On-site coordination

Looking for a dynamic coordinator for your next meeting or business event? Prefer to outsource on-site management to a true specialist? The Presence Group is happy to help with your national or international meeting! There's nowhere we shine brighter than in our role as your on-site coordinator or SPOC. As your single point of contact, we will actively take the lead at your meeting or event location.

We'll keep our finger on the pulse of every last aspect of your meeting. Managing arrangements and plans is in our DNA. Clear and punctual communication with you, technicians, interpreters, hotels, restaurants, taxi firms and other activity partners means there's no room for misunderstandings or unforeseen circumstances. And, in the event that something doesn't quite go to plan, you can rely on us to take it in our stride: The Presence Group always thinks in terms of solutions! With our five-star service for both you as an organiser and your guests, your meeting or event is guaranteed to go smoothly.

The characteristics of a hybrid meeting

  • It is a combination of remote & “live” participants, speakers and sessions
  • Use of home device combined with “live hardware” on-site
  • Both on-site and remote technical assistance, meeting support and moderation

How does a hybrid meeting work?

Not everyone can attend your meeting in person? We have a solution for this!

Some of your participants can for example gather together in a conference room while other participants will follow the meeting remotely.

Our technician is on site to set up and test the hardware equipment (cameras, microphones, headsets) and the necessary systems. During the hybrid meeting, he sends the sound and video feeds to the interpreters in real time. This guarantees that all the participants receive the interpretation live and in real time.

Simultaneous interpretation may be required during your hybrid meeting, but the interpreters can work remotely. They receive sound in real-time via our technical solution and hardware equipment  and will be able to provide the participants with interpretation.

The Presence coordinator will be your SPOC (single point of contact). Due to the fact that this coordinator is in direct contact with you, the technician, and the interpreters, he/she is always aware of the status of every project and can, if needed, make instant changes in the requests.  

An online moderator facilitates the communication between online participants. He or she will make sure that your hybrid meeting runs smoothly.

Thanks to the hybrid set up, the note taker can also work from home since he/she can follow the meeting via our streaming solutions.

Do you have a hybrid meeting coming up?

Let's talk!

What are the most common pitfalls of hybrid meetings?

After the COVID pandemic, companies are faced with a new challenge: hybrid meetings and events. But before you jump face-first into it, let’s learn from the 5 most common pitfalls that companies don't always expect to face.

  • Technical requirements

Link with existing systems/equipment needs to be tested to verify that everything works. Stable dedicated internet connection is needed to make sure your remote participants, speakers, interpreters and other stakeholders can follow the hybrid meeting smoothly.

  • Tech-savvy remote participants

Make sure that everyone is well prepared, provide them with a manual or guidelines on how to connect and on how to use the platform.

  • Meeting etiquette

When you attend an online meeting, it is important to observe some basic etiquette, just like for a live meeting. There are a number of things to watch out for. Read more about this here!

  • Legal compliance

What about data protection? Are firewall issues tackled upfront? Does your company allow you to download the app or to work with Chrome?

  • Difference in expectations/experiences

Don't forget that people on-site and remote have different expectations and experiences. Small talk at the coffee corner or via the laptop is not the same. Find out here how to make hyrbid meetings work!

Don’t get spooked by the complexity. We make sure you don’t forget anything!

How does an online meeting work?

A virtual platform, computer or smartphone and internet. That is all you need to set up a virtual meeting!

A virtual meeting is held by using a web browser application or an app that you can download on your computer or smartphone. Through this online meeting software, participants can interact with each other and follow the meeting from home.

Simultaneous interpretation might be necessary during your virtual meeting, but in this case the interpreters don't need to be on site, they can work remotely. Via our technical solution, they receive sound in real-time and will be able to provide the participants with interpretation.

Just like the interpreters, an online technician can be provided during your virtual meeting. He or she will be present before and during the meeting to set up, connect and test the necessary systems. Also during the online meeting the technician will be monitoring everything to make sure your meeting runs smoothly.

An online moderator will facilitate the communication between online participants. He or she will make sure that your virtual meeting runs smoothly.

Note taking is also possible during online meetings. We can make sure the note taker can work from home since he/she can follow the meeting via our streaming solutions.

Do you have an online meeting coming up?

Let's talk

Choose the right platform for your virtual meeting

A lot is possible these days during your virtual or online meeting. Make sure you choose the perfect interactive meeting platform (like ZOOM, InEvent, VoiceBoxer, KUDO, Teams, ...).

Are you looking for an overview of all the different features our platforms offer for your virtual meeting? Decide which features your meeting or event should include by using our handy checklist! Depending on your wishes and needs we will advise you which virtual platform suits best!

Complete our online checklist!
On-site coordination

The Presence Group: your experienced meeting and event coordinator

The Presence Group boasts more than 20 years of relevant practical experience in on-site event management. We manage every last detail of professional national and international meetings and events for countless dynamic businesses. As your single point of contact, we make sure everything runs just like it should, we're always up to date with what's happening on the floor, and we're able to respond to every question, however big or small. Allow us to take care of your meeting or event so you can focus on your guests with complete peace of mind.

Looking to put your on-site coordination into experienced hands?

Contact us