Hybrid work and hybrid meetings allow businesses to remain connected even when their teams are spread all over the globe. But only 2% of executives believe they’ve fully implemented and rolled out a final hybrid work design.

Knowing how to host successful hybrid meetings moves your business one step closer to having a sustainable and effective hybrid system. And a big part of that is having the necessary tools.

With the right equipment, you’ll be able to unify in-person and remote attendees during hybrid meetings, conferences, and more.

Are you ready to support your hybrid team with greater functionality during meetings? Read on to learn which pieces of hybrid meeting equipment your team needs.


Quick Summary:

Running successful hybrid meetings requires strategic planning and utilizing the right equipment. To run a hybrid meeting, you need:

  • Audio equipment, like microphones and pop filters
  • Video equipment, like cameras and tripods
  • Specific software, like an audio mixer and meeting scheduler
  • Connectivity equipment, like an Internet source and browser

To maximize the productivity and effectiveness of hybrid meetings, you also need the right meeting space and the right meeting room scheduling software.


Finding the Right Venue for Your Hybrid Meeting

Finding the right venue is important when hosting a hybrid meeting, as it allows you to create a shared experience for online and in-person attendees.

If your venue doesn’t cater to online viewers, remote individuals will be at a distinct disadvantage during meetings. And if the venue isn’t designed to hold functional, effective in-person meetings, your in-person team will be uncomfortable and distracted during meetings.

employees in a meeting

To host a hybrid meeting, you need to cater to two different sets of needs. In addition to the audio, video, software, and connectivity equipment mentioned below, a good hybrid venue will have the following qualities:

  • Adequate seating for your in-person team
  • A suitable number of outlets for the in-person members to plug in their devices
  • A whiteboard, projector, or virtual whiteboard to display graphics, promotional videos, or online presenters
  • The ability to practice setting up the meeting to ensure everything runs smoothly
  • Appropriate safety measures to ensure the safety of your in-person team

For more practical tips on how to improve meetings, check out our guide on effective meeting room management.

Check out these catchy meeting names to boost engagement and productivity. 

Audio Equipment Needed for a Hybrid Meeting

Audio devices are one of the most important aspects to take care of during meetings since low-quality audio directly disrupts the meeting’s efficacy.

If your audio is unreliable, online viewers might miss key information, ideas, instructions, or plans.

The following audio equipment is essential for any hybrid meeting:

audio equipment

Conference Speakers

Conference speakers (or speakerphones) include both a loudspeaker and microphones. They’re designed to pick up on vocal frequencies and relay them clearly by cutting out distracting background noises.

Most conference speakers come with four directional microphones, allowing them to pick up on voices from any direction. Even a small Bluetooth speakerphone can help equalize the audio in a meeting to ensure each attendee hears the full conversation.

Microphones

A conference speaker’s microphones may not be powerful enough to capture audio from around the room in larger meetings. In those cases, you’ll want to have dedicated microphones for each presenter or section of the room.

To combine the audio signals received from multiple microphones, you’ll also need an audio mixer, which we’ll discuss below.

Pop Filter

A pop filter cleans up audio signals and relays a clearer sound by removing audio fluctuations and background noise that microphones pick up on. You can use pop filters on handheld microphones for in-person attendees or on computer microphones during remote calls.

Headphones

Microphones and speakers can experience technical difficulties if they pick up on each other’s noises. To prevent audio glitches from happening at your venue, give each attendee their own set of headphones.

High-quality Video Equipment Needed for a Hybrid Meeting

Having the highest quality video isn’t essential for most meetings, but it does increase the quality of the remote experience.

video equipment

The following video equipment is essential for hybrid meetings:

Camera

Most hybrid meetings don’t need fancy cameras. However, you do want a camera that has HDMI or USB connectivity so that you can stream the video in real-time.

If you have virtual attendees who are going to speak or present during the meeting, invest in a high-quality webcam to boost their video quality.

Secondary Cameras

One camera is sufficient for small hybrid meetings. But if you’re working with a large venue and multiple speakers, you’ll need additional cameras to accommodate the different angles or speaker locations.

If you’re in a pinch, you can even use a smartphone or mirrorless camera as your second camera.

Tripods

Tripods ensure a steady video feed for your remote viewers. You can also use them to set cameras up in hard-to-reach places, giving virtual participants the best possible chance of seeing everything they need to.

Video Switcher

A video switcher is a remote that allows you to quickly jump from one video source to another. This is necessary if you have multiple input streams and want to move between them or combine them smoothly.

For example, in certain circumstances, you may want to show video from the left side of the room while streaming audio from the right side of the room.

Lighting

Without proper lighting, even expensive cameras may battle to display a clear image. For in-person attendees, use a bounce light or soft overhead lights to ensure they’re adequately lit when on camera.

