The Property Manager's Playbook for Hybrid Condo Meetings in Ontario

Hybrid condo meetings — where some owners attend in person and others join online — have quickly become the new standard in Ontario. And for good reason: they expand access, boost participation, and keep your corporation running on schedule. But as the manager, you're the one responsible for making it all work. That means the technology, the notices, the registration, the voting, and everything in between.

Here's what you need to know to run a hybrid meeting that's compliant, professional, and actually smooth.

What the Law Says About Hybrid Meetings

Bill 91 (2023) formally enshrined virtual and hybrid meetings under Ontario’s Condominium Act, 1998, allowing corporations to hold these meetings and conduct electronic voting without requiring specific by-laws.

But there’s a catch: Section 45(8) requires that all participants be able to reasonably participate, meaning owners must be able to ask questions, cast votes, and engage fully. Simply broadcasting the meeting to a laptop in the corner doesn’t cut it.

Before you plan anything, it’s still worth reviewing the corporation’s declaration and by-laws. While they no longer need to explicitly permit virtual or hybrid meetings, they may include conditions or requirements that affect how the meeting is run.

Why Hybrid Works

The appeal is straightforward. Owners who travel, face mobility challenges, or just can't make a weeknight meeting can still show up and have their say. Meanwhile, owners who prefer the in-person experience still get it.

The result? Higher quorum rates, fewer adjournments, and a more engaged community, all of which make your job easier.

Before the Meeting: Notices and Owner Communications

As the manager, you're responsible for getting the right information to owners ahead of time. For hybrid meetings, your notice package should include:

• The date, time, and physical location of the meeting

• The virtual meeting link and dial-in details

• Instructions on how to participate online (voting, Q&A, submitting questions)

• The proxy deadline (ideally the day before the meeting)

• Contact information for owners who need technical help

Clear, early communication reduces last-minute calls on meeting day and helps ensure owners can actually exercise their right to participate.

The Essentials to Get Right

Technology first. A quality 360° camera and microphone (think OWL-style devices), a reliable projector or monitor for in-room display, and a platform that supports live Q&A and secure voting are non-negotiables.

If you’re running the meeting yourself, make sure to test everything the day before, not the morning of. If you’re working with a provider, they’ll typically handle setup and have everything ready a few hours in advance.

Dual roles, one seamless meeting. A hybrid meeting runs best with two people at the helm:

• On-Site Meeting Chair — leads the meeting, facilitates discussion, and maintains order in the room.

• Virtual Chair / Moderator — manages the online experience and keeps participation flowing across both audiences.

The moderator role is more than just watching a screen. A good moderator will manage speaking order, monitor the chat and Q&A queue, balance participation between in-person and virtual attendees, and keep the meeting on schedule. Think of the moderator as the controller of the meeting experience — without one, virtual attendees can easily feel like spectators rather than participants.

One owner, one vote. Registration must be airtight to prevent double-voting across formats. Open registration approximately 30 minutes before the meeting starts to allow time for identity verification — an ID check is recommended. Set a paper proxy deadline for the day before the meeting so there's enough time for review and counting before things kick off. A platform like CondoVoter handles this automatically, flagging duplicates and syncing proxy collection, quorum tracking, and vote tallying in one place.

If you're using paper ballots for any portion of the vote, build extra time into your agenda. Paper ballot consolidation adds steps that can slow down final results, and rushing that process is where errors happen.

Budget accordingly. Hybrid meetings cost more than traditional in-person ones. For a mid-size corporation, a full-service hybrid meeting typically ranges from $2,000 to $3,500+ depending on the number of owners. Factor this into your AGM budget well in advance and present the cost to the board alongside the benefits — stronger owner turnout and a smoother process are easy wins to highlight.

Your Hybrid Meeting Timeline

When	What to Do
4–6 weeks out	Confirm venue, book platform/provider, review by-laws
3-5 weeks out	Send owner notices with virtual access details and proxy forms. Use our Meeting Notice Calculator to determine the deadlines for distributing notices.
1 week out	Confirm staffing (on-site chair, moderator, tech support)
Day before	Paper proxy deadline; full tech dry-run
30 min before	Open registration; begin identity verification
During	Dual moderation in effect; monitor chat continuously
After	Distribute minutes; share recording if applicable

When to Bring in Support

If your team hasn't run a hybrid meeting before, don't improvise. A professional meeting provider takes the operational burden off your plate entirely, so your board can focus on the agenda, not the tech.

What providers can handle — turnkey hybrid services include:

• Virtual platform setup and management

• Registration and attendee identity verification

• Voting coordination, proxy collection, and quorum tracking

• Live moderation and on-site support

• Equipment rental

• Recording and transcribing the meeting

Hybrid meetings done right are a genuine upgrade for your community and for your workload. With the right preparation and the right partner, you can run meetings that are accessible, legally compliant, and efficient from start to finish.

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Want to see how CondoVoter supports hybrid meetings end to end?

Book a demo with our team or contact us to discuss your next AGM.