1 📋 System Overview
- 1.1 🔄 Audio/Video Flow
- 1.2 Setup Components
- 1.3 ✅ Pre-Event Checklist
- 1.4 ⚠️ Critical Setup Points
- 1.5 🔧 Session Workflow
- 1.6 🛠️ Troubleshooting Common Issues
- 1.7 💡 Pro Tips
2 📊 Hybrid Event Setup Diagram
- 2.1 System Architecture Overview
- 2.2 Audio/Video Signal Flow
- 2.3 Connection Diagram
- 2.4 Recording Workflow
- 2.5 Critical Success Factors
- 2.6 Quick Reference: Presenter Checklist

📋 System Overview

This setup ensures clean audio and video for both in-person and remote participants by using a dedicated host computer connected to the room's A/V system.

🔄 Audio/Video Flow

Presenter Laptop → Host Computer → Room A/V System → Remote Attendees
(Screen Share Only)   (Zoom Host)    (Speakers & Mics)   (Via Zoom)
  (Mic/Speaker OFF)  (Connected to A/V)

Setup Components

1️⃣ Host Computer Setup

Position: Back of room, untouched during event
Connections: Audio out to A/V system, microphone input from room mics
Zoom Role: Meeting host with screen sharing permissions
Display: Connected to room projector/screens

2️⃣ Presenter Laptop Setup

Join Zoom: As participant (not host)
Audio: Microphone MUTED, Speakers OFF
Video: Camera can be on or off
Screen Share: Share presentation content

3️⃣ Room A/V System

Microphones: Wireless lavalier or podium mics
Speakers: Room speakers for remote attendee voices
Connection: Audio interface to host computer
Volume Control: Separate controls for local/remote audio

4️⃣ Remote Experience

Video: Presenter's shared screen
Audio: Presenter voice via room microphones
Interaction: Chat, Q&A, reactions
Recording: Full session captured by host

✅ Pre-Event Checklist

[ ] Test host computer audio output to A/V system
[ ] Verify room microphones feed into host computer
[ ] Confirm Zoom screen sharing permissions
[ ] Test presenter laptop connection (screen share only)
[ ] Verify room speakers work for remote attendee voices
[ ] Check internet bandwidth for video streaming
[ ] Prepare backup presenter connection method
[ ] Test recording setup (practice start/stop between sessions)

⚠️ Critical Setup Points

Important: Presenter laptops must have speakers OFF to prevent feedback

Only the host computer should have audio input/output enabled
Test audio levels before each session begins
Have a backup plan if screen sharing fails

🔧 Session Workflow

Host Computer: Start Zoom meeting and connect to A/V
Presenter: Join meeting, mute mic, turn off speakers
Audio Check: Test room microphones and speaker levels
Screen Share: Presenter shares screen with presentation
Go Live: Begin presentation with clean audio/video
Q&A: Handle questions from both local and remote attendees
Transition: Next presenter repeats steps 2-5

🛠️ Troubleshooting Common Issues

Problem	Solution

Problem	Solution
Audio Feedback	Ensure presenter speakers are OFF, not just muted
No Remote Audio	Check the host computer microphone input levels
Screen Share Issues	Verify the presenter has sharing permissions
Poor Video Quality	Close unnecessary applications, check bandwidth
Echo Problems	Adjust room speaker positioning and volume

💡 Pro Tips

Use a dedicated network connection for the host computer
Keep the host computer logged into Zoom throughout the event
Have a technical assistant monitor the host computer
Use Zoom's "Spotlight Video" feature to focus on the presenter
Enable "Original Sound" in Zoom for better audio quality
Consider using a wireless presentation remote for presenters

📊 Hybrid Event Setup Diagram

System Architecture Overview

┌─────────────────────────────────────────────────────────────────────────────┐
│                            HYBRID EVENT SETUP                              │
└─────────────────────────────────────────────────────────────────────────────┘

    IN-PERSON ROOM                           ZOOM MEETING                 REMOTE
┌─────────────────────────┐               ┌──────────────────┐         ┌──────────┐
│                         │               │                  │         │          │
│  👨‍💻 PRESENTER LAPTOP   │ ──────────────▶│   HOST COMPUTER  │◀────────│ 🌐 REMOTE │
│                         │   Screen       │                  │  Video/ │ ATTENDEES│
│  • Mic: MUTED          │   Share        │  • Zoom Host     │  Audio  │          │
│  • Speakers: OFF       │   Only         │  • Recording     │         │  👥👥👥  │
│  • Screen Share: ON    │                │  • A/V Connected │         │          │
│                         │                │                  │         │          │
└─────────────────────────┘                └──────┬───────────┘         └──────────┘
                                                  │
                                                  │ Audio In/Out
                                                  ▼
                                           ┌─────────────────┐
                                           │   ROOM A/V      │
                                           │    SYSTEM       │
                                           │                 │
                                           │ 🎤 Microphones  │
                                           │ 🔊 Speakers     │
                                           │ 📺 Projector    │
                                           └─────────────────┘
                                                  │
                                                  ▼
                                           ┌─────────────────┐
                                           │  LOCAL AUDIENCE │
                                           │      👥👥👥      │
                                           └─────────────────┘

