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Microsoft Teams live events

image of producer view of live eventsMicrosoft Teams live events allows you to broadcast live content to large online audiences (both internal and external audiences). Content can also be recorded. The audience can interact with the presenters using moderated Q & A. Example events might be online graduation or induction events, or online webinars or conference-style presentations.

Please consider if a Microsoft Teams video call meeting is more appropriate for what you are planning. Video call meetings allow for meeting participants to all contribute to a meeting, screen share content such as slides, and can also be recorded. Please access our help page at the following link: creating video meetings in Microsoft Teams 

Guide overview

  • Schedule a Teams live event
  • Manage a Teams live event
  • Best practice for running a live event
  • Further support and guidance

Schedule a Teams live event

At Hull York Medical School, Microsoft Teams live events can not currently be scheduled by individual staff or student users. Please contact help@hyms.ac.uk to request for an event to be scheduled. Please provide the following information;

  • the date and time of the event
  • the event title and a brief description of the event
  • the target audience, and the names of those you wish to be producers and presenters (please see the roles explained below).

Once an event is scheduled, you will be able to take over the management of your event.

Manage a Teams live event

Large live streaming events typically have several people working behind the scenes to make them successful. Teams live events has clearly defined roles.

Organiser

The organiser schedules a live event and ensures the event is set up with the right permissions for attendees and the event group, who will manage the event. As explained above, contact help@hyms.ac.uk for the event to be created on your behalf. The organiser;

For more information, see the organizer checklist.

Producer

image of Q and A in Teams live eventThe producer makes sure attendees have a great viewing experience by controlling the live event stream. It is advisable to have more than one producer. Producers can;

  • Start and stop the live event
  • Share own video
  • Hold all presenter duties
  • Share participant video
  • Share active desktop or window
  • Select layouts
  • Moderate Q&A
  • Manage reports generated after the event is over. Please see the following Microsoft help page for further guidance; manage a live event recording and reports in teams.  

Please also see the following Microsoft help page for further guidance; produce a live event using teams.

Presenter

The presenter can;

  • Present audio, video, or a screen to the live event
  • Moderate Q&A

Please see the following Microsoft help page for further guidance; present in a live event in teams.

Attendee

Attendees watch the event live or on-demand, either anonymously or authenticated, and can participate in Q&A. Attendees need to enable third-party cookies in their browsers to watch a live event. Please access the following Microsoft support page for guidance for attendees (you may wish to send this help page to attendees with the link to the event); attend a live event in teams.

Best practice for running a live event

Preparation
  • Most importantly, practice. A live event should aim to be run like a professional broadcast. Schedule additional events as rehearsals and run through all aspects of the event with all of those involved in the production. Try out also watching the attendee experience live and on demand. Learn the system well, so producers don’t have to solve problems during the live event.
  • Have the event group join about 30 minutes ahead of time. Share an intro slide indicating that the event will begin soon. Then, start the live broadcast about 10 minutes early to make sure everything is working.
  • Plan for your event group communication. Real-time communications are critical for live events. The inner event chat is a good way to stay in touch.
  • Assign roles and responsibilities. Know who is responsible for each step of the operation, from organisers, producers, presenters, Q&A moderators, to your overall producer or director.
Audio
  • Leave all audio muted until you’re ready to go live with your presenter at the start of the live event.
  • Test in-room audio before the event so you don’t bring noise or feedback from the room into the online event. Any presenter can also choose to share their system audio to improve sound quality. Please see the following help page: share system audio in a Teams meeting or live event
  • Mute any producers or presenters who aren’t actively speaking. If they’re not muted, their audio will go live to attendees. Producers can mute all, but individuals must then unmute themselves.

Please also be aware that;

  • Once you stop the live event, you can’t restart it!
  • There’s a 15 to 60 second delay from the time a media stream is broadcast to when attendees see it.
  • If your content is live, other presenters or producers can start sharing their screens by selecting share. Make sure that the event team is aware of this potential conflict.

Further support and guidance 

Please see the following useful Microsoft support page for further links to all the most up to date detailed guidance for live events; get started with Microsoft Teams live events. 

Please also see the following video tutorials for an initial introduction to live events.

Plan and schedule a live event 

*As explained above, initial set up is done on your behalf.

Produce a live event in Microsoft Teams
Attend a live event
Moderate a Q&A
Updated on 05/13/2020

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