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  • Wifi at Student Affairs Conferences

    By Eric Stoller August 16, 2010 3:45 pm EDT

    My parents have relied on phone-based modem access to the internet for years. In rural Iowa, reliable access to the web can be quite challenging. Knowing that my ability to connect to the web would be limited during a recent visit, I had planned on using my Droid X as a wifi hotspot for my connectivity needs. However, according to my dad, "the Verizon tower is really far away." I guess it literally is "one tower to rule them all" out here on an acreage surrounded by corn fields. And then my dad said something to me that was quite shocking: "We had to get 'the broadband' because your mother wanted faster internet." Broadband...at my parents house. It was like finding out that I had been trying to make fire with two sticks while my dad was nearby with a Zippo. A truly monumental occurrence. It reminded me of my experiences trying to access the web at the various Student Affairs (SA) conferences that I attend annually.

    I am always pleasantly pleased when free wifi is available at SA conferences. While wifi is not necessarily "free," I do enjoy knowing that the conference planners included wifi access in their negotiations with the conference site. Most SA conference committees negotiate with hotels and/or convention centers years in advance of the actual event. Sometimes wireless access is not seen as a priority. I can empathize with SA conference planners as they try to balance registration costs with the costs associated with running a conference. All too often, hotels try to charge exorbitant amounts for wifi.

    I recently asked a hotel for an internet connection in a session room. I did not want to bother the SA conference team with my request so I approached the hotel directly. I was told that the cost for an hour and a half of internet was going to be $450. I immediately asked the hotel representative if the internet was going to be gold-plated. I understand that hotels have a lot of operating costs associated with providing wifi, but they are also holding the internet hostage for a hefty ransom. Ideally, SA conference planners could negotiate a reasonable rate for "free" wifi for those of us who wish to go online. Registration fees could be slightly increased to cover the costs of wifi. Otherwise, I am going to have run a lottery to see who can access the wifi hotspot from my Droid X during SA conferences. I predict that as wifi at conferences becomes more ubiquitous that more and more SA conferences will be able to add wifi to their conference "rider." Besides, if my parents can get broadband access on a gravel road, then anything is possible!

    Here are some reasons why I think that "free" conference wifi is important:

    • Innovative presentations - session presenters should be able to demo web-based technologies, showcase interesting websites, and bring in (via tools like Skype) virtual co-presenters. Static presentations can be greatly enhanced with the addition of wireless internet connectivity. I really like using two screens while presenting. One screen shows my Keynote slides while the other screen displays any back channel conversations that are taking place.
    • Back Channels - participants can use Twitter to actively engage with one another via a back channel. While a lot of attendees will use their smartphones to participate, having wifi would greatly enhance back channel participation.
    • Sustainability - being able to view a conference schedule via a laptop or smartphone would greatly reduce the need for printed conference guides. It would be great if registrants could select whether or not they wanted a printed schedule.

    Are you a member of a SA conference planning committee? Are you planning on negotiating for "free" wifi at your SA conference? Would long term partnerships with hotels make this easier? Do you think that wifi access is a necessary SA conference amenity?

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Comments on Wifi at Student Affairs Conferences

  • Always costs extra
  • Posted on August 16, 2010 at 8:30pm EDT

  • Have you ever noticed that Wi-Fi always costs extra at expensive hotels, but it's free at cheap ones? They charge you because they can. I doubt hotels make much money on renting out their conference rooms, but instead make the real money on all the extras--catering especially, but also Wi-Fi, A/V services, etc.

  • Always Costs Extra speaks truth
  • Posted by Kim from Nebraska on August 17, 2010 at 10:30am EDT

  • Expensive hotels do always seem to nick you for internet access. Recently, I was at a wedding in Minneapolis. My very posh Hilton wanted $20/day for internet and no free breakfast. The somewhat downscale family-oriented hotel, Homewood Suites, also operated by Hilton, next door, and where my brother and his family stayed had free wifi, free breakfast, free "light dinner" (although the food was spaghettio's quality). I loved my 1000-thread count sheets, flat-screen TV and granite countered bathroom with rainfall showerhead, but I took my laptop next door to check my email and facebook. My room cost more than theirs did, but they seemed to have a much better overall deal.

  • Posted by Stacy Oliver on August 19, 2010 at 12:30pm EDT

  • Too often, I think conference planners are to blame for the lack of wifi availability at conferences. I've heard from several different organizations, "People should be engaged and present at the conference instead of checking e-mail." Maybe that's true, but there are people who need to be connected with their campuses or, as you point out, would like access to online conference information. It's an expense, but one that hotel staff are often willing to negotiate, particularly given the option of losing the contract.

    Interestingly, when a conference I was involved with last year (with free wireless at hotel and convention center) posted changes to the conference schedule online and encouraged people to check them there, there was feedback on conference evaluations that it wasn't the format people wanted that information presented to them. We need conference attendees to buy in to make the wireless effective.

    A culture shift is a'coming...

  • Limited room for negotiation in some cases
  • Posted by Jennifer Joslin , Director, Office of Academic Advising at The University of Oregon on August 23, 2010 at 3:15pm EDT

  • Great post, Eric! It builds on the "behind the scenes" information that folks are relaying from almost every annual conference these days (http://bit.ly/400rda). I think that by now conference organizers have gotten the word about the importance of connectivity. The key is what organizers have to give up (lower conference rates) or trade (charges on meeting rooms) to get "free" connectivity. I hope that pressure on large/prestigious hotel chains continues to move us toward the same choices that smaller and less expensive hotels are already making. Convention Centers -- which outsource this service -- will be slower to respond (less motivation to negotiate).

    I would add these questions to your list: "How many conference attendees take advantage of "free" connectivity and should everyone have to pay a higher conference fee so x% can enjoy it?"

    Thoughtful post! Thanks!

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