Hybrid meeting with Zoom: how to set up your room
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- เผยแพร่เมื่อ 9 มิ.ย. 2024
- Learn how to set up a hybrid meeting. This means some participants are in the room, and others join online. Use Zoom video conferencing, laptops and smartphones.
📅 Master your hybrid meetings: markuspresents.com/hybrid
⚙️ Gear for hybrid meetings (Amazon): a.co/jhJ4GQu
📝 Download FREE checklist for hybrid meetings: markuspresents.com/hybridchec...
📋 Download my FREE video conferencing checklist: markuspresents.com/checklist
If you are running virtual meetings or hybrid events, you will benefit from these virtual meeting tips. Also, if your Toastmasters club is moving from online meetings to hybrid Toastmasters meetings, you will get some great video conferencing tips for hybrid meetings and Toastmasters online meetings.
This video is NOT sponsored. Some product links are affiliate links. If you use them I may receive a small commission, at no additional cost to you.
➡️ Resources mentioned in this video:
1️⃣ Lavalier microphone:
amzn.to/2ILYfGR
2️⃣ Smartphone tripod:
amzn.to/3o6Tg3H
3️⃣ Android phone:
amzn.to/3jcYcR0
4️⃣ Laptop:
amzn.to/31wjfrz
5️⃣ Bluetooth speaker: UE MINI BOOM. No longer sold. Current models from the same manufacturer:
amzn.to/35ubsvF
7️⃣ Microphone stand
TAMA MS205 Boom Stand
amzn.to/2IDmjvO
✔️ Subscribe for more tips:
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If you enjoy my work, you can:
☕ Buy me a coffee: www.buymeacoffee.com/MarkusPr...
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🎞️ Effective hybrid meetings, 3-part series
1️⃣ Hybrid meeting with Zoom app: how to set up your room: this video!
2️⃣ Lead a hybrid meeting - 5 tips: • Lead a hybrid meeting ...
3️⃣ Zoom setup for hybrid meetings and hybrid teaching (in 5 simple steps): • Zoom setup for hybrid ...
🎞️ All my hybrid meeting videos: markuspresents.com/play/hybrid
🎬 Related videos mentioned:
Better video conferencing: • Better video conferencing
⌚ Sections in this video (Hybrid meeting with Zoom app: how to set up your room):
0:00 | What is a hybrid meeting?
0:53 | Overview of hybrid meeting video
1:44 | Technical requirements for a hybrid meeting
3:02 | Set up a hybrid meeting step-by-step
6:01 | Example of a hybrid meeting setup
7:35 | Bonus tip about Zoom video conferencing
7:53 | 3-part series about hybrid meetings
8:23 | How to ask for applause
🎞️ Related playlists:
Better video conferencing: • Better video conferencing
Leadership Lessons from the Comedy Club: • Leadership Lessons fro...
Zoom video quality (3-part series): • Zoom video quality (3-...
#MarkusPresents
#hybridmeetings
🎤 About Markus Seppälä:
Markus Seppälä is a speaker, event host and stand-up comedian who brings fun to the corporate stage. A three-time TEDx speaker, Markus draws on his 13 years in executive compensation strategy as well as his insights from the comedy stage to engage diverse audiences with humor and enthusiasm. Markus is based in Basel, Switzerland where he runs Comedy Basel, the biggest comedy club in town.
🤝 Connect with Markus Seppälä online:
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⚙️ Equipment used to make this video:
Video and still camera: Canon EOS M50 Mirrorless Camera with 15-45mm Kit Lens
Microphone: BOYA BY-M1 Omni Directional Lavalier Microphone
Video editor: VSDC Free Video Editor - แนวปฏิบัติและการใช้ชีวิต
🎬Updated video on hybrid meeting basics: th-cam.com/video/39YQm_fdzX4/w-d-xo.html
📅 Master your hybrid meetings course: markuspresents.com/hybrid
⚙️ Gear I use (Amazon): a.co/jhJ4GQu
Markus, Thank you for sharing your directly actionable advice for low budget hybrid meetings, that is so critical for small organizations. I look forward to the series.
