EventPilot contains all the features and functionality you need to offer hybrid events with a built-in virtual platform.
Live streamed sessions with onsite A/V
Use the EventPilot hybrid version where integration with your Zoom account and Vimeo account can be set up.
Your onsite A/V vendor streams live through Zoom - no additional virtual platform necessary. All attendees use just EventPilot - remotely on a desktop or onsite via the native mobile apps. Your logged in remote attendees view the session on Zoom on their computer.
Blend audiences for an engaging experience: Remote attendees can also use the companion mobile app as a second screen or use another browser tab to submit questions or chat with other attendees.
A few minutes after the session is over, the On Demand video recording becomes available for all logged in users to watch. Use EventPilot's blended session chat or the Q&A Module for your moderator to collect all questions from the onsite and the remote audience.
To set up, follow these steps:
- Integrate EventPilot with your Zoom and your Vimeo account
Your project manager will provide you with the details for these setups. Additional fees may apply.
- Autogenerate the Webinars
Let EventPilot generate all the Zoom Webinars for you.
- Send links to A/V staff
Each day, provide the most up to date virtual session report to your A/V vendor, sortable by room location, that contains all the Webinar starting links. Your A/V vendor will not need access to all your Zoom accounts. You may still want to provide the Zoom account logins in case settings need to be adjusted or a remote speaker needs to be invited last minute.
- Pull the report from the Conference App Builder > Add Ons > Virtual Sessions > Report
Talk to your A/V vendor as they should be very familiar setting up your onsite room and feeding into the Zoom Webinar.
- Speaker's computer and mic are fed into a switcher which is used to manage the in-room audio and slide projection as well as the feeding into the computer that runs the Zoom webinar.
- The video of the speaker on stage can also be fed into the Zoom webinar by your A/V provider.
- If you do not have a moderator monitoring the session chat, the speaker should have a second window or mobile device with the session chat open to answer questions.
- Onsite moderators should not be joining the Webinar with their computers to avoid any potential microphone feedback
- The webinar would be set up without chat to ensure that all attendees, remote and onsite, use only a single chat - the one built into EventPilot. Alternatively, you may want to choose the Q&A add-on module.
Simulive scientific poster sessions
Instead of live recording each poster presentation, you can skip having A/V in those session rooms and use EventPilot Simulive instead at a fraction of the cost.
Presenters upload a video of their presentation via the speaker portal and during the live event, remote attendees watch these recordings in sync with the onsite presentation.
Learn more at https://ativ.me/simulive
Take a look at the AOS 2021 success story, where EventPilot simulive was used in a virtual blended approach. It increased the scientific presentation quality while maintaining the excitement of the live event.
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