Outdoor Event Network & Infrastructure Request

Outdoor events require additional information beyond standard IT requests because of temporary infrastructure and unique environmental considerations. Providing complete and accurate information allows IT teams to design appropriate network coverage, coordinate installation, and ensure connectivity is available when needed. 

Requests should be submitted at least 3–6 weeks in advance, depending on the size and complexity of the event, to allow adequate time for planning, installation, and coordination of temporary network infrastructure.

Requests should be submitted by the event organizer or the Vanderbilt department responsible for coordinating the event.

Examples include:

• Events on lawns, plazas, or parking lots
• Tented events (e.g., graduation, tailgates, or festivals)
• Outdoor performances or stages
• Events requiring streaming, point-of-sale systems, ticketing, or vendor connectivity

Submit a request and include the following information for each event:

Event information

• Event name
• Event date (actual date of the event)
• Setup date (date tents and/or stages will be installed)
• Teardown date (date tents and/or stages will be removed)

Coordination

• Has VUPS been notified? (Yes/No)
• VUPS can assist with temporary security camera installation if needed.
• Notify VUPS if security support or temporary security cameras are required.
• Tent/stage location
• Site drawing indicating tent and stage placement

Network layout

• Location of hard-wired network connections (include a marked-up diagram showing cable paths)
• Desired Wi-Fi coverage areas (clearly marked on the site layout or map)

Note: Marked-up drawings, photos, or hand-drawn layouts are acceptable and strongly recommended to ensure accurate planning.

Network requirements

• Estimated number of Wi-Fi devices (attendees, staff, vendors)
• Number of hard-wired connections (e.g., AV equipment, streaming equipment, or point-of-sale systems)
• Identification of any high-priority or high-bandwidth services (e.g., livestreaming, ticketing, or point-of-sale systems)

Financial information

• COA number (Chart of Accounts number used for billing)

Attachments

Include the following attachments with your request:

• Event site map or layout diagram
• Marked-up network placement drawings

• Incomplete information: Missing dates, network requirements, or diagrams may delay request processing.
• Insufficient coverage planning: Failure to identify Wi-Fi coverage areas can result in poor connectivity during the event.
• Late submission: Requests submitted too close to the event date may not allow adequate time for setup.
• Uncoordinated security needs: Failure to notify VUPS in advance may delay security camera installation.
• Underestimated capacity: Not accounting for the total number of devices or high-bandwidth usage may impact performance.

• Submit requests at least 3–6 weeks in advance to allow adequate time for planning and coordination.
• Large or complex events may require collaboration with Facilities and other departments.
• Events located far from existing network infrastructure may require temporary fiber installation by Boetel, which may result in additional labor and infrastructure costs.
• Changes made after a request is submitted may affect project timelines, resource availability, or implementation schedules.

After you submit your request:

• IT will review the information provided and may contact you for clarification.
• A site visit may be scheduled if needed.
• Installation timing will be coordinated based on your setup date.
• You will be notified once planning and scheduling have been confirmed.