very latest in connectivity and IT services for their customers – offering access to e-mail, secure phone lines and wireless payment systems are no longer ‘nice to haves’ for showgrounds, they’re necessities. 

“Showgrounds are now waking up to the need for technology – and this recent investment demonstrates our commitment to providing permanent, reliable connectivity.  The team at Etherlive has supported us fully throughout the process with its expertise and practical advice.”

Tom McInerney, Events Director at Etherlive adds, “We have been working with the Malvern Showground since 2008 to establish the needs of its customers and the right technologies to support them.  The final stage of this installation will enable Malvern to differentiate itself from competing showgrounds, and offer event organisers the same level of connectivity and communications that they would expect from any first class venue.”

ENDS

About Etherlive
A successful event depends on great performances. From WOMAD and The Green Man Festival to Southampton Boat Show and the Three Counties Show, we are the ones that make IT work. Etherlive sits behind the scenes delivering reliable Wi-Fi internet, telephony, laptops, PDQs and interactive messaging. Whether in a field or a building, we make connectivity simple.

http://events.etherlive.co.uk

The Three Counties Agricultural Society is a registered charity working for rural industry, the environment and countryside life.
Committed to supporting farmers, growers and horticulturists in the region and developing understanding between urban and rural communities, it actively cultivates partnerships with the local and regional business community. Its work is firmly rooted in education at all levels, and it is quickly emerging as a facilitator and enabler of a variety of curriculum-based projects and effective teacher training placements.

The Malvern Showground home enjoys a panoramic backdrop in the shape of the famous Malvern Hills in a designated area of outstanding natural beauty. It is a nationally recognized venue and welcomes more than a million visitors each and every year. Its own events include the national Malvern Spring Gardening Show (May), its flagship agricultural event, the Three Counties Show (June) and the Malvern Autumn Show (September).

For more information and a full diary of events, please go to: http://www.threecounties.co.uk

The news is out, after spending the last 18 months working closely on a number of events Etherlive and Venue IT are merging to deliver an exciting range of technology services across the broad events industry. For existing customers the relationship and services provided remains the same, but now with access to an enhanced range of offerings, delivering more efficiency and industry leading innovation.

Full press release follows:

Technical expertise and events experience join forces

As the events and festival season get underway, Venue IT, the provider of telecommunications services to the events industry, is set to join forces with Etherlive.  Merging into a single business unit, the two companies will work together to offer a range of communications services and consultancy to the events industry.

Chris Green, Managing Director at Etherlive comments, “With our strong technology background and Venue IT’s events history and experience, we’re a great fit.  Having worked successfully together for a year and a half on a number of projects, the most logical step was to join forces and work as one.  We’re excited about the prospects ahead and look forward to delivering solutions that enhance the experience of organisers, exhibitors and visitors at all sorts of events across the UK.”

Mike Lang, of Venue IT adds, “This relationship offers our loyal clients the best of both worlds; they will continue to deal with the same people offering the same high level of personal service, and will benefit from increased resources with a new found capacity to deliver not only a range of services from its existing portfolio, but more importantly new and exciting complimentary services – exactly what you need for a successful event.”

Founded in 2004, Venue IT provides telecommunication solutions to some of the most prestigious outdoor national and international events held in the UK.  Among its customers, Venue IT boasts names such as Southampton Boat Show, CLA Gamefair, Red Bull X Fighters, World Triathlon Games, Frieze Art Fair and Goodwood Festival of Speed.

Wiltshire-based and in business since 2007, Etherlive is a specialist event IT company that designs, implements and supports both temporary and permanent IT solutions for events. Etherlive supports organisers, promoters and venue managers as they deal with the challenges of security, communications and monitoring across large and complex sites.

Etherlive’s customer base includes one-off short duration corporate events, specialist permanent installations and annual large scale temporary events.  Customers include WOMAD, the Green Man Festival, Get Loaded in the Park, Silverstone, the Three Counties Showground, and corporate clients such as Nokia, Amazon, Littlewoods, Intel and the BBC.

Initially, the company will maintain both the ‘Etherlive’ and the ‘Venue IT’ brands.  The company will operate from the Etherlive headquarters in Wiltshire.

ENDS

About Etherlive

A successful event depends on great performances. From WOMAD and The Green Man Festival to Southampton Boat Show and the Three Counties Show, we are the ones that make IT work. Etherlive sits behind the scenes delivering reliable Wi-Fi internet, telephony, laptops, PDQs and interactive messaging. Whether in a field or a building, we make connectivity simple.

http://events.etherlive.co.uk

For further information contact:

Helen Stevens

www.ascentpr.co.uk

t. 01454 629 741

etherlive@ascentpr.co.uk