Audio/Video Signal Flow

PRESENTER AUDIO PATH:
🎤 Room Microphone ──▶ A/V System ──▶ Host Computer ──▶ Zoom ──▶ Remote Attendees

PRESENTER VIDEO PATH:
💻 Presenter Laptop ──▶ Screen Share ──▶ Host Computer ──▶ Zoom ──▶ Remote Attendees
                                    └──▶ Room Projector ──▶ Local Audience

REMOTE AUDIO PATH:
🌐 Remote Attendees ──▶ Zoom ──▶ Host Computer ──▶ A/V System ──▶ Room Speakers

Connection Diagram

                     ┌─── ETHERNET/WIFI ───┐
                     │                     │
                     ▼                     ▼
              ┌─────────────┐        ┌─────────────┐
              │ PRESENTER   │        │    HOST     │
              │   LAPTOP    │        │  COMPUTER   │
              │             │        │             │
              │ 🔇 NO AUDIO │        │ 🔊 AUDIO ON │
              │ 📺 VIDEO ON │        │ 📹 VIDEO?   │
              └─────────────┘        └──────┬──────┘
                     │                      │
                     │                      │ AUDIO CABLE
                     │                      │
                     │               ┌──────▼──────┐
                     │               │    ROOM     │
                     │               │ A/V SYSTEM  │
                     │               │             │
                     │               │ 🎤➤🔊➤📺    │
                     │               └─────────────┘
                     │
                     │ (Screen visible to room)
                     ▼
              ┌─────────────┐
              │   LOCAL     │
              │  AUDIENCE   │
              │    👥👥👥    │
              └─────────────┘

Recording Workflow

SESSION 1          SESSION 2          SESSION 3
   │                   │                   │
   ▼                   ▼                   ▼
┌─────────┐         ┌─────────┐         ┌─────────┐
│🔴 START │         │🔴 START │         │🔴 START │
│RECORDING│         │RECORDING│         │RECORDING│
└────┬────┘         └────┬────┘         └────┬────┘
     │                   │                   │
┌────▼────┐         ┌────▼────┐         ┌────▼────┐
│PRESENTER│         │PRESENTER│         │PRESENTER│
│SESSION  │         │SESSION  │         │SESSION  │
└────┬────┘         └────┬────┘         └────┬────┘
     │                   │                   │
┌────▼────┐         ┌────▼────┐         ┌────▼────┐
│⏹️ STOP  │         │⏹️ STOP  │         │⏹️ STOP  │
│RECORDING│         │RECORDING│         │RECORDING│
└─────────┘         └─────────┘         └─────────┘
     │                   │                   │
     ▼                   ▼                   ▼
┌─────────┐         ┌─────────┐         ┌─────────┐
│VIDEO_1  │         │VIDEO_2  │         │VIDEO_3  │
│.mp4     │         │.mp4     │         │.mp4     │
└─────────┘         └─────────┘         └─────────┘

RESULT: Individual video files for each speaker = Easier editing!

Critical Success Factors

✅ MUST DO                          ❌ AVOID
┌─────────────────────────────┐    ┌─────────────────────────────┐
│                             │    │                             │
│ • Host computer audio ON    │    │ • Presenter speakers ON     │
│ • Room mics connected       │    │ • Multiple audio sources    │
│ • Test before each session  │    │ • Forgetting to record      │
│ • Start/stop recording      │    │ • Untested screen sharing   │
│ • Backup internet ready    │    │ • Single point of failure   │
│                             │    │                             │
└─────────────────────────────┘    └─────────────────────────────┘

Quick Reference: Presenter Checklist

BEFORE PRESENTING:
□ Join Zoom meeting
□ Turn OFF laptop speakers (not just mute)
□ MUTE laptop microphone  
□ Test screen sharing capability

DURING PRESENTATION:
□ Share screen with presentation
□ Use room microphone (not laptop mic)
□ Monitor for technical issues
□ Engage with both local and remote audience

AFTER PRESENTATION:
□ Stop screen sharing
□ Stay available for technical questions
□ Pass control to next presenter

LFN Hybrid Developer Event Setup Guide

📋 System Overview

🔄 Audio/Video Flow

Setup Components

1️⃣ Host Computer Setup

2️⃣ Presenter Laptop Setup

3️⃣ Room A/V System

4️⃣ Remote Experience

✅ Pre-Event Checklist

⚠️ Critical Setup Points

🔧 Session Workflow

🛠️ Troubleshooting Common Issues

💡 Pro Tips

📊 Hybrid Event Setup Diagram

System Architecture Overview

Audio/Video Signal Flow

Connection Diagram

Recording Workflow

Critical Success Factors

Quick Reference: Presenter Checklist