Generally speaking, virtual attendees during hybrid events watched roughly 70% of a session’s full length.
Problems with audio and video are among the main reasons people will tune out before the end. This article lists 9 tips to make sure your audio and visual feeds are reliable and clear.
1: Partner with a Local AV Production Team
Hybrid events have numerous moving parts, and stretched in-house teams often miss details. In situations where shipping is expensive or slow, like Hawaii, an established partner’s tested equipment and skilled crews are crucial. For island events, consider a professional AV company in Hawaii.
2: Network Redundancy
Your stream going down because of internet issues could kill your viewer count. Ensure a stable connection by having a backup option, preferably something like a dual-WAN encoder, which provides a redundant connection through a cellular network.
3: Isolate the Audio Channels
Quality audio keeps people watching, but poor audio is a significant pressure point. If the stream audio is coming directly from the PA, it gives the stream audio that distinctive hollow reverb tone.
When remote viewers hear echo and feedback, they tend to tune out quickly.
4: Separate Video Framing
You should also have a separate video feed if you’re using in-room screens. Wide-angle shots that work well on a projector tend to look quite lifeless on a laptop screen. Setting up an independent, tight frame shot demonstrates professionalism and commitment to your remote audience.
5: Consider Presenter Kits
If your hybrid event features remote speakers, if the budget allows for it you should send a kit containing streaming equipment. The kit could contain the following livestreaming essentials:
- A USB condenser mic
- A ring light
- A wired Ethernet adapter
6: Use Live Captions
While you should try to have the highest possible quality audio and video, you can’t control your viewers’ internet connections. When remote viewers have a poor connection, the audio might stutter or briefly drop out. Using live captions ensures viewers on unstable connections can keep up.
Live AI-powered captioning services are now quite reliable and consistent, even with accented English.
7: Figure Out Power Distribution Early
A tripped breaker is just as bad for your remote viewing figures as a dropped internet connection. If you overload the electrics by plugging in too much equipment, or if a lighting rig is defective, it could trigger failsafes, causing the power to disconnect.Always test out your equipment ahead of time and make sure all equipment gets enough power.
8: Consider Time Zones
Be careful with time zones when planning a hybrid event. Always make it clear to your attendees which time zone your event runs from. Double-check you’re listing the correct time zone, as it’s possible to make mistakes.
For example, some states, like Arizona, don’t follow daylight savings time, so it’s easy to get wires crossed when coordinating remote speakers and attendees.
9: Rehearse the Full Signal Chain
When testing the setup, you need to go beyond making sure the PowerPoint slides load up correctly. You should fully test the audio and visual system. Have someone connect to the remote stream using a phone or laptop to make sure it all works correctly on the viewer’s side, too.
10: Have a Dedicated Producer for the Stream
Someone in the room should have their eyes on what the remote audience sees. They should monitor the live chat to see if any viewers have questions or concerns. They should also pay close attention to the video and audio feeds.
Without someone taking on this role, it’s possible that fundamental problems like a muted stream will be left unnoticed.
Run a Successful Hybrid Event
Hybrid events work best when you consider them 2 separate productions sharing a single stage. Problems with your audio and video feed make remote viewers feel like second class citizens. By following these tips, you showcase commitment to your remote audience.
If you’re interested in learning more about some similar topics, see the rest of our blog posts.
