Virtual & Hybrid Events
Engage your audience. Together.
Virtual & Hybrid Events
Engage your audience. Together.
SDMHA State Convention 2020
L.E.A.P. into the Future
Hybrid Event Proposal
Client Contacts
Denise Hanzlik, Executive Director | info@sdmha.com | 605.336.7756
Pinnacle Contact
Jeff Meuzelaar, Partner | jeff@siouxfallsdj.net | 605.595.7096
Oct 15-16, 2020
Venue To Be Determined
Sioux Falls, SD
Overview
The annual SDMHA Convention will be hosted October 15-16 in Sioux Falls, SD. The location is to be determined. Based on feedback from members, the event seeks to move to a hybrid approach in order to offer an in-person or virtual experience to guests.
Blur the lines
As you plan your hybrid event, how can you blur the lines between the virtual and in-person audience? What can you do to create 2-way engagement between presenters, audience members, vendors and sponsors? The videos below showcase this concept of engaging your audiences in a simple format utilizing audience interaction and solid production value.
The Broadcast Mindset
When discussing a “virtual event” or “live stream” - we ask that our clients think in the mindset of a television broadcast.
Imagine the set. Imagine the crew. Imagine the cameras. Imagine the lighting. Imagine the prompters. Imagine the sounds. Imagine the control room.
Think about everything that goes into a broadcast for it to be engaging. It’s multiple cameras. It’s motion graphics. It’s pre-produced content. It’s music. It’s sound fx. It’s scripting. It’s a lot to think about and can feel overwhelming!
American Idol. Emmy Awards. Dancing With The Stars. The Voice. America’s Got Talent. American Ninja Warrior. Iron Chef. UFC. NBA. MLB - these are all “Hybrid Events” that feature both a “studio” audience and a virtual audience. They have outstanding production and content that you keep you engaged - so should your conference!
We’re here to help simplify the live broadcast approach and optimize it for hybrid conferences. Great production. Great engagement. Great value.
Visual Run of Show Sample
We’re here to help you plan an effective kick off to your conference. Below are examples of items that we consider standard when preparing for the virtual event kick off. Some may apply to your event, some may not - but they will definitely help you generate some great ideas!
Pre Roll with a countdown to going LIVE
Full screen video playback
Custom B-Roll footage (shot day of event)
Sponsor recognition
Cam 03 - Behind the scene shot
Cam 02 - Wider angle shot
Cam 01 - Tight zoom shot
Picture in Picture (PIP) - PowerPoints, Videos & Graphics layered on top of the video feed
Full Screen Graphics
Live Social Media Integration - Create engagement by adding comments from Facebook, YouTube and Twitter to the live broadcast
Remote Guest Speakers or Presenters - Ability to have multiple guest speakers or presenters to call in with video and audio
Zoom “Viewing” Party Capture - All contestants can call into a larger Zoom meeting and be displayed in the feed throughout the program
Streaming Targets
Based on prior conversations, the sessions would be hosted in two rooms with two to three streaming targets.
Morning:
Optional Social Mixer in Zoom Meeting Room
Daily Kick Offs & Keynote Speakers / Panels in Zoom Webinar
Afternoon:
2x Concurrent Break Out Sessions in Zoom Webinars or Zoom Meeting Rooms
To Be Discussed - Virtual poverty simulation and trade show
Post Production & Recording
All broadcasts will be recorded (with permission) and licensed to the client for usage following the broadcast. We record video and audio in multiple ways to ensure the event is captured.
Redundancy & Peace of Mind
Without getting too technical, we always have the following precautions in place to make sure your broadcast always stays live.
Backup Streaming Server - We always have 2x broadcasts running simultaneously on different servers (fancy word for high spec computers). This is accomplished by splitting our video and audio signals so we always have two identical feeds
Backup Streaming Encoder - If one server fails, the stream will not be interrupted at all the backup server and streaming encoder take over
Backup LTE Internet - Should the ethernet internet fail, we have an LTE modem inline that is merged with our ethernet / hardline internet that will maintain the stream. If you’re really nerdy into this and want to see a demo, click here.
