At CES we set-up 3 Hybrid Meetings that demonstrated an amazing new way to host Hybrid Meetings and Panels via Kubi. Here is what the set-up looked like in our Suite at the Hard Rock Hotel. A how-to is below and here’s a recording. This new kind of Hybrid Meeting is possible thanks to features in the new release of the Zoom Cloud Meetings app that allows multiple Kubis in one video meeting.
Here are quick instructions of how to set-up a Hybrid Meeting at your site in less than 10 minutes.
- Schedule a Zoom Meeting and invite all the meeting attendees
- Start the Zoom meeting from a Laptop with a speakerphone and webcam connected. We used a Macbook Air with a Jabra 510 connected to the laptop via USB and a Logitech C920 Webcam.
- Place the speakerphone central to the in-person attendees.
- Place the webcam in a location where the entire room (both in-person and remote attendees) can be seen, like in photo above
- Set-up 1 Kubi per remote attendee with an iPad or Android tablet (we used iPad Airs and iPad Pros) in the room of the in-person attendees. We suggest placing the Kubis in a C-shape so that they can all see each-other and make sure that the tablet cameras are positioned so that as they pan that they are not blocked by an adjacent tablet.
- Launch the latest release of the Zoom Cloud Meetings app on each tablet mounted on Kubi. Make sure that the ‘Enable Kubi Robot Device’ switch is turned ON by going to Settings->Meetings and sliding the slider to on so it turns green
- Join the scheduled Zoom meeting on the tablet by clicking the link or entering the meeting ID after pressing the ‘Join’ button
- Do not connect the audio of the tablet (all audio will go through the speakerphone connected to the computer). You can select the ‘Don’t connect to audio’ option before entering the meeting or after entering the meeting select ‘Disconnect Audio’ by pressing the ‘… More’ button in the upper right.
- The light of the Kubi should turn blue when the bluetooth connected from the tablet to the Kubi in the Zoom App (note: if the tablets and Kubis are in very close proximity, they may accidentally connect to the wrong Kubi. If this happens, power all Kubis off and power them on one at a time and repeat steps 6-8.
- Now you will pin the video feeds of specific remote participants to Kubis. First select the person that you want to pin to a specific Kubi and tap the thumbnail of that person to pin their video feed. If you want to remove your own thumb nail or others on the meeting, tap the ‘-‘ button near the thumbnails.
- Now you will assign that Kubi controls to the specific remote participant. We recommend that you cover the camera of the specific tablet and then tell that person to click on the thumbnail of the video feed that you are covering till a menu shows up (we find that sometimes the remote participant needs to toggle between gallery and speaker mode for the menu to show up). The person will select the ‘Request Camera Control’ option. This will allow them to start controlling that specific Kubi (you may need to accept the camera controls depending on your settings).
- Repeat steps 10-11 for all meeting participants.
Now you should be all set to have the meeting. We suggest doing a sound and Kubi motion check with each participant before you start the meeting or webinar. Also, it is recommended that the remote participants are either in a quiet environment or they mute their microphone when they are not speaking.
This meeting can be recorded using the Zoom record function and the same set-up can be used in Webinar mode where this is done for each panelist. If you do not have enough Kubis or any of the people are calling in from a phone or tablet, then you can set-up another tablet to display them or they can be displayed on the laptop (that you could connect to a monitor or projector).
We look forward to hearing more about your experience of Hybrid Meetings
Watch a recording of our Hybrid Meeting talking about Remote Working at CES 2016. Click Here
To schedule a demo of Zoom on Kubi or for help with setting it up at your location, Click Here