Apart from scheduling meetings and webinars, Microsoft Teams can also be used to set up a live event. When using this option, an organiser sets up the meeting in Teams and sends a link to participants. Depending on the option used, participants can either join via a web browser, or need to install Microsoft Teams on their devices.

A live event is set up and managed by either one person, or a group of people, who each have a set of responsibilities.

In brief, these roles are:

  • Organiser: schedules the event
  • Producer: hosts and controls the event
  • Presenter: presents a range of content
  • Attendee: an invited individual who can only participate by asking questions

This handy infographic lists what each role entails.

At UCT, only permanent UCT staff members can set up live events. You can either manage the event yourself or request assistance from ICTS.

Attendees can range from anyone who has access to the public meeting link to only those who organisers invite. The latter will need to log on to access the event.

Get started in five easy steps

1. Schedule a live event

NOTE: These scheduling steps are only applicable to the event organiser.

  1. Ensure you have Microsoft Teams installed and then navigate to Calendar in the Teams platform.

  2. Next to New meeting, click V then select Live event.

    • Enter the relevant event schedule information (i.e., title, date, time and even details)

  3. Only add the names of the presenters and producers in the Invite people to your event group box, then click Next.

  4. In the Live event permissions section, select one of the following options:

    • People and groups: Only people and groups that you invite will be able to view.

    • Org-wide: Everyone at UCT, including guests, can watch.

    • Public: Anyone with the link can participate.

  5. Next, select your preferred options under How will you produce your live event?

    • Recording available to producers and presenters: Accessible up to 180 days.

    • Recording available to attendees: Available on demand up to 180 days.

    • Captions: Available to participants.

    • Attendee engagement report: Tracks attendee participation.

    • Q&A: Attendees may pose questions.

  6. You can now Schedule your event.

    • Should any changes be required, make updates directly in Teams (and not Outlook).

To ensure that you have covered all the required steps, use the event organiser checklist.

2. Invite attendees

The event organiser can now open the live event in their calendar and click Get link.

This link can now be shared via an Outlook meeting request, a Teams channel, or a website.

NB: Never share the live event link via a Teams calendar invite as a unique URL is created for each new meeting request. This may confuse attendees about which link to click. Check these Microsoft recommendations for inviting attendees.

3. Produce a live event

NOTE: This section is only applicable to producers, who can manage presenters, screen sharing, and the production of the event. You need to ensure that you have Microsoft Teams installed before getting started.

By using Microsoft Teams, producers can do the following:

  • Select presenters’ video feeds for the live event.

  • Communicate with presenters and fellow producers.

  • Start and stop a live event.

    NOTE: Once a live event is stopped, it cannot be restarted.

  • View the number of attendees.

  • Share their screen in the event.

  • Mute all presenters and producers.

  • Download the recording and attendee report.

To get started, either follow these steps or watch the step-by-step video.

NOTE:

  • When joining as a producer you have the option to adjust your camera and microphone before the time.

  • Use Show conversation to communicate with presenters and fellow producers as all participants will be on mute until it is their time to speak.

  • Producer functionality is currently only available via the Desktop application – not on the Teams mobile app.

  • It is recommended that you do a dry-run before the event to ensure that you and the presenters are comfortable using the software and functionality.

Additionally, view these best practices for producing a Microsoft Teams live event.

4. Present a live event

This section is only applicable to presenters, who have the ability to:

  • manage recordings and reports
  • join as an attendee
  • view the number of attendees
  • communicate with presenters and fellow producers
  • share their screen in the event
  • mute all presenters
  • invite others to join as presenters
  • manage Q&A

First ensure that you have Microsoft Teams installed. Presenters can join either using the Microsoft Teams client or via an iPad, which has limited capabilities. When you are ready to participate in the live event, open the event invitation and click Join to participate in the live event.    

When you are not presenting, ensure that your mic is muted.

Check that you have covered all the required steps, using the presenter checklist.      

NOTE: 

  • Notifications from applications can cause distractions to you and the audience.

  • Please keep your video on during a live event in order for the producer to queue.

  • Use Show conversation to communicate with producers and fellow presenters as all participants will be on mute until it is their time to speak.

  • You can turn of notifications in Teams via the Settings tab. We also recommend that you close any other applications or websites that may cause a distraction during the event.

  • Additionally, please view our recommendations for effective video conferencing and helpful tips.

  • If you would like to make any announcements, please make a request to the event organiser ahead of time to include it in the proceedings.
5. Attend a live event

As an attendee, you can learn more on how to participate in a live event by either following the steps below or watching this video.

Before participating ensure that your browser supports Microsoft Teams.

  1. Open the live event invitation either from Teams or Outlook. If you are signed into Teams you will be signed in as an authenticated user. If you’re not signed in, you can join a public live event anonymously.

NOTE: Recommended browsers are Chrome, Firefox, and Edge. Currently, Safari is not supported.

  1. If the event hasn’t started yet, a message will be displayed on the screen.
  2. While the live event is on, if Q&A is activated, you can ask questions via the Q&A section on the right side of the screen. Click Q&A then enter your name (optional) and question. When you’re done, click Send. You can also select the Ask anonymously check box if you want to remain unknown.

Manage interactions

A producer or moderator can make Q&A available to attendees so that they can ask the panel members questions during a live event.

Activate the Q&A section on the right side of the screen by clicking Open. To stop, click Closed.

You can reply to a question via Private reply so that only the attendee sees the response. Alternatively, click Publish for all attendees to see.

You can also make announcements in this section.

After the event

Once the live event has successfully taken place, producers can download and/or delete the following:

  • Attendee report
  • Live event recording
  • Q&A report
  • Transcript

To download a resource, open the live event invitation and go to the Event resources section. Click Download next to the required resource.

Alternatively, click Delete all to delete all the live event files. Deleted files can be restored up to seven days after deletion.

Get help