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hybrid_meeting_notes

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Notes from meeting Harry & Steve on doing hybrid meetings 16may2022 1pm.

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

  • Presents as usual on their PC, whether local or remote, meaning they connect to the Zoom and present.

Local setup

  • There is a 2nd PC in the room.
    • It is connected to the Zoom meeting, the large display via HDMI, and to the room PA system.
    • Thus it supplies the video and audio from the presentation to those in the conference room.
    • Its camera faces the room and thus shows all who are attending the meeting
    • Its microphone remains muted unless being used to support attendee asking a question (next section)
  • If local attendees bring their PC then its speakers must be silent (ok to use headphones) and muted during presentation
    • as usual they would unmute when asking questions

Attendees asking questions

  • Questioner is in the conference room
    • Questioner has PC in conference room:
      • they use their PC to ask question as usual (keep speakers muted, unmute to ask question), or
      • they use chat to comment or ask question (as usual)
    • Questioner doesn't have PC in 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 conference room - questioner uses their PC to ask 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.
  • Echo. Will happen if PC in room is playing audio. All audio in the room needs to come from the PA to avoid echo.
hybrid_meeting_notes.1652891095.txt.gz · Last modified: 2022.05.18 09:24 by Steve Isenberg