Secure, simple, and inclusive
Local government runs on trust. Good meetings help you build that trust—with councillors, officers, and residents.
Hybrid meetings let people join in the room or from home. Done well, they are secure, clear, and easy to follow.
What is a hybrid meeting?
A hybrid meeting has people in the room and people online at the same time.
Everyone can see, hear, and speak when invited by the Chair.
Good for:
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Cabinet and committee meetings
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Town-halls and staff briefings
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Public consultations and resident Q&A
Why councils choose hybrid
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More access: Councillors, officers, and residents can join even if they can’t travel.
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Better record: You can stream or save a copy when policy allows.
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Business continuity: Meetings can go ahead during bad weather or transport issues.
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Value for money: Less travel and setup time.
Plain-English security
We keep meetings safe without fuss.
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Invite-only access: People get a secure link. The waiting room stops gate-crashers.
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Clear roles: Chair, speakers, and the public have different permissions.
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No risky downloads: Slides and videos run from a managed machine.
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Recording controls: Only the Producer can start/stop recording (if allowed).
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Data handling: Files and recordings live in approved locations with time limits.
What you’ll see in the room
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Good sound: Table mics so voices are clear. A spare handheld for questions.
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Steady pictures: Two cameras—one wide, one for speakers.
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Easy screens: Slides are large and readable. Remote speakers are full-screen when talking.
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Reliable internet: Wired connections and a mobile backup.
Accessibility (simple steps that matter)
We design meetings so more people can take part.
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Live captions for town-halls, platform captions for Q&A.
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British Sign Language on request—interpreter video stays visible.
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Readable slides: Big text, high contrast, plain fonts.
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Multiple ways to ask questions: In-room mics and a moderated online Q&A.
A meeting plan you can copy
Two weeks before
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Confirm agenda and speakers
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Book accessibility (captions / BSL)
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Collect slides
One week before
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Tech checks with remote speakers
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First rehearsal (timings and Q&A)
The day before
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Final slides ready
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Send joining details
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Second rehearsal (full run)
On the day
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Crew arrives 60 mins early
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Sound, cameras, and screens checked
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Admit online audience 10 mins early with a holding slide
After the meeting
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Stop recording and save (if policy allows)
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Share minutes, actions, and a short summary
Chair’s script (ready to use)
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Opening: “Welcome. Some of us are here in person and some are online. Please speak clearly into the mic. I’ll invite questions after each item.”
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Q&A: “If you’re online, use the Q&A. Please keep comments short so we can hear from more people.”
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Close: “Thank you. Minutes and actions will be shared by tomorrow.”
Simple formats that work
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Committee items: Short updates, then questions, then a clear decision.
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Town-hall: 20 minutes of updates, 20 minutes of Q&A, 10 minutes for polls or recognition.
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Voting: Use a verified poll tool. The Clerk gets a report for the record.
What success looks like
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People can hear and see clearly.
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The agenda runs on time.
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Questions are answered or followed up.
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Actions are recorded and owned.
How AVE Services helps councils
We set up, run, and support hybrid meetings for local government. We handle the tech and the details, so you can focus on the agenda.
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Pre-meeting checks and rehearsals
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On-site crew and remote producers
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Captioning and BSL
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Recording and secure storage (policy-dependent)
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Clear reports after the meeting
FAQ
No. We send a secure link. It works in a web browser.
Yes. We can stream the meeting if your policy allows, or provide a recording later.
We use wired internet and bring a mobile backup.
Yes. The Moderator manages hands and questions so everyone gets a turn.
Yes. We provide captions and BSL on request.
Can we help with your next idea? Don’t hesitate to reach out to our team to discuss your needs and find the best solution for you.