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 How to Schedule a live event in Microsoft Teams

ByCorporate Guider Home, Teams

If you are the organizer of a live event that will take place in Teams for the first time, you can schedule the event the same way you would schedule a regular meeting, whether you are scheduling the event for the first time or not. After this procedure is followed, the live event will be added to both your event group’s calendar as well as your personal calendar as a result of the live event. As soon as that is done, you will have to send out invitations to the attendees.

  1. The Calendar can be found in the left-hand panel of Teams.
  2. On the next screen, select the New meeting option, which can be found in the right upper corner.
  3. A meeting title, a date, a time, as well as any other details regarding the meeting must be added, as well as any other information that is pertinent to the meeting.
  4. Add the names of the people who will be presenting and producing your event in the Invite people to your event group box, to bring your event group together. Any person within or outside your organization can be a part of the event group. In the meantime, don’t bother inviting anyone yet, you will receive a link that can be shared with them later on.
  5. Click on the Next button.
  6. There is a section under the Live event permissions section that allows you to specify who is allowed to attend a live event:
Permission type Description
People and groups Those who can watch your event are only those in your Microsoft 365 groups you designate (maximum 150 email addresses).
Org-wide This live event can be viewed by everyone in your organization, including guests who are invited to the event.
Public You can invite anyone – both those who are part of your organization and those who are not.
  1. You will be able to select what type of live event you would like to produce under How will it be produced?
    • You are able to produce in Teams if you follow the steps below:
      Setting Description
      Recording available to producers and presenters During 180 days following the event, producers will be able to download a recording for use in future events.
      Recording available to attendees The event will be available to attendees for 180 days as it will be available for on-demand viewing through DVR options.
      Captions Participants of the event have access to captions as part of the registration process.
      Attendee engagement report An attendee participation report can be downloaded as a PDF file.
      Q&A An interactive Q&A session will be provided at the event, so attendees will be able to interact with producers and presenters.
    • If you wish to use an external app or device, you will need to follow the steps below:
      Setting Description
      Recording available to attendees As soon as this option is selected, it cannot be unchecked. As long as the event recording is not explicitly deleted by the owner of Microsoft Stream, attendees can watch the recorded event at their convenience using DVR options.
      Captions Event participants will be able to access captions during the event.
      Q&A An interactive Q&A session will occur to allow attendees to interact with presenters and producers.

      Note: Windows Stream is used to stream events outside of Teams. Hence, in order to stream an event outside of Teams, an event organizer will need to purchase a Microsoft Stream license in order to do it this way.

  2. When adding an event to your calendar or the calendars of the event groups that you belong to, click Schedule.

Note:Please make sure that you make any necessary changes to the event in Teams as soon as it has been scheduled. This event cannot be edited in Outlook at this time.

Important: Your live event will not be announced as part of this process! The article Invite attendees to a Teams live event will allow you to find out what best practices to follow when inviting your attendees and announcing your live event.

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Frequently Asked Questions

 

In the left-hand corner of the screen, you will find the settings section of the app. If there is a live event, select it. It is possible to share links to live events via Teams channels, emails, websites like SharePoint, or collaborative groups if they are created in Teams. When the live event is produced in Teams, you can select Get link in the event settings to extract the link so you can share it as you see fit.
 
Meetings, webinars, and live events are among the three basic types of meetings. Meetings, webinars, and live events have some of the same characteristics, but there is a big difference between them, because webinars and live events enable the meeting organizer to have more control over what is said and done. In comparison to webinars, live events provide employees with the opportunity to interact directly with live speakers.
It is necessary that the user is enabled in Microsoft Teams for the capability of creating a “live event”. It is necessary that the user have permission to create live events in Microsoft Stream if the user is going to use “external apps or devices” when creating events in Microsoft Stream. If you wish to create live events in Microsoft 365, please make sure that your Office 365 license is valid and includes the capability to create live events.
Assist with the planning and execution of events with as many as 20,000 attendees. It is possible to host 50 events in a tenant simultaneously. It is estimated that each broadcast will last for 16 hours.
The Teams platform allows attendees to stay up to date on a wide range of events, interact with our moderators, and become a part of the moderated Q&A sessions that accompany our live events. As far as audio and video sharing is concerned, you are not able to do so.

Once you’ve enabled the option to generate reports on attendee engagement on your event plan, you will be able to create one

You can access this panel from the left side of the screen. Click on the next step button in the upper-right corner of the next screen once you have selected New meeting > Live event in the upper-right corner of the screen. Now you can continue. The next screen of the window will allow you to add the meeting title as well as the date and time of the meeting among other information. Please feel free to send invitations to people who are interested in attending your event.

All images and contents credit goes to support.microsoft.com

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