Venue Network Scenarios
This guide covers three common networking scenarios encountered at venues. It is intended for venue IT teams and managed network providers to prepare for a HYDRA deployment.
Scenario A: No Managed WiFi
The venue does not run any form of managed wireless system. It may have a basic consumer router or only a modem connection. Our team will deploy our own equipment for WiFi, routing, and segment management.
Required Equipment Access
- Direct physical access to the modem or gateway device
- Permission to log into the modem interface if needed
- Ability to disconnect or bypass any existing basic router if required
Power and Space Requirements
- One grounded power outlet next to the modem
- Clear surface area for our networking gear
- Safe cable routing from the modem location to our operating area if needed
Network Expectations
- Stable upstream connection with bandwidth suitable for the deployment
- No hidden filtering or throttling by the venue ISP
- The modem must not have proprietary locks that block configuration
What We Will Do on Site
- Attach our router or gateway directly to the modem
- Deploy our own WiFi network and wired infrastructure
- Test stability and latency before operations begin
- Perform active monitoring throughout the deployment
Venue Coordination Notes
- Please confirm that no one else will attempt to use or modify the modem during operation
- Please notify us if the modem is used by other areas of the venue or other productions
Scenario B: Managed WiFi with Supplier Coordination
The venue WiFi is operated by an external company or internal IT department that manages security, SSIDs, bandwidth allocation, and routing. We will need structured communication with the supplier to ensure compatibility with our requirements.
Required Information from the Supplier
- Full description of the WiFi system, including controller type, AP placement, controller software, and any captive portals
- Current SSID structure and which SSID we are permitted to use
- Whether the WiFi environment supports real-time traffic reliably
- Any device or MAC registration requirements
- Bandwidth allocation rules for clients
Required Communication Process
Please share our communication instructions with the supplier.
Steps for coordination:
- Schedule a meeting with the supplier at least one week before installation
- Confirm that the supplier will support our deployment during the full operating window
- Request temporary adjustments if needed, such as:
- Disabling client isolation for our devices
- Allowing specific ports and protocols
- Providing a dedicated SSID if required
- Validate that the supplier can provide real-time troubleshooting
- Request a direct line to an on-call technician
On-Site Requirements
- We need access to at least one ethernet drop that bypasses guest WiFi restrictions
- We need the supplier to confirm that firmware updates will not be applied during operation
What We Will Do on Site
- Connect approved devices to the network according to supplier rules
- Run latency and packet loss tests
- Keep open communication with the supplier for any changes
Venue Coordination Notes
- Please ensure that the supplier understands our time-critical needs. We cannot wait long for adjustments during operation
Permanent installations: For long-term deployments, the coordination steps above become standing agreements rather than one-time arrangements. Establish an ongoing support contract with the supplier covering scheduled maintenance windows, escalation contacts, and change notification procedures.
Scenario C: Split Connection Before Managed Network
The venue has a managed system, but working directly with the supplier is not the preferred approach, not possible, or not efficient. The venue allows us to take a branch of the internet connection before it enters the managed infrastructure. We then operate our own parallel network without impacting the existing system.
Required Access
- An ethernet handoff directly from the modem or from the venue distribution point before the managed infrastructure
- Clarification about how this handoff is provisioned, for example:
- A dedicated port on the venue gateway
- A mirror or passthrough port on a switch
- A secondary modem connection
Bandwidth Requirements
- We require a guaranteed minimum bandwidth allocation. Please specify the maximum available bandwidth and any constraints
- We need confirmation that our branch will not be deprioritized by traffic shaping on the venue side
Power and Placement
- A secure location to place our router and access points
- Sufficient power outlets near the handoff point
What We Will Do on Site
- Deploy our router and full network independently
- Avoid altering any of the managed WiFi systems
- Monitor traffic to ensure we do not exceed agreed limits
- Provide our own WiFi and wired network to all team devices
Venue Coordination Notes
- Please confirm that using this branch does not violate venue policy
- Please clarify whether any alarms or automated systems will be triggered when we connect devices upstream of the managed system
- Please ensure that no staff unintentionally resets or reconfigures our equipment
Permanent installations: For long-term deployments, the upstream handoff and bandwidth allocation become standing agreements. Establish clear escalation contacts and change notification procedures so that infrastructure modifications do not disrupt the HYDRA network.