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Case Study

Hybrid … Gaia-X … hybrid

Sometimes an event supposed to be small and to be filmed just with a webcam suddenly develops into something considerably bigger to be filmed with 4 cameras, 10 microphones, a panel discussion, remote speakers, and a challenging schedule to get everything up and running. Welcome to the launch of the GAIA-X regional hub in Luxembourg on Boothted.

The launch of the GAIA-X regional hub in Luxembourg was a very prestigious event. Hosted by the FEDIL, ICTLuxembourg, Luxinnovation, and Cloud Community Europe it was highly visible and loaded with brilliant speakers such as the director of the FEDIL, the director of Luxinnovation, and others. Boothted was not only in charge of hosting the event on Boothted.com to provide the necessary hybrid framework, but instead also took care of producing the entire live stream on-site.

Social distancing at the GAIA-X launch

Boothted for Hybrid

FEDIL has been working for a long time with Boothted and hosted several events in the past on Boothted. Therefore it was not a surprise that they turned to us to host the GAIA-X launch. Boothted and its branded and modular architecture are perfect to host hybrid events such as the launch:

  • The entire interface is branded with the CI of the host
  • The flexibility to choose among various types of live-stream lets it adapt easily to various occasions
  • Providing partner organizations or sponsors with their own booth is extremely easy thanks to the entire modular concept
  • Providing downloadable resources, video playlists, and moderated Q&A’s constitutes a clear added value for the event
Boothted backend

For the GAIA-X launch, we decided to host the live stream on Vimeo and to embed it directly into Boothted. Embedding a live stream into Boothted is seamless and works without any programming knowledge. Even using specialized streams such as Clevercast to accommodate live-interpreter doesn’t even require any modification on Boothted.
One person from the FEDIL took care of moderating the Q&As and replying to questions from attendees to make sure no technical issues would prevent anyone from connecting (luckily that wasn’t any way the case). At the same time Céline Tarraube, host of the event had as well access to the Q&A’s and could brief Charlotte Boutelier from Farvest who brilliantly moderated the panel discussion.

Producing the live stream

Main broadcast with Live Stream Studio

Producing the live stream was technically a bit more challenging. Besides individual speakers, both on-site and virtually connected, the event featured a panel composed of 5 people on-site and 2 remote speakers. Obviously the speakers on-site needed as well to see and hear the remote speakers.
The event took place at the Chamber of Commerce in Luxembourg that is known for its excellent architecture. And again the Chamber of Commerce didn’t disappoint us. Not only that the venue is great, but as well the support is pristine. They provided great and necessary assets such as Plexiglas-separators between the speakers.

Behind the scenes

We decided to film the event with 4 cameras on site. One camera pointed constantly to Céline Tarraube as she was guiding through the event. A second camera filmed close-ups of the individual speakers, while a third camera took images of the entire panel. The fourth camera was used to provide footage of the entire stage which was rather large because of Covid-imposed social distancing.
Livestream Studio is our go-to broadcasting solution. It proved to be reliable and flexible to handle all kinds of productions, even those that are more visually intense. While we feel that the graphics designer would need some improvement, we appreciate the reliability. Again we had it running on a new Apple M1-chip without any major problems, even though it had to pass through the Rosetta 2 emulation. The only downside is that NDI-import is still not available as updates haven’t been released yet.

Remote guests

Bringing in remote guests can be a challenge as you never have full control over their camera and audio equipment. You literally depend on their technical infrastructure. For GAIA-X we had several remote speakers that we connected directly through the guest room of Livestream Studio. So far this went well, thanks also to prior tests we’ve performed with the speakers. It’s always good advice never to let anyone in the stream without having made a dry-run with them.
We always ask speakers to use a wired internet connection if anyhow possible for increased stability. Even though Wi-Fi can be very reliable, still connection issues are more common compared to ethernet connections. Unfortunately, not everyone has even easily access anymore to a wired connection, especially as many new laptops don’t even come with an Ethernet port unless you’re using a dongle.

