Several hybrid events hosted today have hybrid speakers. Here are few suggestions to include remote and hybrid speakers with the hybrid audiences

1. www.captioningstar.com
Are you accommodating both
live and virtual speakers at
your next hybrid event?

2. www.captioningstar.com
Soon after global lockdowns, various events that happened
worldwide quickly became accustomed to game-changing,
substantial growth of virtual technology. The event industry and its
audience stayed grateful for the new ways and made a clear,
enduring path for hybrid events in the future. Hybrid events are
known to accommodate large-scale, diversified audiences and,
thus, speakers as well. There are remote audiences and remote
speakers who connect live with a physical event through a virtual
medium. And there are live audiences and live speakers who are
physically present at the event venue. They all gather and interact
under the same platform as the ‘hybrid audience’ and ‘hybrid
speakers.’
Introduction

3. www.captioningstar.com
Let’s discuss hosting hybrid events with live and virtual speakers
in detail. We also present some ideas for seamless hosting by
the end of the article.
How hybrid speakers address hybrid attendees
Another reason why event organizers hire remote speakers is to
make events all-inclusive. According to speaker low, 56% of the
event planners objectify diversity in their speaker hiring process.
But, it is not an easy process for hybrid speakers to address,
cover and engage hybrid audiences. Here are some takeaways
for live speakers to involve both live and remote audiences and
vice versa:

4. www.captioningstar.com
Double-check equipment in
advance
Have a rehearsal day and pre-run all your equipment in advance.
Check the camera, microphones, speakers, and conferencing call or
live streaming apps like Zoom, Webex, Vimeo, YouTube or so on for
a technically sound event. Also, during the event, take a moment to
check with the attendees often to ensure everything is at ease at all
ends.

5. www.captioningstar.com
Cover all the audience in-
person and virtual attendees
Picture the whole platform, the remote and live audience. As a
remote speaker, keep your eyes straight to the camera and look
through it to connect live with the attendees. As a live speaker,
ensure you equally turn to, address and travel simultaneously with
the virtual audience and ensure there are no left-outs.
Find ways to engage everyone
Ways to maintain engagement differ from in-person to virtual
platforms. It is crucial to find some middle ground exercises that
both virtual and live audiences can be a part of is very important.
For example, Q/A and scoreboard for online and offline teams
are a few common great ways to interact with both sets of
audiences.

6. Hire a moderator
An efficient moderator to oversee the whole event and jump in at
times of need can be a life saver. The moderator keeps an eye on
all audiences – both live and virtual, assures the lack of technical
problems, clears any doubt in between, etc.
Show enthusiasm
Hybrid events are complex. According to Markletic, 46% of the
event organizers face challenges in simultaneously engaging both
virtual and live audiences. To bring everyone online and offline
together in one premise and ignite a communication flow from
all directions, your event needs to be strategic, pre-planned, and
well-executed. Some valuable tips and takeaways to monitor for
hosting a seamless hybrid event:
www.captioningstar.com

7. www.captioningstar.com
Selection of speakers
What must be the goal of the speakers?
What type of presentation or strategies do you want for your
target audience?
What is the cost of the speaker?
An elaborate background of the speakers to review previous
performances etc.
Before finding the host, know what the objectives of your event
are. This helps you rule out the key details like:
A/V Production
Audio-visual production in event technology can improve the overall
quality of your event, especially for remote audiences. Production
includes several tools, equipment, and an A/V team to produce
desirable output and improve attendee engagement. They may
include audio mixers, microphones, transmitters, adapters,
cameras, light, projectors, speakers, etc., for seamless content
delivery. Hire an A/V team to maximize output quality

8. www.captioningstar.com
Treat both the speakers the
same
In hybrid events, remember there are two exclusive sets of
audiences. Engage and interact with both live and remote
audiences with the same level of attention, involvement, and
opportunities. Forming groups as an online participants group
and live participants group can bring a sense of competition and
boost the direct interaction of two sets of audiences.
The more proficient the speaker is, the more interactive the
event would be. Breakout sessions, online and traditional games,
and strategies to increase engagement help to hold up their
attention span and spice up the event with some activities.
Addressing attendees with their names can make them feel
involved as well.

