Guidelines for Hybrid Collaboration#
Chairing Hybrid Events#
The Facilitator should take care of either both in-person and online, or there could be a seperate online facilitator to make sure that the online audience is not lost.
For all sessions, chairs should receive instructions on how to include both types of participants.
See An honest* guide to facilitating hybrid events for more information.
Organising Hybrid Conferences#
Organising a hybrid event is like organising two events: in-person and online.
If you’re separating in-person and online (a couple of days in-person and a couple of days online), it might be easier to handle.
If both modes take place simultanously it takes different planning and it is more challenging as you will be running two events at the same time.
Online participants might have to join at times that are not core working hours for them. Keep this in mind especially for interactive parts.
If some aspects of the agenda only apply to one participant group, be clear about this. For example, do not schedule a networking session that turns out to just be the in person coffee break without being clear how you expect online participants to network.
Reserve rooms for break out interaction with online participants.
For in-person people it might take some time to physically move to other rooms, whereas for people online this it might be faster to move to a different breakout room. Please consider such time requirements when switching rooms either physically or virtually.
Make sure technical set up is in order: online audience should be able to hear the speaker and questions asked and be able to see the slides.
Check microphones, video and/or slide sharing before.
Make sure everyone in the room uses microphones when speaking.
Ensure speakers introduce themselves as otherwise, it can be difficult for remote participants to identify who is talking.
A online facilitator can message on the online platform, each time a new person starts speaking (“Person-A” is speaking now).
Select a space that has all the facilities (internet, proper seating/desk).
Ensure that online individuals have the time space so that they can fully participate (space for focus time, food breaks).
Check if there are free localities available in the areas of online participants (university, libraries) which might also provide good internet connection.
Caring/child support may be needed for people with care taking responsibilities (applies to both online and in person participants).
If someone is at their own university/working place, they may be distracted by their colleagues who do not realise that someone is in an event. In such a case, consider reserving a quite space in your university/work place.
Organising Hybrid Meetings#
Plan earlier so that people can block their calendars
Plan on movement (time & space)
Ways to Reduce Distractions#
Support online participants in booking co-working spaces either near to their location that are equipped with necessary basic facilities such as internet, electricity, and work desks.
Share comprehensive information about the available facilities and support resources and provide guidance on how to access them through facilitation documents.
Communication Tools for Hybrid Collaboration#
Carefully select tools and technologies that consider inclusivity and the impact on teams.
Avoid imposing unsutaible platforms on teams and be open to new options and tools.
Ensure virtual meetings have the capacity to accommodate more participants.
Follow up with remote attendees after hybrid meetings to address their needs.
Set up and use proper microphone system for all the in-person groups, so that those joining remotely can .
Proper shared note taking document and/ or facilitation guide for both in-person and remote groups to ensure both groups are included.
Establish a platform for asynchronous side chat to facilitate communication.
Ensure equal availability and access for both in-person and remote attendees in hybrid events.