Complex Hybrid Events

Overview

Since the pandemic, videoconferencing has become an integral part of communication across the University. This technology is commonly used by educators to connect with students, for departmental and institutional meetings, and for world-wide presentations. However, the full potential of this technology is still being explored. Complex hybrid events present a number of technical and logistical issues.

Hybrid events are defined as containing both remote and in-person elements. For example, an event might have an in-person audience with remote presenters.

These events become complex depending on the number of additional components and features. For example:

Degree of interactivity between remote and in-person participants,
Whether the in-person camera is stationary or needs to cover multiple locations in the room,
Whether the event is live streamed,
Whether the event requires captioning or American Sign Language (ASL),
Whether there is a panel of presenters (or more than one presenter at a given time),
Whether the presentation includes detailed graphs or charts,
Whether there be the need to have audio from the audience members, both local and remote.

In recent years, the expectation that ATUS can support extremely complex hybrid events has increased dramatically. The chances of a successful, glitch-free presentation depend on a variety of factors:

Communication

The more we understand your expected outcomes for the event, the more we can support you successfully. Please share with us information about the event as far in advance as possible.

Who is the primary point of contact? In the case of several groups co-hosting the event, who will be the one person we can communicate with?
How do you expect the event to proceed? Please share with us any agenda, including the need for remote interaction, multimedia, captioning, and any other special technical needs as far in advance as possible.
What is the exact date and time (start and finish) of the event?
Will there be any run-throughs or rehearsals in advance?
Where will the event take place? Will the location be available before and after the event for appropriate setup and takedown?
What additional hardware will be necessary such as a separate laptop, lapel microphones, wireless microphones, mobile-device connection, document cameras, DVD players, or additional sound speakers?

Time

Time is a key element of a successful presentation. Communicating with us in advance allows us to plan and prepare. Generally, we require at least two weeks' advance notice to prepare for a hybrid event. Occasionally there are conflicting events which may present scheduling difficulties.

In addition:

Is the room available at least an hour beforehand and afterward? Are there events scheduled back-to-back? Please provide at least an hour of set-up time before and after the event so that we can properly configure the equipment.
Our standard working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Support beyond these hours may be unavailable or require a fee.
ATUS Classroom Services and Video Services' primary mission is to provide direct support for classroom instruction. Support for events that are not classroom instruction-related may incur a fee. For more information, please the “Classroom Services Support” and/or “Video Services Support" pages.

Location

Each event location presents unique audio and video challenges such as network connectivity, Wi-Fi strength, room echo, ambient noise, and more.

Several rooms on campus are already configured with software and hardware to conduct complex presentations with configured microphones and cameras. Event coordinators are encouraged to schedule these rooms whenever possible.

These rooms include:

Technology

Complexity introduces additional difficulty and challenge. Keeping the event simple assures a greater chance of fewer technical difficulties.

The following are some situations that add complexity:

Interaction: Two-way communication between audience members in a lecture hall and a remote speaker via Zoom or Teams can be very challenging, often requiring noise and/or echo cancellation technology. Should the presentation focus on computer audio (such as Zoom or Panopto) or emphasize audio in the room? How many participants will need a microphone at the same time? More microphones generally mean less quality.
Mutiple camera positions: Will there be a need to view the audience and the main speaker? Is there more than one speaker?
Multiple media inputs/outputs: Will your presentation need to incorporate secondary video, audio, graphics, or slides ?
Live streaming: Does your event need to be presented to the Internet?
Captions/ASL: Does your event require live captioning or an American Sign Language interpreter with a picture-in-picture design?

Additional help

For event consultation, scheduling, or assistance, please contact:

Classroom Services

360-650-3300
classroomservices.forms@wwu.edu

Video Services

360-650-3302
video.services@wwu.edu