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June 11, 2022

Production Options for Virtual and Hybrid Conferences

No longer do conference presenters need to travel to appear on the program. If you are planning a conference or participating in one as a speaker virtual and hybrid conference production options give you scheduling flexibility.

Hybrid Conference with a Remote Presenter

A hybrid conference allows both attendees and presenters to choose if they will participate in-person or virtually. With professional AV support, a remote panelist is able to engage with the other speakers who are in-person and on the stage. The remote presenter calls into a video conference system and completes a tech check. The livestream engineer inputs the presenter’s video and audio feed into the livestream and into the room. Video and audio from the conference are sent to the remote presenter to see and hear the room in real time.

Virtual Audience View. Portland State University Center for Real Estate Annual Real Estate Conference.

In-Room Audience View of a Hybrid Conference. The live view of the remote presenter is shown on the screens as he interacts with the other panelists on the stage. Portland State University Center for Real Estate Annual Real Estate Conference hosted at the Hyatt at the Oregon Convention Center.

In-Room Audience View. Portland State University Center for Real Estate Annual Real Estate Conference hosted as a hybrid event at the Hyatt at the Oregon Convention Center.

All Remote Presenters

An entirely virtual conference allows everyone to participate from their own homes and offices. Each presenter is given a link to remotely call in to the conference. And in a virtual green room, they are able to chat with other panelists until their session begins. At that time, their camera and audio feed are brought into the livestream while they remain in control of their presentation slides. Conference attendees participate virtually through a separate interface, either a webpage or a conference app.

Virtual Audience View. SMART Reading “A Story Like Mine” virtual literacy summit.

In-Studio Host with Remote Presenters and Remote Audience

Instead of relying on your host’s own webcam, built-in microphone and internet connection, you can livestream your virtual conference from a professional production studio. The studio environment allows for customizing the set while professional lighting and camera equipment ensure a high-quality production for your virtual attendees. The host is able to interact with remote panelists and keynote speakers via two-way video and audio feeds in the studio.

Virtual Audience View. Parkinson’s Resources of Oregon Spring Conference.

Behind the Scenes View of a Virtual Conference. Parkinson’s Resources of Oregon Spring Conference.

Behind the Scenes View. Parkinson’s Resources of Oregon Spring Conference livestreaming from the studio.

In-Studio Hosts and Presenters with a Remote Audience

If you are planning a virtual conference and your hosts and presenters are regionally based, bring everyone into the studio. The greatest benefit will be consistent video and audio production quality across all presentations plus multiple camera angles. Real-time audience interaction through live chat and polling is visible to the hosts in the studio.

Virtual Audience View. OHSU Parkinson Center “Navigating Challenging Conversations Related to PD”

Pro Tips for Remote Presenters

Reliable Internet Connection

Your internet connection is extremely important. We strongly recommend skipping the wi-fi and plugging directly into your router. Additional tech tips for virtual conference panelists include testing your internet speed and selecting the right equipment.

Tech Checks

If you are scheduled for a tech check, be sure to test with all of the devices you will be using during the conference: the same computer, camera, microphone and location.

Camera, Audio and Lighting

Learning how to film yourself for streaming is important for presenting in a virtual conference. Top tips include stabilizing your camera in landscape orientation, lighting yourself from the front, and positioning yourself as close to the microphone as possible.

Wondering if virtual and hybrid conferences will remain a viable option? A survey of meeting and event planners revealed 75 percent will host at least a portion of their events virtually in 2022. (Survey by conducted by 6Connex and BizBash).  If that includes you, contact us for professional livestreaming and audiovisual production support.