Remote speakers can use a ring light or set themselves up near a window with bright natural light to ensure they are clearly seen.

Software Equipment Needed for a Hybrid Meeting

In the same way that it’s important to find a physical space to host your hybrid meeting, it’s also important to find the right digital platform to support the complex nature of a hybrid event.

The following software is essential for any hybrid meeting:

Audio Mixer

Audio mixer software combines audio feedback from multiple microphones into a single channel. This ensures that your remote meeting participants can follow conversations that happen in person, giving them a fully immersive experience.

Hybrid Event Platform

A hybrid event platform is a program that has all the functionality you need to run a hybrid event. This functionality includes different meeting rooms, chats, breakout rooms, and virtual stages.

Some of these platforms stick to the basics, while others include Q&As, polls, and quizzes to drive viewer engagement.

Meeting Room Booking Software

When you’re working with teams running on hybrid schedules, scheduling meetings can get tricky. A meeting room booking solution helps to coordinate in-person teams and ensure you aren’t double-booking a conference room.

OfficeRnD Hybrid empowers your workforce by helping you coordinate your hybrid team. With it, you can build an interactive floor plan of your hybrid office and book meeting rooms in real-time.

On top of that, OfficeRnD Hybrid allows attendees to request additional services such as catering, room layout reorganization, technical setup, and more. That happens from the same meeting room booking platform.

Internet Browser

Whether you use Chrome, Firefox, or Edge, you need an internet browser to run a hybrid event. Hybrid event platforms are typically browser-based, giving your team an app-less experience and keeping your tech stack lean.

Communication Platforms

The presence of virtual team members in hybrid meetings necessitates robust communication platforms like Zoom and Google Meet, which are not just conveniences but essentials for the successful execution of these meetings.

employees working

These popular tools bridge the physical distance, enabling seamless collaboration between onsite and remote participants.

Zoom and Google Meet also offer advanced features like screen sharing, real-time document collaboration, and interactive whiteboards.

These programs transform a conventional meeting into an interactive session, making it easier to visualize concepts, work through complex problems, and keep everyone engaged, regardless of their physical location.

The best part is that such apps allow teams to connect instantly across different time zones, reducing the delays associated with traditional meeting setups and enabling swift decision-making. This agility is crucial for businesses aiming to stay ahead in a competitive market.

Plus, recording and transcription features available in these platforms offer the advantage of revisiting discussions, ensuring that important points are not missed and allowing for better follow-up and accountability.

Here’s a full list of the most essential collaboration tools for any type of meetings, including hybrid ones.

Connectivity Equipment Needed for a Hybrid Meeting

If you want to equalize the experience for your online and in-room participants, you need to ensure your online participants experience meetings in real-time. Any delay in audio or video feedback puts them at a disadvantage and interferes with their experience.

To manage real-time streaming, you need a reliable internet connection — plus a backup plan in case things go wrong.

connectivity

WiFi

To stream your meetings, you need a stable, reliable, and fast internet connection. Make sure to have a backup router and service provider in case your primary internet provider crashes.

Cables to Manage Gear

Connectivity cables allow all your equipment and software to communicate effectively. Make sure you have the necessary cables and connectors, plus backups, to run your meetings smoothly.

LAN

A LAN connection is the ideal hybrid meeting connectivity solution. LAN connections are more reliable and resilient to glitches than WiFi connections. They also provide faster internet speeds than WiFi, as well as reduce the chances of lags or streaming outages.

Hybrid Meeting Equipment Checklist

If you want to host a successful hybrid meeting, the right equipment is indispensable. Here is the ultimate hybrid meeting equipment checklist to ensure a smooth, enjoyable event:

  • Conference speakers
  • Microphones
  • Pop filter
  • Headphones
  • Camera
  • Secondary cameras
  • Tripods
  • Video switcher
  • Lighting
  • Meeting room booking software
  • Virtual camera and streaming software
  • Venue scheduler
  • Internet browser
  • Communication platforms such as Zoom or Google Meet
  • Cables and connectors for all equipment
  • Stable WiFi or LAN connection

7 Advanced Hybrid Meeting Technologies to Enhance Collaboration

In the rapidly evolving world of hybrid work, staying abreast of the latest technologies can significantly improve the effectiveness of your meetings. Here are some advanced tools and technologies designed to enhance collaboration in hybrid settings:

#1 Smart Boards and Interactive Displays

These allow for real-time collaboration, letting both in-person and remote participants engage with content simultaneously. Users can annotate, share, and save their ideas, making meetings more dynamic and productive.

smart board

Products like the Microsoft Surface Hub or Google Jamboard offer robust interactive display capabilities for brainstorming, collaboration, and presentation in hybrid meetings.

