As communities emerge from the COVID-19 pandemic and a new chapter in public engagement, Hybrid Public Meetings have proven to be a great way to improve access and expand participation for residents, and increase efficiency, transparency and compliance with open meeting laws for governing bodies. This improved accountability offers a win-win for the public and for government.

If you're new to the concept of hybrid public meetings and its benefits, learn more with this high-level overview about how combined in-person and virtual public meetings are reshaping public engagement and democracy.

Select a meeting format

Decide on an approach for in-meeting comments

Choose a conferencing service

Select a venue

Capacity considerations

Planning your Audio/Video setup (A/V equipment)

Staff your meeting

Key staff roles to designate

Create your meeting

Designating a time period for online, phone, and email comments

Setup Registration

Toggle Hybrid Meeting registration tools to plan in-person and online needs
​Enabling meeting registration and customizing your registration form

Collecting speaker pre-registration

Ensure accessibility compliance

Configuring your meeting page for multiple languages

Enabling live and multi-lingual Closed Captions

Meeting Notifications

What to include in your meeting announcement

Creating and sending your email announcement in Public Input

Venue setup

Setting up your room with safety in mind

Setting up contactless sign-in

Setting up kiosks to sign in participants
​Signing participants into a meeting

Virtual setup

Providing secure conferencing access to staff

Connecting an in-person audio line to your conference bridge

Welcoming in-person participants

Contactless registration on a projector

Printed contactless QR codes for sign-in

Setup one or more sign-in kiosks

Facilitating Participation

Managing your meeting's speaker queue

Facilitating in-person speakers

Public-facing page

Edit and publish the meeting transcript and recording

Associating in-person comments with meeting participants

Note - many of the steps and resources included here require a 'Complete' license for the Public Input Public Portal or the Public Input Meetings module. To learn more about plans, visit PublicInput.com/plans or drop us a note in the chat bubble at the bottom right of the page.