What do we define as a hybrid event/meeting?
A meeting that has participants and/or interpreters joining the meeting online (virtually) and/or from the conference room, allowing them to choose their preferred language.
Why do the on-site participants need to join a hybrid meeting?
Onsite participants are not required to join a hybrid meeting on KUDO unless they need access to features like polls, messages, request to speak etc. The Dante configuration should take care of the audio in and out of KUDO and the conference room.
Which hardware do I need to set up a hybrid meeting?
KUDO can easily and seamlessly integrate with conventional conferencing systems by adding an intermediary layer between your current setup and the cloud. For more information click here.
Which tools do I need to set up a hybrid meeting?
- Streaming software – OBS, Vmix, Wirecast
- DANTE Network
- AV Capturing devices - BlackMagic, AJA
- This doc should have the info here
Do I need a technical support engineer to help to set it up or is it easy enough for my management team to do it?
Onsite meetings should be overseen by technical support engineers. If you have the resources internally our technical support engineers can train your team or support you remotely.
Can I have both on-site and online interpreters in the same meeting?
Yes, you can have interpreters both onsite and online interpreters. However, you cannot have boothmates online and onsite.
What are the best practices for hybrid meetings?
- Use producers
It is helpful to have someone in the role of “producer” in both the physical and digital space, depending on the size of the meeting. In hybrid meetings, the producer’s role is to have a bird’s-eye view of the event. In addition, they will be able to make quick decisions during the event without disrupting the speakers or attendees.
- Structure interactions for equal participation
Remote attendees struggle with being constantly interrupted or talked over in meetings more than others. To combat this, structure interactions in such a way that everybody gets to participate. If your solution includes a request to speak option, this is a great way to ensure that everyone’s voice is heard, and that everyone feels included in the conversation.
- Turn the chat ON
In video conferencing platforms like Zoom, WebEx and KUDO, the chat function is a great way to keep virtual attendees engaged. Having a separate chat delegated to questions / issues / troubleshooting regarding the platform is also helpful; that way questions that are directed at the speakers/hosts aren’t lost or overlooked.
- Display the remote participants
If possible, have a big screen in front of the room with as many of the remote participants showing on video as possible. This elevates the experience for participants on both sides: people joining from home will feel more included in the conversation or event, and participants who are physically present can address and better connect with both audiences.
- Include everyone in activities
Participation is key! Make sure to include the remote attendees in ALL meeting activities, especially if there is a moment when people break into small groups. This is a great time to make use of your platform’s breakout functionality for the online attendees. The moment remote attendees are not included, they are no longer getting the full experience.
- Audio is crucial
While using a video component in a meeting is very powerful, the importance of having clear and crisp audio cannot be overlooked. Investing in a great headset solution is always a good idea.
- Strictly manage meeting time and attendance
Make sure to start meetings on time, every time. Participants showing up to meetings that are running late are usually left just staring at each other until the presentation begins. Including a waiting room solution where participants are let into the meeting when everything is prepared at once is a great solution. And the organizer has a say in who will be let into the meeting.
- Ensure fair language access
Both remote and physically present participants should have the same opportunity to listen to (and speak) their own language. Luckily, multilingual collaboration platforms like KUDO have made this a possibility. What was once reserved for high-stakes meetings between diplomats, professional interpretation is now available for NGOs, businesses, and any person who wants to conduct a multilingual meeting.
What materials on the hybrid meeting should I share with the participants prior to the meeting?
To make sure all participants are fully aware how to join a KUDO Hybrid meeting we encourage you to share a step-by-step guide with them.
What is the maximum number of on-site and online participants that can join a hybrid meeting?
The limit on number of participants that can join a hybrid meeting is being calculated separately for every case via KUDO Capacity Calculator based on number of active online participants, the number of languages interpreted and screen sharing necessity.
How many languages does a hybrid meeting support and what are they?
KUDO Hybrid supports up to 16 languages during a single meeting or event.
How many operators do I need to set up and run a hybrid event?
Depending on the complexity of your hybrid event, KUDO will determine the necessary technical support. Please note that KUDO operators provide tech support to participants and interpreters on KUDO. If your conferencing system requires A/V expertise, you'll need to arrange that separately.