Why Hybrid?
Hybrid meetings enhance accessibility. They can accommodate diverse needs like remote work, transportation issues, health concerns, and scheduling conflicts. It’s also possible to accommodate the deaf and hard of hearing by using closed captioning.
Getting Started
It takes some planning and practice to run a smooth hybrid meeting. Create a new dedicated tech team for this purpose. Unlike other service positions in a group, this is not a one person job. A dedicated team of several people who can coordinate with each other and cover for each other is required.
Minimalist
Use a cell phone as the base device. Position it near attendees for clear audio and adjust volume. This can be ideal for smaller groups but also adaptable for larger ones.
More Involved
Using a laptop can provide better visibility and control. Aim the laptop screen and its built-in camera into the room to make it easier for participants on both sides to see each other.
- A USB “speakerphone” is essential. Microphones built in to laptops are NOT designed to pick up audio in a large room.
- Check Zoom’s Audio Input & Output device to be sure the Speakerphone is being used
- The meeting space must have wifi internet. In an emergency, you can set up a hotspot on your phone, but this tends to be too slow for a long term zoom solution for the group.
- Make sure only one device has sound. Any other devices should be muted and have the sound off. Otherwise you will get the dreaded echo effect.
TV or Large Monitor
If the meeting space has a TV, connect the laptop to this TV to allow the in person attendees to better see who is on zoom.
What Are Other Groups Doing?
As you can see, there are lots different options for setting up equipment for a hybrid meeting. Here is what some of our groups are doing:
If your group is running a hybrid meeting, please contact the webservant and share what you’re doing, what’s working, and what the challenges are!