Want a Successful Meeting? Log On Securely

In a world of advancing and ever-changing technology, it’s not surprising that businesses have to take extra precautions when it comes to security, especially when they are hosting an event off site. Most hotels and meeting venues today offer free Wi-Fi services to groups. However, with this service comes a major security risk. To avoid any problems, it’s crucial that planners ask the right questions and take the right steps to ensure proper security for their meetings. 

The logistics of Internet access are just as important as security. Using a password is probably the easiest and also the most secure way to access an outside venue’s Wi-Fi. Understanding what kind of Internet access is available is crucial to a successful event. Key questions to ask in the planning stages include:

1. Are there different networks running in the keynote and breakout rooms for the speakers to access the Internet, and are these networks wireless? 

2. How many other groups will be using the same network at the same time? This is important because the amount of people using the same bandwidth determines the speed of your Internet connection. 

3. Will the network be managed during the event and will there be technical services available during the hours of your event? Having someone on site and ready to answer questions or troubleshoot any problems can eliminate long wait times and avoid having a poorly executed event. 

Don’t be embarrassed about your level of expertise. Being honest with the venue’s tech team will only help you understand the security measures in place and ensure that there are no assumptions being made. If you don’t have a "tech expert," tell them you need their assistance in keeping your event secure. 

However, if you have an information technology (IT) team back at the office, it would be wise to take what the hotel gives you as their plan and have them review it. It would also behoove you to speak with the non-technical people at the venue to discuss what they have seen from other groups in the past to find out what seems to work for others, based on the room usage and size of the conference.

Just because access is free doesn’t mean it’s not secure. The venue itself can offer a layer of protection, while some off-site venues do not. This is why it is your responsibility to ask what type of Wi-Fi security is in place. Basic questions to ask about the software that is in place, in order to access the venue’s Wi-Fi, include:

1. Is your software PCI, Level 1 or higher and compliant? If not, what security certification or testing has been done? 

2. Is there an IT team monitoring the software? 

3. What back-up steps should I take in case something goes wrong? 

4. Who will be monitoring the activity on the Wi-Fi network so that there are no hackers trying to get information from active users? 

Although many corporate planners have an internal IT team to guide them, both corporate and independent planners should know the meeting owner's policies on security and be an advocate for the meeting owner when looking at protecting their attendee's private information. The more educated you are, the more prepared you will be to address your attendees questions. Further, it is important that they are just as educated as you in information security. 

You’ve now ensured that your access is secure, that a tech team is there to help troubleshoot any on-site problems, and you are as educated as you can be on security measures in place. However, you also need to protect yourself legally. Typically, there is very little language regarding protection against information in these contracts. The contract usually just states the services that will be provided. If there is a specific need for documentation, ask to use an outside vendor, or ask the corporate IT team to come in and add an additional network within the venue that is secured through a server or firewall setup. Obviously, this isn't free, but if the client has a need for extra security based on their content or their attendees, this is always an option.