Woman on a conference call

As workplaces evolve and employees are seeking more flexibility, hybrid meetings have become a mainstay.

With advanced AV technology in place, you can not only bridge the physical distance but also enhance collaboration and engagement, making every meeting productive. But what do you need to provide the best virtual meeting experience?

Let’s dive into what makes for successful hybrid meetings so you can choose the right equipment that will optimise your conference rooms.

Understanding Hybrid Meetings

Hybrid meetings are sessions where some participants join in person and others connect remotely. To keep things running smoothly, these meetings require a mix of traditional and digital meeting tools. Virtual meetings have skyrocketed, as they offer the flexibility and inclusivity employees need in modern workplaces.

A team on a hybrid meeting However, hybrid meetings come with their own set of challenges. These can include ensuring high-quality video and audio, maintaining robust connectivity, and keeping remote attendees engaged and motivated. Addressing these issues is essential for successful hybrid interactions.

When selecting hybrid meeting equipment, you must consider interactive features and functionalities that match both user experience and meeting efficiency expectations to significantly boost the productivity and accessibility of your online meetings.

Hybrid Meeting Equipment Checklist

Strong Internet Connection

A reliable and fast internet connection is the backbone of any hybrid meeting. Both video and audio transmissions must be smooth, with minimal buffering or delays.

For optimal performance, consider investing in business-grade internet services and check that your network infrastructure, including routers and modems, is up to date and capable of handling multiple simultaneous connections.

Audio Equipment

Audio clarity is one of the most important features in hybrid meetings because participants join from varied environments. You want to make sure that everyone, no matter where they are, can easily hear and understand what is being said without any distortions or interruptions. For small rooms, omnidirectional tabletop microphones are ideal for capturing sound from all directions.

In larger venues, lapel microphones for speakers who move around or ceiling-mounted microphones for unobtrusive audio capture are a better option. Your speakers should be of sufficient quality and power to cover the room evenly without causing unwanted noise such as feedback or echoes.

Video Conference Camera

The right camera makes all the difference. For smaller rooms, a high-quality webcam may suffice, but larger spaces benefit from professional-grade cameras with panning and zoom capabilities.

Your displays or projectors must offer high resolution and clear visibility for all participants. Cameras with auto-focus and wide-angle lenses make it easier to capture comprehensive room views so everyone can benefit from an engaging hybrid meeting.


Conference speakers (or speakerphones) are integrated devices that include both loudspeakers and microphones, designed to enhance vocal clarity by isolating speech frequencies and reducing background noise.

Most conference speakers come with four directional microphones, allowing them to pick up on voices regardless of the speaker’s location in the room. Compact models, such as Bluetooth speakerphones, are also effective in balancing audio levels across the meeting space for each attendee to hear the full conversation.

man installing a pop filter Pop Filters

Pop filters are simple yet effective tools that improve audio quality by filtering out fluctuations and background noise captured by microphones. They are particularly useful in live environments but are also beneficial for online participants using desktop microphones. These filters are typically easy to install and can significantly improve the clarity and professionalism of the audio.

Tripods and Lighting

Stable video output requires solid support, and tripods offer this by keeping cameras steady during broadcasts. Adjustable tripods allow for fine-tuning camera angles and heights.

Proper lighting is also an important feature to consider to avoid shadows and underexposure, enhance facial visibility and reduce strain on participants’ eyes. Many affordable options are available on the market, whether it’s a ring light or a soft box light to illuminate speakers evenly.

Video Switcher

A video switcher is a remote that allows you to quickly jump from one video source to another. This becomes handy if you have multiple input streams and want to move between them or combine them smoothly.

This capability is essential during dynamic presentations or when you’re using different areas of a meeting space. Video switchers can also support transitions and effects that improve the viewing experience, making the meeting more engaging and professional.

Conferencing Platform

Compatibility with various video conferencing platforms is a must to suit any software preferences. You should also choose a conferencing platform that integrates easily with existing corporate tools and supports advanced features like content sharing, screen recording, real-time collaboration tools, and productivity suites like Microsoft Office or Google Workspace.

These features allow for smooth workflows which reduce the need to switch between different applications while making meetings more interactive and serving as valuable resources for review and follow-up.

Popular Conferencing Platforms for Virtual Meetings and Hybrid Events


Zoom has become synonymous with virtual communication, especially after the onset of the COVID-19 pandemic which drastically altered the landscape of corporate and personal communication.

Known for its simplicity and reliability, Zoom offers a comprehensive suite of features that cater to virtual events and meetings of all sizes. Users can enjoy functionalities such as HD video and audio, screen sharing, breakout rooms, virtual backgrounds, real-time messaging, and integration with third-party applications.

Zoom’s capabilities are not just limited to standard meetings as it also offers options for webinars, large-scale conferences, and interactive workshops. its scalable nature allows it to accommodate both small team meetings and large business events. No wonder why it’s the go-to choice for many organisations!

3 people using video conference system on a hybrid meetingMicrosoft Teams Rooms

Microsoft Teams Rooms is an extension of Microsoft Teams, tailored specifically to enhance the meeting room experience with hardware and software solutions for conference rooms.

Teams Rooms transforms any room into a collaborative space where participants can engage through high-quality audio and video facilities. The system supports features like digital whiteboarding, file sharing from personal devices, and direct integration with Microsoft Office applications. If your organisation rely on the Office suite, then Microsoft Teams Rooms might be the perfect option for you.

Furthermore, the platform offers advanced capabilities such as meeting room booking, intelligent cameras that can focus on speakers, and voice enhancement technologies, facilitating a more effective and immersive meeting environment.

Setup and Configuration Tips

Setting up your equipment correctly is as important as the equipment itself. In terms of physical setup, position cameras and microphones to capture and distribute audio and video effectively throughout the room.

On the software side, test and familiarise yourself with the settings of your conferencing platform to optimise audio levels, video quality, and connectivity options before the meeting begins.

You should also keep an eye on the latest trends as your needs may change over time, making it necessary to switch to a more suitable software.

mic testBudget Considerations

Although hybrid meeting equipment can be costly initially, it’s a worthwhile investment that pays dividends in the long run by improving communication and reducing travel expenses.

For those on a tight budget, start with the essentials (good microphones and a quality webcam) and gradually add more advanced equipment. You must balance cost with functionality to find the best setup within your budget.

Outfit Your Conference Room With the Right Equipment

Selecting the right conference room technology for hybrid meetings is key to facilitating active participation and creating engaging and inclusive meetings for both virtual attendees and remote participants.

By understanding the specific needs of your meeting spaces and participants, and investing in appropriate AV technology, you can significantly enhance the meeting experience for everyone involved.

Mediascape can help you set up dynamic and engaging meeting rooms, enhancing teamwork and productivity. Get in touch today to discover our range of AV solutions specifically designed for your business. 

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