Hybrid Delivery

Hybrid Delivery means that you are in-room with some participants while other participants are connecting virtually to the working session.

The First Step:

Prepare for Virtual Delivery and come back here for next actions to prepare for Hybrid Delivery.

Attention: The Hybrid Delivery below is designed for a work session with at least 2 consultants and 2 computers.

BEFORE the Work Session:

Make sure that all in-room participants bring their laptops to the session
Send instructions for everyone to download the Zoom desktop application (or other conference solution application) if necessary
Check and confirm technical and hardware requirements (review on this page)
Ensure that you are the Host for the Zoom session
Outline and Powerpoint printed out
Ensure you have the information of the clients IT person
Book Rob and Michael for the first 30 minutes

Prepare for In-Room Participants

Flip chart stands
Printed handouts and the corresponding fillable worksheets to share with virtual participants
Markers, pens, notepads, hand sanitizer, dongle
Lunch is ordered if need be
Ask in-room participants to mute their sound on Zoom because we will share sound from consultant 2 computer

Set up Equipment In-Room for Hybrid Delivery

Consultant 1:
- - Plug your laptop into the video projector in the main room (In-Room)
  - Share your screen on Zoom
  - Mute sound on Zoom

NOTE: While consultant 1 shares their PowerPoint presentation on the video projector and on Zoom, they have access to their applications on their laptop.

Consultant 2:
- - Your laptop will be capturing sound and image from and in the main room (In-Room)
  - Plug into your laptop: An external high-quality microphone & camera system (see here for reference) This will require your USB C adapter and two available USB A ports.
  - Your laptop is the only one in the main room sharing sound
  - Your laptop is the Zoom meeting host, and breakout rooms should be controlled from this computer
  - Make sure that computer 1 has co-hosting rights on the zoom meeting.

NOTE: While consultant 2 captures the image and sound of the room through the external camera and the Jabra, they have access to their applications on their laptop. Consultant 2 can control the breakout rooms, send emails to participants, etc.

The Day of the Work Session (2 hours before the Engagement)

Test the Internet connection quality for people in the room and with someone from Insigniam connecting virtually
Test camera
Test sound
Computer 2: Ensure that the sound input/output on Zoom is on the Jabra & video on the external camera.

Hybrid Delivery Setup

Using Flipcharts for in-room participants:

Remember to turn the camera towards the flipchart so that remote participants can follow what you are doing.

Breakout Group Setup with in-room participants:

Choose one participant in each breakout group to be the "host" for the zoom breakout room for the people joining this group remotely. Only this participant unmutes their sound and video for the remote participants to join the conversation.
Space out these groups to make sure that remote participants speaking in their group do not interface with neighboring groups.

POTENTIAL HICCUPS

Not being able to share PowerPoint due to security reasons. This needs to be cleared prior to the session.

Tips to improve the Experience during the session:

Repeatedly ask participants to mute themselves or force-mute everyone in the participants pane.
On Microsoft Teams, turn off the "waiting in the lobby" option so that people joining late or re-joining do not disturb the audience with notifications popping up on the screen, as shown below, select in meeting options, "Always let callers bypass the lobby":

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