LFN Hybrid Developer Event Setup Guide
📋 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 |
|---|---|
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