This was my first video on the topic. We've come a long way since then! For more tips, join the live stream on Sunday: th-cam.com/video/X2Z0AAraNew/w-d-xo.html
Thank you so much Marcus. I am working to set up a hybrid meeting for our Toastmasters.your exp will definitely help me and my fellow Toastmasters.
I'm sure it will go great!
Hi Marcus,
Thank you so much for your tips, very informative! We are also trying to set up hybrid for our Toastmasters club :)
I'm sure it's gonna go great!
Markus, thank you X 10. This is exactly what I needed to learn to bring my team from all virtual to hybrid.
Thanks for watching! And I have about 30 other videos on the channel about hybrid meetings!
thank you so much.. finally exactly what I am looking for!!!
Excellent! I also have an updated version with some even better tips: th-cam.com/video/WlnAdnFN25U/w-d-xo.html
VERY fine presentation Markus. Love this. I subscribed.
Thanks for watching!
thanks for the info.We are getting ready to set up a meeting like this and you helped a lot.
Excellent! There are plenty of more recent videos on my channel that go into more detail.
Thanks this is very helpful
I'm happy you got value from the video!
Thank you!
Thanks for watching!
Thank you for sharing!
Thanks for watching!
This is great stuff. Thanks, Markus!
Thanks for watching my very first video about hybrid meetings! The more recent ones are much better!
That's great. I like it. Inspiring for events' projects.
Thanks for watching!
Marcus, we discussed in our Toastmasters meeting last night about setting up hybrid meetings. It was said that we would need a large screen, camera and microphones among other things, and I can understand how this would improve visibility. It seems like there is a lot of equipment that is needed and I feel that a few "dry runs" would be a good test to ensure we have the equipment set up correctly and understand how it is going to work. Another flag is cost, so I will be looking into how much the club will need to spend. Thank you for clearing up the primary questions I had concerning hybrid meetings and what exactly they were with this first video. I will continue with your other videos so that I will be able to prepare a solid presentation for the club.
Thanks for watching Paula! There's actually an updated version of this video here, with more alternative setups: th-cam.com/video/WlnAdnFN25U/w-d-xo.html
Excellent.
Thanks for watching!
Good advice. I have a situation where I need to get audio from participants seated all over a large room. I use a Sound Shark parabolic mic mounted on a swivel along with a webcam. Just point it at the participants and you get pretty clear sound, even 50 feet away.
Sounds like a great solution!
This is perfect 👍
Thanks for watching!
This was terrific. Well organized and informative. We are planning a hybrid outdoor event in a park with 30 to 40 outdoor participants and 20 or more online folks. How would you organize the tech?
Thanks for watching! What kind of event is it? And do the in-park participants need to be able to see and hear the online participants? If not, you can probably even stream it and not use video conferencing. One-way is always easier.
Funny how he says "dial in" to the conference. When's the last time any of us actually "dialed". Very helpful video, thanks!
True. But if you set it up, you can actually dial via phone to a Zoom meeting.
@ yes, some of the senior citizens I know do dial in via phone.
This is an excellent start to set up a hybrid meeting. I'm watching the other two videos and subscribing.
Nice! Ok actually working on the next two videos about hybrid meetings now. One about tech, and one about the room layout. Based on everything I learned since this one.
This is helpful to know what the difficulties are with a hybrid meeting (everyone hearing and seeing each other but would really like specifics of how to run several devices from the same zoom account for example and how to connect the mic and the speaker....what brand is the mic you're using? What kind if mic do we need to capture what the audience is saying? USB or Bluetooth? Do we need a specific kind of mic to capture multiple voices in a room....
Those are some excellent questions that I might cover in the next video. But in brief, just log into the same Zoom account from different devices and click Start Meeting. And I think one mic in the room is enough. Otherwise there's a lot of echo between the devices.
how about echoing from the room speaker back to the microphone?
