Webex Video Integration for Microsoft Teams live events

With Microsoft Teams, you can take part in live events from a video device.

Overview

During a Microsoft Teams live event, Webex (or any other SIP-based video device) can be used as one of the presenters who will join in as a presenter.

If your organization has deployed VIMT, you will be able to join live events using video devices as a presenter.

There is a Microsoft Teams client that organizers can use to schedule a live event (not the Outlook client). For live events, VIMT does not require any additional configuration on your part. In the same way that Teams meetings include join details for video devices, a live event invitation also includes video joining details. The Microsoft PowerShell command CsVideoInteropServiceProvider is used to configure the organizer for live events and meetings. If you would like to learn how to install the Webex video integration for Microsoft Teams, please see the directions in the link below.

The purpose of live events is to provide attendees with audio and video broadcasts of presentations thanks to the use of Microsoft Teams, which is an IP broadcasting solution.

The users of Webex (or any other device using SIP) are invited to join as presenters throughout the whole duration of the live event.

Roles

The following roles exist to host and participate in live events.

Producer: A live event director is responsible for directing the event live. As part of the event scheduling process, the event organizer assigns this role to the participant. Microsoft Teams is the client used by producers for joining the team. To manage the video stream, see who is part of the event group, and start and stop the event, they use the Microsoft Teams dashboard that displays the video stream and the event log.

Presenter: This is a participant who takes part in the live event by speaking or presenting content. VIMT allows presenters to join from a video device with an integrated microphone or from a client running Microsoft Teams.

A client or device outside of your organization that is authenticated to Microsoft Teams is allowed to join as a presenter when the Allow External Presenters option is enabled. You will be able to schedule a live event with the option of allowing external presenters turned on. An external presenter cannot be enabled during a live event, and cannot be added to the agenda.

In order to join a live event using a video device, please refer to the information under For users.

There are a number of people involved in the production and presentation of the event in an event group. Attendees are only able to see and hear them during the broadcast since they are the only ones that are visible and audible. There is a lobby where presenters who are using video equipment outside of your organization to attend the event must wait for a producer to admit them. When presenters are in the lobby, they are isolated from the audience.

Attendees: Viewers of the live events who are using the Microsoft Teams application to view the events. During the broadcast, audio and video will be broadcast in one direction only. As a result, audio and video files are neither sent nor received by attendees.

Despite its extensive nature, the info provided in this article is not meant to be an exhaustive guide to Microsoft Teams live events. If you would like to learn more about how to use and configure VIMT, please check out the following articles:

• I suggest that you read What are Microsoft Teams live events? For more information regarding Microsoft Teams live events.

• In order to deploy the Webex Video Integration for Microsoft Teams, please refer to Deploying the Webex Video Integration for Microsoft Teams.

• Visit the Webex Video Integration for Microsoft Teams webpage for more information on VIMT resources and announcements.

For users

Schedule

Microsoft Teams is the only tool that can be used to schedule live events. As the organizer of a live event, you are considered to be the one who schedules the event. When you set up an invitation for a Video Integration for Microsoft Teams (VIMT) participant, there are some points that you have to keep in mind when you are inviting them to participate.

A VIMT participant is invited to present at a live event as a presenter. The VIMT participants may join the conference either directly through a direct dial or through an interactive voice response. The email for the video device conference room name or the username for the user with a personal device has to be added to the invitation in order for video device participants to join using the Join button.

During the scheduling of the event, you should ensure that Allow External Presenters is enabled for all VIMT participants who are unable to connect as one of the trusted participants. This will allow them to connect as outside presenters. Once the meeting has been created, you will not be able to make changes to this setting.

Once you have scheduled a live event, you will be able to send calendar invitations to presenters and producers. In the case of a direct invitation by VIMT participants, the participant is required to click the Join button on the video device rather than the Calendar Invite information in the invite.

