Janine, you are attempting a hybrid meeting - combining an in-person meeting with a virtual (Zoom) meeting. There are a couple of chapters that had hybrid meetings.

There are a couple of types of hybrid meetings. The first is when the speaker is in the meeting room, and the other is you have a remote speaker. You are interested in the latter.

Captioning presents another level of challenges, and I have not found much about captioning in hybrid meetings.

At the basic level, you will try to project your Zoom meeting speaker & presentation (if using one) on one screen.

There’s a “simple” method and an inclusive format. The inclusive approach allows the in-person and virtual attendees to view the presenter and includes the virtual attendees to see the in-person audience and vice versa.

A more straightforward method, and probably the best way for your first hybrid meeting, is to project just the Zoom feed of the presenter onto the meeting room screen. Online participants will access the meeting through the regular Zoom meeting link. Virtual and in-person participants will not see each other.

Your laptop will send the video feed of the meeting to the projector. You should check with the facility’s audio-visual person about connecting the audio-out from the laptop to the facility’s sound system speakers.

 

It would help if you also had a microphone other than the one built into the laptop. The main reason here is clarity. Only one mic must be active at any time in the room. Otherwise, you will get feedback. If someone in the room has a question or comment, they need access to the mic. Otherwise, the virtual participants, including the speaker, will not hear anything.

Anything presented through Zoom can use whichever Zoom captioning method is employed. You will still need to address the in-room captioning. If you use Webcaptioner, this may require another laptop, projector, and screen and a method of audio input from the facility’s sound system. If you have a live CART provider, they may have everything except a screen.

You will need assistance monitoring the Zoom meeting. Assign these helpers as cohosts. The cohosts will ensure to mute all mics unless granted permission to speak, let registrants enter the meeting if using the waiting room, and monitor the chat. Use the raise hand feature if Zoom participants want to contribute orally. Using the spotlight feature focuses on the presenter or speakers.

I would try to do a dry run with the facility’s AV person. Get some people to act as the presenter and the Zoom attendees. Everything within Zoom should be okay. A possible exception is the captions from the meeting room to the Zoom participants.

You can access your Zoom account from any device. 

If anyone has experience in this, please fell free to contribute or correct me.

--
Alan Katsura
akatsura@...
Moderator HLAA Tech Group

Janine, you are attempting a hybrid meeting - combining an in-person meeting with a virtual (Zoom) meeting. There are a couple of chapters that had hybrid meetings.

There are a couple of types of hybrid meetings. The first is when the speaker is in the meeting room, and the other is you have a remote speaker. You are interested in the latter.

Captioning presents another level of challenges, and I have not found much about captioning in hybrid meetings.

At the basic level, you will try to project your Zoom meeting speaker & presentation (if using one) on one screen.

There’s a “simple” method and an inclusive format. The inclusive approach allows the in-person and virtual attendees to view the presenter and includes the virtual attendees to see the in-person audience and vice versa.

A more straightforward method, and probably the best way for your first hybrid meeting, is to project just the Zoom feed of the presenter onto the meeting room screen. Online participants will access the meeting through the regular Zoom meeting link. Virtual and in-person participants will not see each other.

Your laptop will send the video feed of the meeting to the projector. You should check with the facility’s audio-visual person about connecting the audio-out from the laptop to the facility’s sound system speakers.

 

It would help if you also had a microphone other than the one built into the laptop. The main reason here is clarity. Only one mic must be active at any time in the room. Otherwise, you will get feedback. If someone in the room has a question or comment, they need access to the mic. Otherwise, the virtual participants, including the speaker, will not hear anything.

Anything presented through Zoom can use whichever Zoom captioning method is employed. You will still need to address the in-room captioning. If you use Webcaptioner, this may require another laptop, projector, and screen and a method of audio input from the facility’s sound system. If you have a live CART provider, they may have everything except a screen.

You will need assistance monitoring the Zoom meeting. Assign these helpers as cohosts. The cohosts will ensure to mute all mics unless granted permission to speak, let registrants enter the meeting if using the waiting room, and monitor the chat. Use the raise hand feature if Zoom participants want to contribute orally. Using the spotlight feature focuses on the presenter or speakers.

I would try to do a dry run with the facility’s AV person. Get some people to act as the presenter and the Zoom attendees. Everything within Zoom should be okay. A possible exception is the captions from the meeting room to the Zoom participants.

You can access your Zoom account from any device. 

If anyone has experience in this, please fell free to contribute or correct me.

--
Alan Katsura
akatsura@...
Moderator HLAA Tech Group

I assume that you will be setting up a Zoom meeting, so you can have Zoom Automatic captioning or CART, right? So you activate the captions by clicking on the CC Icon at the bottom (or if not there, open up the 3 dot more menu at bottom right corner of Zoom screen on a computer.
The presenter would "share his screeen" and present the powerpoint. I think that should work...or am I missing something?

Alternatively, if you are not using Zoom and presenting to an audience, 
some powerpoint versions also have captions. To check to see if yours version has captions:
1) click on "Slide Show" at the top menu
2) go to the far right and see if you have option: "Always Use Subtitles" to checkmark it. Then work further with "Subtitle Settings" by clicking on the down arrow.
Here is a screen shot:


--

Carolyn J. Odio

HLAA Washington
Resident Council Rep & Hearing Loss Group at www.panorama.org

(703) 725-8292 iPhone/Text 

Residence: 1835 Circle LN SE, Apt 425, Lacey, WA 98503