What planners need to know about AI-ready event networks
Whether or not your team or event is actively using AI at your venue, your guests probably are.
AI is quickly becoming an active tool in event programming, whether it is live translation and captioning to tools demonstrated on stage. But its less visible impact may be happening behind the scenes.
AI tools often require connections to cloud platforms and workplace systems, placing different demands on venue networks than traditional email or web browsing. To explore this more, Smart Meetings spoke with Alex Wedesky, vice president of internet services for Encore, about what that shift means for event infrastructure, venue selection and on-site planning.
Smart Meetings Why is AI changing the way event networks need to operate?
Alex Wedesky Hospitality networks are unlike the networks people use at home or in the office. Those environments are relatively static. The same people and devices connect to it every day.
At a hotel or convention center, the environment changes constantly. The network might support hundreds or tens of thousands of devices from around the world, all connecting to different cloud services, email platforms and workplace systems.
AI changes that interaction because it is conversational and often remains connected to cloud services and organizational systems. Instead of network traffic rising briefly and then dropping, we are seeing traffic rise and remain sustained. The attendee may feel as though nothing has changed, but the device is communicating with the network much more frequently.
Read More: AI Is Here. Are Event Teams Ready?
SM What could happen if a venue’s network is not prepared for that demand?
AW It normally begins with things slowing down. A page may not load, an email may not update or a cloud-based tool may stop responding.
As the demand increases, the impact becomes larger. We have seen situations where networks have completely crashed because they could not handle the load. At that point, no one can access what they need.
That is why planners cannot treat an event network like their home Wi-Fi or cellular service. These are highly dynamic environments supporting many people at the same time.
SM Should planners ask when a venue last upgraded its network?
AW That is a good starting point. In the past, we might have become concerned if a network had not been upgraded in seven years. Today, that window may be closer to three to five years because technology and network demands are changing so quickly.
However, the age of the equipment is only one factor. A newer network may still not be designed for the density or demand created by a large event. Planners should also ask how the network was designed and whether it can support a high number of devices simultaneously.
SM Is a recently upgraded network enough to support an event using AI?
AW A recent upgrade is a good starting point, but it does not necessarily mean the network is designed for the high demand and device density an event may create.
Planners should also ask how the network is supported. There are often ways to temporarily enhance or adjust a network for a specific event, but that requires someone who understands how the system is configured and can determine what additional support may be needed.
A new network is good. In some cases, a well-supported network is even more important.
SM What should planners communicate to their network provider before an event?
AW Start by understanding how your organization, presenters and attendees expect to use AI. Simply saying that people may use ChatGPT is not enough.
Will a presenter demonstrate a generative AI tool? Will attendees be asked to open their laptops and try it simultaneously? Will staff use AI connected to a CRM, SharePoint environment or another cloud-based platform? Will the event use live captioning or translation?
Different activities have different implications for the network. Planners do not need to calculate those requirements themselves, but the network provider needs enough information to prepare the environment correctly.
SM Have events experienced problems when everyone tries an AI tool at once?
AW Yes. A presenter may demonstrate a tool that makes someone’s job easier, and naturally, everyone in the audience wants to try it immediately.
We have seen repeat meetings with the same attendee base suddenly use two or three times more network resources because of that type of activity. Sometimes planners know the demonstration is coming but do not realize that thousands of people may open the same tool simultaneously. Other times, the audience response is completely unexpected.
Read More: How to Keep Your Contract Data Secure While Using AI
The more planners communicate about those possible moments, the more the network team can prepare and respond.
SM How does security fit into this conversation?
AW Security should be discussed regardless of whether an event is using AI. Planners should ask how the venue network is secured, whether additional safeguards are available and how sensitive information will be protected.
Organizations also need to educate attendees and staff about what information should be entered into public-facing AI tools. Proprietary data, confidential documents and sensitive organizational information should not be uploaded without understanding how that platform stores or uses the material.
Technology cannot prevent every individual decision. Education and clear organizational policies remain important.
SM Where else could AI create value for events?
AW AI can help process large amounts of data that would otherwise require extensive manual analysis. Encore already works with tools such as Wordly for live captioning and translation.
There are also opportunities to better understand how attendees move through exhibit halls and meeting spaces. That information could help planners improve layouts and deliver greater value to exhibitors.
However, the industry must balance those opportunities with attendee privacy. Tracking movement is different from analyzing someone’s facial features or emotional response. The technology may be capable of gathering that information, but planners need to consider whether attendees have consented and how the data will be secured.
SM What are the two most important things planners should consider?
AW First, understand how the meeting plans to use AI. Be curious about how attendees, presenters and staff will interact with these tools.
Second, do not take the network for granted. Ask how it is built, how recently it was upgraded, how it is secured and who will support it during the event.
Planners need someone who can monitor the environment and respond dynamically if demand suddenly changes.
AI-Ready Network Checklist
AI-powered meetings depend on more than internet access. From live transcription and translation to Copilot, ChatGPT and AI-driven engagement tools, network performance directly impacts attendee experience.
1. Plan for AI, Not Just Wi‑Fi
AI tools generate continuous cloud traffic and require both upload and download capacity.
Ask: Can the network hardware support AI, video conferencing, and collaboration tools simultaneously?
2. Prioritize Density Over Speed
A fast network can still fail when hundreds of attendees connect at once.
Ask: Is Wi‑Fi designed for high-density environments?
3. Demand Low Latency
AI tools rely on real-time responsiveness.
Ask: Has the network been tested under event load conditions similar to my event?
4. Separate Critical Traffic
Production systems, attendee devices and event operations should not compete for the same resources.
Ask: Are services segmented and is traffic prioritization available for mission-critical applications?
5. Monitor and Support in Real Time
Network performance should be actively managed throughout the event.
Ask: Is live network monitoring provided and is on-site technical support available to respond to issues immediately?
