Hybrid meeting equipments like Mic, Cameras, and Software for Zoom

Hybrid Meeting Equipment Checklist To Host Better Event

Virgil Wadhwa
• August 18, 2022

(6 min read)

Last Updated: 8 May 2024

“I am sorry, you’re not audible. Can you get a bit closer to the mic?”, “Your video is too dark. Can you adjust the lights, please?” You need to get the right equipment if you don’t want your hybrid meetings to pan out like this. Here’s a guide to help you arrange the right setup for your next hybrid meeting.

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Going hybrid is a great choice, but if you miss arranging the right hybrid meeting equipment, you risk losing the synergy between your virtual audience and on-site participants.

So let’s learn about the equipment needed to host glitch-free hybrid meetings and conferences.

Audio equipment needed for your hybrid event

Audio equipment needed for your hybrid event
A bad video quality isn’t as repelling as poor audio. Your attendees will still stick with you if you have a grainy video, but grainy audio would compel them to drop off the meeting. 

Getting your audio equipment in place is the most challenging part of planning your hybrid meetings. Why? Because you have to ensure that your on-site and online attendees can hear each other clearly.

Check out these items to set up your Zoom and hybrid meeting equipment for top-notch audio. 

Conference speakers

Conference speakers are designed to pick up and relay vocal frequencies clearly, without background noises. Thus, they offer a sturdy all-in-one audio solution for your hybrid meetings, whether you’re hosting them on Zoom or any other platform. 

Simply connect a Bluetooth or wired conference speaker with your laptop, and place it in the center of your conference table. 

Here’s a Bluetooth speaker that could work for small hybrid meetings: Calisto 7200 speakerphone

Dedicated microphones and audio mixers.

In a large conference, a single conference speaker might not be enough to pick up the vocal frequencies from the far-flung corners of the room. Thus, it would make sense to have dedicated microphones for each section or individual participants.

A mixer can combine the audio from multiple microphones into a single channel and feed it straight to your laptop or desktop. 

Our pick: BOYA BY M1 microphone with 6m long cable.

Pop filters

If you plan on enabling people to speak on a podium, then a pop filter might enhance the experience by reducing the background noise and plosives picked up from the microphone. 

Remote attendees could also use pop filters to reduce audio fluctuations and plosives during their calls.

Our pick: Neewer professional pop-filter

Dedicated headphones

If you considered investing in an audio mixer from our previous recommendation, you could also consider keeping separate headphones for the in-person attendees in the meeting room. 

A mixer would allow you to plug in audio from multiple audio sources and stream audio to multiple speakers or headphones simultaneously. Your in-person attendees would have a better listening experience with headphones. 

Our pick: Logitech headphones with mic

Line-in and Line-out cables

You’ll need to invest in cables depending upon your setup. You might not need wires if it’s a Bluetooth setup with a conference speaker. However, if you plan to have headphones, mixers, and microphones, then you’d need to verify the configuration of each of them to arrange the right cables.

Hybrid meeting equipment needed for high-quality video
Hybrid meeting equipment needed for high-quality video

DSLR Camera (With USB and HDMI connectivity)

Most hybrid meetings won’t require an expensive camera. Especially a small Zoom meeting would not need such professional equipment. However, a camera with an option to stream out the video feed via USB or HDMI is a must.

You’ll need a DSLR or a mirrorless camera like Canon M50 to stream high-quality video. 

A high-quality webcam and proper lighting should be enough for virtual attendees for their home setup.

Our pick: Canon M50 with Wifi

Secondary cameras or smartphones

If it’s a small hybrid meeting, then maybe a single camera might be able to cover the whole meeting room. But if you need to take multiple angles into account, and focus on multiple speakers, then you’d need to have some secondary cameras. You can use a good quality smartphone or mirrorless camera for the job.  

Tripods (for smartphones and your camera) 

Okay, so now that you have the cameras for your meeting, tripods will help you conveniently place them. Depending upon the use case, tripods can help you fix a camera on your table, in front of the podium, in the corner, or the center.

