In this guide you will find instructions about different types of meeting room solutions and guides on how to setup a hybrid meeting.

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Table of Contents

Introduction

A hybrid meeting is a gathering where some people are together in one seminar room and some are located physically away, participating virtually.

The below sample solutions of smaller meeting rooms can be changed according to the space and needs. Every room is different and you should always consult a specialist.

You can find more information about purchasing the offered presentation equipment accessories here.

Tartu University's computer support (Arvutiabi) helps in choosing the technical equipment of meeting rooms, halls and auditoriums. Phone: 737 5500

FAQ - hybrid meetings

FAQAnswers/tips

Examples of solutions

NB! Prices include VAT. Prices are not fixed and may change.

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title	Smaller meeting room (up to 20 square meters)

The computer behind the screen is used. The multimedia device is a conference device that includes a camera, microphone and speakers. The desk has a wireless mouse and keyboard.

Use an HDMI cable to get the laptop image to the screen. The position of the cable is fixed.

Required equipment:

Screen 43-55 inches, if necessary 2 pcs ~600 euros each.
Wall mount for screens ~100 euros each.
NUC computer ~800 euros.
HDMI cable ~40 euros.
Conference device Poly Studio P15 ~450 euros.
Wireless keyboard and mouse ~50 euros.

Different adapters for the end of the HDMI cable for connecting different laptops, phones ~85 euros.

Installation ~15% of the equipment price.

Additional options:

If a Samsung display is purchased, it can be set up to the UT TV display system. For example, if there is an event where screens are not used, all kinds of information can be displayed on the screen through the server (event plan, advertisement, UT logo, etc.).
If you want another company's television, connecting it to the UT TV system costs ~450 euros.

NB! There should be weak and strong current behind the screen. Carrying them is extra work and the price depends on the space. Internet must reach behind the screen (screens, computer) + 220v power supply).

The conference device in the room does not connect to the laptop.

Samsung QBR
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Poly Studio P15

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Logitech Slim Wireless Combo MK470

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title	Larger meeting room (20 to 40 square meters)

The computer behind the screen is used. The multimedia device is a conference device that includes a camera, microphone and speakers. The desk has a wireless mouse and keyboard.

Use an HDMI cable to get the laptop image to the screen. The position of the cable is fixed.

Required equipment:

Screen 55-75 inches, if necessary 2 pieces ~800 euros each.
Wall mount for screens ~100 euros each.
NUC computer ~800 euros.
HDMI cable ~40 euros.
Conference device POLY studio or Logitech rally kit ~850 - 2000 euros.
Wireless keyboard and mouse ~50 euros.
If necessary, an additional microphone to the table. (POLY) Microphone cable length 7.6m. The Logitech kit comes with desk microphones..

Different adapters for the end of the HDMI cable for connecting different laptops, phones ~85 euros.

Installation ~15% of the equipment price.

Additional options:

If a Samsung display is purchased, it can be set up to the UT TV display system. For example, if there is an event where screens are not used, all kinds of information can be displayed on the screen through the server (event plan, advertisement, UT logo, etc.).
If you want another company's screen, connecting to the UT TV system costs ~450 euros.

NB! There should be weak and strong current behind the screen. Carrying them is extra work and the price depends on the space. Internet must reach behind the screen (screens, computer) + 220v power supply)

The conference device in the room does not connect to the laptop.

Poly Studio
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Poly Microphone

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Logitech Rally Plus

Thanks to its modular structure, it can be installed in various room solutions.

Image Added

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title	Portable conference equipment

Mobile conference device in the room that connects to a laptop via USB (Logitech C930e Business with 90-degree viewing angle ~120 euros, Conference Cam Connect with 90-degree viewing angle (can be used wirelessly and with battery) ~400 euros, Meeting Owl with 360-degree viewing angle ~800 euros)

Webcam Meeting Owl: 360 degree conference device with web camera, speaker and microphone.
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Conference Cam Connect: 90 degree conference device with camera, microphone and speaker. Can be used wirelessly and with battery.
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Data projector Epson EB-2250U.
Electric extension cord.
In use, e.g. in the conference room of the information technology department.

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title	Lecture minimum for hybrid learning (to transmit the lecturer's picture and video)

Logitech C930e camera + stand (~200 eur)
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Collar microphone Samson XPDm Lavalier (~155 eur)
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TOTAL: ~355 eur

Hosting a hybrid meeting

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title

1

	How to start organizing a hybrid meeting?

