CCA Virtual and Hybrid Events

• Introduction
• CCA virtual event formats by broadcast and distribution platforms
• Formats
• Virtual event during which the audience engages actively
• Virtual event with limited participation from the audience
• Virtual presentation with participants, live and pre-recorded segments
• Hybrid event with all virtual participants with live moderator and audience
• Hybrid event with some participants in a physical space with only virtual audience
• Hybrid event with in-person participants and audience, recorded for virtual audience

Introduction

While we sometimes live-streamed events, and occasionally used video-conferencing systems prior to the pandemic, events were live by default. The pandemic forced us to rethink this status quo and the resulting necessity of virtual events created both opportunities and challenges.

Virtual events opened up the possibility of having presenters, who for a variety of reasons, it would have been difficult to host onsite even without pandemic restrictions on travel. Technology has enabled us to bridge distances and time zones to bring people together to share their ideas. However, the distance and the lack of the controlled environment of a theatre or other event space posed challenges to producing these events.

This document summarizes the solutions which we have used and are using in the production of virtual events. It outlines the key components of each format, the internal organization and team required. We have tried every combination with varying degrees of success. Each event requires a balance between the immediacy of live interaction and creation of polished videos. Virtual events have two phases of use: a live one broadcasted with some form of live-streaming and reoccurring on-demand one, which requires editing and titling, for video and social media platforms.

To summarize how each of the formats described below address this balance: virtual events via a video conferencing meeting format allow for active engagement from all audience members but is only viable with a small number of participants and audience, and do not result in visually appealing reusable digital content. The webinar format increases the control of the audio-visual content of the event, and thereby its reusability, but limits live interaction to a moderator in discussion with participants and transmitting questions from written chat. The live broadcast via social media, enable registration-free events, and are conducive to pre-recorded edited content with higher production values, but reduce audience interaction to written chat with an invisible moderator.

With the gradual return in-person activities, we have reached another turning point --the introduction of a hybrid event – where either the participants or the audience, or perhaps a part of each is in a physical space, while others remain remote and accessing the event through technology: the lessons of virtual events meet the old practices of in-person ones yet require more than simply a combination of the two. We have only just begun to develop our new hybrid strategies. The hybrid combinations proposed here are starting points for experimentation and testing.

CCA virtual event formats by broadcast and distribution platforms

Platform	Use
CCA Website	Distribution	Events are promoted on the websites with registration links if applicable, as well as links to past event recordings.
YouTube	Broadcast	Virtual screenings with participants (with live and pre-recorded segments) – online chat
	Distribution	Principal video distribution channel - audience can access files either directly on YouTube or as embedded video on CCA website.
Zoom Webinar	Broadcast only	Virtual events with limited participation from the audience
Zoom Meetings	Broadcast only	Virtual events during which the audience engages actively
Facebook Live	Broadcast	Virtual screenings with participants (with live and pre-recorded segments)
	Distribution	Facebook is used to promote virtual events and videos remain on this platform afterward for viewing.
Instagram	Broadcast	Not in use for live video broadcast.
	Distribution	Video distribution limited to short clips
Vimeo	Broadcast	Not used as a broadcast channel
	Distribution	Used to distribute privately CCA content and CCA Collection audio-visual content to researchers and other users.
Soundcloud	Distribution only	Used of distribute sound only content

Formats

Virtual event during which the audience engages actively

Example(s): press launch, workshops, all staff meeting, discussion with the curator

Audience interaction	Active, appearing on screen
Platform	Zoom Meeting
Registration	Optional (Zoom sign up feature)
Branding options	Limited (CCA logo)
Video content	Limited
Technical support	Not required
Live broadcasting	No
Recording	Optional via Zoom (Person in Charge: Coordinator, Public)
Permissions	If recorded, waivers need to be signed prior to the event for host(s) and speaker(s). Participants should be informed when joining.
Publication	Upon request - Edited and published on YouTube Team lead needs to inform the Publications team, the Production Manager, Digital Content, and the Digital Engagement Manager prior to the event if the recording is intended to be published.
Team lead	Event Coordinator – Coordinator, Public. Coordinates the event from A to Z, and liaise with other teams
Other team members involved	Production Manager, Digital Content – Only involved if event is recorded and edited. Manages the content production process for A to Z

