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.

Due to a high volume of inquiries for our services, we may redirect requests for fixed solutions to external integrators.

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 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.

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.

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+

Portable solution

  • Plantronics Calisto 3200

    • $120+

Fixed installation

  • With a TV (65” or larger) and a Crestron UC-SB1, a USB-based soundbar with a built-in microphone array; USB can be plugged into a local PC or local laptop

    • $600+, + cable management as needed + possible installation costs

  • If no TV, or prefer a table solution, use a Portable solution but install it as fixed

Medium to Large Room

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

Portable solution

  • Logitech Group without a camera

    • $1,000+

Fixed installation

  • Shure Stem

    • The level of integration into the room, and room size and shape, greatly affect the cost

    • $3,000 - $5,000+

Examples of audio and camera solutions

Small room

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

Portable solution

  • Logitech CONNECT, Owl Labs Owl PRO

    • $800 – $1,200

Fixed installation

  • With a TV (65” or larger), Crestron UC-SB1-CAM – a USB-based soundbar built-in microphone array and camera; USB can be plugged into a local PC or local laptop

    • $850+, + whatever cable management needed + possible installation costs

    • If no TV, or prefer a table solution, use a Portable solution but install it as fixed

Medium to large rooms

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

Portable solution

  • Logitech Group, Owl Labs Owl PRO

  • $1,400+

Fixed installation

  • Varies greatly by what equipment is already installed, the level of integration, desired aesthetic, room size and shape, and lighting requirements; all equipment standardized to a Crestron interface

    • Q-sys

    • Shure

    • Vaddio

    • Typically, $5,000 – $10,000+

For design and equipment selection consultation, contact ITMS Presentation Technology Services (ITMS-PTS) at eclass@uwaterloo.ca.

Due to a high volume of inquiries for our services, we may redirect requests for fixed solutions to external integrators.