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