How ETC equipped a hybrid conferencing room in just 3 hours

Overview

Is it possible to transform an empty room into a fully functional hybrid conferencing space in just a few hours?

That’s the challenge ETC (Educational Technology Collaborative) faced in setting up a room for breakout sessions at the 4-day EDUCAUSE Annual Conference at the Music City Center in Nashville.

With no room for error and an extremely tight timeline, ETC teamed up with Nureva, Crestron and Sony to create a high-performance hybrid conferencing environment. Together, they delivered audio, video and collaboration capabilities for participants in the room and remote attendees across the country.

Challenge

The back-to-back breakout sessions were set to take place in a 45' x 26' (13.7 x 7.9 m) room. With no time for a complicated setup or troubleshooting, ETC needed a solution that could:

• Be installed in hours.
• Operate reliably for 4 consecutive days.
• Deliver a seamless experience for both in-room and remote participants.

Solution

The setup provided by ETC and their trusted technology suppliers included:

• Audio: The Nureva® HDL410 system provided full-room microphone coverage while its Adaptive Voice Amplification feature amplified the presenter’s voice for in-room and remote participants.
• Video: Crestron® cameras captured every detail for remote attendees.
• Control: A Crestron meeting room control system managed all audiovisual solutions for smooth operation.
• Displays: Sony screens kept in-room participants engaged.
• Platform: Zoom served as the UC&C bridge between physical and virtual attendees.

Implementation

Arriving the day before the event, the team ran cables, mounted devices and tested all systems. In just 3 hours, the room was fully operational. From the first session onward, the technology performed flawlessly.

Results

The feedback was immediate and overwhelmingly positive:

• Remote attendees felt fully included in the sessions.
• Presenters appreciated the seamless, stress-free experience.
• Organizers praised the fast and reliable setup.

One participant summed it up: “Providing a hybrid environment makes a huge difference. It means I can still contribute even when I can’t be there.”

Conclusion

You don’t need complicated systems — or a long installation time — to create an inclusive hybrid meeting or learning environment. With the right technology solutions working together, setup can be completed in just a few hours.