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arXiv · 2603.05827

Case study of a national-level academic conference organised in hybrid mode at low cost

Violet M. Harvey·Simon Lee·Bruce Dawson·Sabrina Einecke·Gavin Rowell
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Abstract

In July 2025, the University of Adelaide hosted the Astronomical Society of Australia's Annual Scientific Meeting on its North Terrace campus. We ran the conference in a hybrid mode, with options for in-person and online attendance. This report details the procedures that we used to enable the online mode of the conference at minimal cost and minimal inconvenience to the in-person attendees. We discuss our choices of hardware and software and how we integrated these systems together. We summarise our experience of organising a local AV team and the procedures that we set for running the AV in each session. We present statistics of the online attendance numbers and post-conference survey feedback, and discuss the lessons we feel other organisers may particularly be able to learn from.

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Violet M. Harvey, Simon Lee, Bruce Dawson, Sabrina Einecke, Gavin Rowell. 2026-03-06. Case study of a national-level academic conference organised in hybrid mode at low cost. https://arxiv.org/abs/2603.05827

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