Equipment for running a basic, but production quality hybrid event with a budget of £2-7k / $3k-10k / €3-10k

You can run a hybrid event at a semi-professional quality with some equipment, but you may need a budget of a few thousand pounds/dollars/euros.

We strongly recommend getting some AV support if you wish to follow this route - either from a talented team or committee member or from an agency.

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

Option 1:

If there is no audiovisual system in the room you are using

Equipment needed:

1. Laptop + charging cable

2. Wireless Microphone (we recommend a condenser mic)

3. OPTIONAL: Additional microphones

4. Digital mixing desk (with built-in audio interface)

5. Portable PA system

6. Camera

7. OPTIONAL: Additional cameras

8. OPTIONAL: if using additional cameras: Video mixer

9. 2x Laptops with USB or USB to USB-C adaptor

10. Power sources for each piece of equipment

11. Internet (we recommend wired internet with 30mbs upload speed)

12. Zoom or Restream on your phone and laptop

13. MedAll on your laptop

Basic set up instructions:

1. Connect wireless mics to mixing desk

2. Connect mixing desk to PA system and laptop microphone jack

3. Ensure the output is the same for both the PA system and the microphone jack

4. Set up cameras in room and connect to video mixer

5. Connect video mixer to laptop using USB/UBS-C

6. Join "backstage" zoom or restream on laptop 1 (sound desk laptop) and laptop 2 (speaker laptop)

7. Turn speaker volume to zero on laptop 1 and 2

8. Select USB input from video mixer as cam and external microphone input on laptop 1's zoom/restream call

9. Turn cam and mic on laptop 2 OFF

10. Screen share on laptop 2 on zoom or restream and open slides in full screen

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.

Option 2:

If there is an audio/PA system in place in the room you are using.

Equipment needed:

1. Laptop + charging cable

2. Audio output cable from existing PA system to microphone jack on your computer

3. Camera

4. OPTIONAL: Additional cameras

5. OPTIONAL: if using additional cameras: Video mixer

6. Power sources for each piece of equipment

7. Internet (we recommend wired internet with 30mbs upload speed)

8. Zoom or Restream on your phone and laptop

9. MedAll on your laptop

Basic set up instructions:

1. Connect PA system to laptop microphone jack

2. Ensure the output is the same for both the PA system and the microphone jack

3. Set up cameras in room and connect to video mixer

4. Connect video mixer to laptop using USB/UBS-C

5. Join "backstage" zoom or restream on laptop 1 (sound desk laptop) and laptop 2 (speaker laptop)

6. Turn speaker volume to zero on laptop 1 and 2

7. Select USB input from video mixer as cam and external microphone input on laptop 1's zoom/restream call

8. Turn cam and mic on laptop 2 OFF

9. Screen share on laptop 2 on zoom or restream and open slides in full screen

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.)

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