have questions about streaming hybrid meetings (virtual & in person)?
A hybrid meeting is a meeting that takes place in person and virtually. To have a successful hybrid meeting, you need to have the following:
- A good internet connection. The internet connection should be strong enough to support both in-person and virtual participants.
- A video conferencing system. The video conferencing system should allow all participants to see and hear each other. Having a projector and screen (or multiple screen setups) allows the participants in the room to see the presentations and online participants more clearly and will make for a more professional hybrid meeting. Able Audio can provide projectors and screens and assist with the setup and general production.
- A microphone and speakers. The microphone and speakers should be able to pick up and amplify the voices of all participants. If you have more than 20 people you should have a wireless microphone and PA (speaker system) for the participants in the room as well as a USB microphone and a USB camera for the people who are streaming online. You should use a stand alone microphone and camera for the people who are streaming on the internet because it will give your online audience better sound and video quality than what a laptop mic and web cam can provide. We can rent both USB microphones and USB web cameras for hybrid meetings.
- A way to share documents and presentations. The way to share documents and presentations should be easy for all participants to use.
- A way to take notes. The way to take notes should be easy for all participants to use.
Here are some additional tips for having a successful hybrid meeting:
- Test the technology before the meeting. Make sure that all of the technology is working properly and that all participants can access it. It is a good idea to do a test meeting an hour or two before the actual meeting with all aspects of the gear. Have someone virtual log in and test all components that will be used.
- Start and end on time. Respect the time of all participants, both in-person and virtual. It is a good idea to add 20-30 minutes onto the expected run time of the meeting to account for any possible technical difficulties and / or questions at the end. If everything runs smoothly and there are no questions everyone can log off with some free time they did not plan for. Win-Win.
- Encourage participation from all participants. Make sure that everyone feels like they have a voice in the meeting. With smaller groups you can ask each participant to introduce themselves, their location and what they expect to get out of the meeting.
- Be patient. There very likely will be technical difficulties or other challenges during a hybrid meeting. This is normal and most participants will be expecting it. Don’t panic! Be patient and work through them as needed. Having a live audio visual tech on-site can often help to get these figured out.
- Have fun! Hybrid meetings can be a great way to connect with people from all over the world. While this new phenomenon got popular with Covid, it is likely here to stay. Enjoy the experience!
Rent equipment for a hybrid meeting.
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Streaming Terms:
Hybrid meetings are a mix of both in person meeting and streaming where participants and presenters can be in the main meeting space or anywhere they have an internet connection. These can be a bit easier to manage as there is a main moderator in a central location with live participants.
Virtual meetings (online meetings) became very popular during Covid and are held for an online audience. All participants and mediators are in separate locations and can be anyway in the world as long as they have an internet connection.
Common Terms Used:
Virtual, Remote Meeting, Web Conference, Webinars, At Home, Online, In Person, real life
Streaming Website / Apps:
Zoom, Go To Meetings, Microsoft Teams, Google Meet, Skype, Twitch, Cisco, Vimeo, Slack, Google Hangouts, Facebook Live, Webex
Some past Clients :
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