Hybrid Event Production for UniqueSource's 2026 Membership Conference
Connecting in-person and remote participants through professional AV production and live meeting support.
Hybrid meetings require more than opening a Zoom call. When some participants are in the room and others are joining remotely, audio, video, and presentation content need to work together so everyone can follow the same conversation.
For UniqueSource's 2026 Achievement Awards Banquet and Membership Conference at Hershey Lodge in Hershey, PA, Klock Events supported two hybrid sessions, each with different technical requirements.
One involved remote participants joining a board meeting, while the other featured a presenter speaking virtually through Microsoft Teams. Both required reliable communication between the room and the online platform.
The Challenge: Two Different Hybrid Experiences
The first session was a board meeting with approximately 15 to 20 participants joining through Zoom.
Unlike a traditional presentation, this meeting required two-way communication. Remote participants needed to hear the discussion taking place in the room, while in-person attendees needed to hear contributions from those joining virtually.
The room also needed to display presentation slides without interrupting the meeting or compromising audio clarity.
The second session presented a different challenge: a speaker delivering a presentation remotely through Microsoft Teams.
Instead of facilitating conversation between two groups, the priority was making sure the virtual presenter could be seen and heard clearly by everyone attending in person.
Although both sessions were hybrid, they required different approaches to audio and video.
Connecting the Room and the Virtual Audience
For the board meeting, in-room microphones needed to carry the discussion to participants on Zoom, while the remote participants' voices needed to play through the room's speakers. Managing both directions was essential for a natural conversation without distracting feedback or echo.
Presentation content also needed to remain visible to attendees in the room while supporting the virtual meeting.
For the second session, the production setup focused on bringing the remote speaker into the physical event space.
The Microsoft Teams presentation required clear audio playback and a visible video feed so attendees could follow the speaker as though they were presenting from the stage.
In both cases, the technical setup was designed around the purpose of the session rather than using the same configuration for every meeting.
Keeping the Program Moving
Hybrid production adds another layer of coordination to an event's run of show.
For UniqueSource, the production team needed to manage transitions between in-person programming and virtual participation while keeping audio, presentation content, and meeting platforms aligned.
The board meeting required attention to both sides of the conversation, ensuring participants could communicate without interruptions.
The remote presentation required coordination between the online speaker's feed and the room's audio and display systems.
These details are easy to overlook during planning, but they make a significant difference in how professional and accessible a hybrid meeting feels.
The Value of Hybrid Event Production
UniqueSource's two sessions demonstrate that hybrid production doesn't always mean broadcasting an entire conference.
Sometimes, it means connecting a small group of remote attendees to an important discussion. Other times, it means bringing a virtual speaker into a room full of people.
Both require careful planning, appropriate AV equipment, and technical support that understands how the in-person and remote experiences connect.
For organizations hosting corporate meetings, board sessions, and conferences, professional hybrid event production helps ensure that participation isn't limited by location.
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