. Venues Are Getting Ready for Hybrid Meetings | Northstar Meetings Group

Venues Are Getting Ready for Hybrid Meetings

The Orange County Convention Center is the latest venue to add a new digital broadcast center that can accommodate in-person and online attendees.

The OCCC Executive Studio will be available for hybrid meetings, starting in 2021.
The OCCC Executive Studio will be available for hybrid meetings, starting in 2021. Photo Credit:OCCC

Updated Nov. 13, 2020.

Getting people to travel to an event was never as easy as picking a pretty destination — but until the spring of 2020 it sure helped. Now, planners and venue managers must be equally concerned with the experience they deliver to remote attendees as the one they provide to those in the building. 

Between capacity restrictions and the fact that many participants are either uncomfortable with or unable to travel and attend in person, meeting professionals expect to be planning hybrid or omnichannel events for the foreseeable future. In fact, 90 percent of meeting planners are currently working on events that will have an online component, revealed a recent Pulse Survey by Northstar Meetings Group. (For more results from the research, click here.)

To accommodate the demand and ease the way for planners, a host of venues around the world are transforming parts of their event spaces into high-tech broadcasting and streaming studios — allowing meetings organizers to think globally while planning locally.

Lights, Camera

Numerous large-scale event venues are installing permanent broadcast studios with all the bells and whistles necessary to create a quality digital event.

Most recently, Orlando's Orange County Convention Center announced the addition of a digital broadcast studio. The OCCC Executive Studio, which is based out of the Lecture Hall in the West Building, will be available for booking starting in early 2021.

The studio is equipped with all the lighting, A/V gear and digital infrastructure needed to handle virtual and hybrid meetings, including broadcasting education and breakout sessions. It features a stage with classroom-style seating to accommodate physically distanced attendees. LMG, the OCCC's preferred audiovisual partner, is available for on-site support.

"The OCCC is excited to provide a variety of custom and unique virtual solutions for our clients," said OCCC executive director Mark Tester. "Our expertise in leading safe conventions, combined with our customer service excellence and innovative technology offerings, makes the OCCC Executive Studio an ideal venue for hybrid events."

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Avenida Houston Virtual Studio at the city’s convention center

In Texas, the Houston First Corp., the city's destination management organization that operates the George R. Brown Convention Center, debuted the Avenida Houston Virtual Studio at the facility in August. The 5,250-square-foot space can incorporate any number of presenters, with or without an audience. On-site tech experts can help integrate participants from anywhere, and small groups, such as panelists or audiences, can be beamed in from another studio or multiple locations. The room also holds up to 300 people, and is ready to host larger audiences when in-person capacities are expanded.

Ready for broadcast at  New York City’s Javits Center
Ready for broadcast at New York City’s Javits Center

The 30,000-square-foot broadcasting center that has been added to the Jacob K. Javits Convention Center in New York City features studio-grade cameras and a 50-by-10-foot LED wall, as well as room for 300 people under physical-distancing guidelines. The studio was used for the first time in early September to film sessions for the annual Climate Week NYC event, held Sept. 21-27.

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On screen at D.C.’s Walter E. Washington Convention Center Photo Credit: Events DC

Studio 801 is the new 19,000-square-foot production facility at the Walter E. Washington Convention Center in Washington, D.C. The space is equipped with rigging, upgraded A/V and lighting capabilities, and dynamic LED screens. 

To help marry all possible audiences, Events DC, the city's convention and sports authority, has launched Gather, a platform that can be used to produce and stream digital events, as well as host on-demand content.

The expansive space a the Hall @ Live! Casino & Hotel in Hanover, Md.
The expansive space a the Hall @ Live! Casino & Hotel in Hanover, Md.

Redefining a venue that debuted just before the world shut down, Live! Casino & Hotel in Hanover, Md., recently turned the 40,000-square-foot Hall at Live into an ideal space for hybrid meetings. To make the transformation, a local production company enhanced the technology already in place in the space that has a $10 million A/V system, a 57-by-16-foot LED screen and two smaller screens that are 21 by 23.5 feet. 

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One of two new hybrid studios at ICC Sydney in Australia

International venues are also adjusting to accommodate new meeting formats. In July, ICC Sydney, the Australian city's convention facility, announced it had turned two spaces into hybrid-event studios. The main modification was to set up the necessary A/V equipment in each room permanently and to set up the seating that adheres to current social-distancing rules. Projection screens, entertainment lighting and upgraded PA systems were added to enhance the technical capabilities. There's a green room available for speaker prep, and the center can even provide a hair and makeup artist.

