Learn how your club can find success while having participants online and in person.
A hybrid club meeting combines online and in-person attendance. This article offers helpful advice to ensure your club is equipped to hold successful hybrid meetings.
Meeting Location
Your hybrid meeting location should:
- Be able to physically accommodate in-person members and guests
- Allow for access to a strong internet connection
- Allow any technology needed to integrate online participation to connect easily.
To run hybrid meetings, your club will need:
- An online meeting platform that allows for online participation (some examples include: Zoom, Microsoft Teams, and Google Hangout)
- Webcam(s) – ensure online participants can view the speakers. If possible, multiple webcams can be used to also share the rest of the meeting space with virtual attendees
- Microphone – determine what type of microphone will be used and whether that microphone will remain in the speaker’s area or be passed along by members and guests
- Loudspeakers – have speakers and computers positioned to avoid microphone feedback
- Projector/screen/television – find a strategic way to show online participants in the meeting space
- Phone/tablet/laptop – a device will be needed for a club officer or member to monitor chat and provide support to remote members
Practice and Preparation
Before you start your meetings, it’s vitally important to ensure that the technology is working as expected. You may want to test it out days before the first meeting, to iron out any kinks. For every meeting:
- Test technology and ensure it is working as intended
- Allow virtual attendees to join early to test their equipment
- Have any documents, including agendas, open and ready to share
- Be ready to help members troubleshoot technology issues
- Find a solution to collect guests’ contact information.
