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Teams Live Events Guide

Teams allows Live Events to be broadcast to Specific people and Groups, Organization -wide and to the General Public.

There are 4 roles for staff in a Live Event:

  • Organiser – the person who schedules the event.
  • Producer – the person/s who will manage the event in real-time.
  • Presenters – the persons who display content and/or give a talk and answer questions in the Live Event Q & A.
  • Attendees – all persons that are invited to watch the event live.

Organising a Live Event

Live Events are scheduled from the Calendar tab in Teams. There is a drop-down option for scheduling an event next to the New Meeting button.

You will then need to give the event a name and invite presenters. A presenter can also be changed to be a producer, should you need more than one.

You can add a Q & A to run during the event and can also add Captions (preview only at present) in another language. The Q & A can be monitored in real-time by all producers and presenters.

Running the Live Event

With multiple presenters it is advisable to set an agenda, so everyone is aware of the order the event will follow.

When the event starts, Attendees will hear any producer or presenter speak, so it advised that all Microphones are muted until it is an individual’s turn to speak.

To communicate with each other privately, you need to use the Live Event Chat function for typed messages.

If anyone forgets to mute their microphone, the Producer can mute everybody but only the individuals themselves can unmute themselves when it is their turn.

As a Producer or Presenter, you can join the Live Event from your calendar before the event time. This enables you to get organised before the attendees arrive and the event starts.

Producer View

Presenters will appear next to the Producer along the bottom of the screen. The Producer can then click on the Presenter to place them in the queue before then clicking on Send Live.

The 2 buttons under the queue screen allow the Producer to toggle between showing only the presentation or the presentation and the Presenters video feed side by side.

Only the Live screen is seen by Attendees.

The Producer can click on a video feed or on Content to place this in the Queue. Once in the Queue the Producer can click on Send Live to move it to the Live Evet screen. They can then click on the Start button to begin the Live Event stream.

New content that is queued can be moved to the Live Event screen by clicking on Send Live.

The Producer can then queue the next Presenters video feed or content ready for their turn.

Once the next Presenter is in the queue, they can be sent live and then share their content with the Producer. The Producer can then send it to the live screen when prompted.

Presenter View

The Presenter will see the following screen until they are live. They can choose to share content with the Producer using the Share button below.

If the Presenter is going to share a PowerPoint presentation, it is advisable to start the slide show first and then share that particular window.

Once the Producer sends the slide show or any other content live, the Presenter will see their screen change to the content, with a thin red border around it. They will also see the Producer in a smaller video screen in the bottom corner.

Once the Presenter has completed their presentation or other content, they can click the Stop Sharing button shown below.

Attendee View

All Attendees only see the Live Event screen, but they can also participate in the Live Event Q & A during the event.

Ending the Live Event

When the Live Event comes to an end, click on End to finish.

Re-watching the Live Event

The Producer can download the Live Event recording by going back into the event calendar entry and scrolling down to Live Event resources. Attendees can watch the Live Event on demand by using the same link as they were sent to join the Live Event.

Test Run Checklist

  • Ensure the network connection is solid.
  • Make sure all equipment is working.
  • Check that you have good lighting – natural light gives best results.
  • DO NOT click Startduring testing. You cannot stop and restart the event later so you would have to schedule a new one to send to attendees. If you want to test this, it is recommended that you have a rehearsal Live Event with a small group of people a few days before.
  • Check the Attendee link. If you follow the link you should see a screen that says, “The Live Event hasn’t started”.
  • Make sure all Presenters have their content ready to share.

Detailed information on Teams Live Events can be found here.

Page updated: 16/07/2020 13:41:13