Full AV & Broadcast Production for a Two-Day Hybrid Conference

Livecast delivered complete audiovisual and broadcast production for the 2025 Ontario Cyber Security Summit — a two-day hybrid conference featuring a main plenary program and multiple concurrent breakout sessions.

With approximately 500 in-person attendees and 500 virtual participants joining via Zoom Webinar, the event required seamless coordination across rooms, broadcast-quality livestreaming, and fully integrated accessibility and bilingual support.

The Challenge

The summit required a production partner capable of delivering:

• A seamless in-room experience for 500+ attendees

• Simultaneous livestreaming of plenary and breakout sessions

• Independent AV and streaming support across multiple breakout rooms

• Consistent accessibility in every space:

  • English captions (in-room and online)

  • French interpretation via AI live subtitles

  • ASL integration (in-room and online)

• A livestream that met broadcast / television-quality standards

Managing concurrent sessions while maintaining consistent production quality and accessibility across all rooms required detailed planning, experienced show calling, and technical precision.

Our Solution

End-to-End Production Management

Livecast provided complete event production services, including:

• Full AV design and equipment supply

• On-site setup, operation, and strike

• Day-before setup and technical rehearsals

• Dedicated producer and show-calling team to manage transitions and run-of-show

Main Plenary Production

The plenary room was designed to deliver a cinematic, broadcast-level experience both in-room and online.

Audio & Presentation

• Professional microphone systems for keynotes and panel discussions

• Large-format screens and comfort monitors

• Teleprompter support for speakers

Lighting & Visual Design

• Stage lighting design for broadcast-quality camera capture

• Decorative room lighting to elevate the in-person atmosphere

Multi-Camera Broadcast Production

• 4K Sony FX9 cinema cameras for keynote and panel coverage

• PTZ cameras for audience and wide-room shots

• Live switching and real-time stream delivery to Zoom Webinar

Breakout Room Production

Each breakout room operated with independent technical execution to accommodate unique schedules and content.

• Full AV support per room (slides, video playback, audio reinforcement)

• Dedicated streaming per session

• On-site technicians assigned to each room

• Consistent branding and accessibility integration across all spaces

Broadcast Graphics & Visual Package

To ensure a cohesive and professional viewing experience, Livecast developed a custom visual package that included:

• Branded lower third graphics

• Custom background designs for in-room screens and livestream

• Picture-in-picture (PiP) layouts

• Professionally composed stream layouts aligned with event branding

Accessibility & Bilingual Integration

Accessibility was fully integrated across both plenary and breakout sessions:

• English captions in-room and online

• French interpretation via AI live subtitles

• ASL sign language integration across multiple presentation formats

All accessibility features were delivered consistently across physical and virtual audiences.

Staffing & On-Site Execution

Livecast deployed a 10-person onsite crew, including:

• Producer and show caller (plenary room)

• Technical director and camera operators

• Dedicated breakout room technicians

• Streaming and broadcast specialists

This structure allowed for independent control in each room while maintaining overall event cohesion.

Results

• A seamless experience across multiple concurrent sessions

• Strong engagement from both in-room and virtual audiences

• Broadcast-quality livestream with cinematic camera coverage and custom graphics

• Fully integrated accessibility delivered across all rooms

• Positive feedback from attendees, presenters, and event organizers

Despite the complexity of a multi-room hybrid format, the summit ran smoothly — reinforcing Livecast’s ability to deliver large-scale, broadcast-quality conferences with precision and consistency.