Practical guide
Hybrid meeting: in person and remote together
The hybrid meeting brings together in the same session owners present in the room and owners connected by videoconference. It is a fully permitted format: Article 66 of the implementing provisions allows remote participation with the consent of the majority of owners, without requiring everyone to choose the same channel. The organizational challenge is to ensure that those connected remotely have the same opportunities as those in the room: to hear and see the discussion, to speak and to vote in a recognizable way. With careful direction, the hybrid meeting combines the convenience of remote connection with the physical presence of those who prefer to attend in person.
When a hybrid meeting is worthwhile
The hybrid meeting is useful in condominiums where owners who value in-person participation coexist with others, perhaps living elsewhere or with difficulty travelling, who prefer to connect remotely. Offering both options tends to increase overall participation.
The hybrid format, however, requires a suitable setup of the room: a station with a camera and microphone that captures whoever speaks in person and broadcasts the audio of those connected, so that the two components of the meeting truly communicate with each other.
Consent and the notice
For the hybrid meeting too the premise of Article 66 of the implementing provisions applies: remote participation requires the consent of the majority of owners, unless the regulations already provide for it. Consent concerns the possibility of connecting remotely, not the obligation to do so.
The notice indicates both the physical place of the meeting and the platform for the remote connection, with the access instructions. Each owner chooses how to take part. The deadlines remain the ordinary ones: notice at least five days before the first call.
- Consent of the majority to remote participation
- Notice with the physical place and the platform
- Freedom of channel choice for each owner
- Ordinary notice deadlines
Ensuring equal rights to speak
The cornerstone of the hybrid meeting is equality: those connected remotely must be able to follow the discussion and speak like those in the room. The chair manages the floor taking both groups into account, avoiding the remote participants becoming passive spectators.
Direction is needed to give voice to those at a distance: the chair or an assistant checks the requests to speak coming from the platform and alternates them with those in the room. A good audio and video system is the technical condition for this equality to be real and not merely formal.
Attendance, quorum and voting
At the opening you verify the identity of all participants, in the room and connected, and check the constitutive quorum by adding up the total thousandths (millesimi). Remote owners count toward the quorum exactly like those physically present.
Votes must be conducted with a method that allows the votes of the two groups to be gathered as a whole. You can proceed by roll call, calling both those present and those connected, so as to attribute each vote to the owner with the relevant thousandths. What matters is that the count is single and consistent.
The minutes of the hybrid meeting
The minutes record the hybrid nature of the session, distinguishing those present in the room from those connected by videoconference and indicating the thousandths of each. You note the platform used, the verification of identities and any disconnections.
Drafted by the secretary and signed by the chair, the minutes must be transmitted to the manager and to all owners with the formalities of the notice, including the formalities provided for the videoconference component by Article 66 of the implementing provisions.
Organizing the hybrid meeting with AmministraPro
Coordinating in-room attendance and remote connections, with a single count of thousandths and votes, is easier when notice, attendance list and minutes are in the same management software. AmministraPro helps manage the hybrid meeting while keeping a unified picture of participation and voting.
The features for meetings are described on the /funzioni page, while plans and prices are available on the /prezzi page.
Frequently asked questions
Is a meeting with some in person and others remote allowed?
Yes. Article 66 of the implementing provisions allows remote participation with the consent of the majority of owners, without requiring everyone to use the same channel. The hybrid meeting is fully valid, as long as those connected have the same rights to speak and vote as those in the room.
Is everyone's consent needed for a hybrid meeting?
No. The consent of the majority of owners to the possibility of taking part remotely is needed, unless the regulations already provide for it. Consent concerns the electronic format as an option: each owner then remains free to choose whether to attend in person or connect remotely.
Do remote owners count toward the quorum?
Yes. Owners connected by videoconference count toward the constitutive and deliberative quorum exactly like those present in the room. At the opening you add up the thousandths of all participants, regardless of channel, and check that the majorities of Article 1136 of the Civil Code are reached.
How do you ensure equality between those in the room and those connected?
With careful direction and a good audio and video system. The chair manages the floor by alternating the speeches of those present with those connected, checking the requests coming from the platform. Those at a distance must be able to follow the discussion and speak without remaining passive spectators.
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