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Inclusive Engagement Techniques and Approaches

Web-Based/Hybrid Meetings

A group of four people sit at a table on a stage, in front of a hybrid presentation and web-based meeting. A speaker stands behind a podium with a monitor. Two people at the bottom left of the photo look at screen and manage the technology for the meeting.
Photo by: Kearns & West

What is it?

Web-based meetings are virtual gatherings that allow participants to interact online in real-time, regardless of physical location. They can include audio, video, screen sharing, chat functions, break-out rooms, polling and other interactive features to facilitate remote participation and engage attendees.

Hybrid meetings combine in-person participation with web-based meetings, offering attendees the flexibility to join in a manner that suits their needs. Hybrid meetings accommodate those who may face barriers to in-person attendance while maintaining the interactive benefits of in-person discussions.

When to use it

Web-based or hybrid meetings are an ideal way to engage with the public when in-person meetings or workshops are not feasible and/or the convenience and accessibility of being able to participate from anywhere supports stakeholder participation. They are helpful for projects that require input from people across different locations.

How to do it

Web-based Meetings

Before

  • Choose a platform: Select either Zoom or Microsoft Teams and check that the platform supports the desired meeting features and can accommodate the expected number of participants.
  • Define roles: Designate staff roles for facilitation and notetaking to capture public input. Additional roles may include a virtual platform manager and polling system manager.
  • Outreach: Conduct outreach to invite and encourage participation, such as using email notifications, flyers or social media.
    • In addition to standard outreach channels, directly contact organizations and groups that may be particularly interested in the topic.
  • Meeting registration: Send a calendar invitation or registration link with meeting details and clear instructions on how to join and participate in the meeting.
    • Requiring participants to register with their name & email address to receive the login information can add a layer of security.
      • Meeting platform settings can allow for advance registration.
      • Provide the option for registrants to indicate a request for language interpretation services or accessibility accommodations.
      • Email the meeting agenda to participants ahead of the meeting.
  • Interpretation:
    • Provide any language interpreters the meeting materials in advance of the meeting.
    • Schedule interpreters on the meeting platform as needed.
  • Prepare materials: Develop meeting materials (e.g., slides, handouts, group exercises, interactive meeting features). Interactive meeting features can include:
    • Agenda: Develop an agenda.
    • Interactive polling (e.g., Conferences I/O, Zoom): Used to gather real-time feedback through word clouds, multiple choice questions and ranking exercises.
    • Virtual whiteboard (e.g., Mural, Miro): Can be used in breakout rooms to gather input through guided discussion prompts where staff guide participants through a series of questions/prompts and record their feedback on a shared screen whiteboard.
    • Breakout rooms: Determining the number of rooms will help determine the number of staff needed. Make a room assignments table and alternate arrangements in case of staff’s internet going out.
    • Exit polls: Exit polls can gather demographic and/or event satisfaction information from participants to understand attendance and prepare for future events.
  • Have backup solutions: Plan for contingencies and have backup solutions, such as alternative platforms or staff communication channels, in case of technical difficulties or outages.
  • Platform settings: Prior to the meeting, check settings within the meeting platform to allow for host flexibility and functions to prevent unexpected interruptions, limit distractions, uphold the productive engagement event guidelines and preserve the intended flow of the meeting. The following settings should be enabled (if available):
    • Do not let participants join before the host so hosts can set up the meeting prior to participants joining.
    • Disable any private chat functionality to allow a streamlined conversation between hosts and participants. If the chat feature is not desired, turn it off for participants but allow hosts/co-hosts to communicate with each other.
    • Host has capability to designate co-hosts.
    • Turn off participant screen-sharing when applicable to allow hosts to share presentations without interruption.
    • Do not allow removed participants to re-join to prevent repeated disruptions.
    • Participants should be muted when entering to avoid accidental interruptions.
    • Turn off participant video feeds, if not off by default, to avoid unnecessary distractions.
    • Do not allow participants to rename themselves during the meeting to limit the potential use of vulgar language.
  • Meeting recording: Decide if the meeting, meeting chats and transcription will be recorded for later use.
    • For example, sharing publicly available information can be recorded, but it may not be appropriate to record sensitive information or personal contact details.
  • Check meeting technology: Update meeting technology before the meeting and close any web browsers or programs not being used before beginning the meeting.
    • Silence all notifications.
  • Virtual background: Select and upload a virtual background (accessible to City staff only) for presenters who will be on-camera
  • Dry run: Conduct a dry run before the official meeting to test all technology and features and clearly identify roles to minimize disruptions.

During

  • Event guidelines or agreements: Share the productive engagement event guidelines or create engagement event agreements.
  • Hard-wired internet: Host the web-based meeting from a hard-wired internet connection if possible, avoiding Wi-Fi due to the fluctuating internet speeds and increased reliability of hard-wired connections.
  • Name tags: Meeting hosts’ name tags should have the organization they work for after their name, then title, then optional preferred pronouns. E.g. John Doe, City of San Diego, Senior Planner, he/him/his. This will allow meeting participants to quickly identify each person.
  • Recording disclosure: Verbally disclose any recording to the participants.
    • Most web-based meeting platforms notify attendees that a recording is in process when joining.
  • Interpreted channels: Open any language channels and designate the correct interpreters for the language channel after announcing that specific language interpretation is available, and the channels are open.
    • On Zoom, request that all attendees choose a language channel, even if they wish to stay in the English channel.

  • Technology orientation: Provide participants with a technology orientation by walking through the basics of the platform tools participants will use to participate and provide feedback.

