How to make a hybrid event edinburgh

If you’re planning a hybrid meeting, conference, or consultation in Edinburgh, it’s important to get the right blend of technology, scheduling, and audience management. Hybrid events connect people in the room with those joining remotely and getting it right requires more than just a webcam and laptop. This guide walks you through how to plan a successful hybrid event, including what AV equipment to hire and how to manage your setup on the day.

What Is a Hybrid Event?

A hybrid event is any event where participants can attend both in person and remotely. These could include:

• Conferences with livestreaming
• Public consultations via Zoom or Teams
• University open days or research panels
• Internal company meetings with remote workers
• Hybrid weddings and funerals for distant guests

Good hybrid events do not just stream what is happening in the room. They make sure remote guests can see, hear, and take part just like those attending physically.

How Do You Create a Hybrid Event?

Creating a hybrid event involves a few key steps:

1. Choose your venue. Make sure it has internet access, space for equipment, and room acoustics that suit speech.
2. Define your audience. Are they passively watching or actively participating?
3. Plan your technology. You will need AV gear that supports both live and online attendees.
4. Write a hybrid-friendly schedule. Breaks, Q&A and interactions need to work for both groups.
5. Do a test run. Ideally include both in-person and remote guests before the real event.

If you’re unsure about venue compatibility, we can help assess your site and recommend a tailored hire package.

What Equipment Do I Need for a Hybrid Meeting?

The setup depends on the size of your event. Here’s a basic breakdown for most hybrid events:

1. Cameras

You will need at least one video camera to show in-room speakers or pan across the audience.

• For simple meetings: a USB webcam or small camcorder
• For more professional streams: a PTZ camera with remote control
  → Explore our Camera and PTZ Hire options

2. Microphones

Clear audio is critical. Internal laptop mics are not reliable, so you need proper boundary mics, wireless systems, or conference speakers.

• For small rooms: RevoLabs USB conference speakers
• For councils or consultations: Executive Elite wireless or Sennheiser TC-W
• For panel discussions: Gooseneck and lectern mic hire

3. Speakers / PA

In-room attendees need to hear remote voices clearly. Choose portable PA systems or integrated speakerphones that output remote audio.

• For small to medium venues: Our PA system hire options
• For hybrid boardrooms: Bluetooth or USB conferencing speakers

4. Video Mixer or Switcher

If you’re using multiple cameras or need to mix slides with video, a video mixer like the ATEM Mini makes your stream look polished and professional.

• → Check out our ATEM video mixer hire

5. Streaming Interface

To get the video and audio into Zoom, Teams, or OBS, you will need a USB capture device or a mixer with built-in USB output.

We stock several streaming-ready systems that simplify this step.

How Do You Organise a Hybrid Conference?

Organising a hybrid conference is all about keeping both remote and in-person attendees engaged. Here are some planning tips:

• Appoint a hybrid moderator to manage chat, Q&A, and tech issues
• Display remote guests visibly on a screen or projector
• Use multiple cameras so remote users see different angles and feel present
• Use proper lighting. Do not rely on venue fluorescents
• Record the session for on-demand access later

We can help you spec a full AV package to suit your room size, audience, and streaming platform.

How Do You Make a Hybrid Schedule?

Your event schedule should balance both types of audiences. Here’s how:

• Shorten segments to 10–20 minutes before switching activity or speaker
• Build in breaks. Remote attendees need comfort time too
• Schedule Q&A clearly. Allow questions from both in-room and remote users
• Include interactive elements like polls, live chat, and breakout rooms

We recommend planning a dry-run with presenters to check timings and transitions between segments.

What Is a Hybrid Meeting Format?

A hybrid format means both remote and in-room attendees take part equally. That might include:

• A meeting table mic system such as TeamConnect Wireless
• Shared presentation tools, for example, a live slide deck via screen share
• Equal Q&A time for both sides
• Livestream-only sessions with live chat
• On-demand recording of sessions for replay

Need help designing your setup? We can suggest options to match your room, platform, and budget.

What If I Need Help Setting Up?

We deliver and install hybrid event kits across Edinburgh and the Lothians. Our team can:

• Deliver gear at your chosen time
• Set up and test the full system
• Provide backup support or live tech operation

We work regularly with councils, corporate clients, universities, and local venues.

How to Plan a Smooth Hybrid Event from Start to Finish

Planning a hybrid event in Edinburgh requires more than simply combining in-person and online elements. It’s important to think through the event flow for both audiences. The experience should feel cohesive and intentional, not like a bolt-on livestream. From registration to breakout sessions, you’ll want to ensure both groups are informed, engaged and supported.

Start by identifying your primary goals. Are you aiming to reach a wider audience? Record content for future use? Allow remote presenters to contribute? Once your goals are clear, you can decide how to structure the day. For example, if you’re hosting panel discussions, you may need wireless microphones for the stage and PTZ cameras to follow the action, plus a video mixer to cut between angles and feed the stream.

We recommend scheduling a technical rehearsal with all presenters, especially if anyone is joining remotely. This lets you test slides, camera framing, and internet connections before the live event. It also gives everyone peace of mind, especially if they’re not familiar with hybrid setups.

Livestream Platforms: What’s the Best Choice?

There are plenty of platforms available to stream your hybrid event, and each has different strengths. If your event is internal or invite-only, Microsoft Teams or Zoom Webinar are usually the best options. They allow for secure access, audience management and screen sharing.

For public events, YouTube Live and Vimeo offer high-quality streaming with custom branding. They also support embedding the video on your own website, which can be useful for keeping attendees focused on your content.

If you need multi-platform streaming (e.g. Facebook and YouTube at once), we can provide the hardware and support to manage that too. We’re happy to advise on the best platform for your event goals and your audience’s needs.

Common Mistakes to Avoid

We’ve worked on hundreds of hybrid events across Edinburgh and beyond, and we’ve seen a few common issues pop up that are easy to avoid with the right support.

First, don’t rely on the venue’s WiFi unless it’s business-grade and tested. A dedicated wired internet connection is always best for live video. We can provide bonded 4G backup or mobile connectivity if required.

Second, make sure you have enough microphones and a way to mix them. It’s surprisingly common to forget audio for audience questions or remote speakers. We’ll make sure everyone is heard clearly, whether they’re in the room or online.

Finally, consider your backup plan. If something fails, who steps in? With Pegasus technicians on site, you don’t have to worry. We bring backup gear and decades of experience, so your hybrid event runs smoothly no matter what.

Frequently Asked Questions