We are a camera club and currently have some people in the classroom, others in "Zoomland" watching the presentation via Zoom. A laptop is connected to a projector for the in-class audience, the Zoom attendees simply see what is presented (typically photos we are discussing) via the Share screen from the laptop. There's not much need for either audience to see each other, but of course we do need them to be able to hear each other for comments, questions, etc. Here's the issue we are having: Because the laptop must handle both the ZoomCast as well as run the slideshow presentation, we must often switch back and forth between a Zoom control window and the presentation software. The Zoom audience gets a "clean feed" which does not include the Zoom Menus and so forth, but the in-classroom audience see all that as the projector is feeding from the laptop. I have heard of extending (rather than duplicating) the screen and thus using the Projector as a second "monitor." This could work, but now the presenter must watch the presentation on the projector as they work rather than on the laptop screen in front of them. Is there a workaround other than using a second device or another monitor?
If this is in PowerPoint, the presenter view might be a solution. And then share the full screen display to Zoom.
Hey Markus - love your videos, they've been super helpful! I do have one question - how do you have a microphone both send sound to the room's speakers while also being the same microphone to send to participants online without having negative feedback? For more context we have a stage with a large room, of which we have two Sony XV800s that do bluetooth pairing to each other and a set of 4 wireless Phenyx Pro PTU-5000 microphones which all connect to a singular microphone receiver. I was thinking of doing two cameras the way you recommend (using phones), and that part is easy. As of now what I was thinking is microphone receiver -> laptop -> zoom and bluetooth connect the laptop to the Sony speakers. The problem I have is how to make both Zoom and the bluetooth speakers use the microphone at once. Do I need a mixer that connects it all? Feel free to link me to a video if you have one that I missed on this. Thanks!
You can use a mixer. More in this video: th-cam.com/video/eQGJFbRmCe4/w-d-xo.html
GREAT VIEDO! If I wear AirPods, is there a way to project the sound to the in person participants. I don’t want to be tethered to the laptop.
There are many ways to do it. One is to set up something like OBS Studio, add the AirPods as a Bluetooth mic, and then use the monitoring function.
What kind of wireless presenter (or sth else) can I use if I want to show something on my presentation, 1 for the live audience that sees the projection on the wall, and at the same time 2 the Zoom audience that is looking at my shared screen?
To show slides in both the online portion and the in-room portion, you don't need to do anything special. So long as you share them in Zoom. They will go full screen for everyone. For changing slides, any remote should work.
Will the Plantronics Calisto 7200 work for a meeting in a large room with maybe 20 -30 people. Only 4 or 5 on Zoom? Or can you suggest a different affordable speaker phone?
I haven't tried it in that big a room. But the same manufacturer has a bigger version of their current model: amzn.to/3zKRD1o
Hi Marcus. What is the brand of the Bluetooth microphone/speaker you use? Can you include a link?
It's a UE MINI BOOM. They don't sell that model anymore, but the same manufacturer has some cool, current alternatives: www.amazon.com/gp/search/ref=as_li_qf_sp_sr_il_tl?ie=UTF8&tag=markuspresent-20&keywords=ultimate ears&index=aps&camp=1789&creative=9325&linkCode=xm2&linkId=4b4532b9223c5e730afaa3dfb51ebeef
What if you don’t want a stationary position to speak from? Is it possible to pass lavalier microphone around?
I suggest a conference speakerphone: th-cam.com/video/H8Y2OkR_88E/w-d-xo.html
Do you have videos where you explain how to set up a hybrid meeting with remote/online simultaneous interpreting in Zoom?
That I haven't tried, no.
I wonder if it would be better to have phone camera facing audience while the laptop camera facing the speaker?
This way is the speaker need to look at the screen it will be a larger screen.
Also any comoparison between which camera/micro combination has best effect in hybrid meeting like this:
1. Phone camera/mic
2. Laptop
3. An external webcam like Logitech C920?
My experience is that Logitech has better video and sound quality, then phone then laptop.
