Hybrid events are events that incorporate both in-person and virtual, live-streaming elements. As planners are pivoting to virtual and hybrid events, venues need to take a lot into consideration. In this post, we take a look at hybrid events for venues.
As hybrid events become the norm, this could have some long-term effects on the event industry. So as a venue, maintaining a high standard of transparency and open communication with the planner will be crucial. If one of the members of the event pipeline fails to be transparent, the whole event could be jeopardized.
Discover 5 equipment necessities when it comes to hybrid events for venues
As hybrid events continue to grow in popularity, it will be crucial for venues to have the technology capabilities and infrastructures in place to support them in order to deliver a wonderful experience for everyone involved.
1. Use the right cameras
In order to create an abundant experience that will keep the virtual audience engaged, a camera is a necessity. When deciding on how many and what kind, consider:
Is it a panel discussion or some kind of event that will require close-ups? Will you need more than two angles? If so, this will require multiple cameras. If you opt for multiple cameras, you’ll also need a switcher and someone to select the camera angles to show.
What size screen will those viewing the live-stream be using? What are your display screens on-site like? You’ll need a camera that supports all screen sizes.
As hybrid events become the norm, this could have some long-term effects on the event industry. So as a venue, maintaining a high standard of transparency and open communication with the planner will be crucial. If one of the members of the event pipeline fails to be transparent, the whole event could be jeopardized.
Discover 5 equipment necessities when it comes to hybrid events for venues
As hybrid events continue to grow in popularity, it will be crucial for venues to have the technology capabilities and infrastructures in place to support them in order to deliver a wonderful experience for everyone involved.
1. Use the right cameras
In order to create an abundant experience that will keep the virtual audience engaged, a camera is a necessity. When deciding on how many and what kind, consider:
Is it a panel discussion or some kind of event that will require close-ups? Will you need more than two angles? If so, this will require multiple cameras. If you opt for multiple cameras, you’ll also need a switcher and someone to select the camera angles to show.
What size screen will those viewing the live-stream be using? What are your display screens on-site like? You’ll need a camera that supports all screen sizes.
Does the planner want HD? Will the stream support HD?
2. Provide high-quality microphones
Wireless lavalier microphones are the best option, as they appear better on camera and there's less chance for ambient noise. Consider having an audio operator for the who watches the speakers and shuts the microphones on and off. This will avoid mics being accidentally left on and creating a poor audio experience for the hybrid audience. If there's a Q&A event portion, you’ll also need wireless handheld mics and mic runners for the audience. Keep in mind: The remote listeners need to hear the questions, too. It's crucial that their experience is just as valuable as those physically in attendance.
3. Ensure that your venue has a robust Internet
An Internet line dedicated solely to the Livestream is essential. This means that no one else from the venue — staff or attendees — can use this Internet. The event planner’s streaming partner will be able to determine the amount of bandwidth needed. Wireless here is not an option. It must be hard-wired to support this kind of technology.
4. Provide onsite technical support
Have someone on staff who knows how all of your venue equipment works and all of the necessary information that a planner’s AV and streaming partners will need to know. When filming, they should keep an eye out for changes in focus, lighting, or anything that would be disruptive or noticeable to a remote audience.
5. Test, test, and test again
Have conversations with the planner ahead of time to make sure you have the right equipment to meet their needs. Test everything beforehand to make sure all equipment is functional. Set aside time before the event begins to test the lighting, camera, and audio.
PINGPONG MOMENTS provides easy-to-use, integrated technology solutions to maximize the impact of meetings and events of all sizes. As an event company we help organizations plan and market events, execute onsite, engage audiences, and measure and analyze results with our easy software tools. Our online event management software keeps you organized, streamlines processes & saves time.
