Considerations for Planning Hybrid Events with Online and In-Person - - PowerPoint PPT Presentation

Considerations for Planning Hybrid Events with Online and In-Person Participation

Adam Schrecengost KDAD AV Tech Cydney Gumann KDAD KM Specialist Patrick Coonan TOPS KM Specialist

Agenda

• What is a “hybrid” event?
• Discussion on key stages and

considerations

• Tips, tricks, and recommendations
• Q&A

Please send in questions throughout presentation!

Scoping Pre-Event Planning Determine Roles Design Considerations

Event Setup

Facilitating & Producing Event

Post-Event Activities

Key Stages and Considerations

Overview of Key Stages and Considerations

Scoping

Key Stages and Considerations

Scoping

Scoping Pre-Event Planning

Select a venue

In-house AV

Loading gear

Parking

Logistical dry-run

Tech test Walk-through Registration process

Outreach

Advantages

Limitations

Key Stages and Considerations

Pre-Event Planning

Scoping Pre-Event Planning Determine Roles

Webinar Roles

Event tech setup: A/V Tech Records the meeting: A/V Tech Switches presentation slides: A/V Tech Welcomes guests: Webinar facilitator Audio assistance for participants: A/V Tech Provides guidance to participants: Webinar facilitator Introduces polls: Webinar facilitator Sets-up webinar room and checks files: Project Coordinator Final check of the room: Activity Lead Changes layouts and captures questions: Project Coordinator Rotates headshots: Webinar facilitator Addresses content-related questions in chat: Webinar facilitator Identifies relevant Q&A questions: Webinar facilitator Export all chat, discussion, notes, and Q&A pods: A/V Tech Thanks participants: Webinar facilitator

Key Stages and Considerations

Determine Roles

Scoping Pre-Event Planning Determine Roles Design Considerations

Key Stages and Considerations

Design Considerations

Scoping Pre-Event Planning Determine Roles Design Considerations

Event Setup

Key Stages and Considerations

Event Setup

Scoping Pre-Event Planning Determine Roles Design Considerations

Event Setup

Facilitating & Producing Event

Key Stages and Considerations

Facilitating & Producing Events

Scoping Pre-Event Planning Determine Roles Design Considerations

Event Setup

Facilitating & Producing Event

Post-Event Activities

Key Stages and Considerations

Post-Event Activities

Tips, Tricks, and Recommendations for AV

10 Tips for AV

• 1. Scope, Plan, Practice, Test…and then develop a backup plan!
• 2. Make sure everyone knows the backup plan.
• 3. Share documentation with presenter before initial tech test.
• 4. Presenters test from the same place using the same

equipment they’ll use on the event day.

• 5. Remote presenters use headsets. If not available, use a small

room and minimize background noise

• 6. Unreliable internet? Use a telephone bridge instead of VoIP.
• 7. When in doubt, restart the software.
• 8. Adobe Connect only allows for one voiceprint per participant.

For in-room sound, lower software volume to approximately 70% and then set voice print using loudest speaking voice, ideally, male.

• 9. Use PPT instead of PPTx.

10.Document, document, document. 11.Have only one sound source to avoid feedback loops.

• 12. Let webinar participants know who to contact if they’re having

audio problems.

• 13. Set a tech production timeline and stick to it.
• 14. Carefully consider using video in hybrid events—it requires

more resources and low bandwidth users may not see it. BONUS!!! Google Chrome is zany for Adobe Connect.

Cat 5 Ethernet Port USB Ports “Mini” Audio Ports (one for microphone, one for headphones)

Tips, Tricks, and Recommendations for Facilitation

10 Tips for Facilitation

• 1. Scope, Plan, Practice, Test…and then develop a backup

plan!

• 2. Make sure everyone knows the backup plan.
• 3. Assign one task during the event per individual at any

given time.

• 4. Decide early on how you want presenters and

participants to engage with each other.

• 5. Think through the design of each activity to ensure that

no barriers will exist for in-person or online participants.

• 6. Add an outline to the presentation if using PowerPoint

and Adobe Connect.

• 7. Whenever possible, have a special guest chat facilitator.
• 8. Let webinar participants know about any delays in the

meeting start time.

• 9. Try to recreate the experience for both audiences by

providing images and descriptions. 10.Walk online participants through activating their microphones before small group activities and have them select their own facilitator and note-taker. 11.Decide early on how to capture and share out questions for both audiences. 12.Have some “plant” content for the chat box to spark discussion and easily share resources.

Questions or Comments?

Contact Adam Schrecengost aschrecengost@kdad.org Cydney Gumann cgumann@kdad.org Patrick Coonan coonan@coregroupdc.org

Questions or Comments?

Sample Punch List

• Screen
• Tech table
• Presenter's table
• Podium
• Moderator's (or webinar facilitator) table
• Linens (table cover)
• AV Stand/projector table
• Extension cords
• Hard line cat 5 Ethernet access OR reliable Wi-Fi
• Ethernet cables (plus extra)
• Spare computers
• Spare headsets
• Access (times; if possible, setup night before or the earliest we can get in morning of)
• Secure storage (if accessing night before)
• Different lighting queues (nice, but not required)
• Room controls (temperature, shades)
• Copies of storyboard or agenda
• Validated parking (as appropriate)
• Video: a whole other shebang beyond the scope of this list

Backups for everything (redundancy is key)