If you’ve planned an event, managed a production, or set up a pop-up activation in the last few years, you already know: Reliable WiFi isn’t a nice-to-have-it’s the backbone of your entire operation. And in 2025, determining how much WiFi you need has gotten more complicated… and more important.
Between the rise of hybrid experiences, increasingly connected tech, and more users relying on VPNs, the way we connect has changed. At the same time, the margin for error has shrunk. A laggy livestream, a failed POS transaction, or a dead zone at your trade show booth can torpedo engagement and cost you money.
So, how do you determine exactly how much WiFi you need in 2025? We’ve got you covered. Plus, we’ll introduce you to a new WiFi Calculator that takes the guesswork out of bandwidth planning.
To understand how to calculate your needs, it helps to know why demand is growing and what’s different about how people connect in 2025.
Phones, tablets, laptops, watches-even your branded event swag might be Bluetooth or WiFi enabled. The average person connects 2–3 devices at a time, and that number’s even higher at trade shows, conferences, and on film sets. Attendees expect strong connections for everything from work emails to TikTok uploads. Vendors and staff rely on connectivity to run their businesses.
More devices = more demand.
In 2025, security-conscious users are turning to VPNs (Virtual Private Networks) in record numbers. VPN usage surged over the last five years as people became more aware of public WiFi risks. While great for privacy, VPNs introduce a new layer of complexity for bandwidth planning. They can slow down connections and require more robust internet infrastructure to maintain speed and stability.
If your guests or team are using VPNs – and they probably are-you’ll need higher bandwidth and stronger signal coverage.
Related: How to Safely Connect to Public WiFi
Most people focus on download speed when choosing an internet plan. But for events and on-location work, upload speed and bandwidth are just as important – especially if you’re livestreaming, running multiple payment terminals, or capturing data in real time.
Bandwidth determines how many people can be online simultaneously without lag. Upload speed controls how fast you can send information to the cloud or stream to an audience. If either one is weak, your event will feel sluggish or broken.
No two projects are alike. A small production shoot, a bustling 500 – person conference, and a multi-day festival all have different requirements. Here are the key variables to consider when calculating your needs:
It’s not just the headcount, it’s how many devices will be connecting. You’ll want to factor in:
As a general rule, plan for 2.5 devices per person.
Not all usage is equal. Checking email uses less data than streaming a 4K video. Here’s a quick breakdown of how common activities stack up:
| Activity | Bandwidth per user (approx.) |
| Email / web browsing | 1–2 Mbps |
| Social media browsing / uploading | 3–5 Mbps |
| Zoom or video conferencing | 5–10 Mbps |
| Livestreaming (HD) | 10–20 Mbps |
| Streaming (4K) | 25+ Mbps |
Will your users be concentrated in a single hotspot zone, or spread across a venue or festival grounds? Will walls or outdoor structures interfere with signal strength? You might need mesh networks or bonded cellular solutions to extend reliable service across your footprint.
Check out our guide on setting up WiFi hotspot zones for trade shows to learn more about optimizing for large areas.
Not sure where to start? We get it-balancing headcount, usage type, and equipment can be overwhelming.
That’s why eTech Rentals built an easy-to-use WiFi Calculator to help you dial in the right solution for your project.
Just answer a few simple questions:
The calculator instantly provides a recommendation based on your unique needs-including which device you’ll need (like bonded cellular routers, mesh networks, or 5G hotspot bundles).
No more guessing. Just answers you can trust.
Let’s look at a few real-world examples using 2025 usage patterns.
Film Production (20-person crew)
Recommended: 200–300 Mbps bandwidth with a bonded cellular solution for remote locations.
Recommended: 300–500 Mbps bandwidth with dual-band 5G hotspot and mesh WiFi access points.
Recommended: 1 Gbps+ bandwidth with multiple mesh access points and VLAN segmentation for staff vs. attendees.
One of the biggest mistakes we see is underestimating your WiFi needs.
It’s tempting to go with the smallest package to save money, but poor connectivity can cost you more in the long run-lost leads, frustrated guests, production delays, or even refunds. At the same time, over-provisioning for a small shoot can eat into your budget without benefit.
That’s why the WiFi Calculator is so helpful: It ensures your setup is right-sized. If you’re still unsure, our team of event WiFi experts can walk you through the best-fit solution.
In 2025, your internet connection is your event infrastructure. It powers everything from livestreams to payment processing to the attendee experience.
At eTech, we’ve helped hundreds of organizations-from production crews to corporate brands-deliver seamless connectivity in the field. Whether you need a simple hotspot for a mobile shoot or a full-scale multi-device mesh network for a packed expo, we’ve got the equipment and experience to get you online, fast.
💡 Pro tip: Want to vet a venue’s connectivity ahead of time? Read our guide on how to find an event space with the right tech setup.
You don’t need to become a network engineer to get your team online.
With eTech’s WiFi Calculator and rental kits, you can confidently plan for your project’s internet needs – no matter how big, small, or complex. As user expectations grow, fast and secure connectivity will continue to define great experiences.
Don’t leave it to chance. Run the numbers, rent what you need, and keep your people connected.
eTech Rentals has a vast inventory of iPad, iPhones, laptops, ready for same-day delivery in Southern California and same-day shipping nationwide. We also offer TV and audio options, as well as comprehensive internet solutions from hotspots to bonded internet and complex enterprise solutions that can support hundreds of users.
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