Introduction

 

The Royal Agricultural Society of Tasmania (RAST) is responsible for organising the annual Royal Hobart Show, one of the premier events on the Tasmania calendar. In 2022, RAST was faced with a major challenge when they had to relocate the show from their primary premises due to redevelopment. They needed to move the show to the Hobart Regatta Grounds, which presented issues around connectivity given the widespread outdoor areas and lack of infrastructure on site. RAST needed a reliable WiFi and internet solution to keep devices connected across the entire site during the event. This was a tall task with a very short timeline, during a period when getting business grade hardware was already difficult.    

The Challenge

  Delivering fast, reliable WiFi connectivity across a large, spread-out event venue like the Regatta Grounds in just a few weeks posed some unique challenges for our team.
  With multiple pavilions, food stalls, ticket booths, and vendors spread out over a wide area, covering with strong WiFi signal was no easy task. And on top of that, we had an extremely compressed timeline of just 8 weeks from contract signing to launch day.
  Sourcing business-grade hardware during global supply chain issues added another layer of complexity. But our team was up for the challenge, able to leverage our strong vendor relationships to procure equipment on time.
  The stakes were high, with thousands of attendees and vendors relying on the WiFi for critical functions. Any dropped connections or dead zones would reflect poorly on the Royal Hobart Show. We had to get it right the first time, despite the tight deadline and far-flung footprint we needed to cover.  
Our technical experts were unfazed, combining creative mounting solutions with optimal access point placement to blanket the grounds. The stage was set for a smooth event, with us crossing the finish line in the nick of time.  

 

The Solution

 

Our team designed a robust connectivity solution using enterprise-grade Ubiquiti equipment and a combination of WiFi and 4G/5G mobile connectivity.    

Ubiquiti Hardware

  For the WiFi network, we utilised Ubiquiti's UniFi line of access points, point to point links, and Sophos gateways to create a high-density, high-throughput wireless network optimized for outdoor usage.
  Key pieces of UniFi hardware we deployed:
  - UniFi Point to Point: These small but powerful devices allowed us to create point to point links from the primary location to all the mesh network to perform.
- UniFi Mesh APs: The weatherproof Mesh APs allowed us to provide robust WiFi coverage across the large outdoor areas and temporary structures.
 
- Cloud Key Gen2 Plus: This device hosted the UniFi Network management software, enabling easy remote administration of the entire wireless network.

 

4G/5G Connectivity

 
To complement the WiFi network, we utilised enterprise NBN & 4G broadband services. This provided:
 
- Additional capacity for high bandwidth usage across the venue
- Critical redundancy in case of any internet connectivity failures
  By combining cutting-edge Ubiquiti hardware with fast and resilient internet connectivity, we designed a comprehensive wireless solution optimised for the unique challenges of this event. Our team's deep experience deploying Ubiquiti networks ensured we could deliver this solution within the tight time constraints.  

 

The Team

 

Our experienced networking professionals worked closely with the Royal Agricultural Society of Tasmania to understand their unique needs for WiFi connectivity across a large, open outdoor venue. With over 50 years of combined experience designing, deploying and supporting enterprise networking solutions, our team was up to the task of creating a tailored wireless solution for the Regatta Grounds.
  Led by our senior technicians, we leveraged our expertise to map out coverage for multiple access points, account for potential sources of interference, and plan for sufficient throughput to support voice, video and heavy application use during peak times. Our team carefully evaluated options for resilient internet connectivity and creative ways to mount hardware in areas lacking infrastructure.
  Beyond the technical skills, our team knows how to work under pressure and tight timelines thanks to years of project deployments. We collaborated seamlessly with the venue operations crew and were onsite daily leading up to the event to test and tweak the network until it provided the highly reliable performance that was required. Our partnership combined the ideal expertise and experience to bring connectivity to an environment decidedly different than a typical office.

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The Installation

 

Our team worked tirelessly to quickly deploy the wireless network across the expansive Regatta Grounds. With multiple outdoor locations to cover, including food stalls, amusement rides, livestock pavilions and performance stages, flexibility and speed were paramount.
  The modular nature of Ubiquiti's UniFi system allowed us to make rapid changes onsite as needed. We could quickly reposition access points, swap in higher-gain antennas and adjust WiFi channels to optimise connectivity across the complex terrain. Rather than taking days or weeks to install a legacy controller-based WiFi system, UniFi's software-defined architecture meant we could deploy in hours and dynamically adapt the network.
  UniFi's scalability also proved invaluable. Within moments we could provision and onboard new access points, enabling us to expand coverage as required. Despite starting with baseline planning, the shifting nature of an event like The Royal Hobart Show meant we needed the ability to react in real-time. UniFi gave us the tools to do so, delivering seamless connectivity even as requirements changed.
  With a small crew working on a tight timeline, UniFi's ease of installation was crucial. We could monitor the network remotely and make optimizations on the fly without needing to remain onsite. This flexibility and responsiveness allowed us to rapidly react to the demands of a complex, live event.

 

The Outcome

 
The deployment was a resounding success. Despite the challenging circumstances, we were able to establish fast, reliable connectivity across the entire venue within the tight project timeline.
  Vendors reported that the WiFi network performed admirably even during peak attendance times. They could consistently process sales and access important business systems without disruption.
  We received glowing feedback from RAST management and stakeholders. The networks facilitated vendor sales and operations, enhancing the visitor experience. RAST considered the project a vital component of delivering a smooth, successful event. Our expertise and commitment to delivering results ensured seamless connectivity that benefitted all participants.
  The venue-wide networks significantly strengthened RAST's capabilities. We established our team as a trusted partner capable of expertly handling complex assignments under pressure. Overall, the solution was instrumental in contributing to an extremely positive event for the Royal Hobart Show. Our networks provided the critical connectivity vendors and attendees required.
 