Multiple Cameras - Cameras rarely fail, but we always have multiple angles set in should the worse ever occur
Watch our 2020 Demo Reel Below!
investment
Breakdown & Explanation
investment
Breakdown & Explanation
investment Overview
Audio
The PDF proposals separate the audio for the General Session / Break Out A and Break Out B. As discussed, we do need to provide audio reinforcement for both rooms in order to ensure a solid in-person and virtual experience.
Digital Mixer - allows us to fine tune the audio and record directly to a hard drive as needed.
Microphones - High quality microphones that can be used as lapel, over the ear or as handheld. Backup microphones are also on hand.
Wireless Com System - Headsets team members use to communicate with each other
PA Speaker - Professional speaker systems in both rooms, with a more powerful system in the General Session / Breakout A Room.
Live Stream Kit
The PDF proposals also separate the video and live stream packages for each respective room.
Both include redundant (backup) streaming servers, video switching and video recording
Presentation computers are provided for the presenters as well as graphic playback, such as logo loops
Perfect Cue presenter remotes (clickers) are provided
Confidence monitors are provided for presenter notes, timers and interaction with the virtual audience
Camera Package
General Session / Break Out A - One manned camera for a tight shot on the presenter, one static camera for a wider shot of stage and one smaller (affordable) camera for a behind the scenes camera angle
Break Out B - One manned camera for a tight shot on the presenter, and two smaller (affordable) cameras for a wider shot of the stage and behind the scenes camera angle
Cam 01 - Tight speaker view
Cam 02 - Wider angle or profile view
Cam 03 - Behind the scenes or point of view camera
Lighting
This includes a basic stage wash that is mounted on the opposite side of the room on a stand to illuminate the speaker with an ideal color temperature and intensity for both in-person and virtual viewers
Option A & B Only - High Powered LED Bars to uplight 30’ of silver drape behind the main stage is included
Sets & Softgoods
Option A & B Only - 30’ feet wide of silver crush drape (up to 22’ in height), an acrylic podium and a podium sign are included
Software & Licenses
Included in this are licenses for all software required for the virtual stream including Zoom Webinars
Pre-Production
This refers to all billable time spent in preparation for the event
Motion Graphics - Includes a basic package of motion graphics, titles and minor editing to any submitted video content
Site Survey - All streaming events require a site survey in advance to assess internet access and stability
Tech Stack Setup - Setting up personalized zoom profiles including pictures, URLS, waiting room, cloud recording and more
Project Management & Licensed Music Curation - Build into pricing at no additional cost
Crew
This is broken out as “full day” rates for the team members in the General Session / Break Out Room A and as “half day” rates for those doing Break Out Room B. Please keep in mind that hybrid events require a large team in order to have specific team members focused on the live audience and the other members focused on the virtual audience.
Transport
This is a flat rate for our transportation costs
A- Enhancements
This refers to options only included in “Proposal A”
Event Website
This becomes applicable if several Zoom rooms will be required and it will serve as a “hub” for attendees to link to each respective Zoom room or meeting
This also becomes a viable solution for helping give vendors and sponsors additional recognition. Vendor pages can include a specific form capture to request information from them. We can also setup individual Zoom meeting rooms by request.
*If of interest, we can send over a mock up design
Vendor Trade Show
During the trade show, we can add value to the vendors and also an engaging experience for the viewers
This could feature a “roaming” camera team that stops by every booth for a brief interview
This could feature a preset interview area where all vendors visit in advance to record video (that could be then quickly uploaded to their profile page on the website) or they could also do a live Q&A with virtual viewers, or simply just give a sales pitch live to the virtual audience.
Thank You
We sincerely appreciate the opportunity to work with you!
Thank You
We sincerely appreciate the opportunity to work with you!
#TEAMSTREAM