From Crisis to Capability: Designing the Technical Setting for Hybrid Events

When COVID-19 hit Austria, the shift to remote and hybrid formats was no longer a "future project". It was an immediate necessity. Suddenly, we had to ensure that lectures, events, workshops, and even conferences could be delivered seamlessly to both in-person and online audiences.

I was tasked with leading the assessment, testing, and implementation of the best possible technical setup for hybrid events, under significant time pressure and with the knowledge that what we built now would shape our long-term capabilities.

Scope of the Task

We needed solutions that could handle:

• Live-streaming for events of all sizes.

• Online webinars with interactive features.

• Hybrid lectures with real-time engagement for both physical and remote participants.

• Screen recording and video-on-demand ("Konserven") for asynchronous access.

• Panel discussions and workshops with distributed speakers and audiences.

• Special events like graduations and guest lectures with external participants.

My Role and Process

As project lead, I took a systematic and user-focused approach:

1. Needs Analysis: Interviewed faculty, event managers, IT, and communications teams to identify critical requirements.

2. Technology Scan: Researched market options, shortlisting equipment and platforms based on quality, scalability, and ease of use.

3. Scenario Testing: Piloted multiple setups in different event types (small seminar, hybrid lecture, large conference) to evaluate performance under real conditions.

4. Brand & Equipment Selection: Chose solutions from trusted brands after comparing audio/video quality, integration options, durability, and support availability.

5. Process Documentation: Created detailed setup guides and checklists for consistent operation.

6. Training: Delivered hands-on sessions for technical teams, faculty, and event coordinators to ensure adoption.

The Outcome

After multiple pilots and refinements, we established a hybrid event standard now in regular use:

• Professional-grade PTZ cameras with remote control for flexible angles.

• High-quality boundary microphones to capture both speakers and audience.

• Streaming encoders with redundancy for uninterrupted delivery.

• Integrated video conferencing platforms for external guest access.

• Dual-display setups so in-person and online audiences can interact in real time.

• Recording and archiving workflows for on-demand replay.

For me, this project demonstrated the importance of rapid, evidence-based decision-making under pressure, combined with meticulous testing and documentation to ensure sustainable success. Today, the system we built continues to support not only academic activities but also industry partnerships, international conferences, and public events, proving its value far beyond the initial crisis.