Virtual Events

Virtual Events

Are you considering hosting a virtual event or a hybrid (virtual and in-person) event?  Below are some points to consider before beginning the planning process to ensure the best virtual event solution is selected.

What is the purpose of the event?

  • What do the presenters and attendees need to get out of the event?
  • Keep in mind that virtual events may take on a different layout or format than in person events in order to achieve the goal.

Who is the audience?

  • How many attendees will there be?
  • Are the attendees local, or are they traveling to attend?
  • What guidance do attendees need to adapt to a virtual event setting?

What is the format of your event?

  • Is it important for attendees to interact with each other and/or the presenters?
  • Do remote attendees need to participate live, or can they watch a recorded video?
  • Is it best for remote attendees to participate via chat, audio, or video?
  • Is the date/time of the event flexible to accommodate participants in other time zones?

What is the budget?

  • There are many technology solutions at different price points.  Keep in mind that hosting a virtual event may also save money on facility costs and food & beverage.

Virtual Event Technology Options

There are many options when choosing how to host a virtual or hybrid event.  Using the resources below, you can familiarize yourself with commonly heard terms about virtual events and learn how LSC AV & Technical Services can help make your event a success.

If you are ready to discuss options in further detail, or if you have questions about your virtual event needs and pricing, please reach out to your LSC Event Planner.  You can also reach out to the AV & Technical Services professionals at lsc_epo_staff@mail.colostate.edu or 970-491-0229.

Hybrid Event

An event with both a live/in-person component as well as a virtual/online component.

In-person Attendee

Someone physically attending and participating in an event.

In-person Presenter

Someone physically present at the LSC presenting during an event.  The event could be virtual, hybrid, or live.

Live Event

A typical event or meeting that takes place in the LSC with most presenters and attendees physically present.

Remote Attendee

Someone participating in a virtual or hybrid event from a remote location via a phone or computer.

Remote Presenter

Someone presenting in a virtual, hybrid, or live event from a remote location via a phone or computer.

Video Conference

A meeting or event where two or more participants can communicate using video and audio.  Usually hosted using software programs such as Microsoft Teams or Zoom.  Can be a component of a live event.

Virtual Event

An event or meeting that is based on-line with all attendees present virtually.

Webcast/Livestream

These interchangeable terms refer to a live broadcast of an event, speech, or presentation.  It is a one-way transmission without any real-time interaction by attendees. The LSC uses YouTube for webcasting.

Webinar

Webinars are online seminars that typically have a single or small group of presenters.  Other participants may be limited on the ability to interact via video or audio and usually questions can be asked in a chat feature or question area.

Microsoft Teams

  • Microsoft Teams is available to all students, faculty and staff and can be used to facilitate video conferencing.  Each participant/group needs a computer or video conferencing system at their location that includes a microphone and/or camera.  Audio and/or video can then be shared between participants at different locations.  Screen sharing can be used for PowerPoint, videos, etc.
  • Microsoft Teams meetings have a limit of 250 attendees and all must be signed in to a Microsoft account.
  • More information about Teams for Faculty and Staff: https://www.acns.colostate.edu/microsoft-teams/
  • More information about Teams for Students: https://www.acns.colostate.edu/Microsoft-Teams-Students/

Other Considerations

  • Other services including Zoom, GoToMeeting, Skype, WebEx, Blue Jeans, etc. can be used as a free or paid version depending on individual needs.
  • LSC AV & Technical Services may be able to facilitate Zoom meetings in some situations.
  • In the LSC, a laptop can be connected to TVs and ceiling speakers in meeting rooms to share with physical participants.
  • These options do not incur any additional audiovisual costs from the LSC, assuming that the meeting facilitator sets up the laptop and meeting on their own.  LSC staff can assist with connecting the facilitator’s laptop to the TV and speakers in the meeting room.

Meeting Owl Pro Camera Rental for Video Conferencing

  • The Meeting Owl Pro camera can be connected to a laptop via USB to send audio and video to a video conference.  The Meeting Owl has a 360 degree camera and smart microphones.  The Meeting Owl can be rented for use in an LSC Meeting room with a TV display for viewing remote attendees.
  • This camera works great for a live meeting that is video conferencing with remote attendees.  A board-room style setup works best and allows remote attendees to clearly hear and see everyone at the table for an enhanced video conference experience.
  • This setup works best for 2-8 people meeting in-person, with a few remote attendees joining via video conference.
  • This camera is compatible with Microsoft Teams, Zoom, and other software platforms.
  • For more information regarding the Meeting Owl Pro, please see the Owl Labs web page.

Audio and/or video support for small meetings

  • LSC AV & Technical Services can provide equipment and staffing to support video conferencing with audio and/or video.  This includes using microphones and professional video cameras to capture audio and video from in-person participants and feeding that into any video conferencing meeting using Microsoft Teams, Zoom, or other software platform.
  • This can include remote attendees and/or presenters with any number of in-person presenters or attendees
  • Works well for a live meeting with remote attendees, live meeting with remote presenters, or a hybrid meeting.
  • Provides the opportunity for remote attendees to interact in real-time with each other, the presenter, and in-person attendees.

Video Playback into a Video Conference Meeting 

  • LSC AV & Technical Services can join a video conference as a participant and then use video playback software to share video clips. This is often smoother than sharing a screen and removes the potential for issues during the transition to screen sharing.
  • This is a great option for sharing video messages from someone who can’t attend a video conference meeting, or for high profile events where video playback issues need to be avoided.

Audio and Video Support for a virtual or hybrid event

  • LSC AV & Technical Services can provide equipment and staffing to support video conferencing with audio and video.  This includes using microphones and professional video cameras to capture audio and video from on-site participants and feeding that into any video conferencing meeting.
  • This option can include remote attendees and/or presenters with any number of on-site presenters or attendees
  • Works well for in-person event with remote attendees, an in-person keynote with remote viewers, a remote keynote with an in-person audience, or a panel that is presenting to a remote audience.
  • Provides the opportunity for remote attendees to interact in real-time with each other, the presenter, and in-person attendees.
  • Can be used with Microsoft Teams Live Events, Zoom Webinars, or other software platforms.  Microsoft Teams Live Events allows for up to 10,000 attendees to participate but allows the host to control who may be seen and/or heard.  Attendees do not need to have a Microsoft account to participate.

Webcast of Video Conference

  • LSC AV & Technical Services can join a video conference as a participant and then broadcast the video conference through YouTube.  This can be done for a single presenter giving a speech or presentation, or for multiple presenters on a panel or having a meeting.
  • This works best for a video conference meeting between a small group that needs to be shared to be viewed live by a wider audience, or a presenter who would like to make live remarks to a wide audience.
  • The webcast viewers do not have the option of interacting with the meeting, preventing any unwanted interruptions to the meeting.
  • Recording and/or webcasting of a live event to make it available for remote attendees.  Depending on the event, LSC AV & Technical Services can provide one or multiple cameras with capabilities of live switching and picture-in-picture formats to include PowerPoint or other content.
  • Recording can be shared after the event or webcasting would be live.
  • This option does not allow the remote viewers to interact in real time.  Questions could still be asked via email to the presenter.
  • LSC AV & Technical Services is available to film and edit videos for your various needs.  There are a wide range of filming options, so please reach out to LSC AV & Technical Services to get a custom quote.
  • The most common use of this is filming of remarks by individuals or small groups to distribute to a wider audience via social media, a website, YouTube, etc.

There are many ways that available technology can be used to host a virtual or hybrid event.  Please contact AV & Technical Services to discuss your specific needs and to get a custom quote for your event.