Running a successful condo meeting has always required some planning—but now that hybrid meetings are an option, things have gotten a little more complex. That’s not necessarily a bad thing. Hybrid meetings—where some attendees join virtually and others attend in person—can be a great way to increase accessibility and improve participation. But they do require a thoughtful approach to ensure things go smoothly.

Whether you’re planning your Annual General Meeting (AGM), a town hall, or a requisition meeting, this guide will walk you through the essentials of hosting an effective hybrid condo meeting that checks all the boxes: accessible, practical, and compliant with Ontario’s Condominium Act.

Understanding the Legal Landscape

Virtual and Hybrid Meetings Are Here to Stay

Thanks to updates made through Bill 91 in 2023, condominium corporations in Ontario are officially allowed to hold meetings in virtual or hybrid formats. These changes built on temporary rules introduced during the pandemic and now give boards more flexibility in how they engage with owners.

Reasonable Participation Is a Must

According to Section 45(8) of the Condominium Act, any meeting—whether in person, virtual, or hybrid—must allow participants to “reasonably participate.” That means it’s not enough to simply broadcast the meeting to virtual attendees. Owners need to be able to ask questions, vote, and fully take part in the discussion. If your setup doesn’t allow for that, it may not be compliant.

Why Boards Are Choosing Hybrid Meetings

Hybrid meetings are becoming more popular, and it’s easy to see why. They offer the best of both worlds when done right.

Improved Accessibility

Not every owner can make it to an in-person meeting. Some may have mobility issues, others may be away for work or travel. A hybrid option ensures these owners still have a voice and a vote.

Higher Engagement

Virtual attendance tends to increase participation rates. People are more likely to log in from their living rooms than drive across town after work. But some owners still prefer the traditional in-person format. A hybrid setup gives both groups what they want.

More Flexibility for the Corporation

Hybrid meetings make it easier to schedule and execute meetings on time, especially during the winter months or when venues are limited.

Common Pitfalls to Avoid

Let’s get one thing clear: a true hybrid meeting is not just a laptop in the corner of the room with Zoom running. That might allow owners to observe, but it doesn’t allow them to participate meaningfully.

Insufficient Tech = Frustrated Owners

Poor audio, lagging video, or missing voting features can create confusion—and sometimes conflict. If owners can’t hear or see what’s going on, or don’t know how to vote, the meeting can quickly go off the rails.

Last-Minute Scrambling

Hybrid meetings require more planning than either virtual or in-person formats alone. Leaving setup until the last minute usually results in delays and technical issues. Test everything ahead of time.

Planning Your Hybrid Meeting

Running a hybrid meeting is like running two meetings at once. Here’s what you need to prepare.

Choose the Right Venue

Your venue should:

• Be physically accessible (ramps, elevators, etc.)

• Offer strong, reliable Wi-Fi or cellular service

• Include or allow a projector, screen, or large TV for virtual display

If you’re booking a condo party room or local community centre, make sure the space meets these basic requirements.

Select a Suitable Virtual Platform

You’ll need a virtual meeting platform that can support:

• Live Q&A

• Voting tools

• Proxy collection

• Secure registration

Zoom works well, but unless you have administrative support or a “back-office” system (like GetQuorum or CondoVoter), it might mean more backend work for your manager or chairperson.

Technology Checklist

Make sure you’ve got the right tools to run the meeting smoothly. Here’s what’s typically needed:

• A 360-degree camera and microphone (like an OWL device)

• A projector or large monitor for in-room attendees to see virtual participants

• A computer to run the meeting

• Separate computers for the in-person and virtual chairpersons

• Backup devices and chargers

Test everything in advance—including your internet connection. It’s better to identify issues early than mid-meeting.

Staffing the Meeting

Assign Dual Chairpersons

You’ll need one person to chair the live meeting and another to manage the virtual attendees. This helps ensure that questions from both groups are heard and addressed fairly, and that the voting process is coordinated across both formats.

Plan for Registration and Voting

Owners should only vote once—either virtually or in person. That means you need a clear registration process to avoid double voting. Many third-party platforms offer features that automatically flag duplicates and streamline quorum tracking.

Don’t forget to:

• Collect proxies in advance

• Prepare voting cards for in-person attendees

• Send detailed instructions to owners beforehand on how to join and participate

Budgeting for Hybrid Meetings

Hybrid meetings often come with higher costs than traditional formats. You might need to rent additional equipment, hire tech support, or subscribe to a back-office platform.

Here’s what you might include in your hybrid meeting budget:

• Venue rental

• AV equipment rental or purchase

• Virtual platform fees

• Technical support staff

• Extra staff hours (for registration, troubleshooting, etc.)

While the upfront costs may seem high, the return on investment can be worth it in terms of owner satisfaction, stronger participation, and a smoother overall process.

Tips for Running a Seamless Hybrid Meeting

1. Test Everything the Day Before
   Run a full dry run of the meeting, including tech checks, login tests, screen sharing, and sound tests.

2. Prepare a Clear Agenda
   Stick to it and share it ahead of time. This keeps things on track and helps both in-person and virtual participants follow along.

3. Provide Technical Support
   Have someone available to help owners who are having trouble logging in or using voting tools.

4. Use Visual Cues
   Use slides or an on-screen agenda to help participants know where you are in the meeting. This is especially helpful for those attending virtually.

5. Encourage Questions from Both Audiences
   Make sure the virtual audience knows how to submit questions and that someone is monitoring the chat or Q&A box.

When to Call in the Pros

If your management team doesn’t have the tools or experience to run a hybrid meeting, don’t try to wing it. Bringing in a third-party provider can take the stress off your shoulders and ensure the meeting is legally compliant and professionally executed.

Professional meeting providers can handle:

• Virtual platform setup and management

• Proxy collection and quorum tracking

• Dual moderation

• Secure voting processes

• Recording and transcribing the meeting if needed

Final Thoughts

Hybrid meetings are a fantastic way to modernize how your condominium engages with owners. But they’re only effective if planned and executed properly.

By investing a little more time in preparation—and calling in expert help when needed—you’ll be able to strike the perfect balance between accessibility, participation, and practicality. Your owners will thank you, and your meetings will run smoother than ever.