Seminar Hybrid HIFERI Surakarta

Introduction

This tutorial provides a step-by-step guide on organizing and participating in a hybrid seminar, specifically focusing on the HIFERI seminar held in Surakarta. Hybrid seminars combine in-person attendance with virtual participation, making them accessible to a broader audience. This guide will help you understand the essential components and best practices for a successful hybrid seminar.

Step 1: Plan the Seminar Format

• Determine the hybrid format you want to use:
  • In-person only: Attendees participate face-to-face.
  • Virtual only: Attendees join via a video conferencing platform.
  • Hybrid: A mix of both in-person and virtual participants.
• Choose a suitable venue that can accommodate in-person attendees while having the technical setup for virtual connections.

Step 2: Set Up Technology

• Ensure you have the following equipment:
  • High-quality cameras: For streaming the in-person session to online participants.
  • Microphones: Use lapel or handheld microphones to capture audio effectively.
  • Projectors or screens: For displaying presentations to both in-person and virtual audiences.
• Choose a reliable video conferencing platform (e.g., Zoom, Microsoft Teams) to host the seminar.
• Conduct a test run prior to the event to troubleshoot any technical issues.

Step 3: Promote the Seminar

• Create an engaging event page or flyer that includes:
  • Seminar title and description
  • Date, time, and location
  • Registration link for both in-person and virtual attendees
• Use social media, emails, and community boards to promote the seminar and reach a wider audience.

Step 4: Prepare Seminar Content

• Organize a detailed agenda that includes:
  • Topics to be covered
  • Speaker schedule
  • Break times
• Ensure all presenters are well-prepared and have the necessary materials:
  • Presentations should be compatible with the technology used.
  • Handouts should be available both in physical and digital formats.

Step 5: Engage Participants

• During the seminar:
  • Encourage participation from both in-person and online attendees through Q&A sessions.
  • Use interactive tools (like polls or chat features) to involve virtual participants.
• Monitor the chat and ensure that online questions are addressed timely.

Step 6: Follow Up After the Seminar

• Send a thank-you email to all participants, including:
  • A summary of the seminar
  • Links to recordings or materials shared during the event
  • A feedback survey to improve future seminars.
• Analyze feedback to identify strengths and areas for improvement for future events.

Conclusion

Organizing a hybrid seminar like the HIFERI seminar in Surakarta requires careful planning, effective technology setup, and engaging content delivery. By following these steps, you can create an inclusive and successful seminar experience that caters to both in-person and virtual attendees. Remember to gather feedback to continuously enhance future seminars.