While we recommend reviewing the other resources in the Hybrid and Virtual Event Section, here are a few additional resources that might be helpful specific to hosting hybrid events.
Note: Before hosting in-person events of any size, please check and follow local regulations in your area. If local regulations permit, SCORE volunteers must be ready to follow the CDC guidelines and can reference the Field Reopening Toolkit here.
Trying to plan?
Here are a few resources you might want to check in addition to local health authorities:
- COVID-19 Event Risk Estimator - https://covid19risk.biosci.gatech.edu/
- Mayo Clinic heat map and trend forecaster - https://www.mayoclinic.org/coronavirus-covid-19/map (updated every 7 days)
- CDC Data Tracker – Variant Proportions - https://covid.cdc.gov/covid-data-tracker/#variant-proportions
Place a laptop running Zoom in your event space and pair it with a webcam with a built-in microphone - Logitech C920x ($69.99)
Delivers HD video, has a built-in stereo mic, and works with Windows, Mac OS, and Chrome OS.
An iPhone running the Zoom app, held up by a desktop tripod like Aureday’s 62-inch model and placed on a chair or table in your event space, may be perfectly sufficient to broadcast a basic personal event.
For multiple cameras or higher quality audio or video, pair your laptop with a video switcher (ie. ATEM Mini -$295). The tiny switcher is easy to take on-site and includes inputs for up to four HDMI feeds from DSLR or other professional cameras, as well as two professional microphone inputs. The Mini outputs its feed via USB as a virtual webcam, which makes it simple to connect to Zoom — just select it in the Zoom app like you would a traditional webcam.
Owl - Smart Video Conference Camera (https://owllabs.com/) - $999 direct through Owl
Meeting Owl Pro is a 360-degree camera, mic, and speaker combined into one easy-to-use device. It creates the experience of in-person participation for hybrid teams and integrates seamlessly with the conferencing platforms you already use. Tested by multiple SCORE Chapters. Integrates with Zoom.
Kandao Meeting Pro - https://www.kandaovr.com/kandao-meetingpro/ $700-900 Standard-Pro
360° conferencing systems. No extra software required, simply plug and play the power into a USB port, and turn any size of conference room into a video meeting space in minutes. Integrates with Zoom.
Zoom Rooms (https://zoom.us/zoomrooms) - $42/month not including hardware
Use your existing paid or free Zoom plans to create a conference room experience anywhere. Zoom Rooms include the ability to dial out to standards based SIP/H.323 endpoints. Conference Room Connector (CRC) takes it a step further and allows for any standards based video conferencing endpoint to join your meeting. Leverage your existing hardware investment while planning your Zoom Rooms migration.
Give virtual guests a physical presence
Show the gallery view from your event’s Zoom meeting on a monitor at the event or to project it on a wall or screen. A flat-screen TV connected to your Zoom laptop with an HDMI cable works well.
Divide the group for discussions
If your event involves a discussion component, it’s often better to divide your guests and hold separate in-person and virtual discussions.
If you want everyone to ultimately come together (and you have the capacity for two-way audio), you can always designate one virtual attendee who can unmute themselves and summarize the virtual discussion for the in-person attendees, and one in-person attendee who can do the same for your virtual guests. This way, both sides at least hear the points their counterparts found most salient in their separate discussions.