Introduction
Microsoft Teams Live Events enable you to broadcast video and meeting content to large online audiences, making it ideal for webinars, all-hands meetings, or large-scale presentations. This guide will walk you through the process of setting up and sharing a Teams Live Event.
Prerequisites
- Licensing: Ensure you have an A5 license, as Teams Live Events are available only to those with this license. If you're unsure about your license status or need to request one, please contact IT Support.
Understanding Event Roles
Before setting up your Live Event, it's essential to understand the key roles involved:
Organizer: Responsible for scheduling the event, configuring permissions, and distributing invitations.
Producer: Manages the live event, controls content flow, and ensures the correct presentation of materials.
Presenter(s): Delivers content, including audio, video, or screen sharing.
Attendees: Participants who view the event; they can be internal or external, depending on the event's privacy settings.
Scheduling a Teams Live Event
Access the Calendar:
- Open Microsoft Teams and navigate to the Calendar tab.
Initiate a Live Event:
- Click on the New Meeting dropdown and select Live event.
Enter Event Details:
- Provide a title, location (optional), start and end times, and a description for the event.
Assign Roles:
- Designate yourself as the organizer, producer, or presenter.
- Add other presenters by typing their names or email addresses.
Set Attendee Permissions:
- Choose who can attend the event:
- People and groups: Add specific individuals or groups.
- Org-wide: Allow anyone within your organization to join.
- Public: Enable anyone with the link to join.
Note: If the 'Public' option is unavailable, contact your IT administrator to enable it.
Schedule the Event:
- Click Schedule to finalize the setup.
Sharing the Live Event
Access the Event:
- In the Calendar tab, locate your scheduled Live Event and click on it.
Copy the Join Link:
- Click on Get a link to the event to copy the invitation link.
Distribute the Link:
- Share the link with your intended audience via email, chat, or other communication channels.
Best Practices
Pre-Event Testing:
- Conduct a rehearsal to test audio, video, and content sharing functionalities.
Engagement Tools:
- Utilize features like Q&A to interact with attendees during the event.
Recording:
- Record the event for future reference or for those unable to attend live.
