Universal Live | Experts in Hybrid Live Events

In this post we take a look at the growing popularity of hybrid live events, their benefits and things to consider when planning one, and some of the tech that goes into making them possible.

What is a hybrid live event?

Just like hybrid working, a hybrid event is one that takes place both live in a venue, and remotely online. Often, the event itself is like any other, with a venue, full production, speakers and delegates in attendance. The audience is watching the content in the room, and the stream is available online for a remote audience.

What are the benefits of hybrid events?

Many companies began to see the benefits of holding events for a remote audiences during the pandemic, when holding in-person events was impossible. Thankfully, we’re now a few years down the line from lockdowns, but transmitting to a remote audience has remained popular with clients. There are several reasons for this:

The remote workforce

Many employees are now hybrid or remote workers themselves, and could be based anywhere around the world. Hybrid events mean they can attend and be involved regardless of geographical location.

Improved Technology

The advancement of technology means streaming is stable, and by using technologies such as Slido or Vevox etc.,  those viewing online can contribute to interactive sessions almost like those in the room, enabling high quality engagement from remote audiences that was lacking previously.

Less Logistical Planning

Holding hybrid events means companies may be able to communicate to their entire workforce at once much more regularly than if they relied solely on in-person events, due to the reduction of logistical planning required.

It is possible to host multiple ‘micro-events’ across a variety of venues, which are all linked for the duration of the event, thus reducing the need to transport teams away from their offices.

Convenience for Delegates

The convenience of being able to attend remotely at no cost to the delegate may improve attendance for events that are not compulsory, such as AGMs.

Environmental Impact

As companies look for ways to reduce the environmental impact of their events, not transporting every delegate to a single location leads to a reduction in carbon footprint.

Reduced Costs

In line with the above, financial savings are made when far flung delegates don’t require transport and/or accommodation to attend an event.

What are the things to consider when planning a hybrid event?

As we’ve mentioned above, there are many benefits to streaming your live event to an online audience. However, there are some things to consider when doing so.

Connectivity

Streaming is only possible with good connectivity. Does the venue you are using have a fast, stable internet connection? Of course, such a connection is paramount when streaming your event to a live audience. If the venue’s connection isn’t suitable, our team can recommend solutions for temporary connectivity that will enable your hybrid event to take place successfully.

Security

Security and data protection are of the utmost importance in today’s world, with good reason. Hosting a hybrid event and streaming potentially sensitive data to the internet means particular attention must be paid to keeping both company and user data secure. There may also be firewall issues to be aware of, such as existing security protocols that may cause problems getting the stream in or out of the local network when streaming from company premises. Then there are questions such as how will remote users access the content in a secure way that can only be accessed by invitation? Is the data being streamed encrypted to protect sensitive company information? Our team of experienced Project Managers will be able to advise the best solution, ensuring the highest level of security for your data.

Software

Another thing to consider is what platform remote delegates will use to access the stream. We will work with you to explore the options based on your organisation’s existing software.

Accessibility

Accessibility is another consideration when planning hybrid events. For example, it is possible to include British Sign Language interpreters and/or captions on the stream for users who are hearing impaired.

Engagement

Last but not least, engagement with both local and remote audiences is key to the success of a hybrid event. How will you ensure remote users feel they are really a part of the experience? Will they have the opportunity to make meaningful contributions to interactive sessions such as Q&A?

The technology required for successful hybrid events

You simply can’t host a successful hybrid event without the right kit. We tailor the set up depending on the requirements of the event.

Simple

  • Switching from holding slide to fixed Picture in Picture content and cameras
  • Single camera feed broadcast

Complex

  • vMix Server rack with built in capturing of video and audio
  • Network switch to relay NDI signal and distribute internet
  • Full vMix licensed system to switch content, cameras, video content and with overlay functions (Lower thirds)
  • We can create a virtual set where the studio would be in a green screen set up

Virtual Speaker

  • We can incorporate any video conferencing system into our set up and allow easy access for the client to use a video conferencing system they are comfortable with – Zoom, Teams, Google Meet, vMix Call etc.
  • Test calls can also be arranged prior to the event to ensure smooth access to our system

Delegate view (where we broadcast to)

  • Zoom
  • Teams
  • Any platform that can receive a broadcast signal (Vimeo, Wowza, Restream etc.)

Polling

  • Vevox
  • Slido
  • Poll Everywhere

We can incorporate any off the shelf interactive polling system and can also customise and build one if required.

Web page creation

  • Full registration
  • Site security (Domain name and event passcode)
  • Analytics provided post event
  • Customisable we page or site
  • Unbranded page

Post event surveys

We can supply everyone with a QR code to give feedback on the event

Kit used in these set ups

  • High-power server racks
  • 10GB Data switch for information transfer between machines
  • Dante integrated for audio routing
  • Multiple 4k Camera systems – Panasonic and Sony
  • Vision mix for cameras – Black Magic
  • Load balancing router – takes 2x internet feeds and switches automatically if the main internet feed fails

 

How Universal Live will take care of your hybrid event

As a single-source of technical support to the live event industry, we at Universal Live have the experience, knowledge and equipment to support you during any hybrid event.

Our Project Management team have a wealth of experience dealing with hybrid events of all shapes and sizes. Whether it’s a simple AGM taking place in a hotel and watched online by shareholders unable to travel on the day, or complex multi-site event streaming to thousands from inside the offices of highly secure institutions, or anything in between, we’ve done it all.

We will support you by doing thorough research and planning in all areas discussed above, liaising with the venue’s team to ensure there are no surprises on the day. We will meticulously plan every element of the AV & streaming for the event, performing site visits and providing network schematics alongside the usual cad plans and event visuals if required.

Ready to start your project? Get in touch today!