#2 360-Degree Cameras

Offering a panoramic view of the meeting room, these cameras ensure remote participants can feel more present and engaged by having a comprehensive view of their in-person counterparts.

The Meeting Owl Pro is a popular 360-degree camera that integrates seamlessly with video conferencing platforms, providing a panoramic view of in-room participants to remote attendees.

#3 Wireless Presentation Systems

Devices like Barco ClickShare enable participants to share content from their laptops or mobile devices directly to the main meeting display, streamlining the process of switching between presenters and making meetings more fluid.

#4 Augmented Reality (AR) and Virtual Reality (VR) Technologies

While still emerging in the corporate setting, AR and VR can offer immersive meeting experiences, allowing remote participants to feel as if they are in the same room as their colleagues.

microsoft holo lens

Microsoft HoloLens and Oculus Quest are leading the way in AR and VR for business applications, offering immersive meeting experiences that could revolutionize remote collaboration.

#5 AI-Powered Meeting Assistants

Such tools can transcribe meetings, highlight action items, and even provide analytics on speaking time distribution, ensuring meetings are productive and inclusive.

For example, Otter.ai provides AI-driven transcription services, capable of transcribing meetings in real-time, while services like Zoom’s built-in AI features can offer meeting summaries and action item tracking.

#6 Noise-Cancelling Microphones and Advanced Audio Processing

Ensuring that only the speaker’s voice is captured and transmitted, these technologies minimize background noise and enhance audio clarity for remote participants.

“Shure” and “Bose” are among the leading brands that offer advanced audio solutions with noise-canceling microphones and audio processing technologies designed to enhance speech clarity while minimizing background noise.

#7 High-Definition Video Conferencing Units

Beyond standard webcams, these specialized units offer superior video quality, zoom capabilities, and tracking features to follow the speaker as they move around the room, making the remote viewing experience more engaging.

video conferencing

Logitech and Poly (formerly Polycom) offer high-definition video conferencing cameras and systems with features like auto-tracking, zoom, and superior image quality, suitable for professional hybrid meeting environments.

Host Successful Hybrid Meetings with OfficeRnD Hybrid

Successful hybrid meetings require the right combination of equipment, knowledge, and planning. Investing in the hybrid meeting equipment listed above allows you to create a shared value experience for your in-person and remote participants.

Even the best equipment is nullified by a bad conference room or difficulties in booking the right room.

OfficeRnD Hybrid is an easy-to-use hybrid work management software whose meeting room booking solution allows you to book office resources from anywhere.

It integrates with Google Workspace, Slack, and Microsoft Tech Stack, thus providing an app-less experience.

Plus, it has a powerful meeting services feature that enables users to request additional services such as catering, technical room setup, room layout reorganization, and more

Book a live demo today and talk to our workplace experts about creating the ideal hybrid workspace for all members of your team. Alternatively, you can start for free with OfficeRnD Hybrid.

FAQ

What equipment do I need for a hybrid meeting?

For a hybrid meeting, you need a high-quality webcam, a microphone, speakers, and a stable internet connection. Ensure the availability of a video conferencing platform that supports hybrid meetings.

What is the best technology for hybrid meetings?

The best technology for hybrid meetings includes advanced video conferencing software with features like screen sharing, recording, and real-time collaboration tools. Opt for platforms that offer seamless integration with various devices and high-quality audio and video capabilities.

What Do You Need for a Hybrid Event?

To run a successful hybrid event or meeting, you need the right audio and video equipment, a reliable Internet connection, a hybrid meeting venue, and a dependable virtual platform with functions that help remote participants engage with the presentation, such as polls, Q&A sessions, or chat rooms.

What Is a Hybrid Meeting Room?

A hybrid meeting room is a venue designed to host hybrid events with ease. Most come fully equipped with the tools you need for both in-person and remote attendees.

How Do You Set Up a Hybrid Meeting Room?

Have the main presentation in the center so in-person attendees can see the speakers. Then, place webcams or cameras around the room to give remote participants a 360-degree view. Use a switcher to alternate between speaker and slide views for remote viewers.

How Do You Run a Good Hybrid Meeting?

You want the meeting’s remote attendees to feel as valued and catered to as the in-person participants. Equalize the experience by giving the former ample opportunities to interact and provide feedback throughout the meeting.

Miro Miroslavov
CEO and Co-founder of OfficeRnD
Miro Miroslavov is a software engineer turned into a tech entrepreneur. In 2015 he co-founded OfficeRnD - a leading flex space and hybrid work management platform. As a CEO at OfficeRnD, he grew the company from inception to a leading software vendor that serves thousands of customers worldwide. He is a big fan of flexible working and is on a mission to "Making Flexible Working the Way of Working".