Adding remote speakers

Indeed exactly this caused some trouble during the event as one remote speaker was already in the waiting room and started to have severe connection issues while waiting for his turn to speak. He disappeared several times and despite various attempts to fix the situation, we had to drop his speech and carry on with the event without him, at least for now. In such cases, it pays off, if the moderates are flexible enough to handle such unexpected emergencies and are able to improvise and carry on with the show. We’ve anticipated the next two speakers and in the meanwhile, our remote speaker managed to get his internet connection back on track so that he came upon the show at a later moment.

Rich replay

We all have busy schedules and as such we often would like to attend an event, but finally, don’t because so many other important things became relevant all of a sudden. Unfortunately, it’s really easy to skip any virtual presence, so the more important a replay becomes. That’s one of the USPs of Boothted: rich replay. Boothted lets the organizer keep the booth open after the event, featuring the replay and at the same time providing all the above-mentioned information around the live stream so that replay-viewers can benefit from an experience that is quite close to the real event.

The GAIA-X was a brilliant experience for us at Boothted. It showed that setting up a hybrid event is even possible on short notice and that combining virtual and hybrid speakers is a breeze if the infrastructure is reliable enough to accommodate various use cases.

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Case Study

Women’s day: 25 Years Ministry of Equality, powered by Boothted

March 8 is an iconic day: Women’s Day. Still, equality between Women and Men is way too often not yet a reality. Over the last 25 years the Luxembourg Ministry of Equality (MEGA), has been working to create this balance. For us, at Boothted it was an honor to be in charge of producing and hosting the live-stream of the prestigious celebration of Women’s Day, which was the perfect frame to celebrate the 25th anniversary of the Ministry, hosted in collaboration with the Luxembourg National Library.

Minister Taina Bofferding on stage

Producing a hybrid-event is always a challenge as every single element has to smoothly work together to make it a true success. The concept was clear: 3 speakers and the recital of texts especially written for this occasion by the authors Sandra Wolter & Elise Schmit and presented by the actor Nickel Bösenberg. This stunning line-up had to be filmed at the Luxembourg National Library. Du to Covid-restrictions no audience except a few staff-members would be present, yet all speakers would be speaking on-site, including the minister Taina Bofferding herself as well as the director of the National Library. The event had to be simultaneously translated from Luxembourgish to French. In addition to the stream on Boothted, the event had to be streamed as well to Facebook and Youtube.

The live-production

Filming and streaming a live-event in times of a pandemic is not an easy job. Respecting social distancing, sanitizing microphones and controls, and making sure that still everything looks nice is a challenge. Challenge accepted. We filmed on-site with 3 cameras, Livestream Studio served as our broadcast-solution while the sound was captured from the existing infrastructure of the National Library.

Set-up in times of Covid restrictions

Pre-recorded videos were added directly from Livestream Studio while a Powerpoint-presentation was integrated using Boothted’s slide-sharing feature. We had been a bit adventurous by using a new Apple Macbook Pro with its M1 processor.  We had been performing extensive tests before going live and found that the performance was quite stunning, even though Livestream Studio doesn’t run yet natively, but instead is launched using Rosetta 2. The only downside was that NDI wasn’t available in Livestream Studio so that we had to connect our cameras in different ways.

Streaming destinations

Most of the time it‘s sufficient to use either Boothted‘s built-in live-stream or any other embedded live-stream. This case was a bit more complicated as both the Ministry as the National Library wanted to stream in addition to Boothted to their Youtube and Facebook-profiles to reach a bigger audience. While the stream on Boothted was of course the preferred one because of the additional interactivity, still giving people reluctant to sign-up for the event a possibility to view was important. Giving us all the login-ins to their respective accounts wasn‘t an option. So we proposed they setup ReStream.io-accounts (get a $10 discount by signing-up on ReStream) and add their Youtube and Facebook-account in there, providing us only with the RTMP details of ReStream.io. On our end we decided to create a dual-stream in Livestream Studio: the mainstream going to Clevercast for the multilingual version and at the same time to Vimeo. Vimeo was used as a backup-stream and at the same time, we‘ve added both Restream. io-accounts as a destination to Vimeo in order to keep the bandwidth on our broadcast-system as low as possible. This setup proved to be entirely reliable and worked like a charm.

