A hybrid meeting is a conference, seminar, workshop or other meeting whereby people participate remotely and others physically on site. People all over the world can easily connect thanks to the combination of “live” hardware equipment and a remote online platform.

Our hybrid solution combines the benefits of live and online meetings. Whether on-site or online, participants can communicate with each other during the meeting, while our interpreters can work through an external hub or from home to offer remote simultaneous interpretation.

We ensure that a technician is available on site to send the sound and video feeds to the interpreters in real-time. This guarantees that all participants receive the interpretation live and in real-time.

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The characteristics of a hybrid meeting

 

  • It is a combination of remote & “live” participants, speakers and sessions

  • Use of home device combined with “live hardware” on-site

  • Both on-site and remote technical assistance, meeting support and moderation
How does a hybrid meeting work?

How does a hybrid meeting work?

Not everyone can attend your meeting in person? We have a solution for this!

Some of your participants can for example gather together in a conference room while other participants will follow the meeting remotely. 

Our technician is on site to set up and test the hardware equipment (cameras, microphones, headsets) and the necessary systems. During the hybrid meeting, he sends the sound and video feeds to the interpreters in real time. This guarantees that all the participants receive the interpretation live and in real time.

Simultaneous interpretation may be required during your hybrid meeting, but the interpreters can work remotely. They receive sound in real-time via our technical solution and hardware equipment  and will be able to provide the participants with interpretation.

The Presence coordinator will be your SPOC (single point of contact). Due to the fact that this coordinator is in direct contact with you, the technician, and the interpreters, he/she is always aware of the status of every project and can, if needed, make instant changes in the requests.  

An online moderator facilitates the communication between online participants. He or she will make sure that your hybrid meeting runs smoothly.

Thanks to the hybrid set up, the note taker can also work from home since he/she can follow the meeting via our streaming solutions.

 

Do you have a hybrid meeting coming up?

Let’s talk!

What are the most common pitfalls of hybrid meetings?

After the COVID pandemic, companies are faced with a new challenge: hybrid meetings and events. But before you jump face-first into it, let’s learn from the 5 most common pitfalls that companies don't always expect to face.

 

  • Technical requirements 

Link with existing systems/equipment needs to be tested to verify that everything works. Stable dedicated internet connection is needed to make sure your remote participants, speakers, interpreters and other stakeholders can follow the hybrid meeting smoothly.

 

  • Tech-savvy remote participants

Make sure that everyone is well prepared, provide them with a manual or guidelines on how to connect and on how to use the platform. 

 

  • Meeting etiquette

When you attend an online meeting, it is important to observe some basic etiquette, just like for a live meeting. There are a number of things to watch out for. Read more about this here!

 

  • Legal compliance

What about data protection? Are firewall issues tackled upfront? Does your company allow you to download the app or to work with Chrome?

 

  • Difference in expectations/experiences 

Don't forget that people on-site and remote have different expectations and experiences. Small talk at the coffee corner or via the laptop is not the same. Find out here how to make hyrbid meetings work!

 

Don’t get spooked by the complexity. We make sure you don’t forget anything!

 

Lachende man en vrouw

Hybrid meetings with Presence interpreters

With 20 years’ experience as an interpreting and translation agency, Presence is the expert in professional interpreter and translator services. We can provide interpreters in all world languages, including for online meetings and multilingual conference calls. 

With our extensive network of native speakers, we can guarantee the highest level of live multilingual meeting support. Do you have special requirements? Tap into our worldwide network of interpreters and audiovisual partners. Are you looking for an interpreter for a specific language combination? Send us your request for multilingual meeting support. We look forward to organising a tailored solution to meet your language needs!

 

Do you want to organise a hybrid meeting?