Global Hybrid Conference Production for the International Churchill Society

The International Churchill Society (ICS) hosted a two-day hybrid conference which included live debate from Sir John Mayor, Lord Hague and Jonathan Dimbleby plus pre-recorded contributions from Randolph Churchill, George W Bush and Lord Dobbs.

This high-profile event was filmed and streamed live from Churchill college. Local webcast production company WaveFX provided all the expertise, equipment and crew to manage the two-day hybrid conference including months of pre-production and editing of pre-recorded videos and zoom calls.

The client brief

The conference needed to connect prominent speakers, historians and viewers across multiple countries while retaining the atmosphere and authority of the established live event.

The programme included live discussions with Sir John Major, Lord Hague and Jonathan Dimbleby, alongside recorded contributions from George W. Bush, Randolph Churchill and Lord Dobbs.

Months of planning were required to coordinate speakers, prepare recorded content and build a reliable production schedule for two full days of broadcasting.

“Hybrid and virtual events are no different from any physical event, the presenters should be engaging and well-rehearsed, the content informative and relevant, and visually the set and stage well-lit using only professional cameras and microphones. What virtual does offer which is really exciting is the ability to connect more with the audience through interactive polls, voting and live Q&A sessions” Charlotte, Webcast Producer, WaveFX

Connecting Cambridge with a global audience

The conference was filmed and streamed live from Churchill College in Cambridge. WaveFX supplied the cameras, sound, lighting, streaming equipment and experienced production crew.

Live speakers at the college were combined with remote contributors, presentation slides and specially prepared films. Our team managed the vision mixing, sound, video playback and broadcast output, creating one consistent programme for the online audience.

Remote interviews and contributions were recorded through Zoom ahead of the event. These sessions were edited and prepared for playback within the live running order, reducing pressure on speakers in different locations and time zones.

The webcast was delivered through a dedicated online event platform, giving attendees a simple place to watch, join discussions and take part in interactive sessions.

Production challenges and how we addressed them

The scale of the speaker schedule was the main challenge. Contributors were joining from several countries, while other sessions were taking place live in Cambridge.

We created a detailed running order covering every speaker, film, presentation and audience interaction. Remote connections were tested in advance, and recorded alternatives were prepared for key contributions.

Keeping viewers engaged across two days was equally important. Rather than simply filming a sequence of speeches, the programme included discussions, interviews, polls and live Q&A sessions. This created more variety and gave the online audience an active role in the conference.

Backup playback, recording and streaming systems remained available throughout both days, helping the production continue smoothly if a connection or device failed.

The measurable outcome

The two-day hybrid conference reached thousands of viewers across 62 countries, substantially extending the event beyond the number of people who could have attended Churchill College in person.

It successfully brought together senior political figures, historians, students and Churchill enthusiasts through one international programme. The organisers also received recorded conference content that could be shared with members and watched again after the live broadcast.

The event demonstrated how global hybrid conference production can make an established conference more accessible without losing its identity or sense of occasion.

Planning an international hybrid conference?

WaveFX have been in the webcasting and hybrid conference industry for over 20 years filming and streaming remote presenters and panelists into live events and webinars. They use professional tools, equipment and experience to manage remote contributors and presenters seamlessly into any event, allowing for real-time contributions and Q&A.

Unsure how or where to stream too?  Please do get in touch and we’d be happy to talk through all the options for your latest hybrid conference (however crazy).

Call Jamie at WaveFX on 01223 505600 or email hello@wavefx.co.uk

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