We often hear from Extension educators looking for simple ways to offer a Zoom option during live, in-person presentations. Adding a hybrid component expands access to participants who can't travel to the venue, and participants will often ask for an online option.
Extension programs take place in a wide variety of venues and the reality is that not all locations have the built-in AV equipment, ceiling microphones, or multi-camera systems needed for a high-tech broadcast.
If you've ever tried to plan a hybrid event, you learn there are several things to consider. But if your event features one or more live speakers presenting to an audience, where online participants are joining primarily to hear and watch the speakers rather than interact heavily with each other, you don't need a full production crew or expensive hardware to make it work.
Here are our top tips for keeping your hybrid presentation simple, practical, and stress-free using the tools you already have.
The podium setup
Set up a single laptop placed right at the front podium or presentation table where the speaker will stand.
Log into Zoom as an Alternative Host or Presenter: Set up the podium computer logged into Zoom as an Alternative Host or Presenter. This keeps the presenter's screen clean for slide sharing without forcing them to manage meeting control pop-ups.
Camera positioning: The laptop’s built-in webcam works fine for most rooms. Elevate the laptop on a stand or stack of books so the camera sits near eye level with the presenter.
Optional external webcam: Plugs into a USB port if you want a wider angle or need to position the camera further back.
Presenter audio
Online attendees will tolerate a simple video feed, but if they cannot hear the presenter clearly, they will tune out fast. In-room audio realities vary wildly depending on your venue:
No in-room PA system: The presenter simply needs to stand near the podium laptop so the built-in laptop microphone cleanly captures their voice.
In-room PA system available: If the venue amplifies the speaker through room speakers, check if you can plug an external microphone or audio line directly into the podium laptop's audio input port. If that isn't possible, position the laptop where its microphone can clearly pick up the amplified sound without picking up excessive room echo.
Handling in-room and online questions
Q&A sessions require intentional management so neither audience feels left out:
In-room questions: Physical audience members speaking from the back of the room will not be picked up by the podium laptop microphone. The presenter or moderator must repeat every in-room question into the podium microphone before answering (e.g., "The question from the room was...").
Online questions: Virtual participants will post questions in the Zoom Chat or Q&A. Assign a moderator to read these online questions out loud to the room so physical attendees can hear the prompt before the speaker answers.
Add a second computer & dedicated tech host
Trying to present to a live audience while simultaneously monitoring Zoom chat, muting unmuted mics, and answering messages is too much for one person. Always pair your live presenter with a colleague using a second computer:
Computer #2 logs in as Host: Set up a second laptop in the room logged into Zoom as the primary Host. This allows your tech host to run the meeting, manage attendees, launch polls, and record without touching or disrupting the presenter’s laptop.
Dedicated Tech Host / Moderator: Assign a team member to manage this second computer. Their sole job is to take care of the online audience: monitoring chat, checking audio clarity, muting stray microphones, and relaying questions to the presenter.
Prevent audio feedback: Plug a headset into Computer #2 so the tech host can monitor what virtual attendees hear, and keep the device speaker volume and microphone muted on that computer to prevent loud, screeching feedback in the room.
Selecting the Right Zoom Tool
UMN Zoom accounts support both Meetings and Webinars. Choose Zoom Webinar in this situation. Attendees join in view-only mode with cameras and mics automatically disabled, keeping the focus entirely on the presenter.
Looking for More Hybrid Guidance?
As hybrid methods have evolved across Extension, we have a guide and resources to help you design flexible learning experiences:
Hybrid options for teaching and meetings (Quick Bytes Archive) Hybrid meeting? It's not that simple. Tips for better hybrid meetings (Quick Bytes Archive) Request a consultation with ELT. Whether you want to borrow equipment or talk through audio and video options for an upcoming venue, we are here to support you. We are happy to meet with you for a quick consultation or help you conduct a practice test run. Reach out to us anytime at exttech@umn.edu!
Over to You!
How do you handle offering online options for local or regional events? Do you have a favorite low-tech trick that keeps your hybrid presentations running smoothly? Leave a comment below and share your tips!
Article by Karen Matthes, Extension Learning Technologies, klm@umn.edu
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