JOBY GripTight is one of the most convenient tripod holders for a smartphone. For lightweight mirrorless cameras like Canon M50, you can choose a tripod by Amazon Basics. But for bigger cameras, you might need to choose from the likes of K&F and JOBY Gorillapod.

Our pick: Joby Griptight 

Video switcher

Most laptops and software like Zoom would only support single video input. But you would need a video switcher if you wish to cover your hybrid meetings and events from multiple angles. 

With a video switcher, you can choose to stream video and audio from multiple sources in the meeting room. 

With a video switcher, you can choose to stream video and audio from multiple sources. 

Our pick: Roland video switcher

Lighting

Have you ever attended online meetings with blown-out lights in the background, harsh shadows, and poorly visible faces? Well, that’s a bummer! Avoid annoying lighting issues at your hybrid meetings with the right equipment.

  • Ring lights: These lights can be strategically placed across your conference room to illuminate the background better, the whiteboard, and the attendees. Remote participants can also arrange clampable or desk ring lights to get an excellent and even illumination. 
  • Soft ceiling lights: Strong and hard lights can have uneven lighting, which might make some areas of your room appear blown out, and some are as poorly lit. For even and diffused lighting, you might use soft ceiling lights. 
  • Bounce light: A strong light source might produce uneven lighting due to irregular reflection. You can strategically place a strong light source to bounce off the walls or ceiling to produce an evenly lit room. Those attending virtually can ensure that any strong light sources are not placed directly behind or in front of them, as it might cause their picture to be blown out.

Lighting can affect the mood and enthusiasm of your participants. A dull meeting atmosphere might be distracting, while a well-lit meeting with soft lights can be energizing for both in-person and remote participants. 

Equipment checklist for ideation and presentation during hybrid meetings and events

Deliver killer presentations with a projector

Smart projectors can conveniently convert a wall or a whiteboard into a big screen to unlock the next level of hybrid meetings. This way, your in-room attendees can interact with your remote attendees and produce a more productive meeting atmosphere. 

It becomes easier for your hybrid attendees to present important information and reports to the whole team. 

Our pick: Benq EH600 projector

Digital whiteboards and graphics tablets for the virtual audience

While your in-person attendees can access a whiteboard to present their ideas, your remote attendees might not. But there’s a solution. They can be ready with a digital whiteboard and a graphics tablet to explain their ideas. 

A graphics tablet is a pad where a user can draw with the help of a stylus and present their ideas on screen. 

Our pick: Wacom graphics tablet

Software checklist for your hybrid event

Hybrid event platform

A hybrid event platform can blend physical events with virtual events. You get features to connect hybrid audiences via high-quality video streams, interactive virtual stages, virtual meeting rooms, and networking features like chats, breakout rooms, and more. Virtual and in-room attendees can also participate in quizzes, Q&As, and polls via a hybrid event app. 

Our pick: Airmeet

Virtual camera and live streaming software

Hybrid event platforms like Airmeet come equipped to give you superior control over your video feed, backgrounds, and streaming content from your local device. But if you need more control, and the ability to handle multiple streams, then virtual cameras are the way to go. 

Virtual cameras can help you manage multiple video streams, present different angles, and even use the Chroma key functions to manage your virtual backgrounds. 

Here are some tools for the virtual camera: 

  • OBS Camera
  • Manycam

An internet browser

Many hybrid event platforms are browser-based, so you’ll need a sturdy browser like Edge, Chrome, or Firefox to be able to access those platforms. Wondering about the perks of using a browser-based platform for hybrid events? Well, you won’t need to install them on your system. You can set up your event platform in minutes and enjoy a great interface. 

Connectivity checklist for your hybrid event equipmentConnectivity checklist for your hybrid event equipment

WiFi

The first necessity of hybrid events is stable WiFi for the live telecast to a remote audience so that both categories of participants may interact with each other and the event organizers. 

