Hybrid Toastmasters Meetings – Observations and Suggestions for Meeting Room Setup

I have been attending hybrid meetings more and more over the past couple years. I know District 35 has offered training and there are articles and videos on YouTube to help. Today I would like to share my personal observations about hybrid meetings and the meeting room setup.

First, let me remind you to be professional once the meeting begins. Leave the social networking to before or after the meeting. Just as if we were all meeting in person, give your full attention to the speakers and what is happening during the meeting. Room laughter can be magnified for virtual listeners; be aware that when speakers are truly funny, you should certainly laugh, but please avoid the nervous noises such as “cackling.”

Second, I highly encourage every club to offer a hybrid option. I know not all venues are ideal for this but do the best you can. Classroom settings, especially in a college venue, seem to offer the best audio and visual options. Some corporate venues may also offer an excellent setup. Typically, restaurants, churches, and community venues are not as likely to have the ideal technological setups, but again, do the best you can with what you have.

Following these suggestions will be a good practice to showcasing your club – both virtually and in person. We want to make a good impression on the guests that attend—and we should always expect that a guest will attend! We want to turn our guests into members and continue to retain our current members. Virtual meetings can be an important tool to market your club.

ROOM LAYOUT

1. Always try to eliminate walking directly in front of the camera.
2. Have one camera (such as a laptop camera) in the back of the room facing the lectern. You may need to elevate it for a better view of the room.
3. Have another camera focused on the person at the lectern. This camera should be adjusted as needed for the height of each speaker.
4. Place the banquet tables side by side with an aisle on each side. This way, the chairs are sideways to the camera. With the camera in the back of the room, the online viewer will see the in-person attendees from the side rather than just the back of a head.
5. If there are 12 or fewer attendees in person, take out the two middle rows of chairs (as shown in the chart) and push the tables together side by side so participants are socially distant and can walk behind the chairs.
6. You will need a screen or monitor so people in the room can see the virtual attendees. Set up the screen close to the lectern so both are in view of the camera. All speakers, whether virtual or in person, will need to stay within their camera’s view.
7. Some rooms are equipped with a projector mounted from the ceiling. This is the best setup that I’ve seen and is usually available in a classroom or corporate conference room.
8. As an in-person speaker talking to a hybrid audience, be careful with your eye contact. You want to be sure to include eye contact with the audience members, as well as make eye contact with the camera lens so include the virtual audience. If using a PowerPoint and it is behind the speaker, be careful when turning your head to look at the screen behind you. Look at it briefly, but do not talk the screen. The audience – both in person and virtual – will see the back of your head.

ADDITIONAL TIPS

• Presenters should always sit close to the lectern. Leave the seats in the back of the room for guests and latecomers.
• Have a sign on the table and chairs in the back for “GUESTS.” Always plan that guests will attend – either in person or virtually. Have a plan in place to get their contact information so the VP Membership can follow up with them (this can sometimes be missed with online attendees).
• Try to have the entrance at the back of the room / camera so it is not a distraction for the virtual attendees.
• When going to the lectern, try not to walk in front of the camera. Instead, walk on the side of the room out of the camera view.
• Remember to “turn control” of the lectern over to the next person. The rule still applies to “never leave the front of the room naked.” Whether a handshake, fist bump, small bow, make some acknowledgement with the person current at the lectern and the person taking control of the lectern. This seems to be an action we’ve gotten out of practice since not meeting in person for so long.
• When you are at the lectern, adjust the camera angle if needed so it shows your face (and body depending on the setup).
• REMEMBER – always play to the camera unless you never plan to have virtual attendees.
• Regarding audio quality in virtual meetings: for those of you at home, it is recommended to purchase a headset with a microphone. Most microphones on computers and laptops are of poor quality. For the computer being used in person, speakers (for any role when talking) should be facing the microphone on the laptop. Check in with your virtual attendees that the in-person attendees can be heard without issue.
• Use a wireless microphone – even if you must purchase one. The audio quality is greatly improved for the virtual attendees.

Don’t forget that after your meeting, be sure to return all tables, chairs, and equipment to the original setup if you did rearrange the meeting room layout.

And one final suggestion – if you haven’t already conducted SpeechCraft with your club, please consider holding one.  

If you haven’t heard of SpeechCraft—it is a 4- to 8-session crash course in public speaking where a team of experienced Toastmasters in the role of presenters and mentors teach the fundamentals of public speaking and leadership to program participants in an atmosphere similar to a Toastmasters club meeting.  Mentoring participants creates a powerful opportunity for relationship building.

It is a blended learning program, which combines directed learning and individual learning and provides optimal support for learners interested in building their communication and public speaking skills. The directed learning portion of SpeechCraft is delivered by experienced public speakers. The individual learning portion supports the in-person sessions using online interactive materials designed specifically for adult learners.

What attendees get out of it: Attendees jump start their public speaking and leadership skills. This intensive introduction to public speaking gives them more Toastmasters projects under their belts faster than they’d get from simply joining a Toastmasters club. They also get more in-depth feedback and one-on-one mentoring than typical for new members.

What Toastmasters get out of it: Toastmasters gain experience delivering speeches on Toastmasters practices that qualify for Pathways credit, as well as practice mentoring new members. The coordinator of a Speechcraft program receives credit towards a DTM that can only be replaced by sponsoring a new club or coordinating a Youth Leadership Program.

SpeechCraft materials are all digital and can be purchased through the www.toastmasters.com website. The cost is $50 and includes materials for 5 people. If you have additional participants, you will need to purchase an additional SpeechCraft set for another 5 people.

Learn more about SpeechCraft here.

If you have questions, I’d love to talk with you. Please contact me at TCarlson@charter.net or 608-728-2631.