 

Ongoing Partnership

 

The success of the 2022 Royal Hobart Show WiFi installation led to our team being engaged again for the 2023 show. Having been through the process the year before, we were able to apply key learnings and make refinements to improve the WiFi network.  
Some of the refinements we implemented for 2022 included:  
- Upgrading Ubiquiti access points to increase bandwidth and connectivity - Adjusting AP placement based on usage data and feedback from the previous year - Installing new 4G solutions due to changes to the sites requirements - Pre-configuring equipment prior to deployment to accelerate on-site installation  
The result was an even smoother festival experience for attendees. Our responsive support and refinements gave the Royal Agriculture Society of Tasmania confidence to continue partnering with us for WiFi installations at future Royal Hobart Shows. The ongoing relationship demonstrates our team's dedication and ability to deliver reliable, high-performance wireless networks under tight deadlines.  
Mitch Spong, Operations Manager from The Royal Agriculture Society of Tasmania said "The Emerge Business Solutions team have been a vital stakeholder for our organisation for many years now. The redevelopment of the Hobart Showground necessitated a move to the Regatta Grounds on a temporary basis and the ability for their team to deliver a tailored solution which suits our needs has been first class. Across the two Shows to date the solutions provided have been seamless and there team has gone above and beyond to ensure everything we do is a success. We look forward to continuing to work with them long into the future."

Key Learnings

 

Our experience with these types of complex, short-timeline WiFi installations has provided our team with several key learnings that we can apply to future projects:
  - The importance of comprehensive site surveys. Thoroughly surveying the installation site ahead of time is crucial for identifying potential issues and planning accordingly. For the Royal Hobart Show, our team conducted multiple site visits to map out access point locations, survey signal coverage, and identify potential interference sources. This allowed us to create contingency plans and equipment loadouts to address any problems that arose during installation.
  - Having contingency plans for potential issues.  With quick turnaround installations like these, there is little room for error. Having backup equipment, alternative installation methods, and procedures for troubleshooting onsite issues is essential. During the Royal Hobart Show setup, we encountered some interference problems that required adjustments to AP placements and channels. Our contingency planning allowed us to quickly resolve these problems and avoid any major delays.
  - Establishing clear communication protocols. With multiple teams working simultaneously across a complex venue, clear communication and coordination is key. We implemented reporting procedures, status updates, and escalation protocols to keep all teams aligned throughout the installation and event. This ensured minimal conflicts or overlap during the tight setup timeline.
  - Allowing time for performance optimisation.  While we strive for plug-and-play solutions, some tweaking and optimisation is typically needed after the initial installation to maximize performance. During the multi-day event, our team monitored the network usage and made adjustments to load balance usage across APs, optimize WiFi channels for interference, and fine-tune network settings. This ongoing optimization helped provide a smooth user experience.
  By incorporating learnings like these into our processes, we are continuously improving our ability to deliver reliable WiFi solutions under tight time constraints. The success of these projects has demonstrated the expertise of our team to adapt and problem-solve in dynamic, high-pressure environments.

   

The Future

 
Our work with the Royal Hobart Show and other large events has shown us the importance of building ongoing partnerships and continuously improving our services. Each year brings new requirements and opportunities to implement emerging technologies that enhance connectivity and experiences.
  As we look ahead, we plan to continue enhancing our wireless network and internet deployment capabilities. We are exploring new hardware options as they become available, allowing us to scale up bandwidth, coverage and throughput at major events. We also aim to leverage cutting edge wireless protocols like WiFi 6E that unlock new spectrum and dramatically increase capacity.
  Augmented reality, virtual reality and other immersive technologies are also on our radar. We want to help our partners create interactive experiences that go beyond just providing connectivity. The future is bright when it comes to enabling technology at live events and exhibitions. We are excited to continue pushing the envelope and deliver innovative solutions for the Royal Hobart Show and other premier happenings across Tasmania.
  Most importantly, we plan to build on the trust and collaboration established over the past two years. Our partnership with the Royal Agriculture Society of Tasmania has been invaluable. We look forward to many more years of working together to connect attendees and create unforgettable event experiences powered by technology.

   

Conclusion

 
The Royal Hobart Show project exemplifies the importance of adaptability and expertise when deploying complex WiFi solutions under tight time constraints. Our team was able to quickly design and implement a robust wireless network across a large, spread-out area using enterprise-grade Ubiquiti hardware. This ensured high-speed connectivity for vendors, staff, and attendees even with thousands of concurrent connections.
  Through close collaboration with the Royal Agricultural Society of Tasmania, we overcame significant challenges like last-minute location changes and evolving requirements. Our extensive experience rolling out projects like this proved invaluable, as we knew how to scale up infrastructure and configure networks optimized for these types of events.
  In the end, the Royal Hobart Show was an undisputed success. Feedback from RAST highlighted the reliability and performance of the network we built. For two consecutive years, we delivered the connectivity they needed to hold this premier Tasmanian event. This project demonstrates how the right technology partner can adapt to tight timelines and difficult conditions to create robust WiFi networks. With expertise and enterprise-grade hardware, businesses can stay connected no matter the circumstances.  

Learn more about the great work being done by the Royal Agriculture Society of Tasmania here: https://hobartshowground.com.au/