Cables to manage your gear

Everything from your microphone and laptop to your projector might need different cables to connect. You’d need to list your tech equipment and arrange connectors and cables accordingly. 

LAN

LAN is more reliable than a wifi connection and more resilient to any glitches. These connections are even faster, providing better internet speeds that improve the overall experience of your hybrid meetings by reducing lags or streaming outages.

In short, here’s what you need to put in your hybrid event equipment checklist

  • Conference speakers
  • Dedicated microphones and audio mixers
  • Pop filters
  • Dedicated headphones
  • Line-in and Line-out cables
  • DSLR or mirrorless camera (with USB and HDMI connectivity)
  • Secondary cameras or smartphones
  • Tripods (for smartphones and your camera)
  • Video switcher
  • Lighting equipment
  • Projector
  • Whiteboard or graphics tablet
  • Virtual event platform
  • Virtual camera
  • Internet browser
  • WiFi
  • LAN

That’s a wrap

Congratulations, we believe you’re now all geared up to set up your equipment for your hybrid meetings. Arranging hybrid meeting equipment is challenging, but we hope we were able to help with this hybrid meeting equipment checklist.

Investing in the right hybrid events platform is the key to hosting a successful and engaging hybrid meeting. Airmeet is one of the best hybrid event platforms out there. Check it out here.

How Does a Hybrid Event Work?Hybrid event

A hybrid event is a relatively new format for running an event. It is a combined meeting where some of the participants attend the event at a physical location, while the rest of the audience attends via a video conferencing platform.

Typically, in hybrid events, there are multiple hosts and presenters to engage in-person and virtual attendees effectively. 

Hybrid events provide slightly different experiences to attendees, compared to traditional events. They can be hosted in a variety of forms such as trade shows, webinars, town hall meetings, conferences, and more. They also empower the event host to reach out to a much wider pool of audiences. This is why companies across the world are widely adopting this hybrid work model. 

Hybrid events and hybrid meetings are ideal for organizations whose business spans the globe with employees all over the world.

Common Mistakes to Avoid When Hosting Hybrid Meetings or Events

Holding a successful hybrid event is not as simple as you might think. It requires proper planning, execution, and implementation. Even the slightest mismanagement could lead to audience disappointment, and wreak havoc on the overall impact of your event. 

Event planners and event organizers should avoid some common mistakes when organizing hybrid events. Being aware of these common pitfalls can help you be better prepared and deliver a successful event.  

  • Ignoring Event Rehearsals: Skipping rehearsals for virtual events is a big mistake that is best avoided. Rehearsals help you practice the flow of the event, and inform you beforehand if there are any gaps you may have missed in the planning phase.

    Rehearsal will help you familiarize yourself with the event content, end cues, content flow, and technology. Also, it helps to define the roles of the host, speaker, tech team, and more. In short, rehearsals are an investment that is crucial to hold effective and successful hybrid events.|

  • Not Selecting a Comprehensive Virtual Event Platform: Not all virtual event platforms are built the same. As you carefully choose the AV and other equipment for the hybrid event, you should also pay special attention while selecting the virtual event platform. Choose the event platform that can meet all your hybrid events needs.

    First, make sure that the platform you select supports the hybrid event format. It is essential to deliver the same level of experience to both in-person and virtual audiences. Ensure that the platform has all the features you need for your hybrid event such as live streaming, registration & ticketing, attendee engagement features, breakout sessions, and more. 

  • Inadequate Technical Support: Technical problems at physical or virtual events are common. Even with a reliable hybrid event platform, one can encounter sudden technical glitches. If you do not test your hybrid meeting equipment beforehand, you will face a number of issues that can reduce your overall meeting productivity. 

    From setting up the mic to connecting the internet to the laptop and projector – you need to have an adequate technical support team handy, to resolve any kind of last-minute tech issues. 