Virtual event with limited participation from the audience

Example(s): seminar, curator's talk, student charettes, workshops, book launch

Audience interaction	Limited, engages in writing (comments and questions)
Platform	Zoom Webinar
Registration	Required (Zoom sign up feature)
Branding options	Limited
Video content	Limited
Technical support	Not required
Live broadcasting	Upon request (PIC: Technical Coordinator, Digital Media)Event team lead needs to involve the Production Manager, Digital Content and the Digital Engagement Manager prior to the event if the intention is to broadcast the event live. Waivers also need to be signed prior to the event. Depending on event strategy, Zoom webinars may also be streamed to either YouTube or Facebook, but not both simultaneously.
Live chat moderation	Yes by Public Team
Recording	Via Zoom (Person in Charge: Coordinator, Public)
Permissions	Waivers need to be signed prior to the event. And participants should be informed when joining.
Publication	Upon request (Event team lead needs to inform the Publications team, Production Manager, Digital Content and the Digital Engagement Manager prior to the event if the recording is intended to be published.
Team lead	Event Coordinator, Coordinator, Public or Administrative Coordinator – Coordinates the event from A to Z, and liaise with other teams
Other team members involved	Production Manager, Digital Content – Only involved if event is recorded. Manages the content production process for A to Z

Virtual presentation with participants, live and pre-recorded segments

Example(s): Docu-Dramas, film screening and conversation

Audience interaction	Limited, engages via the live chat (comments and questions)
Platform	YouTube and Facebook Live
Registration	No
Branding options	Yes
Video content	Unlimited
Technical support	Required (Person in Charge: Technical Coordinator, Digital Media)
Live broadcasting	Yes (Person in Charge: Technical Coordinator, Digital Media)Waivers need to be signed prior to the event. The event can be streamed simultaneously on YouTube and Facebook.
Live chat moderation	Yes by Public team
Recording	Yes (multiple feeds) (Person in Charge: Technical Coordinator, Digital Media)
Permissions	Waivers also need to be signed prior to the event, and participants should be informed when joining.
Publication	Yes Event team lead needs to inform the Publications team, the Production Manager, Digital Content and the Digital Engagement Manager prior to the event if the recording is intended to be published.
Team lead	Event Coordinator – Coordinator, Public. Coordinates the event from A to Z, and liaise with other teams
Other team members involved	Production Manager, Digital Content – Manages the content production process for A to Z

Hybrid event with all virtual participants with live moderator and audience

Example: film screening in theatre with discussion afterward

Audience interaction	Active, via in live moderator (limited for any virtual audience)
Platform	Zoom for virtual participants
Registration	No
Branding options	Yes, on screen
Video content	Projected in physical space
Technical support	Required (Person in Charge: Technical Coordinator, Digital Media)
Live broadcasting	Optional
Live chat moderation	Yes, in-person moderator verbalizing questions to participants as well as verbal questions from in-person audience.
Recording	Optional
Permissions	If recorded or live broadcast, waivers also need to be signed prior to the event.
Publication	Upon request - Edited and published on YouTube Team lead needs to involve the Publications team, the Production Manager, Digital Content and the Digital Engagement Manager prior to the event if the recording is intended to be published.
Team lead	Event Coordinator – Coordinator, Public. Coordinates the event from A to Z, and liaise with other teams
Other team members involved	Production Manager, Digital Content – Only involved if event is recorded and edited. Manages the content production process for A to Z

Hybrid event with some participants in a physical space with only virtual audience

Example: speaker panel in theatre with no audience

Audience interaction	Limited, engages in writing (comments and questions)
Platform	Wirecast streaming from cameras to Zoom Webinar
Registration	Required (Zoom sign up feature)
Branding options	Limited
Video content	Limited
Technical support	Required (Person in Charge: Technical Coordinator, Digital Media)
Live broadcasting	Yes
Live chat moderation	Yes, in-person moderator verbalizing chat to participants
Recording	Optional
Permissions	Waivers also need to be signed prior to the event. And participants should be informed when joining (see how to activity the recording disclaimer feature in Zoom).
Publication	Upon request - Edited and published on YouTube Team lead needs to inform the Publications team, the Production Manager, Digital Content and the Digital Engagement Manager prior to the event if the recording is intended to be published.
Team lead	Event Coordinator – Coordinator, Public. Coordinates the event from A to Z, and liaise with other teams
Other team members involved	Production Manager, Digital Content – Only involved if event is recorded and edited. Manages the content production process for A to Z

Hybrid event with in-person participants and audience, recorded for virtual audience

Example: Lecture in theatre

Audience interaction	Active
Platform	YouTube, for edited recording
Registration	Not applicable
Branding options	Yes
Video content	No
Technical support	Required (Person in Charge: Technical Coordinator, Digital Media)
Live broadcasting	No
Live chat moderation	No
Recording	Yes, edited for publication
Publication	Edited and published on YouTube Team lead needs to involve the Publications team, the Production Manager, Digital Content and the Digital Engagement Manager prior to the event if the recording is intended to be published.
Team lead	Event Coordinator – Coordinator, Public. Coordinates the event from A to Z, and liaise with other teams
Other team members involved	Production Manager, Digital Content – Manages the content production process for A to Z