Best practices for hybrid and in-person events

Event planners need to consider high-quality equipment when it comes to hybrid and in-person events. This article will provide some insights into the checklist for a successful event!

Audio hardware for hybrid/in-person events

The audio component is just as important as the video. Audio and visual equipment can be the silent hero of many events: It ensures that a speaker’s voice carries across the entire space and provides mood-appropriate lighting for all sorts of events.

Audio interface

The audio interface is meant to convert analog audio to digital and vice versa. With this hardware, you can convert microphone signals into a digital format so that your computer and InEvent can recognize them.

Virtual sound cards

Mainly, people use virtual sound cards to route digital signals. In general, these cards enable you to take more control over your audio. With such software, you can create virtual links between your output and input, as well as send audio from other applications on your computer.

Microphones

There are many types of microphones, including tabletop, room, or handheld ones. It doesn't matter where your keynote speaker is located – whether they are from a virtual audience or just one of the in-room attendees. Top-notch microphones are a must for the good audio quality of your event.

If you are an interpreter joining an event through virtual access, you can consider headsets – that is, speakers (headphones) and microphones combined.

Speakers

When we think of a hybrid event, two kinds of speakers might pop up – loudspeakers and wired or wireless headphones.

People who choose to attend in-person events might only have to use headphones in a few cases:

• If the event is multilingual and they are providing interpretation services. In this case, you will have to use a mobile phone to access the event app, choose the language of interpretation, and use your headphones not to disturb any other in-person attendees.
• If the event is suited for people with hearing disabilities and needs louder audio. Remaining in-person participants might only require loudspeakers, so if your event has a live audience, make sure to take care of their sound quality too.

Audio mixing consoles

It would be best to have an audio mixing console to control incoming audio signals. Often there are many incoming signals on any physical events if you want to digitize them.

The same applies if we are talking about a virtual conference or other virtual or hybrid events. Interpreters in different languages have different channels, so if you are going to work with an audio mixing console – choose the one that works best for you.

Video hardware for hybrid/in-person events

Excellent video quality is essential for everyone: event organizers, in-person event attendees, or simply providing a live stream for those who participate virtually. If the event is hybrid, it’s crucial to pay exceptional attention to video hardware to ensure high-quality video streaming. 

Video capture card

A video capture card lets you convert video signals from SDI or HDMI to USB. The function is similar to audio capture cards. What's different is that it receives your camera's output and transforms it into a digital format so your devices can recognize it.

Video converters

The same manufacturers also provide video converters. They might increase video quality considerably if there are multiple video signal streams from different sources during your hybrid event. Video converters can easily convert different video signals to the ones that work for you and other devices you're using.

Screens

In-person attendees who are sitting far from the first rows will need a screen on the side of the venue to see what happens on stage.

Interpreters might also be far away from the speakers, so they need screens with an up-close image of the presenters to examine their body language and other cues that help interpret.

Besides, screens are essential for all people who might want to receive recordings of the presentations, consider providing the on-demand session later.

Video mixing consoles

Imagine having one video signal from a speaker at your event, another from the audience, and some different video sources from remote participants, as well as pre-recorded videos.

With the help of video mixing consoles, you can layer out and mix these incoming video feeds and multiple cameras in a way that your audience would like to see them.

Pro tips on how to best use your camera

• Set your camera high enough to avoid people walking into the shot.
• More camera movement is required to capture panel discussions - close-up shots and medium shots up to the waistline or knees.
• Choose a camera that supports all screen sizes.