AUDIO VISUAL (HYBRID) SETUP
A hybrid meeting is a meeting where some participants are gathered together in the same place while others are in remote locations and join the meeting online. For example, one of the hybrid meetings we managed recently had participants in hotels in Jakarta, Jogjakarta and Surabaya, while the speakers joined the meeting online from abroad.
Our Scope of Work
Online
| Prepare virtual platforms that can easily accommodate up to 3,000 participants and are secure and easy to use |
| Send invitations with clear and easy to understand instructions |
| Prepare the registration platform |
| Hire and liaise with notetakers, language interpreters, sign language interpreters, and graphic recorders if needed |
| Prepare the creative designs that can be used for welcoming digital banner, broadcasting frame, flyer design, and bumper slides |
| Prepare a bumper video of the event |
| Design the broadcasting system of the event |
| Become the host of the event |
| Create a ten minute recap video of the entire event if needed |
| Design certificates and arrange their distribution if needed |
| Manage and operate Slido, Mentimeter or any interactive web based tools if needed |
Onsite
| Conduct a venue location survey |
| Assist in finalizing the agenda and invitations |
| Prepare and publish promotional materials |
| Design and plan the venue layout, ensuring alignment with event objectives and compliance with environmental and health standards |
| Liaise with supporting vendors |
| Prepare the stage, videotron, backwall, and backdrop |
| Set up all technical and electronic equipment |
| Arrange a mini garden or other required decorations |
| Set up a registration table with barcodes or Google Forms to avoid long queues |
| Develop a transition plan for the agenda |
| Organize seating for participants, panelists, and speakers |
| Organize a general rehearsal according to the final agenda |
| Prepare backup LAN cables and portable internet connections |
| Hire an MC and moderator |
Each event’s specific requirements may vary, and we will accomodate accordingly
Frequently Asked Questions
Global Events ensures seamless integration by meticulously planning and coordinating both onsite and online components. This includes designing a comprehensive broadcasting system, preparing all necessary technical and electronic equipment, and conducting thorough rehearsals. Our expertise in managing both environments ensures a smooth and cohesive experience for all participants.
To mitigate potential technical issues, Global Events prepares backup LAN cables and portable internet connections. We also conduct extensive Location Survey, pre-event testing and rehearsals to identify and resolve any technical glitches. Our technical team is on standby during the event to address and rectify any issues that may arise in real-time.
For onsite participants, we can set up a registration table with barcodes or Google Forms to streamline the check-in process and avoid long queues. For online participants, we prepare a secure and user-friendly registration platform. Clear and concise instructions are sent to all participants to ensure a smooth registration and check-in process.
By choosing Global Events, you ensure a professional and seamless hybrid meeting experience. Our MICE certified team brings extensive knowledge and expertise in both on-site and online event management, ensuring every detail is meticulously addressed. We offer a unique blend of creativity, technical proficiency, and industry knowledge to deliver exceptional event experiences that leave a lasting impact on all participants.
The internet connection varies and is dependant on availability in the location. Our team will conduct a location survey to check the availability and also use our portable internet test at that particular location, We make sure the sufficient internet is available and have a redundant system as a back up.
We can, we can provide a printed backdrop, LED stage and backdrop, etc.
