Two locations can become two different experiences
People in the meeting room can hear side comments and notice when someone wants to speak. Remote participants may hear a distant microphone and see only the slides. The organiser needs to plan how the two groups will communicate, rather than simply adding a video link to an in-person invitation.
Check sound before adding complexity
Ask a remote colleague to test the room audio. Can they hear each speaker clearly? Can people in the room hear them without feedback? Use equipment suited to the room and avoid several nearby devices playing the same call audio. Share documents directly so remote participants are not dependent on a camera pointed at a screen.
Make someone responsible for remote participation
A facilitator should monitor questions and bring remote contributions into the discussion. Repeat local comments that were not audible. Avoid continuing important decisions in a room-only conversation after the call ends. Record the agreed outcome in one place that everyone can access.
Consider a more consistent shared format
For some discussions, having everyone join individually may produce a clearer experience. A VR meeting room is another possible shared format for participants with suitable headsets. It should be tested with the group and accompanied by an alternative where necessary. The goal is comparable access to information and discussion, not using more technology for its own sake.
Explore the next step
If this is a challenge for your organisation, find out whether a different meeting or event format could help. Explore OowOah VR Meeting Rooms.