Virtual Event Support

As Live

• A method of video distribution by which we produce an event beforehand and stream it as if it were live.

Hybrid Event

• An event with both a live/in-person component as well as a virtual/online component.

In-person Attendee

• Someone physically attending and participating in an event.

In-person Presenter

• Someone physically present on campus, presenting during an event.  The event could be virtual, hybrid, or live.

Live Event

• A typical event or meeting that takes place on campus with most presenters and attendees physically present.

Meeting Moderation

• A support service for a virtual meeting that helps manage participant muting/unmuting, admittance from waiting room/lobby, and technical troubleshooting.

Remote Attendee

• Someone participating in a virtual or hybrid event from a remote location via a phone or computer.

Remote Presenter

• Someone presenting in a virtual, hybrid, or live event from a remote location via a phone or computer.

Video Conference

• A meeting or event where two or more participants can communicate using video and audio.  Usually hosted using software programs such as Microsoft Teams or Zoom.  Can be a component of a live event.

Virtual Event

• An event or meeting that is based on-line with all attendees present virtually.

Webcast/Livestream

• These interchangeable terms refer to a live broadcast of an event, speech, or presentation.  It is a one-way transmission without any real-time interaction by attendees. UCES uses YouTube for webcasting.

Webinar

• Webinars are online seminars that typically have a single or small group of presenters.  Other participants may be limited on the ability to interact via video or audio and usually questions can be asked in a chat feature or question area.
   

Microsoft Teams

• Microsoft Teams is available to all students, faculty and staff and can be used to facilitate video conferencing.  Each participant/group needs a computer or video conferencing system at their location that includes a microphone and/or camera.  Audio and/or video can then be shared between participants at different locations.  Screen sharing can be used for PowerPoint, videos, etc.
• Microsoft Teams meetings have a limit of 250 attendees.  Non-UCCS affiliates may join meetings as guests.
• More information about Teams can be found at: https://oit.uccs.edu/services/messaging-and-collaboration/Teams

Other Considerations

• Other platforms including Zoom and WebEx are also supported by the campus. 
• A laptop can be connected to TVs and ceiling speakers in most meeting rooms to share with physical participants.

Video Conferencing Kits

• Our Video Conferencing Kits consist of a high-resolution USB webcam, high-quality USB conference phone, and 4-port USB hub.  These devices enhance your video conference or virtual meeting in lieu of using the built-in microphone and webcam within your personal laptop.
• This setup works great for a live meeting that is video conferencing with remote attendees.  A board-room style setup works best and allows remote attendees to clearly hear and see everyone at the table for an enhanced video conference experience.
• This setup works best for 2-8 people meeting in-person, with a few remote attendees joining via video conference.
• This setup is compatible with Microsoft Teams, Zoom, and other software platforms.
• For reserving this Video Conferencing Kit for your next event/meeting, please contact your UCES Event Coordinator. Alternatively, you can contact Event Scheduling office at (719) 255-3664 or by email at events@uccs.edu. 

Audio and/or video support for small meetings

• UCES can provide equipment and staffing to support video conferencing with audio and/or video.  This includes using microphones and professional video cameras to capture audio and video from in-person participants and feeding that into any video conferencing meeting using Microsoft Teams, Zoom, or other software platform.  Equipment and labor charges may apply.
• This can include remote attendees and/or presenters with any number of in-person presenters or attendees
• Works well for a live meeting with remote attendees, live meeting with remote presenters, or a hybrid meeting.
• Provides the opportunity for remote attendees to interact in real-time with each other, the presenter, and in-person attendees.

Video Playback into a Video Conference Meeting

• UCES can join a video conference as a participant and then use video playback software to share video clips. This is often smoother than sharing a screen and removes the potential for issues during the transition to screen sharing.
• This is a great option for sharing video messages from someone who can’t attend a video conference meeting, or for high profile events where video playback issues need to be avoided.

• UCES can provide equipment and staffing to support video conferencing with audio and video.  This includes using microphones and professional video cameras to capture audio and video from on-site participants and feeding that into any video conferencing meeting.  Equipment and labor charges may apply.
• This option can include remote attendees and/or presenters with any number of on-site presenters or attendees
• Works well for in-person event with remote attendees, an in-person keynote with remote viewers, a remote keynote with an in-person audience, or a panel that is presenting to a remote audience.
• Provides the opportunity for remote attendees to interact in real-time with each other, the presenter, and in-person attendees.
• Can be used with Microsoft Teams Live Events, Zoom Webinars, or other software platforms.  Microsoft Teams Live Events allows for up to 10,000 attendees to participate but allows the host to control who may be seen and/or heard.  Attendees do not need to have a Microsoft account to participate.

• UCES can join a video conference as a participant and then broadcast the video conference through a distribution platform such as YouTube.  This can be done for a single presenter giving a speech or presentation, or for multiple presenters on a panel or having a meeting.
• This works best for a video conference meeting between a small group that needs to be shared to be viewed live by a wider audience, or a presenter who would like to make live remarks to a wide audience.
• The webcast viewers do not have the option of interacting with the meeting, preventing any unwanted interruptions to the meeting.

• Recording and/or webcasting of a live event to make it available for remote attendees.  Depending on the event, UCES can provide one or multiple cameras with capabilities of live switching and picture-in-picture formats to include PowerPoint or other content.
• Recording can be shared after the event or webcasting would be live.
• This option does not allow the remote viewers to interact in real time.  Questions could still be asked via email or Microsoft Form to the presenter.

• UCES is available to film and edit videos for your various needs.  There are a wide range of filming options, so please reach out to UCES Event Scheduling at (719) 255 – 3664 or by email: events@uccs.edu to get a custom quote.
• The most common use of this is filming of remarks by individuals or small groups to distribute to a wider audience via social media, a website, YouTube, etc.

• There are many ways that available technology can be used to host a virtual or hybrid event.  Please contact UCES Event Scheduling to discuss your specific needs and to get a custom quote for your event.