Created fall 2021

Hybrid meetings include both online and in-office participants.

Meeting rooms with a large screen (i.e. data projector or “tv” type display) used with Microsoft Teams allow people in the meeting room to see remote meeting participants. If the room does not have speakers and/or room microphones, an individual in the room can use their laptop for both, depending on room size. To further augment rooms for hybrid meetings, there are cost-effective, moveable solutions. Permanent (fixed) solutions are convenient but come at a higher cost. For design and equipment selection consultation, contact ITMS Presentation Technology Services (ITMS-PTS) at eclass@uwaterloo.ca.

High level tips

• Room audio is the most critical aspect for attendees on both sides of a hybrid meeting.

• Room cameras add an immersive aspect to hybrid meetings but add expense over audio-only.

  • Most critical to a successful video collaboration is room lighting.

• If a fixed/permanent installation (audio or video) is desired, standardization is key to success.

  • Standards make it easier to support and consistency makes it easier for room users.

• Technology tips

  • Avoid wireless solutions for video when possible, including Bluetooth.

  • Avoid hardware that requires special drivers, choose those that are platform agnostic. This allows the user’s computer to automatically setup the added devices, without special installation.

More detailed tips

For design and equipment selection consultation for fixed installation, please fill out this form under the topic: Hybrid Meeting Room Consultation. ITMS Presentation Services (ITMS-PTS) will be in touch.

Included in this article:

Tips for a successful hybrid meeting setup

• Room audio is the most critical aspect for attendees on both sides of a hybrid meeting.

  • Microphones come in an array of types, each designed to address specific configurations and situations. Choosing appropriate hardware for a hybrid meeting room will allow the remote and local participants to hold natural conversations, without "loud-speaking", "we can barely hear you", and other intelligibility problems.

• Room camerasadd an immersive aspect to hybrid meetings but added expense over audio-only.

  • Straight-on one-to-one

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• • headshots, wide-angle table views of all room participants, and panning and tilting cameras to capture active speakers in the whole room, can all be used to add an immersive touch.

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• Room lighting is critical for successful video collaboration

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  • Poor lighting means a camera view is likely to be a distraction rather than a positive addition to a hybrid meeting. A simple face-forward soft light works to address forehead hot-spotting, “raccoon eyes”

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• • ,

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• • and other problems that prevent a natural feel to the connection.

• If a fixed/permanent installation (audio or video) is desired, standardization is key to success.

  • Standards make it easier to support and consistency makes it easier for room users.

Technology tips

• Avoid wireless solutions for video when possible, including Bluetooth.

  • Avoid hardware that requires special drivers; choose those that are interoperable among various platforms. This allows the user’s computer to automatically set up the added devices, without special installation.

Examples of audio-only solutions

Small room

Costs range depending on aesthetic and cable management from $120 – $600+

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Medium to Large Room

Costs range depending on aesthetic and cable management: $1,000 – $5,000+

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Examples of audio and camera solutions

Small room

Costs range depending on aesthetic and cable management: $800 – $1,200

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Medium to large rooms

Costs range depending on aesthetic and cable management: $1,400 – $10,000+

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