Going multi-lingual

One of the reasons, Boothted was chosen as the platform to host the entire event was, that Boothted can easily integrate with simultaneous-interpretation services and even host multilingual streams. On this occasion, we decided to again use Clevercast for the live-stream because of their ability to create a multi-lingual live-stream as well as to provide interpreters with a stable yet easy-to-use virtual infrastructure.

Boothted and Clevercast to provide a multilingual live-stream

Clevercast integrates seamlessly into Boothted with its own player that features the possibility to select various languages directly in the player. The interpreters were a bit wary at first as they had made bad experiences in the past working with online systems, but after a short demo and test run, they became quite enthusiastic about the possibilities. Boothted seamlessly integrates the Clevercast-player into the booth which made it easy for attendees to choose their preferred language.

The Boothted experience

One of the biggest benefits of using Boothted is the possibility to easily propose a plethora of additional material to be downloaded or viewed. PDF-documents can be made available under „resources“, additional videos can be added to a playlist, information about the event and the organizers can be added to the „About us“ section and of course the agenda of the event is shown in the „Schedule“ section. Interactions are made possible through the moderated and up-votable Q&A, FAQ‘s and the optional public-chat. The possibility to add partners with their own booth, in this case, the National Library, was another plus. Detailed (real-time) analytics showed how successful the event was.

LiveStream-Studio on an M1-Macbook Pro

A consistently high number of attendees connected throughout the entire event with surprisingly few drop-outs. In addition, the replay of the event on the Boothted platform helped not only to show the video of the event but instead to bring to the people an experience almost as complete as the live event itself.

Bottom line

The Boothted-team delivered on their promise to make this event memorable and at the same time, we felt the importance for us to be involved in such a prestigious event that highlighted both the tremendous progress made over the last 25 year but also that unfortunately equality between women and men still has a long way to go.

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Case Study

Trade-Show: iBuyBlack-Friday powered by Boothted

iBuyBlack.org is promoting top-rated black-owned businesses in the United States with a focus on Pennsylvania. To promote their businesses iBuyBlack organized an iBuyBlack-Friday special event. Due to the ongoing pandemic, the event had to be fully virtual and so the organizers chose Boothted to host not less than 30 vendor-booths. The modular concept of Boothted proved to be instrumental to the success of this event.

The pandemic proved to be a disaster for businesses. Brands and organizations try to find ways to get in front of their clients by using a virtual solution. But not every solution is suitable for every occasion. iBuyBlack.org reached out to us to host their Black-Friday sales. This year of course everything was different and it was clear that only a virtual solution could accommodate this event.

The challenge: visibility

The challenge was how to give a larger number of businesses adequate visibility. In addition, many of these vendors were not tech-savvy, so it had to be a system that was easy to deploy both for the vendors and for the audience. Not only should be all the participating vendors be featured within a compelling program but also should every vendor-booth be easily accessible at any moment. And of course, information about iBuyBlack had to be made available as well. That’s where Boothted came in.

The solution: multi-booth by Boothted

We provided the infrastructure with a main-booth featuring a day-long live-stream with interviews and specials and at the same time connected not less than 29 vendor booths, accessible right from the main-booth. Everything was set up in close collaboration with Jacqueline Taylor-Adams from Taylor-Adams Marketing who proved to be an amazing partner for Boothted. Her marketing skills and vision to provide amazing services to the community were an amazing help.

Jacqueline kept in contact with all the vendor booths and worked hard with them to activate their booths. For sure this was not always an easy task as many of them had never done anything virtual before. But thanks to Jacqueline’s skills and the easy-to-use interface of Boothted everything was set up for Black-Friday when the sales kicked off.

Lead-Generation

One of the key features which make Boothted interesting for vendors is Boothted’s lead-generation ability. Boothted is by design built to help to generate leads. There are various possibilities to interact with potential leads:

  • the branding makes sure that each booth is unique and perfectly adapted to the CI of the brand
  • every booth, including vendor-booths, allows the host to add a live-stream. This is the perfect possibility to get in front of the audience with a presentation, a workshop, or whatever might adequately highlight the products or services of the vendor
  • the “about-us” section gives an overview of the activity of the vendor
  • the person-to-person-chat provides an excellent opportunity to connect with prospects and to directly answer their questions
  • the Q&A and the FAQ’s helps to create content on the booth which is useful to the audience
  • detailed analytics help to retrace the activities on the booth and to reconnect with leads in a targeted way

Easy to use

The vendors were not necessarily tech-savvy people. Therefore it was of prime importance that Boothted was extremely easy not only to set up but to use. Many of our clients praise how intuitive it is and how fast one can set up a booth or even an entire event. This proved to be a big advantage in helping the local businesses shift from person-to-person to virtual. It simply felt less scary than most had imagined it would.The same applies as well for the visitors: each booth is easily accessible, fast, and intuitive to navigate and focuses on the brand rather than on useless gimmicks.

Finally!

The event proved to be a huge success both for iBuyBlack.org as for their vendors. Even though nothing can beat real contact, we managed to create something new, something that truly leveraged the benefits of a virtual event.

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Case Study

FEDIL: Virtual Presentation with Boothted

Wow, that was short notice. Sophie Macri, head of Communication at FEDIL in Luxembourg reached out to us whether we could handle for them a hybrid event, more precisely a virtual presentation/conference. Roughly seven days were left to set up the infrastructure on Boothted, planning the filming of 5 speakers on-site, and creating a branded live-stream. Challenge accepted!

The Cercle des Chefs du Personnel is an important briefing about current legislation in the field of HR that the FEDIL provides each year. No wonder that this time it was different due to the pandemic. Only a virtual audience while the 5 speakers would be filmed during their presentations at the Luxembourg Chamber of Commerce who has a fantastic infrastructure for such endeavors.

The virtual part

Setting up Boothted was really easy, especially as the FEDIL had worked with Boothted prior to the event and handled much of the configuration of the booth themselves. As one of the speakers was from the Ministry of Equality between Women and Men, a partner-booth was set up, providing additional information about the work of the ministry.

Adding additional booths for partners, sponsors or vendors is extremely easy thanks to Boothted’s highly modular concept. Every booth has its own branding, own schedule, and of course downloads, chats, and much more. As the FEDIL already had set up a booth, a good part of the branding work was already done and the existing booth could simply be cloned and adapted to the needs of the new event.
Thanks to Boothted’s built-in slide-sharing, it was easy to let each speaker control their slides individually and to embed them into the live-stream.

The live-stream

Each of the 5 presenters had a rather complex topic to handle. We decided to place them in a half-circle around a lectern so that both the social-distancing rules could be matched while at the same time being able to show views of all the speakers together. We decided to film with a total of 3 cameras and to equip each speaker with each own wireless tie-microphone to avoid having to share any microphones.

2 cameras were connected wireless over NDI while the main-camera was hard-connected to Livestream-Studio which was used to add the branding, include the presentations, additional information, and as well as pre-recorded videos. We streamed directly to FEDIL’s Youtube-account and embedded the stream into Boothted.

Showtime

We know how many things can go wrong during such an event. Yet in this case, simply nothing went wrong. All went smoothly instead. People flocked in virtually with a peak of over 170 concurrent visitors. During the presentations, the attendees started to ask questions using the Q&A section of Boothted. The questions were answered at the end of the session by the presenters even though some questions could also have been answered directly in the Q&A section.

Closing titles

“The event was a real success and I would like to thank Boothted for this excellent opportunity”, explains Sophie Macri. For us the result was flawless. Thanks to the amazing team of the FEDIL who got fully involved and was absolutely motivated to make it happen in the short amount of time given. One of the things that surprise us, again and again, is how few questions from attendees we receive how to use Boothted. Obviously, the platform is to a degree self-explanatory so that no further guidance is even required.

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Case Study

Webinar

Boothted is a modular solution for virtual events of various kinds. The smallest entity is one configurable booth which can be interconnected with additional booths to accommodate a variety of events such as webinars, press-conferences, workshops, virtual-conferences and more.
Luxembourg-based organization Lookum chose Boothted to host their webinar with Boothted and StreamYard.

Lookum hosts a series of webinars to connect experts in various fields with an audience composed of Turkish citizens living all over the world. Even though there’s no shortage of decent webinar-tools Boothted revealed to be the right solution for them.

