Hybrid meetings and augmenting meeting rooms

Hybrid meetings include both online and in-person 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. Prices are subject to significant change, as per industry trends.

Table Of Contents:

Aspects of hybrid meetings

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

  • Straight-on one-to-one 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.

• Room lighting is critical for successful video collaboration.

  • 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”, 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.

Tips for a successful hybrid meeting

• 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.

• Remote participants should use headphones with a mic for the best sound quality.

• In-person participants who are also joining the meeting from a device need to mute their microphone and speakers to avoid feedback in the room.

• Ensure the desired audio and video devices are selected in your online meeting.

  • E.g. The Owl camera, microphone, and speaker vs. the laptop’s camera, microphone, and speaker

Recommendations

• We recommend the Meeting Owl Pro if:

  • your hybrid meetings are conducted in smaller rooms or with a small group of in-person participants.

  • you are looking for a cost-effective and portable solution.

• We recommend a consultation with the ITMS Presentation Services team if:

  • your hybrid meetings are conducted in larger rooms or with a large group of in-person participants.

  • you are looking for a fixed installation.

Examples of audio-only solutions

Small room

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

Medium to Large Room

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

Examples of audio and camera solutions

Small room

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

Medium to large rooms

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

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