Yes, that would certainly be better. And I've developed my setup since then. Have a look: th-cam.com/video/WlnAdnFN25U/w-d-xo.html
The only reason I had the laptop screen facing the audience was to allow them to see the online participants. In this first version of the setup we didn't have a projector yet.
When a projector is be used to show online participants on a screen is it showing just what’s on the computer screen or are there some other setup considerations.
Depends on how you set it up. When I made this video I usually just duplicated the laptop screen onto the projector. These days I usually use the projector as an extended desktop, and place the Zoom meeting on it.
can we say that hybrid meeting is the same with with the hybrid learning?
Not necessarily. Certainly hybrid teaching/learning is a typ of hybrid meeting. But there are also hybrid meeting where there's no learning component. For example, a weekly team meeting.
If you only have one microphone, and it's attached to the laptop facing the room, but the speaker (podium) is streaming through the phone, won't it be strange for the remote users on zoom to have video in one box, and audio in another box? For them, remotely, if they are on "speaker view" they will see the video of the entire room (not the lecturn/podium speaker) because the audio is coming from the room view?
Yes that's correct. Since I made this video, my setup has evolved and these days I always the "stage" view associated with the audio input. For example, here: th-cam.com/video/7tFPAEmGijM/w-d-xo.html
The issue we are having is due to COVID, we cannot have a "roving" microphone set up, nor can we have a "stage area" due to the nature of our meetings, which are actually group counseling sessions. We had looked at the possibility of bluetooth headsets that could bluetooth to the TV, but we would nee dto be able to connect to multiple 9approx 6-7) headsets at the same time, which seems daunting. Suggestions?
That's a challenging situation for sure! Maybe you could have a shotgun mic in one corner of the room. They're very good at picking up sound at a distance, so long as it's kind of pointing towards everyone. Or a very omnidirectional mic in the center of the room. Another choice is that everyone brings their own phones and log into Zoom even though they're in the room.
Markus Seppälä hmm- I did think of the phones- it’s not ideal but could maybe work. We have a mic in the center of the room now that was supposed to be omnidirectional but it doesn’t do a great job of it. Maybe the shot gun mic could work....
Markus, I can't figure out how to get my anker speaker/microphone to connect to the audio on the laptop?
I'm not familiar with products from that brand. But usually you plug in the USB cable or connect via bluetooth.
Can you direct me on how to have a hybrid meeting and have the online participants hear the speaker only and not the participants in the room? The speaker is moving and not static, so would need a wireless mic.
For wireless mic systems the Rode Wireless GO is an excellent choice: amzn.to/38XjtLR
Another, wired but movement-friendly solution is a boundary mic. Here's the one I use: amzn.to/3mvr782
How do i amplify my mic to the Bluetooth speaker for the in-person audience? I have a bigger room
Try this updated video: th-cam.com/video/eQGJFbRmCe4/w-d-xo.html
Hi, how to join zoom meeting with multiple device under one account?
Lavalier mic is wired, which device is it comnected to?
Just make sure you're logged into the same account and just join. It should work. And I have my lav mic connected to the laptop. It gives me the most control.
An issue I have run into here is that you need the members to pin the speaker since the zoom will defer attention to the laptop camera since that is where the audio is coming from, which can confuse some of the members.
Yes if you have Zoom in speaker view. But I usually keep mine in gallery view. That way everyone can see the primary and secondary camera.
How to bring the presentation and the online members on the second screen (beamer) without using two notebooks or two beamers? So, all members can see the presentation and each other.
Share your presentation with OBS Virtual Camera instead of Zoom's built in screen sharing: th-cam.com/video/SmZEtahnd0s/w-d-xo.html
@ Thanks - there should be an easier way from Zoom....
Hi, I see a lot of comments from toastmasters! We are running toastmasters hybrid meetings and they are running ok, we have a decent set up now, took awhile! I ran into a issue tonight though and wondering do you have a video which covers this. I tried to share a TH-cam video on zoom during the hybrid meeting. I shared my screen and included the sound (laptop was connected to Bluetooth speaker in room). I was in the room (i.e. not online). However, only those online could hear the video sound, whereas those of us in the room could hear nothing. How could I fix this?
