Technology Help - Hybrid Meetings

Reference Articles/Links/Equipment

Reference Articles

As this is a new developing topic there isn’t much experience to date and hence a lack of reference material. The Third Age Trust’s Advice section on their website has started to cover this subject and probably the amount of material will expand.

You can find this at: https://www.u3a.org.uk/advice

Liz Thackray’s presentation on a Zoom call is also a good summary:- What are Hybrid Meetings? : Hybrid Meetings Liz Thackray

We are indebted to both the 5950 District Rotarians in Minnesota USA and various Toastmaster organisations across the world for their pioneering work on the topic of setting up and running Hybrid Meetings. We have included links to some of their training videos and written documentation within individual Room setup sections.

If you wish to view an example of an actual Hybrid Meeting in progress, with “Warts & All” technical issues clearly viewable, this link to an edited 20 minute long recap video of Ravenshead u3a’s first Hybrid Meeting in August 2021 might prove useful

Ravenshead Hybrid
at : https://youtu.be/oIsH09dgQs

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Weblinks

These links are included in other sections, but are summarised here for reference.

1 Reflecting on a Hybrid Monthly Meeting: https://youtu.be/q9PTRDxJu4
2 Video of a typical Home Setup: https://youtu.be/0HaoqRXsUmE
3 Zoom: https://zoom.us
4 Typical Small Room Setup: https://youtu.be/HmLonwx9dNg
5 Iriun app: https://iriun.com
6 Rotary Small Meeting Hybrid Tech Setup: https://youtu.be/z6l1asXuEjo
7 Rotary accompanying notes: https://tinyurl.com/mv9f5ytp
8 Typical Medium Room Setup: https://youtu.be/5yb5wesXXcc
9 Rotary Large Meeting Setup: https://youtu.be/SH0EW5v8oLQ
10 Toastmasters - Iriun setup process :- https://youtu.be/MMkw5Irn2kc
11 Toastmasters - Echo in hybrid meetings: https://youtu.be/7tFPAEmGijM
12 Mix Minus Setup for Audio Mixers: https://youtu.be/au47Ferbxfc
13 Mix Minus Advice: https://thepodcastersstudio.com
14 Ookla Speedtest: https://www.speedtest.net
15 Extending HDMI cables: https://youtu.be/schw4k1dx-Y
16 Surveying a Venue for a Hybrid Meeting: https://youtu.be/jJ4dPgEpsKg
17 Resolving Patchy Wi-Fi coverage: https://youtu.be/jqPzANak8
18 Using an iPad as a roving camera : https://youtu.be/i7QwR8YuvuU
19 7 Secret Zoom Features: https://youtu.be/dJqWZcnpaHo
20 Third Age Trust: https://www.u3a.org.uk/advice
21 Liz Thackray: Hybrid Meetings Liz Thackray
22 Ravenshead u3a’s Hybrid Meeting: https://youtu.be/oIsH09dgQs

Examples of Typical Equipment referred to in other sections

Simple Home & Small Room Video & Audio - Low Confidence & Low Resources
Facebook Portal TV Complete System
Facebook Portal TV

Simple Home & Small Room Audio - Low Confidence & Low Resources
Plug & Play USB External Stereo Sound Adapters
Sabrent USB External Sound Card

Simple Home & Small Room Audio - Low Confidence & Low Resources
Techrise Plug & Play USB External Stereo Sound Adapter
Techrise USB Sound Adapter

Simple Home & Small Room Audio - Low Confidence & Low Resources
Behringer U-CONTROL UCA222 Audio Interface
Behringer UCA222 Audio Interface

Simple Home & Small Room Audio - Low Confidence & High Resources
Logitech Z200 10 Watts Peak Power PC Speakers with 3.5mm mini jack plug
Logitech Z200 PC Speakers

Small/Medium Meeting Room Audio - Low Confidence & Low Resources
Conference USB Omnidirectional Table Microphone
Tonor USB Conference Microphone

Small/Medium Meeting Room Audio - Low Confidence & High Resources
Poly Sync 20 Conference Bluetooth/USB-A Portable combined microphone/speaker Speakerphone with battery
Poly Sync 20 USB Conference Speakerphone

Small Meeting Room Audio - Low Confidence & Low Resources
Tripod Mounted USB Condenser Microphone
USB Cardioid Microphone on tripod

