Direct answer
Start with the operational locations and devices: bars, traders, entrances, ticketing, event control, production and staff areas. Then confirm structures, power, existing internet, support level and what changes would trigger a redesign. A site plan with required zones marked is the single most useful document.
What matters most
- List locations first; “Wi-Fi everywhere” is not a usable technical scope.
- Count simultaneous devices and separate critical systems from guest use.
- Confirm power and mounting arrangements at every network location.
- Record the site-plan version used for the quote and review later changes.
1. Event basics
- Event name, venue and full postcode.
- Public event dates and trading hours.
- First access time for installation.
- Latest permitted teardown time.
- Expected total attendance and peak simultaneous attendance.
- Named organiser contact and technical decision-maker.
- Event within 30 days flagged as urgent when requesting availability.
2. Mark every required coverage zone
- Bars and till positions.
- Food and retail trader rows.
- Main entrance, ticket scanning and accreditation.
- Production office and event control.
- Staff, volunteer and security areas.
- Medical and welfare locations where connectivity is required.
- Artist, crew or backstage compounds.
- Guest Wi-Fi areas, if genuinely required.
- Any remote car parks, campsites or satellite venues.
Use the latest site plan and give each location a clear name. A numbered or colour-coded location list reduces ambiguity when plans change.
3. Count devices by purpose
- Card machines and PDQs.
- Cloud tills, EPOS tablets and network printers.
- Ticket or accreditation scanners.
- Staff phones and tablets.
- Production and administration laptops.
- Cameras uploading video off site.
- Live streams leaving the event.
- Guest users expected online at the same time.
- Local event apps, menus, schedules or dashboards.
A 5,000-person event does not automatically have 5,000 devices online at once. Estimate who actively needs the service at peak times and keep operational networks separate from guest demand.
4. Site, structures, power and routes
- Indoor, outdoor or mixed site confirmed.
- Bars identified as containers, trailers, marquees or open stalls.
- Large stages, tents and buildings marked as potential obstructions.
- Clear-sky locations identified for Starlink where relevant.
- Available fixed broadband or venue network documented.
- Mobile network performance recorded only as an initial indication.
- Power type and connector confirmed at each proposed location.
- Approved mounting locations and maximum permitted heights agreed.
- Vehicle routes, public walkways and protected cable routes marked.
- Weather protection and secure equipment positions considered.
5. Decide the support and resilience level
- Single managed connection or primary plus backup.
- Manual backup or managed failover.
- Installation and remote support only.
- Live remote monitoring during event hours.
- On-site engineer for all or part of the event.
- Spare access points, switches or backhaul equipment required.
- Named event contact authorised to request changes.
- Escalation route and response expectations agreed.
6. Testing and change control
- Actual card terminals, scanners or tills available for pre-opening tests where possible.
- Testing completed at the real operating positions.
- Separate network credentials issued securely.
- Power-loss and reconnection behaviour checked for critical zones.
- Latest plan version recorded in the proposal.
- Deadline agreed for material layout changes.
- Moved bars, added structures and new coverage areas reviewed as scope changes.
- Post-installation sign-off contact identified.
A clear checklist does not make every event simple. It prevents avoidable surprises and gives the organiser and technical team one shared view of what is actually being delivered.
Planning an event in Scotland?
Send the date, location and what needs to stay online.
No technical specification is needed. We will tell you what information matters next.