Big questions for organizing hybrid events (online + offline) include:
What are the start and end times for the event?
How many speakers who need to present voice+video? Can you share a rough agenda?
How many speakers will you have? How many speakers do you need to have at once max for the panel eg four or five? How many individual presentations are you planning to have?
Do you have a sense of how many viewers you’d anticipate? Ballpark is fine — 100, 500, 1000, 10,000?
Is this happening at a venue, your offices, or should your vendor be thinking about studio type space?
Will the venue be providing audiovisual services — such as microphones, speakers, projector, lighting, etc? there are a few things that you’d want to cover with them: audio and content feed outputs, lighting, stable internet connection
Will there be obstructions in front of the stage and the need for a camera riser?
What’s the venue for this event?
Do two cameras sound right for this event? That’s our standard — a third would allow us to do more crowd shots, more reaction shots, etc.
Will there be PPT presentations or prerecorded videos shown in the room that you’d want incorporated into the webcast as well?
Would you like to gather information (email, name, etc) from viewers before allowing them to watch?
Will any presenters be joining the event remotely?
Any need for live Q&A with the webcast audience?
Any need for live captioning (i.e. 508 compliance)?
Will the stream be recorded and how quickly you’d be able to get the recording?
Would you like to have virtual networking? How can networking be implemented and what’s important for the attendees in order to network effectively at your event virtually?
Would you like to have virtual booths and interactions with sponsors?
Would you like to have digital sponsorships and place advertising of the conference’s sponsors in the streaming?
Big questions for organizing virtual events include:
What are the start and end times for the event?
How many speakers will you have? How many speakers do you need to have at once max for the panel eg four or five? How many individual presentations are you planning to have?
Do you have a sense of how many viewers you’d anticipate? Ballpark is fine — 100, 500, 1000, 10,000?
Will there be PPT presentations or prerecorded videos shown in the room that you’d want to be incorporated into the webcast as well?
Would you like to have live Q&A with the webcast audience?
Any need for polling the audience and streaming the results of polling for the attendees?
Any need for live captioning (i.e. 508 compliance)?
Would you like to have analytics and full statistics about viewer-hours after the event? What kind of data would you like to see in the analytics?
Would you like to gather information (email, name, etc) from viewers before allowing them to watch?
Will the stream be recorded and how quickly you’d be able to get the recording?
Would you like to have virtual networking? How can networking be implemented and what’s important for the attendees in order to network effectively at your event?
Would you like to have virtual booths and interactions with sponsors
Would you like to have digital sponsorships and place advertising of the conference’s sponsors in the streaming?
Where do you want people to access this stream?
Will your vendor be able to provide a moderator to mute/unmute people and moderate speakers? You can get a moderator from a live streaming company for about $1,100 for a full-day online event;
Will your vendor be able to support you with preparing your speakers for a virtual presentation and do a practice day if necessary?
