Running a hybrid talk

Running a hybrid talk#

Follow the points on this checklist to host a hybrid talk.

Do the following at least one week before the talk, if possible:

  • Email to book a room with integrated microphone and a big screen, ideally E140b. Reserve the room from 30 minutes before the talk.

  • Most rooms have room cameras, but we want to show the speaker. For that email the TNW servicepoint to request a “meetup” camera with remote control. Include the date and location of the talk in the email.

The day of the talk:

  • Arrive to the room 30 minutes before the talk.

  • Rearrange the seats so they form a semi-circle/semi-rectangle around the speaker’s area (see sketch).

  • Place the meetup camera in front of the speaker, slightly to the side, and adjust the height.

  • Join the zoom call with 2 laptops, one for the host and one for the speaker.

  • Connect the speaker’s laptop to the pointer and the screen. Show the presentation on the screen and share it through zoom.

  • Connect the host’s laptop to the room’s microphone, room’s speaker, and the meetup camera. Connect and test the camera’s remote control.

  • Use the host’s key in zoom to claim the host position, and make sure the name of the host is set to the Speaker’s name (it will show in the recording).

  • Make sure the speaker knows how to use the pointer.

  • Start the recording.

  • Introduce the speaker and start the talk.

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