How do I schedule a Microsoft Teams Live Event?

How do I:

How do I schedule a Microsoft Teams Live Event?

Target Audience:

Anyone with a College email account, faculty, staff or student has the permission to schedule, present or produce a Live Team Event.

Reason:

All of the individuals participating in a Live Event have a role in the event. Participant, Presenter, Producer, or Organizer. Each role has different permissions and expectations to fulfill their role during the event. This article describes the steps taken to schedule a live event.

How do I:

How do I schedule a Microsoft Teams Live Event?

Topic

Scheduling the live event can be completed by the organizer or the producer. Sometimes one person is both the organizer and producer.

To schedule the event:

1. Open the Microsoft Teams application.
2. Navigate to the Teams Calendar icon on the left side of the screen.
3. Click on the down arrow to the right of New Meeting.
4. Choose Live Event.
5. Provide information about the event. The title, location (if needed), start date and time as well as the end date and time. If it is questionable when it might end, make it longer to keep it from ending before you are finished.
6. Continue to add details on the event, a description, and why someone would want to attend.
7. Invite presenters in the space provided in the top right. (Make sure to add all presenters or producers before you schedule the event.)
8. You can change the role from presenter to producer by selecting the drop down arrow beside their name after adding them as presenter.
9. Click Next.
10. Choose the type of role that participants would be
    • People and groups - Only the specified people and groups can watch the event
    • Org-wide - Everyone in your organization can watch the event (Sign-in would be required).
    • Public - The event will be open to anyone. Use this choice when most of the attendees are outside your organization. (No sign-in required).
11. Keep the default of the Teams application to produce the event.
12. Allow the recording to be available to attendees if desired.
13. Allow captions and choose the change language and/or add additional languages if desired. 
14. Allow Attendee engagement report, if you would like that information.
15. Allow Q&A if you want that capability during the event. Keep in mind, without Q&A, participants will not be able to have comments or questions as they do not have microphone or web cam permissions, during a live event participants are considered as 'watchers'.
16. Click on the Schedule button in the bottom right to schedule the event.
17. Click on Get attendee link to copy the link to send to the participants, either in an email, calendar meeting request, or to paste on a webpage.
    • The link for all presenters or producers (there can be more than one producer) is a separate link that will be sent to each one.
18. Click close.

Do you still need help?  Create a support ticket and a Service Desk technician will contact you.