GLO Case Studies:

ASSW Hybrid Conference

Summary

We provided full AV and hybrid streaming production for the Arctic Science Summit, delivering live and on-demand experiences across multiple venues, including the South Hall, JMCC breakout rooms, St Leonard’s, and Dynamic Earth. Over nine days, we managed plenaries, breakout sessions, and interactive components, enabling global delegates to participate remotely while maintaining high production quality and engagement.

Simultaneous Plenaries | 64 Breakout Sessions | Interactive Microsite Experience

Context & Challenge

The Arctic Science Summit required hybrid delivery across nine days, with multiple plenaries and breakout sessions running in parallel. Challenges included coordinating high-volume, multi-location streaming, integrating remote speakers via Zoom, providing clear audience interaction through Slido, and managing consistent branding and graphics across dozens of sessions. Delegates needed an intuitive, reliable way to navigate multiple “tracks” of content, while organizers required recordings and edited content for post-event use.

Production Delivery

GLO deployed a full hybrid event setup, including a hardware-based studio for main plenaries, robotic and fixed cameras, and high-definition vision mixing. Two Webcast Producers managed live cameras, slides, graphics, and overlayed presenter name straps. Breakout sessions were managed as parallel tracks, each with a dedicated technician, allowing delegates to seamlessly move between sessions without restarting Zoom webinars.

A custom microsite hosted the live streams with integrated Vimeo playback, Slido for interactive Q&A and polls, and buttons to access breakout sessions. All attendee data was captured via secure login and GDPR-compliant forms. Graphics were streamlined using a master folder structure for easy access, and PowerPoint presentations were pre-loaded onto lectern laptops for smooth transitions. Dynamic Earth and South Hall event spaces were fully supported, collaborating with in-house technical teams where necessary.

Results

The Arctic Science Summit 2023 was delivered successfully as a high-quality, fully hybrid event. Global delegates could easily navigate plenaries and breakout sessions, engage through Slido, and access recorded content post-event. The combination of multi-camera production, robust AV support, custom microsite, and streamlined session management ensured a professional, engaging, and interactive experience. Organizers praised the seamless integration of remote and in-person components, the reliability of streaming across multiple venues, and the polished presentation of all content.

Client Feedback

“Glo helped us deliver Arctic Science Summit Week 2024 in Edinburgh – one of the largest international conferences in Arctic research, with 9 days of back-to-back events, 900 delegates attending and often 10+ parallel sessions. The technical support of this fully hybrid event was absolutely flawless, all requirements were met and exceeded, the team were very professional, responsive and friendly. Even last-moment requests for additional support or equipment were all met. Both local and international organising committees are very grateful and would definitely recommend Glo for future events!”

“We would not even have contemplated trying to run the AV ourselves for our hybrid conference with multiple venues, multiple parallel sessions and hundreds of participants. As a conference organiser, the site of the black Glo shirts at the back of the room was a constant reassurance. For our participants, they were almost invisible, which is a sign that everything was running as it should and issues were being resolved before they could become problems.”