Hybrid Events

Redefining Virtual events

As we have moved into a new way of connecting the UJ Library has reimagined the conference, workshop and seminar experiences.  Since 2020 the Library has offered online events enabling you to run interactive, professional seminars, conferences and workshops.  We are now rolling out a new hybrid event space. 

The hybrid event space offers a unique mix of both face-to-face and virtual audience attendance in real time.  This new hybrid platform creates moments of engagement within any event ensuring that both your online and onsite audiences remain fully engaged in your event. 

Hybrid Events

A Hybrid Event is an engagement space that is both virtual and physical.  This type of space has become popular for conference engagements in a world where remote working is a global trend. This platform focuses on bringing the face-to-face physical and virtual experiences together in one space.

Advantages of Hybrid Events

  • Increased reach & attendance
  • Higher engagement with your audience
  • Effective networking interaction
  • Reduced event costs
  • Reduced travel costs
  • Greater flexibility
  • Address the changing needs of your audiences

Our UJ library venue, Nadine Gordimer (Level 5) has been reimagined and redesigned to bring you a meaningful experience within both the physical and virtual spaces.

What this experience will provide:

  • Full audio-visual platform for virtual attendees
  • One-on-one meetings and networking whilst still having a virtual audience
  • Live online attendance
  • Instant feedback to measure experiences virtually and physically
Safety first for Hybrid Events

COVID-19 Health & Safety protocol and measures will be strictly adhered to:

  • Social distancing at all times, and especially indoors
  • Mask wearing at all times
  • Seated, socially distanced, and potentially staggered meal times
  • Ventilation that is up to date
  • Hand sanitizers will be available at all times
  • The use of ushers to direct attendees and ensure compliance with the rules at all times
  • Onsite temperature checks will be done upon entry
Hybrid Conference Package
HYBRID CONFERENCE

Platform: Zoom Webinar/ Meeting

PRE – CONFERENCE

  • Consultation meeting
  • Physical and virtual Programme: clear guidelines for virtual and physical attendees (Should be shared 5 days before the event)
  • Live Polling – Polling question to be submitted a week before the event (on request)
  • Breakaways – programme for the breakaway session to be submitted a week before the event (on request)
  • Supply music before and after event (on request)
  • Graphic Design Invitation
  • Virtual Background Design (On request)
  • Share invite on internal Library database
  • Share invite on all social media platforms
    • Facebook
    • Instagram
    • Twitter
    • LinkedIn
  • Dry-run: Zoom etiquette and curation
  • Venues
  • Tech Director (camera switches, shots and coordination)
  • Arrange A/V equipment, registration set-up, parking, venue signage
  • Coordinate with event suppliers (catering, equipment, etc.).
  • Manage event day set up and execution.
  • Create online registration page / RSVP on the Zoom platform (On request)

CONFERENCE DAY

  • Dry-run: curation and allocate roles and responsibilities (2 hours before the event)
  • Assist with all technical detail 2 hours before event.
    L – Lighting
    A – Audio
    M – Me (My camera angle)
    B – Background
    S – Speed Test (Bandwidth/ Connectivity)
  • Supply music before and after event (on request)
  • Facebook Live streaming (on request)
  • Play videos during breaks
  • Conference/event will be recorded
  • Manage logistics for catering purposes
  • Manage Live Polling questions
  • Manage breakaway rooms

POST – CONFERENCE

  • Participants/Attendees Report (on request)
  • Q & A Report (on request)
  • Edit recording – cost to be covered by client
  • Upload to Library YouTube channel
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