Hybrid Meeting

There are many options for setting up hybrid meetings. Technically, we distinguish between hybrid meetings, livestreaming, and webinars.

1. Hybrid MeetingDefinition: A hybrid meeting combines physical and virtual participants in a shared meeting. Some attendees are present in a physical meeting room, while others join via an online platform. Interaction: Hybrid meetings allow two-way communication between physical and virtual participants. Both groups can interact in real-time, share screens, ask questions, and participate in discussions. Use: Suitable for conferences, workshops, and business meetings where participation from multiple geographical locations is required. 2. LivestreamingDefinition: Livestreaming broadcasts an event or presentation to an online audience in real-time, but without interactive participation from viewers. Interaction: Participants usually cannot interact with the hosts or each other in real-time, except for perhaps a chat function or comments. It is primarily one-way communication. Use: Typically used for large events such as conferences, general assemblies, or events where many people need to watch but where active participation is not necessary. 3. Webinar Definition: A webinar is an online presentation, workshop, or seminar where all participants attend virtually via a platform like Zoom or Microsoft Teams. Interaction: Webinars are more interactive than livestreaming but less than hybrid meetings. Participants can often ask questions, participate in polls, or join small discussions, but they are not physically present. Use: Often used for training, education, and information sessions, where participants are online and can interact with the host via chat, QA, or polls. Hybrid meetings require advanced technology to ensure that all participants, both physical and online, can interact seamlessly across rooms at Trinity and online, while livestreaming focuses on reaching many participants without necessarily facilitating direct feedback. Webinars function as an intermediate stage, where online participants can ask questions, but everything takes place virtually.
Not sure what your meeting entails? Schedule a chat with our technicians and go through all the practical details, so you are well-prepared to make the right choices.

The price for a hybrid meeting at Trinity Hotel and Conference can vary significantly, so we recommend reaching out first to speak with our skilled conference coordinators and technicians.

We have several ways to customize a hybrid meeting, from online sales presentations of new products to international conferences that need to reach a large audience. Our focus is to ensure a seamless experience for you and your meeting participants so that you can concentrate fully on the meeting content.

When you choose Trinity Hotel and Conference for your next hybrid meeting, you can host productive and unique meetings as we handle all the technical setup.

There are various ways to set up the virtual meeting. At Trinity, we can, for example, livestream across rooms so that the physical limitations of a room’s capacity can be overcome by placing other meeting participants in other rooms in the hotel. This makes it possible to gather up to 700 people at the hotel. Even if you are not sitting in the room where the presenter is physically located, it is broadcasted in real-time to the other meeting rooms as if you were physically together. You can ask questions directly to the presenter in the room, raise your hand, and communicate on par with the physical meeting participants. We also have the option to livestream to the rest of the world with equipment such as a Teams bar that captures the sound in the room in a unique way, ensuring sharp audio quality regardless of where participants are located virtually. Don’t let the thought of a traditional meeting stop you from trying the hybrid meeting setup—technology has advanced significantly recently. While in-person meetings have their unique benefits, hybrid meetings can also bring people together who otherwise could not have gathered. We have a checklist ready for you and can present you with the entire technical setup if you wish.

When you connect your laptop with the built-in webcam, you can only get so much out of it. But if you book a hybrid meeting at Trinity Hotel and Conference in Fredericia, you can expect audio and video quality that is almost as sharp as if all participants were in the same room.

Preparation for this type of meeting is essential. We have made a detailed guide here.
Checklist for the perfect hybrid meeting

• Sound: Ensure that both speakers and microphones are working correctly so all participants can hear and be heard clearly.
• Mute: Remember to mute your microphone when you’re not speaking to minimize background noise and ensure a pleasant experience for all.
• Camera: Turn on the camera when possible and position yourself centrally in front of the screen. It creates better visual contact and engagement in the meeting.
• Lighting: Ensure the room is well-lit and avoid shadows on your face so you appear clearly on the screen.
• Screen Sharing: Prepare the documents you want to share in advance so they are easily accessible during the meeting. This ensures a smooth presentation without unnecessary interruptions.
• Meeting Room: Check that there is a stable internet connection in the room where you are holding the meeting to avoid connection issues.
• Structure: Have a clear agenda, participant list, and roles ready and available during the meeting. This creates clarity and makes it easier to follow the meeting process.

At Trinity Hotel and Conference, we are committed to creating the best environment for your hybrid meeting. Our modern facilities with advanced technical solutions enable us to accommodate almost all types of hybrid meetings, online meetings, and virtual events. For example, we hosted a large music festival in our auditorium, which was livestreamed to the world. The feedback on sound quality was very positive.

So whether you’re planning a webinar or a large conference, we have the space, resources, and experience to ensure your event is a success. Contact us here and inquire about your next hybrid meeting today.