Decide from which room the meeting will be conducted.
Review the devices in the room to ensure they are suitable for holding a hybrid meeting (see below).
Determine how many remote participants there are. If there are several of them, you should consider using a TV or a video projector that can be connected to a computer, so that everyone in the room can also see the participants of the virtual room, the shared screen view, files, etc.
Decide what software to use: Microsoft Teams, Zoom, BigBlueButton vm.
Send invitations to remote participants before the meeting.

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2

title	What is special about a hybrid meeting?

If some people are in a virtual environment and some are in a physical environment, it is necessary to ensure:

Presentation equipment (video projector, TV, computer monitor, etc.).
Transmission devices (camera, speaker, microphone, etc.).
Video conference equipment (laptop, smartphone, headphones, etc.).

Hybrid meetings can be held in rooms where the necessary equipment is available as a permanent solution, but it can also be done in any room using portable equipment.

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3

title	What playback devices are needed in a hybrid meeting room?

Meeting room participants need a common view to see remote participants and video conference materials. It is most reasonable to use a video projector (e.g. Epson EB-W51) or a presentation TV (e.g. HP E27q G4) connected to the conference manager's computer. Sometimes a larger computer monitor is enough.
If all participants use separate devices when participating (everyone has their own computer, smartphone, etc.), a video projector, TV, or monitor is not needed.
A meeting room with a permanent solution must be designed by specialists (contact arvutiabi).

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4

title	What transmission equipment is needed in a hybrid meeting room?

A video camera, microphone and speaker are required in the meeting room. They are generally built into portable devices.
In addition, you can use, for example:
- Meeting Owl 360-degree web cam. The people in the room are positioned around it. The device detects the speaker and turns to him to display a video image of him to other participants. Meeting Owl can be ordered directly from the manufacturer as it is not part of the framework procurement for University of Tartu computers.

Pildiotsingu meeting owl camera tulemus Image Modified

- Logitech webcam with 90 degree range. The camera is only on one side, so when placing people, you have to make sure that everyone stays within the angle of view. In a larger room, the Logitech ConferenceCam Connect is suitable, in a smaller room, the Logitech BCC950 ConferenceCam or the Logitech C930e Business webcam without a speaker.

- For seminar rooms Jabra microphone-speaker.

Image ModifiedImage Modified

A meeting room with a permanent solution must be designed by specialists (contact arvutiabi).

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5

title	What other equipment and tools are needed in a hybrid meeting room?

In the case of portable devices (laptop, some cameras, video projector), it is necessary to ensure their power supply. Therefore, it is necessary to ensure the presence of the required number of power sockets. An extension cord can be used if necessary.
When using more devices, make sure that the computer has all the necessary connectors.
Generally, devices can be connected to a USB port (e.g. Satechi Slim Type-C Multi-Port Adapter)

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When using a video projector, you have to think about the surface on which the image will be displayed. A projector screen or a wall can be used for display. The smoother and brighter the surface, the higher the quality of the image.
Using the video projector requires a rather dark space. The whiter the room, the blurrier the displayed image. If necessary, the lighting should be turned off and window coverings should be used.

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6

title	What video conferencing equipment is needed to participate remotely in a hybrid meeting?

For virtual participation in a hybrid meeting, you can use, for example:
- A laptop.
- A desktop computer.
- A smart phone.
- A tablet.
Laptops, smartphones and tablets usually have a built-in camera, speaker and microphone.
When using a desktop computer, a webcam is also required. We recommend Logitech webcams that are very compatible, reliable and of high quality (e.g. Logitech HD Pro Webcam C920e).
If necessary or to ensure better sound and reduce echo, a headset consisting of headphones and a microphone can be used (e.g. wired HP Business Headset v2 with splitter for older desktop computers, Jabra Elite 30 II MS - USB and 3.5mm connection, wired HyperX CloudX, which is without a splitter, and the wireless HyperX Cloud Flight 2.4 GHz with a USB connection suitable for a laptop or desktop computer.

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7

title	What software is required for a hybrid meeting?

Conventional software programs are fine for holding a hybrid meeting: Microsoft Teams, Zoom, BigBlueButton etc. Also check Video conference applications at the University of Tartu.

