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--- hybrid_meeting_notes [2022.05.16 11:04] – created Steve Isenberg
+++ hybrid_meeting_notes [2022.10.28 12:44] (current) – [What Goes Where in LCC] Steve Isenberg
@@ Line 1: / Line 1: @@
-Notes from meeting Harry & Steve on doing hybrid meetings.
+~~NOCACHE~~
+====What Goes Where in LCC====
-===Speaker===
+===Speaker is remote only===
-  * Presents as usual on their PC local or remote.
+Goal in LCC is to show presentation to audience and provide for questions.
-  * If they're in the room (LCC) then connect their PC to HDMI showing its screen (the presentation) to attendees and using their microphone for the PA.  (see Feedback concern)
+  * Single computer
-  * If speaker is remote, they present as usual; see Local setup.
+    * Labeled: LCC Audience
+    * Video out: to screen, showing the presentation and active speaker
+    * Camera: faces audience
+    * Speaker/microphone: connected and is moved to be close to anyone asking question
+    * Management: local host mutes microphone and unmutes only when someone is asking a question
-===Local setup and use===
+===Speaker in the room only===
-  * There is 2nd PC in room that's used for questions asked by attendees, attendees without PC go to this PC to ask question.
+  * First computer
-  * If speaker is remote, this 2nd PC is connected to HDMI showing its screen to attendees and using their microphone for the PA.
+    * Labeled: LCC Audience
-  * If local attendees bring their PC then its speakers must be silent (ok to use headphones); they would unmute when asking questions (see Feedback concern)
+    * Video out: none
+    * Camera: faces audience
+    * Speaker/microphone: none
+    * Management: none
+  * Second computer
+    * Labeled: LCC Speaker
+    * Video out: to screen, showing the presentation and active speaker
+    * Camera:
+      * if computer camera, faces Speaker
+      * if external camera, faces Speaker, turn to audience when audience member asks question
+    * Speaker/microphone: near Speaker, can either move to audience member asking question else questioner comes to the speaker/microphone
+    * Management: none
-===Remote attendees===
-  * No change, same as before
+====Objectives====
+===John Rudy, Harry, and others===
+  * Some people physically in LCC room, others remote from home
+  * Likely more than 10-15 remotely & a bunch in the room
+  * Remote attendee can raise hand and verbally ask question of presenter
+  * Operates similarly to if we're all in the same room
+  * Do we need a moderator?
+  * How to handle recording of presentations when in hybrid?
+    * Some in the LCC activity
+    * Some remote activity
+  * How to improve presentations in LCC over pre-covid
+===Carl Lazarus' experience===
+  * Has taught classes at BOLLI
+  * Best to use a laptop provided to presenter, presenter brings USB stick (not using presenter's laptop)
+    * presenter looks at this laptop
+    * sees his slides and questioners
+    * showing on a screen behind him
+  * Maybe more remote attendees than in the room
+  * Remote participants need to use the 'raised hand' when asking to speak
+  * Good if there are two monitors: laptop used by presenter and a second to show attendee vids
+  * How to make sure questioner in the room can be heard (pass a microphone around?)
+====Details of a Methodology====
+Notes from email and Zoom discussions during the week of 5/9/22 and a face-to-face meeting on 5/16/22 in Room 237 at the LCC between Harry & Steve about technical issues for changing LCTG meetings from zoom-only to hybrid
+(zoom and in-person) meetings.
+//This page last changed ~~LASTMOD~~//
+We are exploring how to hold hybrid meetings, so that people can present or watch the meeting either remotely or locally, in the usual room in the Lexington Community Center (LCC).
+A very uniform and manageable way to run these meetings is to have everybody (the presenter, the audience in the room, and the remote participants) use Zoom as a shell for the presentation and audience interactions.
+  * The Presenter and all of the Remote participants in the meeting use Zoom for all content presentations and interactions.
+  * The Presentation is viewed:
+    * By a local participant on the large screen at the front of the room
+    * By a remote participant on their computer screen
+  * The Presentation is heard:
+    * By a local participant:
+       * through the air if the Presenter is local
+       * through the meeting room audio system if the Presenter is remote.
+    * By a remote participant:
+       * through the speaker/headphones of their computer.
+===Local setup===
+  * There is a PC ("the room-PC") in the room that is set up by the LCTG host.
+    * It is connected to the Zoom meeting and the large display via HDMI.
+      * Thus it supplies the video from the presentation to those in the conference room.
+    * Its camera faces the room and thus video captures all who are attending the meeting.
+    * Its microphone remains muted unless being used to support a local attendee asking a question (see the section below)
+      * a local presenter will have to mute their speaker output while the question is being asked by the local attendee at the room-PC
+      * It might be adequate to use a local presenter's microphone to pick up questions from the room.
+    * If the presenter is not in the room, this room-PC supplies audio to the room.
+  * If local attendees bring their PC then its speakers must be silent (ok to use headphones) and muted during the presentation
+    * As usual they would unmute when asking questions.
+Let's now take a look at how this would happen from the viewpoints of the presenter and the attendees.
+===Presenter===
+  * Presents as usual on their PC, whether local or remote, meaning they connect to Zoom and give their presentation.
+  * If the presenter is in the room, they turn up their PC speaker's volume (so they and others in the room can hear remote attendee questions)
+    * zoom will prevent echo/feedback with the presenter's microphone
+===Attendees asking questions===
+  * Questioner is in the conference room
+    * Questioner has PC in the conference room:
+      * they use their PC to ask the question as usual (keep thei speakers muted, unmute to ask a question), or
+      * they use chat to comment or ask questions (as usual)
+    * Questioner doesn't have PC in the conference room:
+      * Use a neighbor's PC (keep speakers muted) to ask or
+      * Use the 2nd PC in the room to ask
+  * Questioner isn't in the conference room - questioner uses their PC to ask a question, as usual
 ===Concerns===
-  * Feedback. In the room, speaker or questioner.  They're using their PC microphone and sound is coming from PA.
-  * Delay. speaker or questioner may hear what they say after a delay, this might be disconcerting or confusing to those speaking.
+Although we believe many problems have been solved with the procedures described above, there are still some issues of concern in the following areas:
-  * Echo. Will happen if PC in room is playing audio.  All audio in the room needs to come from the PA to avoid echo.
+  * __Feedback__.
+    * In the room, speaker or questioner.  They're using their PC microphone and sound is coming from PA.
+  * __Delay__.
+    * Speaker or questioner may hear what they say after a delay, this might be disconcerting or confusing to those speaking.
+  * __Echo__.
+    * Will happen if the PC in the room is playing audio.  All audio in the room needs to come from the PA to avoid echo.
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