Tool T4: Hybrid Meeting Checklist with Decidim

This checklist is a practical resource for planning and facilitating hybrid meetings that connect live or in-person sessions with an ongoing Decidim participation space.

It helps organisers prepare agendas and materials in advance, define facilitation and moderation roles, clarify decision-making, and explain how online and offline contributions will be combined.

The checklist also supports inclusive meeting practices during and after the session, including multiple ways to contribute, real-time or follow-up documentation, moderation, plain-language minutes, and opportunities for asynchronous input.

It is especially useful for teams who want meetings to remain transparent, accessible, and connected over time through Decidim updates, notifications, and decision tracking.

Before the meeting

• Create a clear participation space on Decidim (Assembly or Participatory Process) to host the meeting with agendas, documents, and updates

• Define roles (facilitator, moderator, note-taker) and reflect them in Decidim permissions (process or assembly admin)

• Publish the agenda in advance using the Meeting component

• Share key documents and background information in one accessible place (Attachments within Meetings) to reduce information gaps

• Clarify how decisions will be made and how online and offline input will be combined (This can be in the about section of the meetings or the overall process or assembly where the meeting is)

During the meeting

• Use Decidim as a shared reference point (agenda, notes, links) during the session to keep everyone aligned

• Capture contributions in real time or shortly after using Comments or an etherpad, especially from participants joining online

• Support multiple ways of contributing, including speaking, writing, or comments

• Monitor participation and moderation using a page or the description of the meeting component set-up guidelines fo participation to ensure respectful and balanced engagement

After the meeting

• Document outcomes and next steps in plain language on Decidim (Minutes)

• Invite follow-up input through comments or surveys for those who could not attend live. This can also include short surveys to see who may need additional support.

Ongoing

• Use Decidim to maintain continuity between meetings through updates, notifications, and transparent tracking of decisions

• Revisit roles, agendas, and formats as the group evolves or participation needs change