That's interesting. I've never really had that specific problem. I'll have to try it at the next hybrid meeting and see if I can replicate the problem.
So how do you avoid that the audio in the room is picked up by the microphone and returned to the online participant and goes in circles ?
The secret is to have the audio in and out on the same device. Then Zoom's echo cancellation will take care of it.
Can you post a link to such a device?
@@lcs0618 In my setup that device is the laptop. Audio in via the mic jack, and audio out via Bluetooth. It could also be done with a smartphone. The video I posted today has a bit more on my setup: th-cam.com/video/uod9fqo1iv0/w-d-xo.html
Hello Marcus, thank for this very helpful video. I have a question regarding the 4 criteria that you outlined for a successful meeting. for Audio, in a "conference room" that have about 30 people, the online sound (coming into the room) is easily magnified thru the "sound bar" that I have in the room. However, the person speaking in "the conference room" using the mic (connected to the zoom call) is NOT being heard well by the audience in the same "conference room", yet the people on line can hear him well. in this case the person speaking will have to strain his voice by speaking louder to the local conference room audience...hence the problem. Is this normal or am I missing something in my setup? or do I have to setup a local in room PA system to solve this issue ?...your advise is much appreciated.
It does sound like a local PA system would be needed. Just make sure it handles both audio in and out, so there's no echo.
But if I think back to conference rooms with capacities around 30-50 people, I can't remember needing amplification. Then again, on the comedy stage I use a PA system even if there's just 10 people!
@ thanks for the reply ! in my case, the person that speaks in the room varies from week to week, and some speak very softly, which calls for amplification. However, if I do get a PA system, then I don't know how to solve the resulting problem. in this case the person speaking in the room would need to use two microphones (one to communicate with online audience, and another for the local PA). is my understanding correct ? if so, then is there a way (or a configuration) that I can use only 1 microphone that would serve as input for both the online microphone feed and the PA microphone feed ? Your feedback is greatly appreciated, and thank you.
@@mohammedhawana885 In my comedy club I use a mixing desk like this: amzn.to/3rA1Nhj
It has a USB connection that I hook up to my laptop. The audio from the mic is amplified to the local audience via the PA system, and then the signal also goes to the PC (which could be running Zoom for example). Works great! So I think one mic is enough.
How do I get HD 1080p video from a pro account?
Do you mean a video recording or the video during the meeting?
@ video during the meeting, so that the audience can get 1080p
@@isaiahaldam6711 You can select HD in your own camera settings. But you can't fully control what the audience sees, because Zoom changes the resolution based on the participants' bandwidth.
A bit disappointed that the audio-solution was a static or single-person mic. This requires people to run around the room for every back-and-forth, especially with multi-person conversations - not very natural, and not very a very good practice during pandemic times. I am considering having every in-person participant also log into zoom, and use their device as their own microphone.
Definitely give it a try! My experience with that soliton is that Zoom has a hard time canceling the echo. Do let me know how it goes! I am actually working on a video specifically about different audio solutions.
@ This will not work as every mike is going to pick up the speaker at a slight delay from the others, creating a cacophony of sounds and voices. We tried it, it was impossible! You can't ask people to turn off their mikes, and remember to turn them on just before they are going to speak. It's just too much to ask people to remember when they are focused on the topic under discussion. I will I had a solution -- one that non-technicians could put in place easily!
A central conference mic like the one I'm showing in this video will do the trick: th-cam.com/video/H8Y2OkR_88E/w-d-xo.html
@@catwoman07076 In Zoom you can setup so everyone is muted by default with only host and co-host allow to unmute. Everyone else must 'raise hand' in order to speak. This should prevent mic on all device to pick up sound, causing echos.
The problem then would be how to mute speakers on people login in the same room, which could be annoying but not 'deadly'.