Objective
The Society of Kastorians "Omonia" organized an awards ceremony that was live-streamed on Facebook and YouTube, connecting participants from across the globe, with a significant focus on Greece. This event showcased a seamless integration of in-person and virtual elements, executed within a single day. The primary goal was to facilitate a hybrid event where participants could engage both in-person and virtually from various locations worldwide. The challenge was to ensure high-quality audiovisual communication that was effective and engaging for all attendees, whether in the room, joining remotely, or watching the live stream.
Challenges and Solutions
Global Participation:
Challenge: Coordinating participants calling in from various global locations, primarily Greece, to participate in the ceremony.
Solution: Utilization of robust video conferencing tools to handle multiple incoming video calls, which were then integrated into the live stream platform to ensure smooth transitions and interaction.
Audiovisual Setup:
Challenge: Establishing a professional-quality audiovisual setup to cater to the needs of in-room participants, remote participants, and online viewers.
Solution: Strategic placement of high-quality microphones and speakers to optimize sound quality within the venue. Cameras were set up at key angles to capture the overall essence of the event as well as close-up shots of speakers and awardees.
Bi-directional Communication:
Challenge: Ensuring clear and uninterrupted communication between in-person and virtual participants, as well as broadcasting high-quality audio and video to the live stream audience.
Solution: Implementation of a mixed-media control system allowed for the effective management of inputs and outputs. This system handled live feeds from remote participants and integrated these into the event stream without delay or disruption.
Logistics and Timing:
Challenge: All equipment needed to be set up and fully operational on the same day of the event and then dismantled immediately afterwards.
Solution: A detailed logistical plan was developed and meticulously followed, involving pre-event setup checks and rehearsals. A dedicated technical team ensured rapid deployment and dismantling of equipment, maintaining a high standard of execution.
Conclusion
This case study exemplifies the effective management of a hybrid event involving complex logistical and technical challenges. The Society of Kastorians "Omonia" demonstrated that with careful planning, technical expertise, and a focus on quality, it is possible to connect a global audience in a meaningful and engaging way.
