Hybrid Features
WHAT DO WE HAVE TO OFFER?
YOUR OWN EVENT DOMAIN
A hybrid event can be very simple or extremely complex. We’ll come back to this later. But it is always important for your target audience to be able to go to a fixed event website, where they can find all of the information they need. General information, speaker biographies, agenda, etc. We provide you with your own event domain (eventname.hybridevents.zone), which we then personalise with your specific information, house style, photos, etc.
HYBRID EVENT PORTAL
The heart of a hybrid event is the (secure) event portal. This is where all the channels and streams used for a hybrid event come together so that your hybrid audience can keep track of what’s going on. In most cases, this takes the form of a recorded stream from our studio, an interactive stream (poll, Q&A, etc.) and/or Zoom Rooms. If you want, we can have users register before they are given access to this page.
PREPARATION
We work with you to carefully prepare every event, no matter how small or complex it may be. We hold the necessary meetings before the event so that we can understand perfectly what you want and how you want it to be. We brief the remote speakers and monitor the technical setup. That way, your live event will run smoothly and without any unpleasant surprises.
PROFESSIONAL STUDIO (AT AUVICOM)
Production for the hybrid event is run from our green key studio in Halle, which is where the main stream for your hybrid event originates from. There are live presentations by various people and external speakers are also involved. Virtual workshops are also set up from our studio.
STUDIO ON-SITE (Event site)
It is also possible to have the broadcast with your speakers take place at your company location (or at another location of your choice). When that is the case, we convert the location into a professional recording studio.
*beeld: Hybrid event at Brussels Airport for ACI
BASIC SERVICES
The speakers or presenters are the foundation of any event. They are the ones conveying the message. On the one hand, you have the ‘live’ speakers, who present from the studio, while on the other, you have the ‘remote speakers’, who can be located wherever you want and who are brought in during the event.
The number of speakers, languages and where they are located are all important factors in determining the complexity of the hybrid event.
SPEAKER(S)
THE MESSAGE
The speakers or presenters are the foundation of any event. They are the ones conveying the message. On the one hand, you have the ‘live’ speakers, who present from the studio, while on the other, you have the ‘remote speakers’, who can be located wherever you want and who are brought in during the event.
The number of speakers, languages and where they are located are all important factors in determining the complexity of the hybrid event.
AUDIENCE
THE TARGET GROUP
Without an audience or target group, there is no event. Your audience, large or small, can be actively or passively in your hybrid event.
The audience also determines whether your event will be a success. Whether there are 50 or 5000 participants, everything has to be planned carefully so that the experience can be as ideal as possible for everyone.
Partner
Your facilitator
The scenario, production, technical setup, the number of streams, the green key setup, sound quality, the number of cameras, the channel for the broadcast, etc. – every single one of these aspects will be determined together with your partner.
Your partner, the specialist who ensures that the aims of your hybrid event are achieved.
Extra services
The full technical execution of your event is handled by our parent company, Auvicom, which is one of the largest audiovisual companies in Belgium. Auvicom makes sure that everything runs smoothly in terms of setup and production (back-end). The front-end setup is what your audience is involved with. In a hybrid setup, this is usually a portal from which the main stream is broadcast. Extra services, such as voting, Q&A, chat, extra sessions and more, can be added.
YOUR OWN EVENT DOMAIN
We provide you with your own event domain. You might use this as a personal event website, including information about speakers, the agenda and so on. The content of this website is provided by you and can be in multiple languages.
REGISTER YOUR PARTICIPANTS
By registering your visitors, you keep control over who is given access to your event page. People can register freely (if that’s what you want), or else we can import a list of users that you provide us with.
INVITE YOUR AUDIENCE
If you would like, we can invite your audience for you by sending them a personal e-mail through which they can register for your event. We can also provide you with a report covering both invitations and registrations.
PERSONAL EVENT PORTAL
All streams come together in the event portal, where your participants can follow the event. This event portal is located under the event website and can be placed behind a registration lock (for security and statistics purposes).
EVENT STATISTICS
We provide statistics for every visitor who registers or logs in, such as browser type and version, operating system, geolocation data, including town/city, state, country, IP address and other UTM data, including campaign, source, medium and URL referrer.
Follow-up mailings
Because we can register who takes part in your event, it is also easy for us to reach these people afterwards so that we can send them presentations or invite them to a subsequent session. We can arrange this for you, totally GDPR-proof and complete with reporting.
PAYING ATTENTION IN CLASS
Sometimes, you will want your participants to pay close attention to the broadcast. This is usually the case for mandatory training. When this happens, we ensure that the viewer shows a sign of life from time to time by having to click off a pop-up message.
PLEASE LEAVE THE CLASSROOM
Participants who show no activity for a while (see above) can be logged out after a certain period of inactivity. This can be of particular value with large streaming events where we may use some form of data-saving. Participants can always log back in again when they want, of course.
PAID EVENT
It may be that participants are required to pay for admission to the event. We can also handle this aspect of your event for you. We support payments using PayPal and Stripe when registering.
*Online payments require an SSL certificate on your event site so that payment details can be passed on securely.