Running Online Club Meetings

Hybrid in person + online club meetings

You’ve been doing ZOOM for over a year – but now you need a hybrid solution. Small / Medium setup:

A laptop with high speed internet access (to run the meeting on Zoom)
A Projector and Screen or larger screen TV that can used as an external monitor.
An wide angle external webcam (Amazon Link) to see the club meeting.
A USB Extension cord (Amazon Link) to allow the camera to be placed about the projector screen or TV monitor
A wireless bluetooth microphone / speaker to set next to the program speaker or podium (Amazon Link)

Other options:

A second camera and microphones (a second camera can be a smart phone logged in to the meeting).
external speakers
Download the Hybrid Rotary Meeting Technology Guide (PDF)

Holding Online club meetings

Meeting online may be right for your club if members have busy schedules, limited mobility, or live in an area without a Rotary club or during emergency situations such as weather emergencies and pandemics. Clubs that meet online often arrange to meet in person for service projects, social activities, or Rotary events, like the Rotary convention or district conferences. Webinars, videoconferencing, message boards, instant messaging, and tools like Skype and Google Hangouts can help you hold an online meeting. For example, a club member might post content on a message board for other members to respond to throughout the week. To get started, your club can use and online conference services such as these:

	Anyone with a Google Account can create a video meeting, invite up to 100 participants, and meet for up to 60 minutes per meeting for free. Participants must have a Google account to log in.
	Currently Available for FREE with Up to 100 participants in each meeting, and meetings of any length.
	Go to Meeting is available for groups up to 3000 Participants with plans starting a $12.95 a month for groups up to 150.
	ZOOM.us for up to 100 people and 40 minutes is free, A full plan costs about $14.95 per month for the host – but discounts of 25 to 50% may be available with a discount code. Meetings over 40 minute requires the host person to sign up for a plan (signup HERE to host your own recorded meetings). Host and join online meetings on mac, PC, IOS and Android Devices for free. (Rotary District 5320 uses ZOOM.US)
	Use Youtube.com – for streaming meetings live using https://www.youtube.com/user/rotarydistrict5320. Youtube does not provide the ability for 2-way conversations but does allow live chat to ask questions or participate .
	Through group chat video calls, Skype users converse with one another real-time no matter where they are. This feature is useful for having meetings with associates from different parts of the world, or only talking with family when members are in other parts of the world. Group video call is only available on the Skype desktop version though it is free and stress-free to use.
	FreeConferenceCall.com is also available to host online and phone meetings (less features than Zoom but always free) sign up here