While the rooms are mostly being used for digital events at the moment, the space is ready for an audience of up to 300 people for a hybrid gathering. Some of the creative uses of the new screens in the spaces can be seen in a video of this summer's Meetings and Events Australia 2019 National Awards (see it here), where the award ceremony's hosts were at the podium in the convention center, and the winners accepted their accolades on screen.

"Our team was quick to put in place a format that allowed us to continue to deliver extraordinary events online," says Geoff Donaghy, CEO of ICC Sydney. "We have now evolved this into a world-class hybrid solution that enables us to transition back to in-person gatherings."

A hologram presenter at the Marina Bay Sands in Singapore
A hologram presenter at the Marina Bay Sands in Singapore

The ability to beam a presenter in by hologram is one of the draws at the new studio added to the Sands Expo and Convention Centre in Singapore's Marina Bay Sands. The room itself holds a maximum of 50 people, while the facility features broadcast-quality livestreaming capabilities. The studio's centerpiece is a stage fitted with two 19.6-by-13-foot, right-angled LED walls that can show high-resolution 360-degree videos, and a plexiglass LED floor that also can display projections.

The studio was created with input from industry partners as a way to reimagine meetings for a new era, says Ong Wee Min, vice president of conventions and exhibitions, MICE. "We firmly believe that live events will return, but every successful live event in the future will have to include a virtual element to allow planners to engage a wider audience."

Events can be broadcast from anywhere at the Long Beach Convention Center.
Events can be broadcast from anywhere at the Long Beach Convention Center.

All the Campus Is a Stage

Together with facility management giant ASM Global, California’s Long Beach Convention and Visitors Bureau and the Long Beach Convention & Entertainment Center will be rolling out a turnkey interactive hybrid-meeting solution that goes well beyond the studio. Called Long Beach Live, it essentially turns the entire campus into a broadcast-ready venue.

Although the convention center in Los Angeles County at press time was closed to events, facility operators are doing much behind the scenes to set the stage for a future filled with hybrid-event productions. More than half the bookings for 2021 and 2022 are expected to be hybrid events, says CVB president and CEO Steve Goodling.

“A studio executive partner pointed out we already have more cameras and lights than most production studios,” he says. “And I believe that production departments, going forward, will be as important as food and beverage at convention centers.”

A new position, director of creative initiatives, has been filled to customize hybrid events for clients — which includes handling the required technology assets and programming guidance.

Using wireless cameras, a cloud-based solution, interactive software based on gaming and esports technology, plus both fixed and mobile studio-quality lighting, facility officials promise a turnkey solution. The approach has long been espoused by the center, which allows planners to take advantage of the design, tech and decor — and now, production assistance — already in place.

Less Broadcast, More Collaboration

Needless to say, the definition of a hybrid event varies — and some venues are preparing for different forms. "We have explored the hybrid studios and we will put them in a couple of our hotels in major cities," says Steve Enselein, senior vice president of events for Hyatt Hotels Corp. "But that can't be the future of our industry — having two or three people in one of our hotels, sending the images out to people in their homes. It doesn't create the same kind of face-to-face experience that you get at a meeting."

Enselein envisions a much more collaborative style of hybrid. "What we need to do is get these hybrid events going where you still have that opportunity to talk with someone over lunch, share your successes and concerns, and really connect in a face-to-face way. It's a big part of what people want, and it's how we have to start thinking about getting it to come to life for them."

And that means getting people together, wherever they might be. The Hyatt Regency Chicago recently hosted a hybrid meeting for about 20 people in person, with small groups joining in from other parts of the U.S., Sweden, Poland, Germany, France, South Korea and China. 

Particularly attractive to hotel companies, of course, is the idea of connecting multiple properties to create a larger group. Hyatt is working on two events for large companies, one that wants to book 45 locations and another that is eyeing a 120-location meeting for early 2021. "These are organizations that typically have sales meetings and they want to get the troops excited and then break out to very specific meetings by region," says Enselein. "That's what we're going to be working with them on."

A similar cross-location strategy comes from IACC, the international association for conference centers. Anticipating a future for hybrid events held across a host of member properties, the organization has created IACC MultiPod meetings, which aim to connect small groups of attendees at multiple centers. 

The organization's 400 member venues typically specialize in such small meetings — in the past the average capacity was about 200 people — and are perfect for the size of groups now allowed in most states and countries. Offering clients a cross-venue solution to turn local events into more global versions is the goal of the initiative.

"Personal contact and the closeness of face-to-face are powerful communication and connection tools," says Sean Anderson, senior vice president of Sodexo Conferencing and global president of the IACC board. "By creating our pods, venues will embrace all the elements of physical meetings, and provide the necessary infra­structure for best-in-class hybrid solutions."