James R. Connor University Center

UC Hybrid Events

The UC is glad to help you host events with a virtual element. Due to the limitations of existing equipment, below is what we are able to offer. Technical options exceeding what is listed below are not available in the UC.

Types of Hybrid Events - Definitions

Hybrid Stream - A combination in person & virtual event in which user plans to have only one way communication from a presenter(s) (in person or virtual) to both an in person and virtual audience with no virtual attendee interaction outside of written messages.

Hybrid Interactive – A combination of in person & virtual components in which organizer plans to have two way interaction between in person and virtual attendees

Spaces (see descriptions below)

Hybrid Stream	Hybrid Interactive
Recommended Rooms to Use UC 260, 261, 262, 264, 266, 268, 68A, 68B, 259A & B	Recommended Rooms to Use UC 260, 261, 262, 264, 266, 268, 68A, 68B, 259A & B (full room)
NOT Recommended Rooms to Use Summers Auditorium, Hamilton Room (staffing required), UC 275A & B, 259A & B	NOT Recommended Rooms to Use UC 275A & B, 259A & B (split room)
Rooms That Cannot Be Used None	Rooms That Cannot Be Used Summers Auditorium Hamilton Room

If you are unsure which room would best suit your needs, please contact UC Reservations (rooms@uww.edu)

Recommendations

Event users are expected to arrange all aspects of scheduling the Webex Meeting, event, or streaming platform including but not limited to creating a meeting, inviting users, presentation materials, and interpreters.
Each event must have a defined “Moderator” who joins the meeting via an external laptop (with a muted microphone) and is able to mute participants, interact with the chat, relay questions etc.
When using a UC room for a virtual event or meeting it is highly recommended that no other in person attendees other than a moderator join via another device. Multiple in-room devices will create unwanted audio problems and negatively impact quality of the event.
The in-room PC should be used to share presentation content such as slideshows and videos through Webex.
If using an option that utilizes in room wireless microphones, it should be assumed that virtual participants will not be able to hear in person participants not using a microphone.
Although UC Reservations will attempt to meet all needs and requests, due to the complexity of hybrid events we may not be able to accommodate requests for a hybrid event with less than 7 days notice. Due to staff scheduling, The Hamilton Room requires a minimum 14 days notice for hybrid events.

UC Hybrid Events Capability - per room

UC 260, 261, 264, 266, 268, 68A, 68B, 69 (OFFLINE), 259A, 259B
Audio – Built in Webcam Microphone Video – Webcam with USB extender – camera able to face at presenter or audience
UC 259A & B
Audio – microphones spaced throughout room to allow optimal coverage Video – Cisco Telepresence system Webcams – flexible positioning
UC 275A & B
Audio – Built in Webcam Microphone – Best results include also requesting in room microphones Video – Webcam with USB extender – camera able to face at presenter or audience DISCLAIMER: Due to the size of these rooms, this method may result in lower quality audio. Please ensure all speakers are using handheld microphones and maintaining minimum distance from the speaker’s mouth to the microphone.
UC 275 - Whole Room & Summers Auditorium: 2 Options
Option 1: Audio – Built in Webcam Microphone – Best results include also requesting in room microphones Video – Webcam with USB extender – camera able to face at presenter or audience DISCLAIMER: Due to the size of these rooms, this method may result in lower quality audio. Please ensure all speakers are using handheld microphones and maintaining minimum distance from the speaker’s mouth to the microphone. Option 2: Audio – Direct feed from handheld microphones – clearer and more controllable sound Video – Webcam with USB extender – camera able to face at presenter or audience
UC Hamilton Room
Due to the technical complexity of this room, UC Tech staffing is required for any virtual meeting or event in the Hamilton Room and may result in a charge to the event’s department or organization and details will be discussed during their reservation planning meeting. Camera currently is only able to be faced towards presenter.