1 .

Give everyone invited to the meeting as much notice as possible that it will be a hybrid meeting so

they can prepare for it

2 .

Ensure attendees know how to use online technology and provide training and support where needed

3 .

Hold a pre-meeting with public contributors so they know what to expect in the meeting

4 .

Set the meeting room up so physically present and online attendees can contribute equally : e . g ., a

horseshoe table configuration around a large screen

5 .

Test the audio-visual set-up before starting the meeting - check that the sound quality is good enough

so attendees can hear each other

6 .

Ensure that all attendees can see the meeting papers and all materials used in the meeting

1 .

Recognise that giving online and physically present attendees equal opportunity to contribute is the

chair ’ s responsibility and requires continual effort throughout the meeting

2 .

Establish hybrid meeting etiquette at the start and keep to it throughout

3 .

Obtain consent from attendees before starting to record the meeting

4 .

Have a facilitator to assist online attendees

5 .

Maintain eye contact with all attendees

6 .

Encourage online attendees to turn their camera on , but acknowledge that not everyone will want to

7 .

Adopt an ‘ online first ’ approach , e . g ., invite online attendees to respond first

8 .

Welcome comments or questions made using the chat function

9 .

Allow regular breaks

10 . Summarise agreed decisions

1 .

Agree a way for attendees to show that they want to speak ( e . g ., by raising their hand )

2 .

Adopt an ‘ online first ’ approach , e . g ., invite online attendees to respond first

3 .

Allow people to finish what they are saying to avoid people talking over each other

4 .

Avoid side conversations ( especially among physically present attendees )

5 .

Mute microphones when not speaking

1 .

Hold a debriefing meeting with public contributors

2 .

Share thoughts about what went well and what could be improved