As long as you have the join information for the event group, anyone with the join information can join it, and potentially view the live broadcast of it.

For a detailed description of how you can schedule a live event through Microsoft Teams, please see this article: Schedule a Teams live event.

Join

Through VIMT, you can present live Microsoft Teams events from your Webex device while participating in Microsoft Teams as a presenter.

It is possible to join a Webex meeting either by using the Join button on the device or by dialing into it.

Join button

When Hybrid Calendar is enabled on your device, you will have access to the Join button. The join button appears on the device five minutes before the meeting begins when users schedule Microsoft Teams meetings with Webex devices added to the meeting. In order to participate in the live event, you simply need to tap Join.

Join by dialing into the live event

You will have received the event group invitation via email in which you will find details on how to join the meeting with a video conferencing device and the call-in information.

In the email invitation you received, you will find instructions for how to proceed. Then tap Call, then enter the SIP video address of your video meeting including the VTC conference ID. If prompted, enter the VTC conference ID as well.

Live event experience

Participants can call into the meeting after the live event starts, as well as before and after the live event begins, at any time they wish.

It is possible to view the participant list, which indicates who has been muted. When the event is being recorded, the recording indicator will appear on the screen.

Your device will display the content that has been shared when it is shared.

A presenter presenting via the VIMT platform is not able to see the broadcast video controlled by the producer once the video has been shared with all attendees. VIMT participants see the audio and video output as the same active speaker and video device configurations as are seen in traditional teams meetings, which are using VIMT to run their meetings. They hear the same audio that is sent to attendees as part of their event group, but the video displayed does not include the same video broadcast that is sent to attendees.

In the event that you are a trusted participant of the organization hosting the meeting, your experience will be different compared to that of an untrusted participant, depending on whether or not you are a trustworthy participant. When you join the Live Event from a device that is registered to the same organization as the one that is hosting it, then you are generally considered a trusted participant. You may have been configured by your device administrator to make your device a trusted participant. Check with your device administrator for details.

• Trusted participants: The presenter role is automatically assigned to trusted participants as soon as they sign up for the event. The event group will be live when you join the event, which is the same as a regular Microsoft Teams meeting we have with the rest of the presenters. You will be able to join the live event with audio if the live event has already begun. It is possible to mute your device directly from the device itself.

• Untrusted participants: VIMT users who are not trusted or are not connected through a trusted application should wait in the lobby until they are admitted by a Microsoft Teams producer. From the lobby to the event group, your video device is forced muted until you are promoted from participant to presenter by the producer. You will join the Live Event with audio if you are a presenter and if the Live Event has already started. On your device, you have the option to mute directly.

Whenever speakers send audio to the event group meeting, they need to be aware that whatever audio they send will be heard by attendees once the event group meeting has started. There is no sound or visual evidence of the event group participants present before the broadcast is initiated by the producer.

Considerations and limitations

VIMT participants

A VIMT Connect participant has a different experience than a presenter who uses a Microsoft Teams client when making a presentation. There are a number of notable differences between the two:

• There are no chat rooms or Q&A windows available

• The live video indicator does not indicate which participant is live at the moment

• I am unable to find the status of the live event (attendee count, timer, live state) on the website

• The roster list does not have any labels for presenters or producers

Whenever it is necessary for presenters to use audio/video features of the live event that are not related to audio and video, Microsoft Teams clients can always be used.

Resolution

Live events broadcast in 720p with video and shared content from the audience.

Dial in information

In order to ensure that the VIMT dial-in information is distributed in a controlled manner, it’s important to provide authentication for participants using video devices as well. Due to this, any device that has the meeting ID will join as a presenter if they are trusted to do so.

Untrusted devices

Those without trusted devices and external participants are welcome to join the event group by entering the lobby where they will be admitted by the producer. The device is muted at the moment, so they cannot use it. There is no display of the muted state on the device of the user. In order to display the device and remove the mute status, the producer promotes the device to a presenter.