Prior to a hybrid meeting where there will be in-room and virtual attendees, here are some instructions you should send to all attendees so that the meeting can be effective for all attendees.

If attending in the room:

Logistics

  • What room is being used
  • What are the room attendance limitations
  • What PPE is expected in the room and the facility
  • What equipment (laptop, earbuds, etc.) should they bring
  • What meeting platform is being used & meeting invite link (in case they need to switch to virtual attending if the room is at capacity when they arrive)

Participation

  • Should they connect to the meeting platform or not
  • How will video work in the room
  • How will audio work in the room
  • How will the chat be used in the room
  • If they are expected to participate in polls or add input, how will that be done
  • If they are sharing content in the meeting (slides, documents, etc.) how will that be done

 

If they are attending virtually:

Logistics

  • What meeting platform is being used & meeting invite link

Participation

  • How should they use their video
  • How can they participate with audio
  • What to expect from the room (video & audio)
  • How will the chat be used
  • How will they participate in polls or add input
  • Any special instructions for sharing content during the meeting