How Do I Set Up Basic A/V for a Hybrid Meeting?

by Felipe Quaresma

Hybrid meetings have become an increasingly more popular solution for modern community governance, providing board members, managers, and community members the flexibility to participate in meetings either in person and virtually. But creating a smooth experience for everyone requires more than simply launching a virtual meeting link — it requires the right A/V setup to ensure your meeting runs smoothly. But, with the right equipement and some preparation, you can create a basic setup that will make sure your next hybrid meeting is a success.

What is a Hybrid Meeting?

For those who don’t know, a hybrid meeting is a meeting that combines in-person and virtual attendance, allowing participants to join either from the meeting room or remotely. This format gives communities more flexibility while still allowing everyone to participate equally in the meeting.

What do I Need for a Basic AV Meeting?

Setting up a functional hybrid meeting doesn’t always require professional A/V setup. With a few pieces of equipment you likely already have on-site, you can connect your in-person meeting space with your virtual attendees.

Sample Hybrid Meeting A/V Checklist

Below is a sample checklist for a basic hybrid meeting setup. Before the meeting, make sure you have:

Laptop A (A/V Bridge): A laptop with a working camera, microphone, and speakers. This laptop will manage the primary audio and video for the meeting.

Laptop B (Chair’s Laptop): A second laptop for the Chairperson to view the agenda and communicate with the Moderator.

HDMI Cable: Use an HDMI cable to connect Laptop A to the room’s TV or projector so attendees can see the virtual meeting.

Power Strips: Make sure all devices are connected to a power source throughout the meeting. Do not rely on battery power.

Room Setup & Placement

Once you have your equipment ready, proper placement is important for making sure virtual and in-person attendees can hear and see each other clearly.

Laptop A – A/V Bridge: Place Laptop A at the front of the room and connect it to the TV or projector using the HDMI cable. Position the camera so that it faces the Board Members and virtual attendees can clearly see them.

Useful Tip: Make sure the system volume is high enough for everyone in the room to hear virtual speakers.

Laptop B – Chair’s Laptop: Place Laptop B directly in front of the Chairperson. This laptop will be used to view the agenda and communicate with the Moderator.

The Chair’s Seat – The “Hot Seat”: The Chairperson should sit directly next to Laptop A. Since Laptop A is being used as the meeting’s primary microphone, the Chair needs to be close enough to the device to be heard clearly.

How Do I Configure the A/V?

Once everything is in place, follow these steps to prepare your meeting and prevent audio feedback.

1. Join the Pre-Meeting

During the pre-meeting, join the meeting from both laptops:

  • Laptop B: Join the meeting with audio on. Use this laptop to communicate with the Moderator.
  • Laptop A: Join the meeting as the A/V device. Turn the camera on, but keep the audio muted for now.

2. Perform the “Switch”

Approximately 5–15 minutes before the meeting starts, switch the audio settings:

  • Laptop B: Mute the microphone and completely mute the system speakers.
  • Laptop A: Unmute the microphone and speakers.

At this point, Laptop A should be the only device with active audio. If another device is unmuted, it can cause loud audio feedback.

3. Conduct the Meeting

Once the meeting begins, Board Members should speak clearly toward Laptop A so virtual attendees can hear them.

If an in-person attendee has a question, they should walk up to Laptop A to speak. If they are too far away from the device, virtual attendees may not be able to hear their question.

Useful Tip: Every hybrid meeting setup is a little different. That’s why we recommend testing your equipment and completing the A/V setup before you’re ready to go live.

Have Questions? Our Knowledge Hub Has All The Answers!

GetQuorum customers can now check out the GetQuorum Knowledge Hub to get access guides, FAQs, and more a number of useful resources to help you at every step of your campaign.

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