Integrating Technology for Powerful Hybrid Events

By Craig Heiman November 16, 2021

As conferences and events begin to shift back to in-person, organizers are realizing there is a need to cater to a hybrid audience so that those who don’t want to or are physically unable to attend in person can still participate in the event. This, of course, enables event organizers and exhibitors to reach more people. If the last couple of years have taught us anything, it’s that online events, conferences and webinars need to be engaging. Even more so if the goal is a hybrid experience. A single presenter in front of a camera speaking to a virtual audience just doesn’t cut it anymore.

Companies and event organizers are realizing they need to be creative in developing experiences that engage and encourage remote attendees to participate. With hybrid conferencing tools, it’s essential to provide an equitable experience so that participants, whether in-person or virtual, have an equally engaging experience. Utilizing technology to its greatest potential can help significantly and, in fact, focusing on the best use of technology should be the easiest part. There are now many technologies you can utilize to help create an equitable hybrid event. The following are a few ways to ramp up your conference presence to create a captivating experience for all attendees. 

Choose the right virtual platform. Think of the online platform you choose as equal to your in-person venue. This is where virtual attendees will log onto and view the program, engage with others and so much more. There are many virtual event platforms to choose from, and browsing through them will help you to figure out which one best meets your needs. The virtual platform you select should be capable of displaying your agenda and provide a space for Q&As and personal interactions and networking. The technology you choose should also bridge hybrid and in-person attendees as realistically as possible. 

Integrate a high-quality video camera. Cameras connect the presenter to virtual participants in hybrid settings. The quality and functions of conferencing cameras should provide crystal clear resolution to enable remote participants to feel as if they’re attending the in-person event. Incorporating different camera angles and positions into conference spaces can significantly increase production quality, which will be beneficial for remote participants. This might mean adding more cameras and placing them at optimum angles or moving existing cameras so that remote attendees can have the full experience. 

Make sure you have the optimum speaker and microphone system in place. It’s essential to have high-quality speakers and microphones that cater to the ears of the in-person audience. It’s also important that the audio transmits efficiently over the virtual platform so that remote attendees can adequately hear and engage, too. There are many microphone and speaker options that deliver crisp audio while minimizing distracting surrounding noises. 

Focus on video technology. Large video displays allow content to be shared with in-person and remote attendees, meaning everyone has equal access to the content being displayed. Having large enough and high-quality video displays allows in-person attendees to see clearly. Video walls are a good solution to provide reliable, large, high-quality displays. Combining multiple high-quality video displays can create a captivating experience for in-person and virtual meeting attendees with improved contrast, sharper images and an overall better image.

Switch up your content delivery. Lengthy, draining webinars can cause visual fatigue and result in a lack of engagement. Shorter and more engaging sessions with two-way communication that allows interaction and attendee participation can really help, as can providing adequate breaks between sessions. User-generated content that includes, for example, product demonstrations and services offerings can be a way to mix things up a bit. This is a simple and affordable way to promote content in an authentic way.

Creating an equitable event means ensuring attendees on both sides, in-person and remote, can participate equally. A valuable conference experience should not be limited to only the in-person attendees. By utilizing the technologies mentioned and incorporating other innovative ideas, you should be able to create a hybrid experience that is beneficial to all. 

AV Planners can provide you with the tools and expertise you need to plan for upcoming hybrid events and procure the technology you need to make it successful. Contact AV Planners to learn more about our services. Keep up with the latest news from AV Planners on Facebook, LinkedIn, Twitter and Instagram.

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