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--- hybrid_meeting_notes [2022.05.18 06:52] – 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 16may2022 1pm.
+~~NOCACHE~~
+====What Goes Where in LCC====
-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 Lexington Community Center (LCC).  Let's take a look at how this would happen from the viewpoint of speaker and attendee.
+===Speaker is remote only===
+Goal in LCC is to show presentation to audience and provide for questions.
+  * Single computer
+    * 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
-===Speaker===
+===Speaker in the room only===
-  * Presents as usual on their PC, whether local or remote, meaning they connect to the Zoom and present.
+  * First computer
-  * Speaker is in LCC: connect their PC to HDMI to show their presentation on the screen there. Use computer speaker output for PA.
+    * Labeled: LCC Audience
-  * Speaker is not in LCC: Use 2nd PC in the room to connect to Zoom and also HDMI for presentation and sound.
+    * 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
-===Local setup and use===
-  * There is 2nd PC in room that's used for questions asked by attendees, attendees without PC go to this PC to ask question.
-  * If speaker is remote, this 2nd PC is connected to HDMI showing its screen (and the presentation) to attendees and using its speaker output for PA.
-  * If local attendees bring their PC then its speakers must be silent (ok to use headphones); they would unmute when asking questions
-Local person actions to watch and ask questions
-  * Local person has PC: mute speakers or use headset. OK to use to ask question (as we now do)
-  * Local person doesn't have PC: watch presentation (as pre pandemic), and go to the 2nd PC in room to ask question. (Or ask neighbor with PC to ask it.)
-===Remote attendees===
-  * No change, same as before, they connect to Zoom to watch presentation and ask questions.
-  * (Speaker is "remote" if they are either not in the room or don't want to connect their PC to HDMI.)
+====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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