International hybrid seminar
Two weeks to produce a hybrid and simultaneous interpretation of the event for high-level guests! Possible? Not for us! When the Deal Room Ltd team called and offered the challenge of co-producing the LDC Future Forum seminar, we were ready! The event was commissioned by UN-OHRLLS, operating out of New York.
Guests and speakers at the event included a range of international politicians, professors, academics and Nobel laureates. The aim was to make a significant difference; to talk about peace, the challenges facing third countries and how to solve them. As well as highlighting the important content, the aim was to showcase Helsinki and Finland; the food and restaurants, the culture and ways of doing things.
The event was a great success. Guests both live and remotely praised the successful arrangements both during and after the event. When the final customer clasped the To Do team around their necks after the event with tears in their eyes, we knew that something impressive had been achieved.
How was this done?
Addressing several target audiences at the same time
- The most important aspect of the event was to take into account both the international audience who listened on site in the halls and the viewers who followed the programme remotely via Zoom or YouTube. The two stages and the simultaneous running of the programme added a special dimension. Remote viewers had to be able to choose which stage they wanted to watch and the on-site audience had to be able to move smoothly from one space to another.
- We wanted to allow for a hybrid dialogue: the programme included several sections where the public could participate in the debate. The same opportunity was given to both the audience seated on the spot and the viewers watching remotely.
Internationalism and languages
- International audience on site and remotely – check. In addition, the language aspects had to be taken into account. The programme was in both French and English, and each was always simultaneously interpreted into the other language. Both on-site viewers had to be able to choose the language through their headphones and remote viewers through their own devices. The speakers on stage changed languages on the fly and each had to understand the conversation of the other panellists. No problem! Pas de problème!
- Did it mention that the interpreters were remote? Yes, they were! The broadcast of the event was first sent to them, which they then interpreted backwards on another channel. All this without delay, of course.
- Internationality also brought time zones – some speakers had their own speech in the middle of the night. Remote viewers in different time zones could sleep soundly if they wished, as the entire programme was recorded for later viewing at a more convenient time.
Speakers and moderators – remote and live
- With the audience being remote and on-site, this was of course also an option for all speakers and moderators. In some sessions the moderator took the discussion forward remotely while the speakers were seated on stage and in others the other way round – the moderator stood on stage and the speakers could be seen through screens and projectors into the room. Needless to say, in order for the discussion to take place, all parties needed to be able to both hear and see each other. At best, participants from three continents could be seen remotely on stage at the same time!
Tools for smooth cooperation during the event
- To make all of the above work, to make sure that the various parties knew where they were going and that the public could see the names of the programmes and speakers coming up, materials had to be created and distributed on a variety of screens and projectors for display. Every effort was made to plan and schedule everything in advance, and final adjustments were made on the spot to suit the live situation. The key was precise and clear project management, real-time updating of changing situations, rapid response and effective communication between the different actors.
On-site, of course, we take care of the overall event experience of our international high-profile guests, in addition to the technical solutions. From arrival to dinner, security to every single little request, whether it’s printing notes at the last minute before a speech or testing heels for participants on the fly with a couple of days’ notice, we put the finishing touches in place. We even got to show off our earwigs and make the guests laugh by explaining what an earwig actually means!
It’s worth mentioning that it took us a couple of weeks to organise everything – luckily we at To Do like challenges and building challenging projects into workable entities! – Call me maybe?
Read more about the content of the event here:
Liberia Participates in First-Ever UN LDC Future Forum: Addresses panel on peace and development
To Do takes care of all elements of event production. We want to deliver new, meaningful and polished experiences. We use the latest technology and bring interesting trends from us and the world to our events.