Small Meeting Room Audio - Low Confidence & Low Resources
Behringer C-2 Studio Condenser XLR Microphones (Pack of 2)
Behringer C-2 Studio Microphones
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Small/Medium Meeting Room Audio - Low Confidence & Low Resources
USB Extension Repeater Cable
USB-A 5metre Extension Repeater Cable

Medium Meeting Room Audio - Low Confidence & High Resources
50 watt peak output Logitech Z-313 Multimedia Speaker System with 3.5mm mini jack plug
Logitech Z313 Mini Sound System

Large Meeting Room Audio - High Confidence & Low Resources
USB Audio Mixer with 2 XLR inputs & 2 Stereo Line inputs with 6.35mm Jack outputs
Behringer Xenyx Q802 USB Mixer

Large Meeting Room Audio - High Confidence & High Resources
USB Audio Mixer with 4 XLR inputs & 2 Stereo Line inputs and both XLR outputs
Allen & Heath Zedi-10fx Mixer

Large Meeting Room Audio - High Confidence & Low Resources
SubZero SZW-20 Handheld Wireless Microphone System
SubZero SZW-20 Handheld Wireless Mic

Large Meeting Room Audio - High Confidence & High Resources
VONYX Pair AP800A 8" Hi-End Active Powered Speakers 400 watt
VONYX Pair AP800A 8 inch Hi-End Speakers

Large Meeting Room Audio - High Confidence & Low Resources
XLR Cables
Stagg XLR Cables

Large Meeting Room Audio - High Confidence & Low Resources
Stagg 6.35mm 3 metre Jack Cable
Stagg SAC3PS 6.35mm 3 metre Jack Cable

Large Meeting Room Audio - High Confidence & Low Resources
3.5mm Mini-Jack ( stereo music from phones/tablets ) with twin Stereo 6.35mm Jack Cables to mixer
3.5mm to 6.35mm x2 Jack Cable 1.5m

Small Meeting Room Video - Low Confidence & Low Resources
Septekon HD Webcam (with Microphone)
Septekon Webcam USB HD 1080p Web Camera

Small & Medium Meeting Room Video - Low Confidence & High Resources
Logitech C920 Professional Quality HD Webcam (with Microphone)
Logitech C920 Professional HD Webcam

Medium/Large Meeting Room Video – High Confidence & High Resources
Tenveo Conference Room Full HD 1080p USB PTZ video conference camera (TEVO-VHD3U)
Tenveo HD 1080p USB PTZ video camera

Small Meeting Room Video - Low Confidence & Low Resources
Mini Phone Tripod - Low Confidence & Low Resources]
MountDog Mini Phone Tripod

Medium/Large Meeting Room Video – Low Confidence & Low Resources
42 inch Telescopic Phone Tripod - Low Confidence & Low Resources
Everesta 42 inch Smartphone Tripod

Medium/Large Meeting Room Video – High Confidence & Low Resources
Video Accessories – 15 metre Long HDMI Cable
KabelDirekt 15 metre HDMI Cable

Medium/Large Meeting Room Video – High Confidence & Low Resources
HDMI Active HDMI 2.0 Equaliser Extender - Low Confidence & High Resources
KabelDirekt – HDMI 2.0 active repeater

Large Meeting Room Video - High Confidence & High Resources
USB Ethernet Adapter for Cat 5 / 6 Cable connection to Router with 3 additional USB 3.0 Ports
Techole USB Ethernet Adapter Splitter

Large Meeting Room Video - High Confidence & High Resources
Wi-Fi Internet Booster / Range Extender to boost Wi-Fi coverage in a Large Room with weak signal from source Wi-Fi transmitter
Netgear Wi-Fi Internet Booster Extender

All Room Size Power Supply - Low Confidence & Low Resources
Belkin Portable Power Bank Charger 20K (Portable Charger Battery Pack w/ Dual USB Ports, 20000mAh)
Belkin Portable Power Bank Charger 20K

All Room Size Power Supply - Low Confidence & High Resources
AC Outlet Portable Laptop Power Bank, Universal 31200mAh 100W Travel Laptop Charger & Fast Charging External Battery Pack
RSOEWXN Portable Laptop 100W Powerbank