Myth Of Flexibility
In the discussions around building AV technology into rooms versus using all portable equipment , we often hear that when the AV is built into a space , it limits the flexibility for the meeting planner to arrange the room creatively . This is simply misdirection ; these arguments are typically made by the AV rental companies . When the AV is built-in , there is nothing preventing portable equipment from being brought in and set up any way the meeting planner wants .
However , when AV is NOT built-in , then ALL AV must be brought in , set up , adjusted , operated , and then disassembled and stored for EVERY event . That drives up the cost of providing AV both in time and money . Meeting rooms are typically designed to have an obvious “ front ” or “ object wall ” end of the room , and the vast majority of the time , the room is set up the same way . So , building in the AV equipment to serve that typical arrangement saves time and money , while providing a much better technical and aesthetic experience for the attendees . What ’ s not to like ?
Satisfying Attendees ’ Expectations
In-person attendees of a hybrid event come with a variety of expectations and needs . At the most basic level , they must be able to see and hear the presenter and experience the program content ( presentation , performance , PowerPoint , video , etc .) on the room ’ s display .
In addition , an in-person attendee can look around and see their fellow attendees , and hear the presenter interacting with attendees . The event may also feature thought-provoking Q & As with the keynote speaker … and even simple opportunities to meet and interact with fellow attendees . The more of these types of features and experiences , the more likely the attendee will perceive the event as engaging and being worth their time .
In contrast , consider the same event ’ s remote attendees . Unless planners have intentionally taken these attendees ’ event experience into account , they may experience only a fraction of the value that inperson attendees enjoy . Instead , remote attendees may be able to see and hear only the presenter and view their presentation slides . Remote attendees may not be visible to the in-person attendees at all , or perhaps they appear in a “ Hollywood Squares ” or gallery view format on a display screen .
Designing a Hybrid Meeting Space to Engage All Participants
Now let ’ s talk about the next generation of meetings — the hybrid event , where half of the audience is physically present and half are remote , attending via a collaboration platform such as Zoom , WebEx , Teams , etc . What is that experience like for these events ’ attendees , both in-person and remote ?
We cannot fix a bad room with technology , so let ’ s start with the basics of an effective room : good acoustics , lighting , and arrangement . Then add in good sound system technology , including microphones for both presenters and participants , and sound reinforcement for the presenter , program , and remote participants . Last but not least , ensure good placement of cameras and displays .
As hybrid meetings occur more frequently , many venues and their technical teams will need to experiment with portable equipment and temporary configurations until they get it right . Until they do , there will be many low-quality experiences that will test the tolerance of remote attendees . It ’ s also likely that many venues will plateau at “ good enough ” and simply meet the level of toleration . Unfortunately , their remote attendees will be marginalized , and far less engaged than in-person attendees .
112 ILHA