Virtual and Hybrid events breakdown
For certain events, you may want a recording to view after the fact. In our classrooms, which are fully equipped with cameras and microphones, the best option is to record over Zoom. Use the classroom AV system to film yourself over Zoom - even if no one else is in the call besides you - and hit record. You can choose to record to the cloud or to your local computer. Recording to the cloud is almost always better as you can access it from anywhere, but keep in mind that Zoom will delete the recording in 7 days, so be sure to back it up somewhere. For rooms that do not have a built-in camera, you will have to request a videographer from IMATS.
A 1-way hybrid event is one that features both an in-room audience and a remote audience, but where the remote audience has no ability to participate in the live event. This will be very familiar to many faculty and students, as it has been the norm for many classes in the last couple of years. Most Barnard classrooms are equipped with an AV system capable of delivering this sort of 1-way hybrid event: cameras and microphones optimized for use with Zoom meetings. However, many of our event spaces do not feature such equipment, and you will have to request a videographer from IMATS. Note: even though the remote audience isn’t seen nor heard in a 1-way hybrid event, you can still use chat and Q&A features to interact with them.
A 2-way hybrid event is one that features two audiences, in-room and remote, that can both interact with one another. 2-way hybrid is significantly more complex and difficult to pull off than 1-way, as it is very easy for awkwardness, terrible audio feedback, and other such disturbances to crop up. In many of our classroom spaces, our integrated AV systems make hybrid - both 1-way and 2-way - smooth and easy. Simply start a Zoom meeting on the classroom computer, use the microphones and cameras to record yourself, and invite whoever you wish to participate remotely. In an event space, this becomes significantly more complicated. Typically, a 2-way hybrid event in a space like Barnard Hall’s James Room or the Diana Center Event Oval will feature not only a screen behind the live presenters for the live audience to see remote participants, but a screen behind the live audience for the live presenters to also see their remote colleagues. Managing audio in such a situation can be very tricky: we typically are mixing both audio sources through the same system, which requires constant moderation to avoid disruptive and unpleasant feedback. Additionally, with all hybrid events regardless of format, managing and troubleshooting remote participants is very difficult. AV services is only able to provide limited guidance for remote participants having technical difficulties, and as such technical glitches can create significant awkwardness. For these reasons, among others, we strongly encourage you to reconsider planning a 2-way hybrid event. Some alternatives might be:
- Have remote participants pre-record their presentations and play back the video during your event.
- Use chat and Q&A to interact with the remote audience.
- Make all or a portion of your event exclusively virtual. If all participants and audience members are joining virtually, then they are all in the same space: cyberspace!
IMATS AVTS does not support virtual events in the form of videoconference meetings or webinars, however we have a number of relevant tutorials and would be happy to provide 1 on 1 training given enough time for scheduling.
Webinars are an excellent choice for virtual and hybrid events, especially high-profile events or ones with massive audiences. Not only do webinars allow for up to a thousand audience members, but they also make it very easy to control how much (or little) remote audiences can participate. Watch our tutorial below for more information.
To host your own webinar, please request a one-time webinar license from CUIT.