Innovative Tech Solutions for Hybrid Meetings

For close to two years, virtual meetings have helped boards of directors conduct the business of the corporation safely. Looking ahead to hybrid meetings that combine in-person and virtual, how will added technical aspects of combining virtual and in-person meetings be addressed. For example, what do you do when there is audio feedback? How do you maintain clarity on who is speaking and when? These can be very challenging technical problems to overcome ... until now.

“We have conducted hundreds and hundreds of virtual meetings since the start of the pandemic. We were in on the ground floor,” says Adam Arcuri, president of CondoVoter. “As industry experts in virtual meeting setup and operation we get asked by our clients about the potential for audio-visual challenges. Because of our expertise, we wanted to address and resolve these back-end technical issues head-on so that condo customers can conduct worry-free hybrid meetings in the future.”

Solving AV challenges with innovation

Developed in house, CondoVoter’s answer to addressing AV tasks is an out-of-the-box solution that involves unique hybrid meeting equipment – delivered directly to your meeting. This novel program helps ensure the audio and video aspects of the corporation’s meeting are supported in a hybrid environment and ensures two primary goals are met:

• In-person owners see and hear owners that are attending virtually; and

• Owners that are attending virtually see and hear those that are at the meeting in person.

How it works

CondoVoter will provide all of the equipment needed to ensure that potential technical issues that could arise from hybrid meetings are met. All equipment is shipped to your door along with easy-to-follow instructions to hook up the equipment. Colour-coded tabs help simplify the process.

Equipment comes with a laptop with the Zoom meeting ready to go, a projector to show the meeting in the physical room, and equipment that integrates a camera, speaker and microphone.

“We leverage emerging technology that intelligently auto focuses and zooms directly to those speaking,” says Adam Arcuri. “This reduces the need to have someone direct the camera while in the meeting.”

Is this intelligent equipment program for us?

Yes. If your board plans to incorporate some type of hybrid meeting as pandemic restrictions open, this program is for you. It may be helpful to ask yourself the following audio-visual questions:

• Will the chair, auditor and any presenters be virtual or physically at the meeting?
• If they are not in person, will there be a screen and sound system for in-person attendees to see and hear the presenters?
• How will virtual attendees see in-person participation? Is a laptop computer with a camera sufficient for individuals to use if they are participating in person? What about physical distancing?

“As pandemic restrictions are relaxed, we want to make it as easy as possible for hybrid meetings to be adopted,” adds Adam Arcuri. “We believe we’ve developed the right technical solution for every condo corporation.”

Adam Arcuri is president of CondoVoter, providing online voting and virtual meeting solutions for condominium corporations, stratas and associations.
Condovoter.com