9. Technology to accommodate
remote speaker
Wired or wireless microphone
Camera with auto lighting adjustment
A tripod to put the camera on standby
Proper lighting
Live presentation and video conferencing application
To connect remote speakers with the audience, we need:
The technology used by the
live speaker
www.captioningstar.com

10. www.captioningstar.com
Wired or wireless microphone
Speakers and amplifiers ( if needed depending upon the
crowd )
An audio regulator
A projector
Proper lighting
Video conferencing application in case of hybrid events
To connect a live speaker we need:
Best practices to be followed
by them
Being prepared for an event starts from scratch. Incorporating
common, beneficial practices can improve your event quality to a
greater extent. And some of them are:

11. www.captioningstar.com
Brainstorm and invest time in content creation
Set a goal and purpose for the event
Script and outline the event
Have a solid production team for quality content
Live stream to increase social media interaction
Facilitate accessibility and all-inclusive diversity practices.
Breakout sessions and other strategies to engage the audience
Use cross-platform integration to increase audience input
Promote your event
Follow a post-event regime for outreach
Final check before you go Live
An uninterrupted event must be free of any technical problems.
To ensure that we have a rehearsal day and check on all
technical outcomes like audio quality, audio clarity, reach and
volume, different angles of the stage and speakers, user’s end
and audience input tools, etc. Check your technical hardware
and software as frequently as possible. Make sure the speaker
and the attendee are intact. And finally, go live.

12. www.captioningstar.com
Future of hybrid events
Technology reshaped the way even content is delivered or
perceived. It helps increase attendee’s engagement, track and
monitor specified metrics quickly, and helps improve the overall
ROI of the event companies. According to studies by
Socialtables, event technology saves 20% of the cost spent on
events, increases productivity by 27%, and event attendance by
20%. Let’s discuss some of the trends that marked their
presence in the future of the event industry

13. www.captioningstar.com
Touchless technology
Touchless techs like smart watches, contactless registration
and check-in/check-out, QR code, digital payment, and other
touchless technology are exceptionally useful in post-
pandemic in-person events.
Virtual reality
For engaging the audience and creating an immersive virtual
environment, Virtual event technology invented several
features. To name a few- virtual booths, metaverse,
gamification, 3D cube. VR personalizes the event experience
for the attendees with gamification, avatars, 3D booths, etc.

14. www.captioningstar.com
Event management application
Virtual events encouraged event management applications
greatly. The all-inclusive mobile application provides a platform
to manage, market, host, survey, and follow up with the event
with AR/VR engagement boosting integrations. They come in-
built with a range of features like social sharing, registration,
guest tracking, mobile audience engagement, monitoring and
tracking the post-event metrics, etc.

15. www.captioningstar.com
COVID compliant events
COVID-compliant events are a definite part of the future in the
events industry. Obligated to the Centers for Disease Control
and Prevention(CDC), events must follow some mandatory
guidelines. They include contactless registration, digital
payment, verification for vaccination, PCR testing in rare cases,
temperature checking, canned drinks, boxed meals, separate
and small networking sessions, mandatory masks, and 6 feet
distance.
NFT

16. www.captioningstar.com
Non Fungible Tokens owned by people as a digital asset. The event
industry uses them for ticketing, virtual gift money bags as digital
souvenirs, etc.
Varied types of events
The constant circumstantial changes branched out the different
types of events. Nowadays, an event can be in-person, virtual,
hybrid, live, recorded, simulive or micro-events, etc. To elaborate
on a few new types that have more scopes on the future:
Hybrid events
All virtual advantages are transported to the in-person audience by
combining real-time gatherings with virtual components of event
technology. These events are easily live-streamed with live
accessibility features like live translations, live captions, ASL
interpretations, etc.

17. www.captioningstar.com
Micro events
Micro-events emphasize hosting events for targeted audiences
like VIP attendees, inner-cycle meetings, networking events, or
solely for a particular type of audience like participants with
similar accessibility needs, geographically proximate audiences,
etc. On the other hand, some micro-events specify
accommodating small-scale audiences. They can be live, virtual,
or combined.

18. www.captioningstar.com
Simulive
Simulive is simply a recorded form of a live event. This pre-
recorded session can be broadcasted live at any desired time as
per our convenience.
CaptioningStar assists you to live streaming your event
seamlessly and professionally on VOD, OTT, and other live
streaming platforms to increase viewership. We also have a
comprehensive suite of live and post-production services like
live captioning, recorded video editing, closed captioning
services, translations, live translations, transcripts, and ASL
interpretations for recorded or live events. CaptioningStar
focuses on accessibility needs to eliminate any hindrance-
linguistic, geographical, or physical indifference and makes your
content reach extensively.

19. www.captioningstar.com
THANK YOU
108-44 63rd Rd, Queens, NY 11375
(707) 200-4628
info@captioningstar.com