  • Failing to Check Venue Support: As you look for a convenient and attractive venue for hybrid programs, it’s important to see if you have adequate facilities available there. You must check that the place is capable of managing multiple video streams.

    In addition to this, check the availability of all the facilities that are required for in-person attendees such as restrooms, relaxation rooms, and networking places. Ensure the venue has a reliable wifi connection, power supply support, and sufficient bandwidth during the live event.

  • Limiting Networking Opportunities for Virtual Attendees: Of course, just as in-person attendees get an opportunity to build their network virtual attendees too must get the same. When you organize a mixed program, you will have to implement a strategy that empowers every attendee equally well. Online attendees will become disengaged and less invested in the meeting if you limit the networking opportunities for them.

    If you want to keep remote participants well-engaged in the event, incorporate a networking session such as speed networking, breakout room virtual lounges, and more. Also, encourage in-person and virtual attendees to network and connect with each other. 

  • Handling Everything by Yourself: No matter how much knowledge or experience you have, planning and organizing an event cannot be a one-man task. You will need experienced event planning team members on the field, to ensure that the event runs smoothly. Arranging presenters, inviting speakers, booking physical venues, promoting an event, and more. There are several moving parts associated with virtual events, especially with hybrid ones, and it is wise to delegate tasks to multiple owners, and not want to do it all by yourself.  

  • Avoiding Following Up After the Event: After a hybrid event ends, it is essential to follow up with both virtual and in-person attendees. Post-event marketing is critical for businesses to maintain a long-term connection with their audiences. It also shows that you appreciate their interest and attendance, and wish to continue delivering high-quality events.

    Choose a post-event follow-up channel such as email, SMS, etc. Then craft a personalized ‘Thank You’ message and send out a mail to your audiences for attending an event.

    Also, include a post-event survey form in the email to gather valuable feedback. Attendee feedback will help you gauge the success of your event and pinpoint areas that need improvement for future events.

Conclusion

To hold successful hybrid events or meetings, companies need to invest in the right equipment and technology. This will not only engage your in-person and remote attendees but also provide them with a remarkable hybrid meeting experience.

High-quality audio and video equipment, HD webcam, hybrid event venue, lighting, and a high-speed internet connection are all important aspects that one must pay close attention to.

Another significant factor that can determine the success of your hybrid event is investing in a and reliable video event platform that will help engage and interact with remote and in-person participants with features such as live chat, polls, Q&A sessions, or breakout rooms.

FAQ

Hybrid events combine in-person and virtual event experiences, offering organizers the flexibility to cater to diverse attendees with a scalable setup.

A hybrid meeting equipment checklist enhances the hosting of hybrid events by offering a systematic approach to tasks and processes. This checklist not only boosts the efficiency of organizers but also guarantees the adequacy of all necessary equipment.

While selecting a hybrid event platform, one should consider factors such as 

  • Integration Support
  • Analytics & reporting
  • Consistent customer & technical support
  • Intuitive and easily navigable interface
  • Device compatibility and accessibility
  • Interactive features to engage both virtual and in-person attendees
  • Registration management for on-site and online participants

Hybrid events offer numerous benefits to the companies such as increased audience reach, boosted attendance, reduced travel costs, improved audience engagement, enhanced sponsorship opportunities, and higher return on investment (ROI). Along with this, they offer flexibility & adaptability and provide key data & metrics to improve future events.

Airmeet is a great event management software for conducting virtual and hybrid events. This video conferencing tool has everything you need to host a successful hybrid event such as mobile app integration, engagement tools, simplified registration & ticketing, customization features, and attendee analytics tools. All these features make Airmeet the first choice for hosting hybrid meetings.

An average download and upload speed of 50 Mbps is considered a good internet connection speed for live-streaming hybrid events.

A hybrid meeting room is a space that is designed with hybrid meeting equipment to host hybrid events, especially for in-person and remote attendees. In-room attendees attend the meeting in person at the venue, whereas virtual attendees join the meeting through a virtual meeting platform.

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