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

• First computer
  • Labeled: LCC Audience
  • 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

• 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

• 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?)

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 2022.10.28 12:44

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.

• 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.

• 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

• 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

Although we believe many problems have been solved with the procedures described above, there are still some issues of concern in the following areas:

• 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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