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Meeting & Event Planning

Hybrid Solutions for Every Event Type

Posted January 3, 2022 By Convene

At Convene, we understand that no two hybrid events are ever the same. In order to meet the range of needs specific to each production, it was important to thoughtfully consider all of our client’s meeting programs to ensure a streamlined planning process no matter what.

To make the hybrid event planning and execution process simpler, Convene created a series of offerings to meet any event’s objectives – without sacrificing the quality of the in-person or remote event experiences.

Here’s a breakdown on each of our offerings, and how they can help bring your event visions to life.


Video Conferences:

Convene’s video conference package features beautifully and thoughtfully designed interactive spaces at our network of locations that support all major video conferencing platforms such as Zoom or Microsoft teams. Serving as our most plug-and-play offering, with our fully equipped rooms (including webcam, microphones, and a presentation screen), participants can engage in collaboration for groups up to 14 people and share live presentations through screen sharing capabilities. This format is perfect for offsites, strategy sessions, or team training.

Expanded Video Conferences:

For larger groups that require more space, Convene’s expanded video conference rooms allow for interactive two-way communication through strategic setup, from a camera, microphones, to integrated video conferencing platforms of your choice, such as Zoom or Microsoft Teams. The package is perfect for groups of 20-50 onsite. Through this package, clients can communicate with both onsite and virtual attendees, and will have the support of dedicated audio technicians for sound quality and microphone setup.

These two basic packages will have a Convene Event Production Management team ready to assist throughout the process and is an easy lift for any event planner in need of a quick and simple meeting set up. You’ll also have access to our onsite culinary services, should your team need a healthy snack or meal throughout the day.

Basic Hybrid:

Convene’s basic hybrid package is a simple hybrid event hosted on Convene’s Studio Platform that is expertly planned and executed with the help of our team. This package includes a single camera positioned to best capture the participants and speakers, integration abilities for third-party platforms, and two microphones to ensure top audio quality throughout the meeting. Additionally, we will provide professional in-room lighting and have a Convene technician on-site to help execute the run of show.

Advanced Hybrid:

This package is designed for more complex events with multiple speakers. Convene provides a dual remotely manned camera that captures participants and speakers on Convene’s Studio platform or other platform mentioned in the basic package. It includes four microphones, professional in-room lighting, and in-ear communication that allows virtual speakers to hear and communicate with panelists, in addition to the Convene technician that will be moderating the event production.

For both the basic and advanced hybrid packages, planners will be able to level up virtual events by incorporating Convene’s Studio production capabilities and Control Room Production Team, on their virtual platform of choice. These packages are best suited for events that require a more visually appealing component, such as client-facing events, fundraisers, or marketing events.

Our team can meet you where you are in whatever planning stage you’re at, to transform your event into professionally-produced hybrid event with high-end visuals, transitions, tickers, and virtual presentations. We’ll take care of the heavy lifting, producing your stream with built-in visuals through the combined effort of our Technical Producers, Control Room Production Team, Event Production Manager, and in-house AV Operations Team.

Third-Party Platform Integrations:

Last but not least, event planners can work with Convene by integrating existing third-party event platforms into their hybrid events if needed. Through the power of our control room, we can provide technical support across a variety of platforms and help oversee the virtual technical support of your event from start to finish. Our dedicated technicians can support virtual speakers while they wait in the green room, manage and coordinate content and presentations during the event, and capture and record events if needed.

As industry experts with over 11 years of experience planning unforgettable events, Convene is committed to offering a wide array of hybrid event packages that suit every type of event. To learn more about our thoughtfully curated event packages, book a demo at www.studio.convene.com.


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