As we work our way back to meetings in person, one option that is popping up for some groups is the hybrid meeting. What is that? It is a meeting that partially takes place both in person and online with a system such as zoom, WebEx, telemeetings, etc.. (I will reference zoom moving forward as the example) You will have a physical room of people with one zoom square and the rest of the people are at a place (home, car, etc) where they connected via Zoom.

What does it take to get a hybrid setup?

Basic equipment required in the physical meeting room

• Phone with Zoom on it with a data plan or wireless (Addict supplied)

• Tripod for phone to sit in for camera stability (Group supplied)

• TV screen or projector in the room with the physical meeting (Meeting space supplied)

• HDMI Cable or equivalent (Meeting space or group supplied)

• Adapter from the phone to the TV for HDMI or equivalent connection (Group supplied)

• (Optional but recommended) Power source for phone (Addict supplied)

• (Optional but recommended) Bluetooth conference style speaker (Group supplied)

Advanced Equipment

• Laptop computer with Zoom on it connected to wireless (Addict supplied)

• Web Camera on tripod (Addict or group supplied)

• TV screen or projector in the room with the physical meeting (Meeting space supplied)

• HDMI Cable or equivalent (Meeting space or group supplied)

• (Optional but recommended) Bluetooth conference style speaker (Group supplied)

What about the OWL? The OWL is a great device, but the cost is prohibitive to most groups. After taxes and all, the current version OWL 3, is $999.99 Then there are the questions later for when something breaks or the group decides to move away from hybrid. What do you do with the OWL you purchased? - Amazon

Current setup I am using in a meeting

We average approx. 6-10 people in person and 25 on Zoom.

Cost $217.00 plus tax.

• iPhone X or newer with free zoom app.

  • Does not need to be the host

• iPhone adapter - Amazon

  • Apple Adapter (lightning and HDMI)

• Tripod with phone holder (choose one)

  • Desktop / Table Model - Amazon

  • Floor Model - Amazon

• HDMI Cable 30ft - Amazon

  • Go long. Don’t be caught short if your meeting venue changes.

• Bluetooth Conference Speaker (choose one)

  • Basic 1 microphone / speakerphone setup - Amazon

    • EMEET Luna Conference Speaker, w/Enhanced Noise Reduction Algorithm, w/Dongle USB Speakerphone for Home Office, 360° Voice Pickup

    • Up to 8 people in a conference room setup

    • Microphone quality is the important part between choosing 1 or 2 devices.

    • Can have a second device added and daisy chained. Must purchase the device and the cable for it to work correctly.

    • Speaker is very loud and clear.

  • Advanced 2 microphone / speakerphone setup - Amazon

    • EMEET Luna Conference Speaker, w/Enhanced Noise Reduction Algorithm, Daisy Chain, w/Dongle USB Speakerphone for Home Office, 360° Voice Pickup

    • Up to 16 people in a conference room setup

    • Microphone quality is the important part between choosing 1 or 2 devices.

    • This link is a bundle and has everything you need. 2 Luna devices and a daisy chain audio cable. Click here if you need to buy the cable separately.

    • Speakers are very loud and clear. The two together create a great sound.

Other things to think about is the sustainability of the hybrid concept. Just like the bag or materials, who is going to keep this equipment, maintain it, and operate it. Some people’s skill set just don’t know how to do that or are intimidated enough by just running a meeting. Ask around if the regulars at your meeting have some ability to do this and the availability to help get it started. It is simple to some and a daunting task to others. Be respectful of that.

If you have a setup that is different or have something to contribute, please use our contact us page and submit your information to us.

Keep coming back!