    A screenshot of a Zoom meeting window with orange circles over the audio, video, participants, chat, and react buttons.
    1. "Mute" when not speaking.  2. Raise hand virtually if you have a question. "Raise Hand" may be under react or participants window. 3. Use Chat to share written questions or comments.  4. Turn on Video during Breakout Room discussion segment. 
  • Video camera: Hosts and co-hosts should limit/turn cameras off when not speaking or presenting. Cameras should be on during breakout room activities.
  • Screensharing best practices: Prior to sharing screen, hide sensitive information, disable chat, hide speaker notes, share individual windows and use an additional monitor if possible.
  • Ask for feedback: Optionally allow participants to share feedback about the event. This can be done by conducting an exit poll and/or sending a follow-up email to participants.
  • Next steps: Note any next steps or future opportunities for engagement.

After

  • Consider making the meeting recording available afterward for those unable to attend live and/or a summary of key points and decisions.

Hybrid Meetings

In addition to web-based meeting considerations, consider the following for staff-led hybrid meetings:

Before

  • Choose accessible venues: Choose venues that are fully accessible, including parking, entrances and restrooms. Choose venues near transit and that have adequate parking.
  • Assess needs: Take stock of available audiovisual equipment, internet connectivity, room layout, power supply, room acoustics and estimate the number of in-person and virtual attendees. Some rooms are less equipped than others, so some equipment will need to be brought in to successfully run a hybrid meeting. For City facilities, take note of any on-site contact who may be able to help assess and plan.
  • Make necessary equipment reservations: If a department has available equipment, it may need to be reserved prior to the event.
  • Test equipment: Conduct a test of all equipment and connections in the event room, including internet connectivity and stability, audiovisual devices and virtual platform settings.
    • Check that both in-person and virtual participants can clearly see, hear and interact during the meeting.
    • Check that equipment is charged and will last for the duration of the meeting. Have spare batteries on hand, or plug equipment directly into a power source, if possible.
  • Camera setup: Set up a camera to focus on the front of the room so virtual participants can clearly see in-person speakers. If possible, set up the camera on a tripod that can be moved if the meeting’s focal point changes. If the footage is being recorded, choose a storage device with enough space to record the duration of the meeting. Have a spare memory card on hand.
  • Audio setup: Depending on the size of the event, additional audio equipment may need to be brought in. Avoid microphone feedback by spacing microphones away from the speakers and limiting devices with microphones and audio on in the same room. Check that audio for the virtual portion is only active on one device in the room. Consider turning on noise suppression on the audio capturing device to reduce background noise for listeners.

During

  • Monitor the virtual feed: Consider having some staff attend virtually to confirm that the audio and visual feeds are working properly throughout the meeting. Instate an in-person point person to coordinate with the virtually attending staff if troubleshooting is needed.
  • Wait for responses: Due to participants being online and in-person, allow additional time for online participants to respond or interact in case there is a lag in the feed. Consider alternating between in-person and virtual respondents to allow the next person in each queue to prepare.
  • Have speakers raise their hand first: Doing so will prevent online and in-person speakers from speaking over one another.
  • State names: Encourage speakers to state their name before speaking to help both audiences understand who is speaking.

After

  • Capture input and share, if necessary: Digitize any in-person input and collate it with any virtual input for recordkeeping. If necessary, share any summarized feedback captured from the event with participants in addition to the meeting recording.
  • Take stock of equipment and its condition: Return all audiovisual equipment and store them properly for their next use. Take note of any needs, including replacement cords, spare batteries or memory cards.

*If staff decide to hire an audiovisual company, their services should capture many of these considerations. Brief the audiovisual team on event goals, roles and a logistics plan so that the meeting runs smoothly.

Resource considerations

Cost: Minimal to Moderate

The cost to set up, run and facilitate web-based and hybrid meetings can vary. Web-based meetings often only require a subscription to a virtual meeting platform to be successful. However, different types of meetings may require additional costs to accommodate features like webinars, analytics or large meeting capabilities. Hybrid meetings can also include the cost of the venue and any equipment. For hybrid events, hiring an audiovisual company and renting audiovisual equipment may cost a few thousand dollars, depending on the amount of equipment and on-site support needed.

Time: Minimal to Moderate

The time it takes to plan web-based and hybrid meetings depends on the number of interactive meeting components. This can range from a few weeks for less involved meetings to a few months for complex meetings.

Cost: Minimal to High

Staff capacity varies depending on the amount of interactive meeting components and how involved the meeting will be. Web-based meetings will require less staff than hybrid meetings, as hybrid meetings require online and in-person hosts.

Other considerations

  • Some web-based meeting platforms include a dial-in line function that allow participants to call in, listen to and participate in discussions from panelists. This is sometimes referred to as a telephone town hall.
    • This format is useful for engaging with people who may have limited access to technology or are uncomfortable with using video software.
    • The host of a dial-in line will need a Zoom Pro (up to 100 participants) or Zoom Business (up to 300 participants) license. Contact the Department of Information Technology (accessible to City staff only) before the event to ensure the host’s Zoom account has the right audience capacity.
    • Share the Zoom meeting dial-in phone number with the public ahead of the meeting.
  • Select the virtual format that is most appropriate for the event. Virtual meeting-style events generally give participants more access to tools that let them interact with presenters. Webinar-style events allow for less interaction with the audience but provide additional control and security.

How to make it more inclusive

  • Follow document accessibility best practices.
  • Consider the accessibility needs of participants, such as providing interpretation, live transcription or compatible screen reader software.
  • Send any resource links sent in chat by email as well.  
  • Be mindful of people’s differing access to technology and consider providing resources such as public access points for equitable participation or participation support in web-based/hybrid meetings.
  • Consider hosting web-based/hybrid meetings at different times of day/days of the week to accommodate different schedules.
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