What Is a Hybrid Meeting

Hybrid meetings for condos are quickly becoming a go-to format for communities looking to boost participation, increase flexibility, and modernize how business is conducted. As more condo boards and HOAs seek ways to better engage homeowners, hybrid meetings offer a valuable solution that blends in-person tradition with virtual convenience.

In this article, we’ll cover what hybrid meetings are, how they work, the benefits they bring to communities, and how to decide if they’re the right choice for your next meeting.

1. What Is a Hybrid Meeting?

A hybrid meeting is a format where a meeting takes place in person and online at the same time. This means that homeowners can choose to attend physically in a meeting room or virtually from a computer, tablet, or smartphone—without missing any of the action.

Hybrid meetings are different from strictly virtual or in-person meetings, where all attendees must be present in one format. In a hybrid setup:

• Motions are presented to both in-person and online participants at the same time.

• Voting items are opened simultaneously to both audiences.

• Discussions and questions from owners are acknowledged regardless of how they join the meeting.

This format allows for a truly inclusive experience where every owner—regardless of location, schedule, or comfort level—has the opportunity to participate fully in community governance.

Hybrid vs. Virtual HOA Meetings

In a virtual-only HOA meeting, everything happens online—owners must join via video conferencing or phone. While convenient, this format may alienate members who prefer in-person interactions or have limited tech access.

With hybrid HOA meetings, the format blends the two: providing the social connection of in-person meetings with the flexibility of virtual attendance. It’s an ideal compromise that maximizes accessibility while preserving engagement.

2. How Hybrid Meetings Work

Running a hybrid condo meeting takes more coordination than running a purely virtual or in-person meeting—but when done right, it can be a game-changer.

Core Setup Requirements

To successfully host a hybrid meeting, you’ll need:

• Audio Equipment: Microphones and speakers to ensure in-person attendees and remote participants can hear each other clearly.

• Video Equipment: A webcam, ideally a 360-degree camera, to give virtual attendees a full view of the meeting room and speaker podium.

• Computer & Software: A laptop or desktop connected to a virtual meeting platform (like Zoom, Microsoft Teams, or a proprietary solution).

• Stable Internet Connection: Both the in-person venue and virtual attendees rely on a strong internet connection for a smooth experience.

Depending on your group size and goals, you may also want to include:

• A moderator or facilitator to manage virtual questions and technical issues.

• A screen and projector to display the virtual attendees in the meeting room (helpful for Q&A and transparency).

• Technical support or a third-party service provider for setup and troubleshooting.

Voting During Hybrid Meetings

Hybrid meetings add complexity when it comes to voting procedures, especially in communities that allow both electronic voting and traditional paper ballots. During a hybrid meeting:

• Owners who attend virtually may vote online, in real time or ahead of the meeting if advance voting is permitted.

• In-person attendees may vote using paper ballots or personal devices.

• Vote tabulation must account for both formats and ensure accurate, secure results.

While managing multiple voting methods can require additional oversight, the outcome is often a more representative vote with higher participation levels.

3. Why More Communities Are Using Them

One of the most compelling reasons to use hybrid meetings is enhanced owner participation. In many communities, switching to a hybrid model has doubled or even tripled attendance. When homeowners are offered flexibility, they’re far more likely to show up and get involved.

Top HOA Hybrid Meeting Benefits

• Convenience: Homeowners can join from anywhere—at home, at work, or while traveling—removing barriers that previously prevented attendance.

• Inclusivity: Hybrid formats accommodate owners with mobility issues, childcare responsibilities, or other scheduling conflicts.

• Flexibility: Owners can choose how to attend based on personal preference or circumstance.

• Higher Engagement: Boards report more questions, feedback, and interaction when meetings are hybrid.

• Improved Voting Turnout: With online and in-person voting options, more owners are likely to cast their vote—whether in advance or during the meeting.

Boards recognize that when owners feel heard and included, the sense of community strengthens—and trust in the board’s leadership often improves.

4. Is It Right for Your Condo or HOA?

While hybrid condo meetings offer clear benefits, they’re not the ideal choice for every community. Here are a few questions to consider before making the switch:

1. Do You Have an In-Person Venue?

If your condo building lacks a party room or access to a nearby meeting space, hosting a hybrid meeting could be logistically difficult. Renting a venue may solve the issue—but it adds to your costs.

2. Do You Have the Right Equipment?

Don’t attempt a hybrid meeting without a proper AV setup. Inadequate equipment can result in frustration, technical hiccups, and a disjointed experience for virtual attendees. If you’re unsure, consider hiring a professional or using a vendor who specializes in hybrid or virtual condo meetings.

3. Are Owners Requesting In-Person Interaction?

If your homeowners are content with fully virtual meetings and haven’t expressed a desire for face-to-face interaction, there may be no urgency to introduce a hybrid option. Hybrid meetings should serve the community’s needs—not just the board’s preferences.

4. Are You Trying to Solve the Wrong Problem?

If you’re considering a hybrid meeting simply because it’s the only way to see residents in person, you might be better off hosting informal town halls or community social events. Remember: formal meetings are for conducting business—not socializing.

In Summary

Hybrid meetings are becoming an essential tool in the toolbox of modern condo boards and HOAs. They offer flexibility, convenience, and improved engagement—key ingredients to running a well-functioning community in today’s fast-paced world.

If you’re looking to evolve your condo board meeting format, hybrid meetings are well worth exploring. With the right setup and support, your next meeting could be your most successful yet.