Hybrid Event and Course Support
MIT Audiovisual Services can handle all of your in person, hybrid, and virtual events.
MIT AV has the latest in multimedia technology installed in many of its classrooms. Classroom Technology Services assists faculty, staff and students in the use of classroom display technology for classes, lectures, and special events. For spaces that don't have these types of solutions we have 3 tiered options that can be deployed, managed by our technicians, or even operated by the user.
Need to add high-quality audio or video to your own device?
Tier 1: Accessory Rental or Tech Setup
- USB Microphones for connection to computer or rental laptop. Adding higher quality audio, via USB, to a zoom or other web conference platform.
- USB Video/Webcam for connection to computer or rental laptop. Adding higher quality video for close video situations (up to 10 feet).
Available for pick up by customer or set up by a tech for an additional fee.
Need to add a Zoom experience to your on-campus class or event?
Tier 2: The Hybrid Tech-Serve
The hybrid Event Tech Service includes a professional AV technician who will over see the set up and breakdown of the equipment and maintain proper audio levels and video. This does not include any pre-event production such as setting up the zoom meeting, managing panelists, recording management, facilitating Q&A etc. This is a perfect kit that can be deployed into your existing space, and allows seamless connection and collaboration between the virtual and the in-room participants.
Are you looking for professional event management from beginning to end?
Tier 3: MIT AV Event Management
This service includes:
- Setting up and managing the zoom meeting
- Real-time AV support during the call
- Participant management and panelist preparation
- Sharing content seamlessly between presenters
- Recording management and distribution
- Set up and break down of all rented equipment
- Event consultation and best practices
A guide for virtual event planners
Provided by Zoom
We’ve put together an Ultimate Guide to Planning and Hosting Virtual Events on Zoom that covers everything you need to know to host successful and meaningful online events. Find some highlights below and access the full guide for handy checklists, step-by-step instructions, and more!
The right solutions make the job easier
Should you host your event on Zoom Meetings or Zoom Video Webinars? The answer depends on several factors — the size of your audience, the level of interaction you want, and how well you know your attendees. Our guide breaks down the best use cases for each solution and gives you helpful tips for choosing the best one for your event. Plus, we share some favorite app integrations to help you run your event more efficiently.
Create an engaging virtual experience
Design your event with opportunities to interact and reduce attendee drop-off. Here are a few tips from our guide:
- Plan a shortened agenda that will captivate your audience from beginning to end.
- Make sure sessions are more than view-only — poll your audience, respond to questions live, and use Breakout Rooms or chat.
- Send your audience event swag, a food delivery gift card, or other fun items they can enjoy in person.
Use our checklists to plan & prepare
A lot goes into planning a seamless virtual event, from coordinating content to enabling the right settings for your webinar. We’ve got checklists for your production, technical, and presentation teams to make sure everyone knows what they need to do before the big day.
Get the word out
Set up an event website or landing page that has everything your audience needs to know — date, time, speaker info, session details, registration information, and answers to frequently asked questions. Then spread the word about your event through email, blog articles, social media, and media outreach. Don’t forget to ask your partners, sponsors, and speakers to share with their networks as well.
Are you ready for showtime?
Schedule a time for your speakers and production team to go through our dry-run checklist and address any technical or content issues beforehand.
When you’re ready to go live, have our event guide handy so you know what last-minute items need to be taken care of. Test mics and cameras, open the session early so attendees can join, and check recording and live-stream settings to make sure they’re working properly.
What to do after your event
The actions you take post-event are almost as important as the event itself. Capture feedback with an event survey, analyze reports, make recorded content available, and follow up on marketing leads. You should also sit down with your team to debrief, evaluate your event goals, and make plans for improvement.
Find in-depth information on each of the sections above in our guide, including how to use some of our most popular event features like Polling, Breakout Rooms, and live streaming.
For more, check out our guide with Hubspot on hosting digital events that drive revenue.