Count simultaneous tasks, not only guests
There is no single honest bandwidth number for a 100-person event. A room of people watching an offline presentation uses the network differently from the same room taking part in a cloud workshop. Start with the applications and the number of devices using them at the same time.
For a rental quote, separate staff operations, payments, check-in, guest browsing and video. Record upload and download needs where the application provider supplies them. Then assess the internet connection and the local Wi-Fi coverage separately.
Build a small demand worksheet
| Task | What to record |
|---|---|
| Check-in | Concurrent staff devices, scanning behavior and offline support |
| Payments | Terminal models, provider requirements and peak transaction period |
| Presentations | Remote participants, screen sharing and local fallback |
| Livestream | Encoder settings, sustained upload and rehearsal duration |
| Guest access | Expected simultaneous activity and acceptable restrictions |
Connected devices are not necessarily active devices. A phone joined to Wi-Fi may be idle, while a laptop uploading video may consume capacity continuously. Also consider background activity such as cloud photo synchronization and software downloads.
A worked planning example
Suppose an illustrative event has two outbound video feeds configured at 6 Mbps each and other essential applications estimated to need 4 Mbps of upload at the same time. That gives 16 Mbps of application upload demand: 6 + 6 + 4.
If the planner chooses 50% headroom for this example, the starting target becomes 24 Mbps of sustained usable upload. The headroom is an explicit planning assumption, not a universal standard, and neither figure is a promised Coastal service speed. Protocol overhead, traffic bursts and connection variability still require testing.
A momentary speed-test result above 24 Mbps would not prove the setup is ready. Test the actual feeds together over a representative period and examine interruptions, packet loss and stream health. A more conservative design or lower video quality may be appropriate if performance varies.
Use the streaming platform’s current requirements
For a YouTube stream, consult the platform’s encoder, bitrate and resolution guidance. Required settings vary with codec, resolution and frame rate. Ask the production team to identify its actual configuration rather than requesting “enough for HD.”
A wired connection to a fixed encoder can reduce dependence on the local wireless link where practical. It does not eliminate upstream outages. Confirm local recording and who can change streaming settings if conditions deteriorate.
Capacity and coverage are different checks
Adding access points can help distribute a connection to the intended areas, but it does not increase the internet capacity coming into the event. Conversely, a fast incoming connection is of little use to a scanner in a coverage gap.
Test each essential device from its operating position. Consider interference, obstructions, client limitations and the load on the local network. Large crowds and high-density guest access need a separate assessment rather than a simple Mbps-per-person formula.
What should you send for an assessment?
Send the agenda, layout, device list and the activities that happen together. Include streaming settings and any application-provider requirements. Coastal can then assess connection options and coverage, define the testing scope and explain which assumptions still need confirmation at the site.