Hybrid event

This guide relates to IDA Conference meetings where there are both attendees physically present and following along ‘from home’/online.

Similar events from other venues, elsewhere in the country, will lean on this process.

Not all meetings are suitable for hybrid meetings. Workshops/group work typically don't make sense.

Webinar form

To book a hybrid meeting, write to your network coordinator who will fill out a webinar form.

Room and technical support

• You book the room yourself.
• You can choose between 101 (first choice), 102, 104 and 105.
• The room must be booked 1 hour before the start of the meeting and ½ hour after the meeting to allow time to set up and take down equipment.
• When booking the room, you must order catering as usual and state that the set-up will be a ‘hybrid meeting’.
• If other technology will be needed; microphones, screen, boom arm etc. must be ordered by you/network coordinator.
• The webinar team takes care of booking the video producer and technical assistant.
• The entity must pay an administration fee of DKK 800 for a hybrid meeting. This covers the cost of transporting equipment and video producer ( fee and mileage).

Meeting leader/moderator

The meeting leader/moderator will need a PC to receive questions from zoom. You can bring your own PC with zoom or rent a PC from the meeting centre.

It is necessary to have both a moderator for the in-person meeting and a moderator for the virtual meeting to take care of the participants virtually.

Please note that all questions from the room should be asked into a handheld microphone so that online participants can also hear them. Decide in advance who the microphone holder will be.

If there are online presenters, special planning is required, so remember to inform the network coordinator.

If there are fewer than 15 registered participants in the room, the format will change to studio or digital.

Presenters

Presenters should arrive at least 30 minutes before the start of the meeting so that we can finalise everything about the webinar in good time, including microphone setup.

What is a hybrid event?

In short, a hybrid event is an event where attendees are both physically present in the room and online at the same time.

Sometimes the presenters are also included through video from outside the room.
At these events, IDA's webinar team will create a video production that is streamed to the online participants.

This also means that there are some special considerations and compromises that are necessary for the online participants to have a good experience.

To the right are some concrete tips and tricks, and below are more in-depth explanations of what to do and what considerations to take.

Microphones and good sound

It is extremely important to focus on good microphone handling (see also separate guide). This way the video production can send good quality audio to those online.
Everyone who has to speak in a plenary during the event should use a microphone. This also includes questions from the in-person participants.

If someone speaks in the room without a microphone, it won't be heard by those online and they will end up feeling like secondary participants.

Presenters will always have microphones attached at these events, so they don't need to worry about this.

However, handheld microphones are used for questions from the audience and they often need to be reminded to wait to ask questions, make comments etc. until they have a microphone in their hand.

Often it will be necessary to interrupt them and ask them to start over with their comments. Alternatively, you can repeat
questions so that it is picked up by your own microphone.

This actually applies even if it's just messages about food and drinks etc, and other things that are not necessary for them online. Since online participants can't hear what is being said, they will feel like they are missing something. Therefore, always use a microphone and say instead: ‘This message is only for you in the room....’

Remember that the camera is on

Speakers will be asked to position themselves at a speaker table during their presentation and not walk around too much. This is because it's very stressful and distracting to see a person on camera walking back and forth all the time.

By placing the presenters in one fixed location, it also gives them a better opportunity to present in the best possible way, as we can optimise the camera and lighting settings much better.

Feel free to directly contact those who are online. It's easy to forget they're there and only look them in the front rows in the eye.

Think of the camera as a representative of all the online participants and feel free to look directly into the lens and give them tasks at home, ask them to comment etc.

Agree with the video producer which camera is best to look in.

Remember the online participants and focus on the right things

Make sure you have an assistant who can facilitate contact between online participants and the presenters.

They can act as a representative for them online and read out the questions with a microphone in the room.

If there are technical problems, delays etc. give a brief apology, preferably with humour and energy, and then avoid bringing the subject up again. Focus on the positives.

More often than not, not all attendees actually turn up.

This applies to both in-person attendance and online participation. Avoid commenting on this.

Instead, praise those who have turned up and the generally good attendance.

Concrete tips and tricks

• Avoid pointing at the canvas, whether it's your arms or with a laser pointer. It can't be seen properly on camera.
• Avoid standing in front of the screen, the light from the projector will make you look awkward and unprofessional on camera.
• Always stand up when you speak, even for short remarks. That way you look your best and the camera can capture you better.
• Address the camera directly so that you are also speaking directly to the online participants.
• Remember to interact and activate them online using the chat and Q&A function. Feel free to delegate the task to an assistant who can read out questions and comments.

Guide to using microphones for speakers

Sound is the most important element in hybrid events.

General microphone technique

Arrive in good time, seek out the technicians and get mic'd up. Attend sound check if possible.

Always stand up when speaking to the audience. Always speak clearly and distinctly. Don't whisper, don't shout.

The microphone only amplifies your own voice, so speak with confidence and conviction.
Cough and sneeze away from the microphone. Mute it first if possible or shield it with your hand.

Improper microphone technique results in the audience having to concentrate more on understanding the words being said rather than the content of what is being said.

Always assume your microphone is switched on unless you have been specifically told otherwise.

Make sure to mute your microphone if you need coffee, visit the toilet, etc. while wearing a microphone.
Feel free to ask for help. Remember to un-mute it afterwards.

Avoid blowing into or tapping the microphone to test if it works.

How to use a handheld microphone

Use the handheld microphone as if it were a ‘flashlight’ and shine it in your mouth.

Keep about 5cm distance between your mouth and the microphone. Make sure not to hold around the microphone head itself. Instead, hold on to the centre of the handle.