A hybrid meeting involves both online and onsite participants. Online attendees may connect via different devices, i.e. tablet, computer, phone or dial-in. Onsite participants may be on multiple locations using one user account to connect and yet watch and interact from a meeting room. Zoom, Microsoft Teams, Webex and Google Meet are most common platforms to run such meetings. 

Below is a summary of professional equipment recommended as a best practise in order to run hybrid meetings successfully in regards to sound and video quality.  Please consult our professional AV crew before planning your next hybrid event.

Digital two-way sound cards

External sound cards are small and inexpensive gadgets but they deliver a superb outcome transforming your computers weak audio into a rich and broad audio stream. Use a sound card as an interface between your meeting room’s sound system and computer, instead of connecting a meeting’s room sound system output directly to your computer.

Audio expander

Audio expander is a box to regulate & balance multiple incoming / outgoing audio channels. Use an audio expander when you have interpreters and multiple audio channels in the room. You may also use an audio expander as your main audio stream device if you are merging all incoming audio in one place and then streaming it to internet.

Video capture cards

Video capture cards help you connect multiple cameras to my video stream. A professional video director selects best camera angle when speakers change.

Seperate computers for audio, video, presentations and languages

Do not rely on just one computer to connect your meeting room to an online audience. Use seperate computers for each task:

Computer 1: room sound (no interpretation)

Computer 2: room video

Computer 3: Shared screen and/or presentation board/screen

Computer 4 and more: Use one computer for each language channel, i.e. English, French, Chinese, Portuguese, Spanish, Ukrainian, etc.

High speed broadband internet

Make sure that you have high speed broadband internet in the meeting rooms. Wired connecting is preferred. If you have language interpretation, 5 mbps upload speed is the minimum you will need for each channel. For your unique requirements, consult our office. Always make a dry run before you go live.

ISO Standard professional equipment

Professional equipment make a huge difference in performance. Home-made systems are not recommended. Sound system, cameras, sound cards, interpretign equipment, computers, microphones and headsets must be selected after consulting to AV professionals.

Testing and dry run

No matter how good you think your system is, always plan a testing & dry-run session with the final setup. You may be meeting online or onsite among your peers, but every new equipment or user has a potential to ruin everything. Electronic systems can be easily broken. Test your setup before going live.

Back-up plan

Always have a Plan B for equipment failure, internet issues, sharing slides or people not showing up ontime. For large, long and VIP events consider installing a UPS or power generator at the premises.

Online – onsite support

Hire experienced online and onsite technical support crew. Otherwise your manager, CEO or moderator ends up dealing with connectivity issues or system failures.

 

There are so many combinations of hybrid meetings. People may be connecting from under-privileged parts of the world or while they are commuting. Old sound equipment in meeting rooms are not designed for hybrid events. Consulting to professionals who know the requirements of the new normal is essential.

Dragoman has been providing online and onsite language intepretation, equipment and technical support services for many years. We are trusted by United Nations, EU and many global brand.

Contact us for further information.