What is a hybrid meeting or hybrid event?
Hybrid variants of meetings and events are events that have on-site and digital participants. It is a way to invite more people and reach out to participants over a wider area.
Hybrid meetings and events
Meeting physically and digitally
Hybrid meetings or hybrid events are events, conferences and meetings that have participants both on-site and via a digital platform. It provides an opportunity to reach out to more people and strengthen the company’s brand in a wider area.
Hybrid meetings require high-quality technology to ensure a professional and value-adding experience for digital participants. Good technology also makes it possible to record and save the event or meeting to use it as marketing material or in the form of training at a later date, depending on the content and focus of the event.
A conference, meeting or event in a specific location always has a limitation in the number of participants. By organizing hybrid meetings and events, you overcome that limitation and more people can participate, no matter where in the world they are.
Platform for hybrid meetings
Centas can build professional hybrid meetings in several different ways, depending on what suits you best. Whichever way you choose, you can be sure that the experience will offer clear audio, sharp visuals and a digital broadcast without interference. Your company’s profile will be clear and everyone will recognize the sender, which is also important for the trust of the meeting or event.
Hybrid events with engagement
With Centas as your technology partner for a hybrid event, you know you can rely on the technology. You’ll also have access to our project managers’ experience in structuring and running hybrid meetings and events. They have tips and advice on how to get and keep your audience and listeners engaged. With a digital participant, this is especially important for them to absorb the information and content during the event.
One of the most common and basic pieces of advice we give is to get the audience involved, give them the opportunity to be an active part of the hybrid event. To do this, you can use polls, a live feed, conversations with some participants or Q&A sessions. Most of these can be done on the platforms we work with.
Read our tips for successful hybrid meetings.
Technology for hybrid meetings
Hybrid meetings require good technology and people who can handle it. Centas has ready-made packages for hybrid meetings and events, and the packages include one or more technicians to help you during the event. This means that you don’t just get a technology solution, you get a total solution with technology and expertise in one.
Technology that is always included to create a good hybrid meeting is pre-assembled on our so-called streaming racks. The base consists of a streaming computer, a sound mixer, a picture mixer and a light mixer, to which we usually add cameras and lamps or spotlights, the number of which is adapted to the venue and the size of the meeting or event.
Camera for sharp video
Centas has two different types of cameras that we offer customers who want to set up a hybrid meeting. These are so-called pan/tilt cameras and the other variant is regular professional cameras on a tripod. The difference is that pan/tilt is a robotic camera that is operated by a technician through a control, while a camera on a tripod is operated by a cameraman. All cameras we have in our range are professional cameras that have at least HD resolution, and some 4K resolution.
Lamps and spotlights
Well-adapted lighting is obviously an important element for participants on site during hybrid events, and it is even more important for participants participating digitally. A poorly lit stage that is filmed and shown to participants will not give a good impression. Based on the layout of the venue and the size of the room, we know what type of light is needed and how many luminaires you need.
How Centas works with hybrid meetings
When we get a new assignment, we like to take a look at the premises to be used. By knowing the location and learning about your goals and wishes, we can put together a quote with everything we see that you need. Once we have an approved quote, we will appoint a project manager. This person is your contact and your sounding board. Together you make a detailed plan for the meeting or event and you set up a schedule for the entire event, from start to finish. In the process, the project manager will share advice and previous experiences to ensure that you get the best experience for the participants.
From empty room to professional implementation
As the hybrid meeting package includes a technician from us, you don’t have to worry about how to configure and set up the technology. We will set up all the equipment, if possible, the day before the meeting or event. We also test all equipment to make sure that everything works properly and according to your wishes. We also encourage speakers to rehearse the entire event to give a professional impression when the time comes.
From the time we start setting up the technology to the time it is ready for recording, we usually need between two and three hours, depending on the size of the hybrid meeting and how much technology is involved.
Small and large hybrid meetings
We get requests for all kinds of hybrid meetings, small and large. Basically, it’s the same technology required, the difference is in how many cameras we include in the package and how many technicians will be present during the event.
For larger hybrid events, where two to three people will be on stage and on camera, we recommend two cameras. For the more advanced solutions, at least three technicians are present. One technician is in charge of the cameras, making sure that the right thing is being filmed and that there are good angles. Technician number two is in charge of the stream, which means that he or she decides which of the cameras’ images will be shown. Technician number three is responsible for sound and sound recording.
For smaller events where only one or two people are in charge, only two cameras and one technician are needed. The technician on site will then handle all the technology on their own as there is less need for camera movement and switching between different speakers and people.
Background to the hybrid meeting
When planning a hybrid meeting, it is important to think about what participants will see in the background. A calm and pleasant background can be created by hanging fabric or setting up LED screens. Depending on the feel you are aiming for and the nature of the event, we will help you create the setting to suit.
Hybrid meetings to be proud of
Technology that doesn’t live up to expectations creates a sense of insecurity that is reflected in the final outcome and delivery of the hybrid meeting. With Centas, you don’t notice the technology, which is our goal. With that peace of mind, you can focus on the content and creating a memorable meeting or event.
Frequently asked questions about hybrid meetings
How do we create a hybrid meeting?
By filming and recording the audio. The video and audio are then broadcast over your chosen platform and participants receive a link inviting them to the platform’s digital version of the meeting.
What technology is needed to make a hybrid event or hybrid meeting happen?
You need a streaming computer, sound mixer, image mixer, light mixer, cameras and lights or spotlights. And we at Centas have all that and more, as well as competent staff to help you with the technology.
Contact us for professional technology and competent technicians.
Thomas Rosell 072-895 00 00 or Johan Björklund 08-724 04 08. Would you rather we contact you? Fill in your contact details and we will contact you as soon as we can, always within 24h (weekdays).