This guide helps you set up a smooth experience at conferences, workshops, or training days.
Use the Excel Checklist at the end of the article to track your progress against all items.
1. Minimum Technical Requirements – At a Glance
Internet Speeds
Activity | People sharing the room | Download ↓ | Upload ↑ | Extra tips |
Text bots (type‑only) | 20 users | 20 Mbps | 10 Mbps | Add ~2 Mbps ↓ per extra participant |
| 100 users | 200 Mbps | 100 Mbps | Example for a large plenary chat |
Voice bots (speak & listen) | 20 users | 30 Mbps | 30 Mbps | Voice needs balanced up & down speeds |
| 60 users | 120 Mbps | 120 Mbps | Budget 3 Mbps ↓ + 2 Mbps ↑ per active speaker |
Avatar (see & speak & listen) | 20 users | 100 Mbps | 60 Mbps | Have at least 10-20% buffer |
| 60 users | 300 Mbps | 180 Mbps |
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Latency: Run ping google.com. Aim for under 150 ms – any higher starts to feel like a laggy conference call.
Symmetry: Advertised “100 Mbps download” is not enough if the upload is only 5 Mbps. Voice calls need similar up‑ and down‑load numbers.
Room & Equipment
Item | Recommendation | Why |
Wi‑Fi | Dedicated network or separate SSID | Keeps other delegates from clogging bandwidth |
Microphones | USB tabletop or headset mics | Built‑in laptop mics pick up too much echo |
Power | Extension leads & chargers on every table | Prevent battery anxiety mid‑session |
Acoustics | Carpeted/curtained room, spaced tables | Reduces crosstalk and background noise |
2. Best Practices
Brief the venue’s IT team early. Share the table above so they can run speed tests and, if needed, boost capacity or open extra access points.
Have a fallback Wi‑Fi kit. A small mesh system or 5G router can rescue the day if house Wi‑Fi fails (check venue rules first).
Schedule short breaks. Verity needs about 5 minutes after a role‑play to score conversations. With very large groups (250+), allow 10+ minutes.
Keep background music off while bots are running. (Voice)
Print backup materials. Paper role‑play scripts and scorecards mean you can keep going even during a power cut or if the venue's internet connection has an outage.
3. What Happens After Each Session?
Processing: Conversations upload, analyse, and score during the break.
Display: Scores appear on follower screens a few moments later – a short delay is normal.
4. Glossary (Plain English)
Term | What it means | Why it matters |
Latency (Ping) | The time for one tiny packet to make a round‑trip | High latency makes conversations feel slow |
SSID | The Wi‑Fi network name you see when you connect | Separate SSIDs stop guest traffic from interfering |
Mesh Wi‑Fi | Multiple nodes that spread Wi‑Fi evenly | Helpful in large or awkward‑shaped rooms |