The basic tools, technologies and best practices you need to engage dual remote and in-room audiences.
What are your event essentials?
Basic event technology requirements
Camera and audio: For small, hybrid meetings, most cameras offer integrated audio and speaker solutions. For larger events, you may want an external camera or a broadcast-quality setup. The three main considerations that will help you select the right camera and audio for your event are:
- Connectivity: Will the camera/audio be integrated into a laptop, plugged in via USB, or will it be a broadcast solution connected via SDI or HDMI?
- Field of view (FOV): Do you need a camera that swivels 360 degrees? Or is a static shot with fixed angle of 125 degrees or less sufficient?
Wired internet: Pre-pandemic, wireless internet was the standard, but for broadcast events, you need a wired internet connection.
- Simple wired internet (3 MB) is ideal for 1:1 videoconferencing but not great for webinars.
- Superior wired internet (5 MB) is ideal for webinars, but not great for hybrid conferences.
- Dedicated bandwidth (varies depending on need) is ideal for hybrid conferences and broadcast events but is overkill for 1:1 videoconferences and most webinars.
Additional displays: If your event is a one-way broadcast, then you don’t need to worry about additional in-room displays. But they are phenomenal at increasing engagement between remote and in-room audiences. They help these dual audiences see and talk with each other.
- Traditional tripod screen kits are ideal for educational meetings, standard presentations and large conference rooms. They’re not great for rooms with limited space or interactive sessions.
- Large format monitors are idea for board meetings, rooms with limited space, collaborative sessions and large conference rooms. They are not great for single-focus meetings.
Enterprise videoconferencing tool: When you’re broadcasting content, you need a reliable videoconferencing tool to stream content. Encore offers an enterprise videoconferencing tool through Zoom that guarantees the highest quality stream available. Encore also provides platform solutions and onsite support for technologies such as Chime Go℠, Chime Live℠, Cvent Attendee Hub® and Notified Virtual Event Platform®
Laptop rental: If you want to be able to show up and start your meeting, or if you need to check email and work during breaks, then invest in a rental laptop. For a relatively small investment, it provides huge peace of mind and frees up presenters and planners onsite. Having a dedicated laptop for your event guarantees:
- Properly configured software and broadcast settings
- Full integration with technology services
- Required processing power needed to display rich media content without glitches
Event technology provider: Producing a hybrid event means you’re designing two simultaneous experiences. With one of them being face-to-face and the other existing in digital spaces, this creates additional layers of complexity and potential errors. Partnering with a trusted event technology partner, like Encore, can eliminate human error, turnaround professional-quality events in an abbreviated period, and help you exceed expectations. Contact Encore for a free consultation.
Want to read more about hybrid essential technology? See this content and more in guidebook form by clicking the link below: