Hybrid Meetings, Teaching & Events

Definition:

'Hybrid' can mean many things to many people.  There is no single definition, and no set way of running a hybrid event be it a meeting, a teaching session or an event such as a conference or public lecture.

In it's simplest form, it can define an event which involves in-person as well as remote participants. To achieve this you would use one or multiple digital tools which includes software and hardware.

Since Zoom is supported by the University, we will assume that any hybrid meetings or events will use Zoom to facilitate the process, however this is not a prerequisite.

Starting point:

Because there is no single definition of 'hybrid' you need to consider what you want to achieve, how you will involve the remote participants and at what level, and what software you will use.

It should be noted that the Audio Visual team are only able to offer support for Zoom and Youtube for live streaming; the AV team are not necessarily familar with other software options (e.g MS Teams, Blackboard Collaborate etc).

Issues to consider - 

How will the remote audience see/hear what's happening?

How will someone giving a talk/slides etc be seen in the room and remotely?

How will any audience member be able to ask questions?

Do you want to use multiple camera shots for your remote audience i.e. one for the presenter, a wide shot of the room, another to zoom in on audience members asking questions etc?

How to engage the remote audience - eg look into the camera when you address them, ask them to speak and/or be seen on screen.

With respect to a teaching environment, there are objectives outlined here which consider ways of designing tasks online and in person, and guidance for selecting and the use of digital tools. 

Minimum requirements to run a hybrid event

The minimum equipment required to enable a hybrid event is a camera and microphone -

• A camera so that the remote audience can see either the presenter or the audience in the room.
• A microphone (which could be the one in the camera) so that the remote audience can hear what's happening in the room.

See the packages outlined below to get examples of additional hardware and technical services that may be required for your event, depending on your requirements for the desired end result.

Hybrid for teaching

It should be noted that any hybrid teaching set-up does not offer a 'one size fit's all' solution - current feedback suggests that individual lecturers have their own teaching style and they want 'hybrid teaching' or 'blended learning' to suit that.

IT Services have a useful overview of how to use Zoom for teaching on their wiki pages.

Packages

Listed below are examples of what may be required - the technology, tools and personnel are dependent on what the event requires; as defined by the organiser.

Basic

Can be run without the need of AV technicians, using basic 'plug & play' equipment.

Typically the equipment will be a single webcam and microphone; the microphone could be the one built into the webcam, or one that is plugged directly into the computer managing the zoom call.

Audio Visual can supply cameras and microphones appropriate for the audience. The webcam can be moved as required to point to the audience in the room, or to point at a presenter at a lectern, or to cover the 'stage' area of a room.

At least one microphone must be used so that the remote audience can hear the presenter and any involvement from the in-person audience - either a handheld radio microphone or microphones that can be placed on tables. The latter could be a USB microphone or Revolabs wireless microphones.

Cost: 

There is no charge for using any equipment used for timetabled teaching purposes.

Technicians are charged at £35 per hour but should not be required for a basic hybrid event.

Student Societies would be charged 50% of the published equipment costs + VAT at the current rate.

'Middle ground'

Operated camera, second fixed camera

Laptop to provide the second camera option to the audience (such as a wider shot using a webcam)

One technician to oversee audio, zoom session and assist presenters; second technician to operate the camera.

Additional microphones if required. Typically this may be a lapel radio microphone for each presenter plus additional handheld microphones for the audience. The technician can adjust levels for the remote audience as necessary.

Cost:

2 x technicians at £35 per hour (or part) for set up and event duration.

There is no equipment charge when used for timetabled teaching purposes.

Student Societies would be charged 50% of the published equipment costs + VAT at the current rate.

Supply of services is subject to staff and equipment availability.

Advanced

Will require a number of operators/AV technicians and the goal of the AV team is to provide something more akin to a broadcast event.

Incorporates Zoom or Youtube to provide a live transmission to the remote participants

2 x remote operated PTZ cameras and an additional operated camera. It is possible to add more cameras if necessary for the event.

3 x technicians providing services of dedicated camera operator, vision mixer & sound technician

Cost:

3 x technicians at £35 per hour (or part) for set up and event duration.

There is no equipment charge when used for timetabled teaching purposes.

Student Societies would be charged 50% of the published equipment costs + VAT at the current rate.

Supply of services is subject to staff and equipment availability.

Conferences

For bookings generated via York Conferences, we would usually determine customer requirements directly and provide bespoke packages.

In addition to the technician charges, there may be additional charges for the equipment involved.

Links to other sources of information

University Guidance to Hybrid Working

Example hybrid packages and starting costs

Collaborate Ultra vs. Google Meet vs. Zoom