Making your teaching session, course, conference, event hybrid doesn't have to break the bank. And it can be so much more professional and high quality than a zoom call. If you - like us - believe in making healthcare education more accessible we can show you how to include remote/virtual delegates in your face-to-face event for almost no cost.

In this article we show you what you need to run a hybrid event on a budget in terms of the:

  • hardware/equipment

  • equipment set up

Read this article on how to set up the event and stream


What equipment do I need?

  1. Cell / mobile phone + charging cable

  2. Phone tripod - like this one

  3. Laptop + charging cable

  4. 3 x Power sources - (plugs) near the speaker for phone + laptop

  5. Projector

  6. Internet (wifi)

  7. Zoom or Restream on your phone and laptop

  8. MedAll on your laptop

  9. OPTIONAL: Wireless lapel mic for phone like this one


Equipment set up

Option 1: Using camera from phone, wireless lapel mic via phone and screenshare from laptop

Good if your speaker wants flexibility in camera angle, and can move away from lectern/laptop. Reduces background noise to keep the quality as high as possible.

Bad if you have absolutely zero budget (although you can buy a wireless lapel mic that plugs into your phone for around £50)

  1. Connect phone and laptop to internet

  2. Ensure phone and laptop are plugged in and power on throughout event

  3. Connect wireless lapel mic to phone (plug in the receiver to the charging port on your phone, attach lapel mic to speaker and ensure connected)

  4. Join "backstage" zoom or restream on phone

  5. Join "backstage" zoom or restream on laptop

  6. Turn speaker volume to zero on phone AND laptop

  7. Turn cam and mic off OFF laptop zoom/restream call

  8. Turn cam and mic ON on phone zoom/restream call, ensuring it is the lapel mic that is selected as the mic

  9. Screen share on speaker's laptop on zoom or restream and open slides in full screen

  10. Place camera into phone tripod and place in a location that provides a good view of the speaker - we recommend a wide angle view of the speaker on the stage in case they move around

  11. On the zoom/restream backstage enter the stream URL and stream key for your MedAll event.

  12. Start streaming and Go Live on the zoom/Restream.

Don't forget: to share the MedAll event page with your virtual delegates, and the chat only page with your face-to-face delegates (so they can all interact in the same place but with no sound feedback in the room - share the chat only page as a QR code with your face-to-face delegates.)


Option 2: Using camera and mic from phone and screenshare from laptop

Good if your speaker wants a littler flexibility in camera angle at the lectern/laptop location but they don't move very much.

Bad if they move far from the lectern/laptop as the virtual audience won't see them or hear them through the laptop mic/cam. There is also a risk that the mic will pick up background noise.

  1. Connect phone and laptop to internet

  2. Ensure phone and laptop are plugged in and power on throughout event

  3. Join "backstage" zoom or restream on phone

  4. Join "backstage" zoom or restream on laptop

  5. Turn speaker volume to zero on phone AND laptop

  6. Turn cam and mic off OFF laptop zoom/restream call

  7. Turn cam and mic ON on phone zoom/restream call

  8. Screen share on speaker's laptop on zoom or restream and open slides in full screen

  9. Place camera into phone tripod and place in a location that is close to the speaker (so as not to pick up background noise) with a good view of the speaker

  10. On the zoom/restream backstage enter the stream URL and stream key for your MedAll event.

  11. Start streaming and Go Live on the zoom/Restream.

Don't forget: to share the MedAll event page with your virtual delegates, and the chat only page with your face-to-face delegates (so they can all interact in the same place but with no sound feedback in the room - share the chat only page as a QR code with your face-to-face delegates.)


Option 3: Using camera and mic from laptop AND screenshare from laptop:

Good if your speaker stands only at the lectern/laptop location.

Bad if they move from the lectern/laptop as the virtual audience won't see them or hear them through the laptop mic/cam.

  1. Connect laptop to internet

  2. Ensure laptop is plugged in and power on throughout event

  3. Join "backstage" zoom or restream on laptop

  4. Turn speaker volume to zero on laptop

  5. Turn cam and mic ON on laptop zoom/restream call

  6. Screenshare on laptop on zoom or restream and open slides in full screen

  7. On the zoom/restream backstage enter the stream URL and stream key for your MedAll event

  8. Start streaming and Go Live on the zoom/Restream on laptop

Don't forget: to share the MedAll event page with your virtual delegates, and the chat only page with your face-to-face delegates (so they can all interact in the same place but with no sound feedback in the room - share the chat only page as a QR code with your face-to-face delegates.)

Read this article on how to set up your virtual/hybrid event on MedAll

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