How to schedule Teams Live Event

Microsoft Teams is an app that redefined collaborative work. However, apps like Teams have supported professionals across the globe in working together. Microsoft Teams comes with several features that help users meet people virtually and spread knowledge. One of such features is Microsoft Teams Live Event. Read further to know how to schedule a Microsoft Teams Live Event.

Schedule Live Events in Microsoft Teams

Live Events is an extension of the ‘Meet’ (or meeting) feature in Teams. It lets you create events for large online audiences with more control over video, audience interaction, and reporting.

How do Live Events function?

As mentioned, Live Events are an extension of meetings. However, as a host of a Live Event, you can include a larger audience than a meeting. The organizer has better control over who can be an event group member and while setting permissions for attendees.

The host (also called the ‘Organizer’) can either use the Teams app or an external app or device to create a live event. For the latter option, the user would need to use another software such as Microsoft Stream to present the event. This option is typically used when the organizer has a production setup such as media mixers that supports streaming to an RTMP service. This kind of setup is generally used for events held in an auditorium, such as town halls.

An organizer can create a public or private event. When the event is public, attendees only need a link to attend the event by logging in.

When the event is private, such as within an organization or for specific people or groups, attendees need to log into their accounts to attend it.

Depending on Organizer’s choice, attendees can participate in Q&A sessions. Attendees can watch the event live or on-demand, using DVR controls, either anonymously or authenticated.

Here is how Live events and Meetings look like.

Who can schedule Microsoft Teams Live Event

Though you have Microsoft Teams installed on your machine, it does not mean you can create a Live Event. To create and schedule a Microsoft Teams Live Event, you need the following.

• Microsoft 365 Enterprise E1, E3, or E5 license or Microsoft 365 A3 or A5 license.
• Permission to create live events in the Microsoft Teams admin center.
• Permission to create live events in Microsoft Stream (for events produced using an external broadcasting app or device).
• Full team membership in the org (can’t be a guest or from another org).
• Private meeting scheduling, screen sharing, and IP video sharing are turned on in the Teams meeting policy.

If you need more information, please get in touch with your IT admin.

Roles in Microsoft Teams Live Event

With the Live Event feature in Microsoft Teams, you get to play different roles. Depending on the role, you get different access rights and functionalities. A user can play more than one role, depending on the right.

1. Organizer
2. Producer
3. Presenter

Let us look at these types of roles in more detail.

1] Organizer

As the name suggests, Organizers are the users who can organize and schedule a live event. The Organizer ensures the event is set up with the right permissions for attendees and the event group, who will manage the event. An Organizer does the following functions:

• Create the live event.
• Set attendee permissions.
• Select production method.
• Configure event options (for example, the moderated Q&A)
• Invite attendees.
• Select event group members.
• Manage reports generated after the event is over

If you are an Organizer, make sure to follow the checklist while scheduling a live event.

2] Producer

The Producer is a type of host who makes sure attendees have a great viewing experience by controlling the live event stream. A Producer does the following functions.

• Starts and stops the live event.
• Shares own video.
• Share participant video.
• Shares active desktop or window.
• Selects layouts.

3] Presenter

A Presenter is a person who presents the live event to the audience. This user presents audio, video, or a screen to the live event, or moderates Q&A.

Note that a Presenter can only share audio, video, or a screen (desktop or window) in live events produced in Teams. On the iPad, presenters can’t currently moderate Q&As or share their system audio.

What are the system requirements for Live Events on Microsoft Teams?

Live Events on Microsoft Teams require the following specifications:

• The operating systems that are supported include Windows 11/10, macOS X 10.10 and later
• The mobile operating systems that are supported include Android 4.4 and later, iOS 10 and later
• The web browsers include Chrome (last 3 versions), Edge, Firefox (last 3 versions), Safari

How to schedule Microsoft Teams Live Event?

Now comes the important part: scheduling a live event on Microsoft Teams. After your IT admin has enabled the Microsoft Teams live events feature for your organization, you can start using it.

Follow the next steps to host a live event.

1. Schedule a live event
2. Invite attendees
3. Produce your live event
4. Present in your live event
5. Manage the recording and reports

Let us look at these steps in more detail.

1] Schedule a live event

If you are the Organizer, you can schedule a live event in Teams just like you schedule a regular Teams meeting.  When scheduled, it will create a live event in your and your event group’s calendars. After that, the Organizer needs to invite the attendees.

1. In Teams, click on the Calendar tab from the panel on the left.
2. In the upper-right corner of the next screen, choose New meeting and then Live event.

(Please note that you can see this option only when you have Live Meeting enabled on the Microsoft Teams app. If not, you will only see the New meeting button.)

3. Now add the meeting title, date and time information, and other details, just like you create it for a regular Teams meeting.

3. Now select the members of the event group by clicking inside the box under Invite people to your event group These are the people who’ll be presenting and producing the event. The event group can consist of anyone inside or outside your org.
4. Click on Next.
5. Now, under Live event permissions, choose who can attend your live event.

Following are the types of permissions:

• People and groups: The event can only be watched by people or Microsoft 365 groups you name (max. 150 email addresses).
• Org-wide: Everyone in your org can watch the live event, including guests.
• Public: Anyone can join – both people in your org and those outside of it.

7. Now make a selection under How will you produce your live event?

The description of these options is as follows:

• Recording available to producers and presenters: A recording is available to producers for download for 180 days after the event is over.
• Recording available to attendees: Attendees can watch the event on demand using DVR options for 180 days.
• Attendee engagement report: Download a report that tracks attendee participation.
• Q&A: Attendees can interact with producers and presenters in a moderated Q&A.

8. Now, click on Schedule to add the event to your and your event group’s calendars.

2] Invite Attendees

Another important task for an Organizer is to invite attendees. When an event is scheduled, it creates an event in Teams calendar of the event team members.

As a live event organizer, one of your responsibilities is inviting attendees. When you schedule a live event in Teams, it only sends the calendar invite to event team members.

Follow the next steps to invite attendees:

• In Teams, select the Calendar Meetings button on the left side of the app.
• Now, select the live event.
• For events that’ll be produced in Teams, select the Get link option to copy the live event link so you can share it with attendees as you see fit—send it in a Teams channel, an email, a website like SharePoint, or add it to a collaboration group. You could even send it in a calendar invitation from Outlook or another email program.

3] Produce your live event

If you want to broadcast a Teams meeting, bringing remote presenters and screen sharing into the event, you can produce your live event in Teams.

If you’re running an event with a production crew, you can use an external app or device to produce your event. This method is powered by Microsoft Stream.

Read more about producing your live event here.

4] Present in your live event

A Presenter presents audio, video, or a screen to the live event, or moderates Q&A

Read more information about this task here.

5] Manage the recording and reports

After the event, producers can take the following actions on the recording and associated reports.

This way, you can schedule a live event and present it.

How can I schedule a live event in MS Teams?

Just like you schedule a meeting in MS Teams, you can schedule a Live Event. However, you need to have the access to this feature. The Live Event functionality must be enabled on your Teams login, which you can get it with the help of your IT administrator. The process of scheduling a live event on MS Teams is explained in the above article. Please refer to it.

How to send a Teams invite to a live event?

Go to the Calendar. Select the live event. For events that’ll be produced in Teams, select the Get link option to copy the live event link so you can share it with attendees as you see fit—send it in a Teams channel, an email, a website like SharePoint, or add it to a collaboration group.

Can attendees talk in the Teams live event?

As an attendee of a live event in Teams, you can watch live events and participate in the moderated Q&A. You can’t share audio or video.