Lookum Talks is live

The problem: Limitations of existing webinar-solutions

It was important for Lookum not only to host a webinar with a live-stream and a chat, but instead they wanted to go beyond this and provide their audience with a unique experience and generate leads.Existing webinar-solutions are quite limited when it comes to host a branded webinar, add information about the organization, provide downloadable resources or lead-generation oriented analytics.In addition most webinar-systems come with their own unbranded live-stream. This usually works fine, but adding a logo to the live-stream, banners, or overlays is usually a mission impossible.

The solution: Boothted and StreamYard

Creating a branded live-stream with StreamYard

Combining Boothted and StreamYard revealed to be the perfect solution for Lookum. Boothted comes with all the features Lookum needed to create an enhanced webinar. Having a company presentation visible came in handy, just as much as the possibility to create a playlist with various videos Lookum has produced in the past. Adding FAQ’s and a schedule for the webinar was another reason to choose Boothted. Lookum chose StreamYard to produce a branded live-stream of the webinar. Embedding the stream into Boothted is extremly easy. StreamYard creates a Youtube-stream which can be embedded into Boothted simply by pasting the Youtube-URL into Boothted.Lookum added various visual elements to the stream such as a live-ticker, name tags, various info-boxes and the logo to create a truly branded experience.

The outcome: a great webinar

Administrator-interface of Boothted

The result was a professional looking webinar with an international audience that actively participated in the webinar using the Q&A and chat features. Lookum appreciated the easy setup and administration of the booth and especially the possibility to clone an existing booth to setup the next webinar literally in minutes.

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Case Study

Press-Conference

Sharing success with a client is always a great thing, but this one was particular for us. ATOZ Luxembourg, a tax advisory firm located in the financial hub Luxembourg reached out to us as they planned their annual press-conference. Covid19 prevented them from holding the press-conference entirely in-person, instead, it was clear that ATOZ would switch to hybrid this year using Boothted. This collaboration resulted in a fantastic press-coverage.

Boothted as journalists saw it during the press-conference

Looking for software that could host the event and live up to all of their expectations ATOZ came to the conclusion that Boothted was providing exactly the features they needed:

  • Embedding a professional and branded live-stream
  • Providing interactions through chat and Q&A
  • Sharing downloadable documents with the journalists
  • Providing information about ATOZ
  • Corporate branding with the logo and colors of ATOZ
  • Instant replay right after the press-conference
  • Analytics about visitor-behavior

Boothted comes with all these features built-in and is still incredibly easy-to-use. We helped ATOZ to take the first steps, but after that, they configured their booth all by themselves literally within 15 minutes. The permalink was shared with the journalists and the booth opened half an hour before the press-conference kicked off. Journalists were required to register at the digital entrance so that ATOZ could keep track of who attended. At the same time, we arranged the branded live-stream with our sister-company ConferenceFilms by setting-up a multi-camera broadcast. The conference was streamed in HD to Youtube using Wirecast. The unlisted Youtube-stream was then embedded directly into Boothted.

Multi-cam streaming setup

We assisted ATOZ on-site during the press-conference, but frankly, they didn‘t really need our help to run boothted. All went just as planned in a super smooth way:

  • the journalists flocked in on time, some on-site, but the majority of them connected through Boothted
  • Keith O‘Donnell, managing partner at ATOZ kicked off his presentation and ran through the slides which we embedded directly into the live-stream while keeping Keith visible in a smaller window on the side. The stream was entirely branded to give the best possible brand awareness
  • At some point, journalists started adding their questions through the Q&A-section. Some of them were answered directly through Boothted while others where answered later-on during the Q&A session
  • Just as expected some journalists asked very specific questions using the person-to-person chat
Branded live-stream

After roughly 30 minutes the press-conference was over and the replay was instantly made available to both the journalists who attended virtually but also to those who attended in-person so that they could access at any moment all the information available on the booth even after the press-conference concluded.
Seeing the first articles appearing later that day on the newspaper websites was probably the biggest satisfaction for us: Boothted had efficiently helped to make a hybrid press-conference possible and created an incredible added value.
A huge thank you to everyone at ATOZ for their trust and the great collaboration.

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