Audioserv recently provided a complete audiovisual solution for Assured Data Protection's hybrid conference at The Queens Hotel in Leeds, connecting delegates and speakers in the UK with their colleagues in America.
With presentations taking place on both sides of the Atlantic, the client needed a reliable system that would allow everyone to see, hear and interact with each other throughout the conference.
Our team designed and supplied the technical production, including professional audio equipment, video cameras, projection, large-format displays and a dedicated IP network to connect everything through Zoom.
Planning a Hybrid Conference Between Leeds and America
The main requirement was to make the conference feel as natural as possible for everyone involved, regardless of their location.
Key speakers would be presenting from both the Leeds venue and the client's offices in America. Both presenters needed to share a Microsoft PowerPoint presentation, with the ability to control the slides from either location.
It was also important that the audience in Leeds could see and hear the American presenters clearly, while colleagues in America could follow the Leeds presentations and see the audience.
We chose Zoom as the conferencing platform, integrating it with our professional AV equipment to create a flexible solution that met the client's requirements.
Professional Conference Audio Using RCF Sound Systems
Clear, intelligible audio is one of the most important parts of any successful conference, particularly when speakers are presenting from different locations.
For the Leeds venue, we supplied our slimline RCF column loudspeaker systems, providing clear speech reproduction while keeping the equipment visually discreet.
An additional pair of RCF column speakers was positioned further into the room as delay speakers, helping to maintain consistent audio coverage throughout the audience area.
Audio mixing and routing were handled by an Allen & Heath SQ5 digital mixing console.
This allowed our engineer to manage the local audio sources, apply the necessary equalisation and route the appropriate signals into Zoom for the delegates joining remotely.
The result was a professional audio setup designed to ensure presentations could be heard clearly at both locations.
Find out more about our professional PA system hire and audio equipment.
Blackmagic 4K Cameras and NDI Video Distribution
To provide high-quality video between the two conference locations, we used two of our Blackmagic 4K Pro cameras.
One camera captured the main speaker in Leeds, while the second provided a view of the audience.
Both cameras were connected through NDI devices, allowing their video feeds to travel across the dedicated IP network we had created for the conference.
Using NDI gave us the flexibility to distribute the camera feeds around the production system and integrate them into the Zoom conference.
This meant the American delegates could see both the Leeds presenter and the audience, helping to make the event more engaging for everyone taking part.
Projection Screens and Large-Format Displays
Alongside the audio and camera systems, we supplied the visual equipment needed to display presentations and remote speakers throughout the conference.
A Panasonic 6,000-lumen projector was used with a three-metre fast-fold rear projection screen to display the PowerPoint presentations.
Rear projection was particularly useful because it allowed the projection equipment to remain behind the screen, keeping the presentation area clear.
We also supplied two of our 65-inch professional TV screens to display the American presenter and audience.
This arrangement allowed delegates in Leeds to follow the presentation while simultaneously seeing the people joining from America.
The combination of projection, large-format screens and live video feeds created a professional conference environment without unnecessary technical complexity.
A Successful Hybrid Conference at The Queens Hotel
The conference was a great success, with the audiovisual equipment working together to connect the two locations.
The client was very happy with the finished production, and the event demonstrated how professional AV equipment and careful technical planning can make hybrid conferences run smoothly.
For our team, it was another opportunity to bring together audio, video, networking and presentation technology into a complete solution tailored to the client's requirements.
Conference AV Hire and Hybrid Event Production in Leeds
At Audioserv, we provide professional audiovisual equipment hire and technical production for conferences, corporate meetings, presentations and hybrid events throughout Leeds, Yorkshire and across the UK.
Whether you're organising a conference at a hotel, hosting an important company presentation or connecting delegates from multiple locations, we can help with everything from equipment selection and technical planning through to installation and on-site operation.
Our services include professional sound systems, digital mixing consoles, projection and display equipment, video cameras and complete event production.
Find out more about our corporate event production and AV hire services, or contact Audioserv to discuss the technical requirements for your next conference.
