A Complex Hybrid-Conference

‍Problem

NMITE wanted to host a high-quality, hybrid conference that allowed speakers from around the world to take part and meaningfully interact with the in-room audience. Internally, they had no team or tech setup to make this happen.

As the event date approached, the scope evolved:

• Remote panellists would now be joining live from Delhi, New York, and across the UK via Zoom.
• Two large in-room projector screens needed to display separate content feeds.
• A third screen was required to display live subtitles in-room for accessibility.
• The venue’s existing microphone system failed just days before the event.
• Several additions and changes were made at short notice.

Desired Outcome

To ensure the event’s success, NMITE needed:

• A seamless, professional livestream that could be broadcast online.
• Real-time participation between in-room attendees and remote speakers.
• Clear audio and visuals throughout, both in the room and online.
• Accessible content via in-room subtitles.
• A reliable technical partner who could work collaboratively with internal teams and stay calm under pressure.

Solution

Moonrise Media designed and delivered a complete broadcast solution.

Working as a solo operator, I deployed my custom ProductionCube® system—a portable, rack-mounted live production rig—enabling me to:

• Deliver a multi-camera broadcast (stage wide, close-up, audience, and room overview)
• Integrate Zoom panellists in a way that allowed full visibility and participation
• Manage custom screen feeds: one for each stage-side projector, and a third for subtitles
• Provide live subtitles via OBS using a cloud-based speech recognition integration, feeding real-time captions to an in-room screen
• Solve the venue's audio challenges using wireless mics routed through my own mixer and into the house PA
• Use mix-minus audio routing to prevent echo for remote guests
• Monitor audio actively throughout, adjusting manually to minimise feedback
• Coordinate with NMITE’s IT team to ensure a solid internet connection

Throughout the process, I worked closely with NMITE staff—communicating clearly, adapting to changes, and staying fully embedded in the team’s workflow.

Results

• Remote contributors across multiple continents were able to participate naturally and meaningfully.
• The event ran smoothly, with a professional broadcast experience for both in-person and online audiences.
• Despite some technical limitations on-site (such as fixed ceiling speakers), the stream and in-room experience were effectively managed.
• NMITE appreciated not just the outcome, but the collaborative process—feeling supported throughout, even as new challenges arose.

“Even though he was external to our team, it felt like he was part of it from the start… Will was responsive, accommodating, and solutions-focused throughout.”
– Lahari Parchuri, Centre for Innovation and Future Skills Lead

Conclusion

This project demonstrates Moonrise Media’s ability to step into fast-moving, technically demanding live events and act as both technician and trusted partner.

Whether you’re planning a hybrid event, remote panel, or just want the peace of mind that someone else has the tech sorted, I can help.

We’ve got the tech. You focus on your gig.

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