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8

title	In which university rooms can hybrid meetings be held?

Check Instructions for UT room tech equipment (access with University's account).

Examples of solutions

NB! Prices include VAT. Prices are not fixed and may change.

Room/situationImportant detailsPictures (examples of products)

Smaller meeting room (up to 20 square meters)

The image is transmitted by the computer behind the screen. In addition, from the screens with an HDMI cable.

Pildi edastus toimub ekraani taga oleva arvutiga. Lisaks ekraanide juurest HDMI juhtmega.

The computer behind the screen is used. The multimedia device is a conference device that includes a camera, microphone and speakers. The desk has a wireless mouse and keyboard.

Use an HDMI cable to get the laptop image to the screen. The position of the cable is fixed.

Required equipment:

Screen 43-55 inches, if necessary 2 pcs ~600 euros each.
Wall mount for screens ~100 euros each.
NUC computer ~800 euros.
HDMI cable ~40 euros.
Conference device Poly Studio P15 ~450 euros.
Wireless keyboard and mouse ~50 euros.

Different adapters for the end of the HDMI cable for connecting different laptops, phones ~85 euros.

Installation ~15% of the equipment price.

Additional options:

If a Samsung display is purchased, it can be set up to the UT TV display system. For example, if there is an event where screens are not used, all kinds of information can be displayed on the screen through the server (event plan, advertisement, UT logo, etc.).
If you want another company's television, connecting it to the UT TV system costs ~450 euros.

NB! There should be weak and strong current behind the screen. Carrying them is extra work and the price depends on the space. Internet must reach behind the screen (screens, computer) + 220v power supply).

The conference device in the room does not connect to the laptop.

Image Removed

SAMSUNG QBR

Image Removed

Poly Studio P15

Image Removed

Logitech Slim Wireless Combo MK470

Larger meeting room (20 to 40 square meters)

The image is transmitted by the computer behind the screen. In addition, from the screens with an HDMI cable.

The computer behind the screen is used. The multimedia device is a conference device that includes a camera, microphone and speakers. The desk has a wireless mouse and keyboard.

Use an HDMI cable to get the laptop image to the screen. The position of the cable is fixed.

Required equipment:

Screen 55-75 inches, if necessary 2 pieces ~800 euros each.
Wall mount for screens ~100 euros each.
NUC computer ~800 euros.
HDMI cable ~40 euros.
Conference device POLY studio or Logitech rally kit ~850 - 2000 euros.
Wireless keyboard and mouse ~50 euros.
If necessary, an additional microphone to the table. (POLY) Microphone cable length 7.6m. The Logitech kit comes with desk microphones..

Different adapters for the end of the HDMI cable for connecting different laptops, phones ~85 euros.

Installation ~15% of the equipment price.

Additional options:

If a Samsung display is purchased, it can be set up to the UT TV display system. For example, if there is an event where screens are not used, all kinds of information can be displayed on the screen through the server (event plan, advertisement, UT logo, etc.).
If you want another company's screen, connecting to the UT TV system costs ~450 euros.

NB! There should be weak and strong current behind the screen. Carrying them is extra work and the price depends on the space. Internet must reach behind the screen (screens, computer) + 220v power supply)

The conference device in the room does not connect to the laptop.

Image Removed

Poly Studio

Image Removed

Poly - Microphone

Image Removed

Logitech Rally Plus

Thanks to its modular structure, it can be installed in various room solutions.

Portable conference equipment

Webcam Meeting Owl.
- 360 degree conference device with web camera, speaker and microphone.
Data projector Epson EB-2250U.
Electric extension cord.
In use, e.g. in the conference room of the information technology department.

Mobile conference device in the room that connects to a laptop via USB (Logitech C930e Business with 90-degree viewing angle ~120 euros, Conference Cam Connect with 90-degree viewing angle (can be used wirelessly and with battery) ~400 euros, Meeting Owl with 360-degree viewing angle ~800 euros)

Image Removed

Lecture minimum for hybrid learning (to transmit the lecturer's picture and video)

Logitech C930e camera + stand (~200 eur)

Collar microphone Samson XPDm Lavalier (~155 eur)

TOTAL: ~355 eur

Image Removed

Logitech C930e

Camera + stand

Image RemovedSamson XPDm Lavalier

Collar microphone

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