Organising a hybrid conference near Schiphol

Organising a hybrid conference near Schiphol

A hybrid congress combines physical attendees in the room with online participants remotely. This may sound simple, but it requires careful technical preparation. This is especially true in the Schiphol region, where many international guests, speakers, and organisations convene.

For a hybrid meeting, the experience needs to be right for both audiences. Attendees in the room shouldn't notice the technology, and online participants should feel like they are truly part of the meeting.

More than one camera at the back of the room

A common mistake is to view a hybrid event as a regular meeting with an extra camera. In practice, more is needed.

  • a clear audio feed from all microphones
  • camera footage that clearly shows speakers
  • clear presentation output for online participants
  • a stable connection
  • a technician monitoring the production
  • good monitoring of image and sound
  • Contingency plan in case of technical failure

In venues with multiple halls or breakout rooms, such as hotel conferences around Schiphol, it is also important to determine in advance which rooms will be hybrid-supported.

Audio is more important than visuals

When participating online, audio is often more important than video. A slightly less sharp camera image is usually accepted, but poorly intelligible audio leads to immediate disengagement. Therefore, a professional audio setup is essential.

Think about wireless handhelds, headsets, lapel microphones, room microphones for questions, and a separate audio feed for the stream. PAR-AV ensures that both the room and the online environment are well served.

Preparation with speakers

A hybrid congress works better when speakers know in advance how the technology is set up. Which laptop is being used? Will the presentation be via PowerPoint, Keynote, or an online platform? Are there videos with sound? Will there be switching between multiple speakers?

By answering these questions beforehand, you will avoid delays and stress during the programme.

Who is hybrid suitable for?

  • international conferences
  • product presentations
  • Shareholders' meetings
  • remote training with participants
  • Medical and business meetings
  • Inter-company events with multiple branches

PAR-AV helps organisers with a technical setup that is reliable, clear, and suitable for the venue. This way, hybrid technology becomes an enhancement to the event, rather than a risk.