Hosting a Phygital Event: Connecting Offline & Online Speakers & Hosts with Session Activities

Modified on Tue, 16 Apr 2024 at 01:12 PM

Note: Hybrid capabilities are an Add-On for Virtual Events plans.


1. Overview

2. Add session from the event's dashboard

3. How to broadcast from the venue and let remote speakers join the event.

1. Overview

Hosting a Phygital (Physical & digital) event to connect your online participants with online participants directly from the venue.

2. Add session from the event dashboard

Let's see how this works on the Airmeet session.

Step 1: Go to the event's dashboard, and under Sessions, click on the Sessions List.

Step 2: Click the "+Add Schedule item" button and select the "Session".

Step 3: Enter the required details about the session:

Basic Info Tab: Enter the following event details:

1. Name: Enter the session name.

2. Session Date, Time, & Duration: Enter the session start date, start time, and duration in minutes.

3. Host: Select a team member to be your session host.

4. Speakers: Map the added speakers or add a new speaker by entering the speaker details of who you want to join remotely, and you can also add an offline speaker to showcase it to your remote participants.

5. Co-Host: Select a team member to be your session co-host. You can add up to 2 co-hosts for a session.

6. Session Description & Tags : Create tags for attendees to filter out their interests and enter session descriptions for participants to read about.

7. Session Venue: Enter the venue for the session. This will appear on the live stage along with the broadcaster's stream.

Access Tab: Enter the details of participants who should be blacklisted or whitelisted for a particular session.

Resources Tab: Upload the session resources, such as images, videos, gifs, PowerPoints, documents, resource links, and more, from this section.

Permitted Formats: jpg, gif, png, pdf, ppt, doc, docx, xls, xlsx, csv, mp3 and mp4.

Branding Tab: Upload the waiting screens that you can use while the session is on pause or delayed.  It could be images, video (mp4) and gifs. You can either upload new media from your computer or re-use them from the media library.

Accessibility Tab: In here, you can enter the Interprefy token key to enable live translation for your event.

Step 4: Click on the Save button.

3. How to broadcast from the venue and let remote speakers join the event.

Step 1: Add A/V feed from the venue link.

Step 2: Create a Dummy speaker profile for your A/V team, which can join the session using the speaker's unique link and broadcast the feed coming from the live show.

Step 3: A/V needs to join backstage of the event before the session and change the camera input to the encoder (obs virtual camera, NDI virtual camera, or other camera input sources)

Step 4: Now, all the feed from the venue will be broadcast to the Airmeet session, and meanwhile, other remote speakers can also join in the Airmeet and interact with offline participants.

Step 5: Your A/V team needs to send video & microphone output from the venue to the Airmeet session and take input from Airmeet for other offline participants to hear the remote speakers.

Hybrid Event Checklist: Read about the Best practices and live stage tips for a smooth hybrid event execution from the Checklist.

Need more help? Contact or visit our 24*7 Support Lounge. 

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