In a world reshaped by remote working and global connectivity, hybrid events are fast becoming the new standard. But planning AV for a hybrid setup can be significantly more complex than traditional events. Here’s how to make sure your audio-visuals work flawlessly both in the room and on screen.
1. Start with Your Objectives
Before diving into gear lists and layout plans, clearly define what success looks like for your hybrid event. Are you aiming for high audience engagement? Seamless participation between physical and remote attendees? Understanding the end goal will shape your AV decisions.
2. Choose the Right Platform
Your streaming platform should complement your AV setup. Zoom, Microsoft Teams, and Webex are common choices, but for larger events, platforms like Hopin or ON24 offer more interactivity and branding options. Ensure your AV hire provider is familiar with your platform’s integration needs.
3. Get Serious About Audio
Poor sound is the number one complaint in hybrid events. Use directional lapel or headset mics for speakers to eliminate background noise. In-room audio must be mixed with your digital stream via a dedicated sound desk. A sound engineer is essential to prevent audio feedback and balance levels for both audiences.
4. Invest in Video Switching
A single webcam won’t cut it. Use multiple HD cameras to capture wide shots, speaker close-ups, and audience interaction. These feeds should be managed via a vision mixer or switcher to create a professional-looking broadcast. Bonus: your event can be recorded for future use.
5. Ensure Stable Internet
Nothing undermines a hybrid event faster than dodgy internet. Ideally, use a wired ethernet connection with a backup line. Ask your AV team to run a speed and latency test during setup, and always have a contingency plan.
6. Use a Dedicated AV Partner
An experienced AV company will coordinate lighting, sound, video, and streaming seamlessly. They’ll also handle testing, rehearsals, and live troubleshooting, which can make or break your event.
7. Test Everything…Twice
Run full technical rehearsals with both on-site and remote participants. Test microphones, camera angles, screen sharing, and Q&A tools. Rehearse transitions, such as moving from a speaker to a panel or switching to a video.
Choose Ellievision AV
Hybrid events are powerful but demanding. With the right AV setup, you can engage two audiences at once and leave a lasting impression. Speak to Ellievision AV about hiring a bespoke package that covers every angle…literally.