Virtual Events/Meetings

virtual-events-and-meetings

Virtual Events / Meetings at the ARC

Virtual events are a great way to connect with your audience and re-create the engagement of a live event on a virtual platform.

At the ARC we can use technology to capture your live event and send the content out to your virtual attendees using the most popular web streaming platforms.

From a simple lecture or team meeting to something more elaborate like an award ceremony or even a complete virtual concert the ARC has the right tools to help you achieve your vision.

We are always happy to connect with you and talk about your idea. The resources on this page should help give you some ideas for what kind of services the ARC can offer and some virtual event best practices to create a great virtual experience for your audience.

 

Virtual Meeting Technology:

Video capable meeting room:

  • The ARC small meeting rooms are equipped with built in web camera and microphone arrays to connect in room participants to a virtual meeting
  • Virtual attendees can be seen and heard on the meeting room built in display and audio system
  • Bring your own laptop or use the built in PC in each meeting room
  • This option works great for a live meeting with 2-4 people that is video conferencing with remote attendees
  • Requires room reservation. Reserve meeting rooms via 25live
  • No additional fees

Meeting Owl 360° web camera:

The Meeting Owl Pro camera can be connected to a laptop via USB to send audio and video to a video conference. 

  • The Meeting Owl has a 360-degree camera and smart microphones.
  • View video from virtual attendees on the built-in projectors in ARC 121 or Overlook
  • This option works great for a live meeting with 4-8 people that is video conferencing with remote attendees.  A board-room style setup works best and allows remote attendees to clearly hear and see everyone at the table for an enhanced video conference experience. See it in action
  • Requires room reservation. Reserve meeting rooms via 25live
  • No additional fees

Virtual Event Packages:

One camera basic lecture:                                           

Rather than just a floating head or a screen share in a standard video call this option puts the presenter and their content on the screen at the same time and provides the look and feel of attending an in-person presentation.

  • Single camera, fixed position, with wide shot of presenter and screen
  • Audio received via built in microphone on camera
    •  ideal for single presenter at front of room
  • Single HDMI connection at lectern for media content (controlled by presenter)
  • Live stream sent to platform of your choice
  • Includes access to ARC built in AV and lighting with ARC reservation
  • Best for basic lecture sets with one-person in front of the camera

One camera advanced lecture:                                  

For presentations with more detailed content on the slide deck or integrated video content this option allows for seamless switching between the camera on the presenter and full screen video of the slides or pre-recorded video content. This option also works great for events with multiple panelists

  • Single camera with operator for dynamic camera movement such as zooming in and out and tracking any movements by the speaker
  • Upgraded audio quality with up to 4 separate mics, ideal for panels or multiple presenters
  • Laptop connection at tech table with operator and ability for multiple media sources with seamless transitions (PowerPoint, video playback).
    • users may need to supply additional laptops*
  • Live stream sent to platform of your choice
  • Includes access to ARC built in AV and lighting with ARC reservation
  • Best for lectures requiring detailed graphics or panel discussions with multiple presenters

Virtual Event package:                                                  

This option provides the most flexibility and is suited for high profile events, awards ceremonys town halls and performances / concerts

  • Single camera with operator for dynamic camera movement such as zooming in and out and tracking any movements by the speaker
    • Option for multiple cameras with support from production services (additional fees may apply)
  • Upgraded audio quality with multiple microphones
  • Laptop connection at tech table with operator and ability for multiple media sources with seamless transitions (PowerPoint, video playback).
    • users may need to supply additional laptops*
  • Confidence monitor for presenter (ability for presenter to see attendees on screen)
  • Live stream sent to platform of your choice
  • Includes access to ARC built in AV and lighting with ARC reservation
  • Best for high profile events, awards ceremonies and performances

Pricing:

Virtual event support is only provided as part of a regular ARC reservation. Some Virtual event support will incur fees in addition to regular ARC rental rates. Groups interested in virtual event support in the ARC must have an ARC reservation.

Rates are based on a 3-hour minimum for virtual event support services. The hourly rate applies to set up and tear down as well as event duration. Additional time beyond 3 hours is charged per hour up to an 8-hour maximum, after 8 hours maximum is reached the service is a flat fee.

 

Organizations that have been allocated student fee dollars:

Service

Hourly Rate

minimum

Daily Max

One camera basic Lecture

Free

3 hours

Free

One Camera Advanced Lecture

$25

$75

$200

Virtual event Package

$50

$150

$400

 

 

 

 

 

Cascadia College and UW Bothell Affiliated Groups:

Service

Hourly Rate

minimum

Daily Max

One camera basic Lecture

N/A

$25

$25

One Camera Advanced Lecture

$50

$150

$400

Virtual event Package

$75

$225

$600

 

 

 

 

 

External groups (Non-campus affiliated)

Service

Hourly Rate

minimum

Daily Max

One camera basic Lecture

N/A

$50

$50

One Camera Advanced Lecture

$75

$225

$600

Virtual event Package

$100

$300

$800

 

 

 

 

 

Virtual Meeting/event platforms:

To host a virtual event or meeting in the ARC, event planners will need to provide a log in to their desired meeting platform and send meeting details to all attendees.

Zoom PRO:

Both UW Bothell and Cascadia College have set up access to Zoom Pro for Faculty, Staff and Students. This is a great option for meetings with up to 300 attendees and allows participants to control their own audio/video, chat and be assigned break out rooms.

While the ARC AV crew can help set up and integrate the virtual event technology into your zoom meeting it is important you someone on your team is familiar with operating the zoom meeting controls and can serve effectively as the host for your meeting.  Select your insitituion below for more information about working with your institutional zoom account

Information about UW zoom pro

Information about Cascadia Zoom pro

Other options:

The ARC hardware can connect to almost any web platform (Facebook, you tube,  MS teams). This give you the flexibility to use whatever platform works best for you and your audience.

 

Virtual Event Best practices:

Here are a few things to consider when planning your event. You should be prepared to answer some these questions when we meet to discus your event.

  1. What streaming platform will you use (Zoom, Facebook, YouTube)
    1. Make sure you have the log in information for the service of your choice
    2. Make sure you have created the event on the streaming service and sent the links to your audience.
    3. Groups are responsible for making sure all attendees have the required information / links to attend the event
  2. Will the event only be available as a live stream or do you want to record the event as well
    1. If you want to record for playback later make sure your chosen streaming service can create and archive recording of the live stream
    2. The ARC does not provide a recording service for live streams
  3. Do you need to caption the content?
    1. Some services like YouTube can use an AI to caption your event but you’ll want to have someone go through the transcript after the event to make sure it is accurate
    2. A third party such as 3 play media can also be used to caption your content.
    3. If a live interpreter will be used an additional camera may be required
  4. Event format
    1. Is this a presentation, Q&A or panel discussion?
    2. Who will be on camera
    3. What media sources are required
      1. Videos
      2. Power points
      3. Images
  5. Will there be audience interaction or will the presentation only be broadcast
    1. If chat will be used for Q&A make sure you have someone assigned to moderate the chat on your chosen platform
    2. Do you want the presenters in the live stream (near end) to be able to see or hear the attendees (far end) questions?
      1. If live questions are allowed who will moderate and when will the Q&A end? 
  6. Contact the ARC to book your meeting or event
    1. In order to comply with social distancing requirements, the space may have limited capacity and the furniture may not be reconfigurable