The most important decision for hosting a successful hybrid event is the selection of the location, ensuring that the technology in the room is configured for the intended event experience.

With traditional events, the criteria for room selection is generally prioritized by aesthetic and programmatic choices, such as association of the room with a particular department, room configuration, capacity of the audience, and campus location. However, for hybrid events, giving priority to spaces equipped for this type of event will significantly reduce the likelihood of technical issues and/or negative impacts on the audience and presenter experience.

While many rooms on campus are outfitted with audio and video technology, most rooms are configured such that only attendees in the room can view projections. Spaces configured for hybrid events require specialized equipment, such as: room microphones to capture the audience during Q&A; video cameras to capture the stage participants, presentations, and audience; and special hardware, such as AV bridges that connect multiple AV devices to enable video conferencing. It is important to note that currently there are under 30 rooms on campus that have this technology integrated into the space.

There are several presentation strategies to consider for hybrid events. The type of event will impact the equipment and support needed.

• Live Broadcast
  • The easiest hybrid event is a live broadcast of the event. Since this does not require interaction between the virtual and in-person attendees, one-directional delivery of the event is sufficient. This can be accomplished by capturing the live event with cameras and microphones and broadcasting through media channels or video conferencing platforms such as Zoom webinar.
• Interactive Event
  • Hosting an interactive event is far more complicated. In a truly interactive experience, both the live and virtual audiences can see, hear, and interact with everyone. Presenters will need to make choices for both the live and virtual experience. For example, presenters must decide if the virtual audience will be seen, what the virtual presenters will see from their view, and how the Q&A will work. With panelists in-person and virtual, managing presentations is complicated.

When developing the plan for the experience, it is also important to note that audiences have different levels of expectations based on their interaction. For example, for the virtual audience, a static camera capturing a live event from the back of the room is very different than a produced television broadcast. For the in-person audience, having stand-alone cameras and lights throughout the room can be distracting and create the feeling as if one is part of a television set.

When we ask departments “What is more important, the live event or the virtual audience?” most often the response is a desire to have “an equitable experience for all participants.” It is important to understand that to create an equitable experience, two distinct production strategies—one for the live event and another for the virtual audience—must be implemented. The event organizers and/or presenters are managing two events at once, which require unique approaches to technology and dedicated support staff.

Crucial to the success of the production needed for hybrid is a dedicated support staff. The support staff do not all need to be technical experts, but they must be well trained on specific tasks. Departments will benefit from developing a consistent team who can reproduce their roles in a variety of settings.

For standard hybrid events, it is recommended to have a minimum of four production support staff:

• Video Conferencing Monitor
  • The person in this role monitors the video conferencing experience, often using a laptop running Zoom, helping virtual attendees with logging-in and making sure they are muted, as well as managing and relaying any questions from the chat to the presenters in the room.
• Video Broadcast Lead
  • The person in this role operates the cameras in the room, either in the control room or operating a camera on a tripod. They will work closely with the video conferencing monitor to ensure that you are capturing both the participants in the room as well as any presentations shown on the screen.
• Audio Lead
  • It is important to have someone dedicated to the audio in the room, especially if there are multiple stage microphones, multiple presenters speaking, and/or audience microphones for Q&A. Having someone closely monitoring and adjusting volume levels, will ensure everyone is heard and avoid any feedback issues.
• Presenter Assistant
  • It is helpful to have someone dedicated to assisting presenters on the stage, especially if there are multiple presenters. This role helps presenters know what technology is being used, how questions will be given from both the virtual and live audience and can assist with maintaining the presentations controlled at the podium.

In addition, you may need to recruit microphone “runners” who bring the microphones to the audience members during Q&A. This is needed in large rooms that do not have built in ceiling microphones (for example, McCosh 50 or Richardson).

• Test Run
  • With so much technology in use and multiple ways to manage a hybrid event, it is crucial to do a test run of the event, in the actual space, with the technology and support staff that will be in place at the event.
• Stand Ins
  • It is not often necessary, or possible, to have the presenters at the rehearsal, so stand-ins can effectively be used to test both the technology and the event plan to avoid any surprises at the event.
• Timing
  • ​​​​​​​Avoid booking the room an hour before the event and expecting everything to work as planned. With so many pieces to the plan, it is crucial to have adequate time to troubleshoot and/or adjust your plan.
• Run of Show
  • ​​​​​​​​​​​​​​It is recommended to have a “run of show,” which is a simple document outlining, in running order, each piece of the event, ensuring successful transitions from one segment to another. This document could also track what the virtual audience is seeing throughout the event.

• For spaces equipped with hybrid equipment, AV Services can provide consultation, training, and in-room support for events. There are costs associated with support staff at the event, but consultation and training services are free.
• For other spaces not equipped with hybrid equipment, AV Services can provide consultation and a list of vetted local vendors who can assist with any technology requirements. The vendors will need to bring in their own equipment and there will be significant costs associated with this kind of support.

• A great place to start planning an event is with the department SCAD member. It is recommended to have the person in this role serve as the lead for the technical planning and provide one of the support roles needed at the event.

• This online directory is a great resource for event needs. The site has an updated list of all rooms that are configured for hybrid events.

• The University scheduling system (EMS) is used for scheduling all events. When scheduling an event, you can request consultation and support from AV Services.