How do I produce a Microsoft Teams Live Event?

How do I:

How do I produce a Microsoft Teams Live Event?

Target Audience:

Anyone with a College email account, faculty, staff or student have the ability to produce a live event.

Reason: 

Individuals in a Microsoft Teams Live Event each have a role during the event. The roles are participant or attendee, sometimes referred to as a watcher, presenter, producer and/or organizer. The producer is often the one behind the 'camera' making sure that the event runs smoothly, moving the presenters from 'up next', or the queue, to presenting live and is responsible for stopping and starting the event. There is a chat feature available only to the producers (can have more than one), and the presenters, to communicate with each other during the event without the participants or watchers being aware of it. It is the responsibility of the producer to start and stop the event. You can only start or stop the event once, so make sure the first person to go live is ready, or that the event is completely over. This article describes what a producer should/would do during a live event.

How do I:

How do I produce a Microsoft Live Teams Event?

Topic

One of the main requirements of a live event is that the producer and presenter use a computer, not a tablet or other mobile device, and that they use the desktop application for Microsoft Teams, not the web version. The event should already be scheduled. It is best practice to start planning a live event 4 - 6 weeks prior to the event to allow for creating and planning content, downloading the desktop application, checking permissions for presenters, and to have a few practice events prior to the scheduled event.

1. Open the Microsoft Teams desktop application from a computer with internet access. 
2. Navigate to the Teams calendar on the left side of the screen.
3. Select the event, or the practice event to access the event information.
4. Click join. (You should see a prompt that states join as a producer.) If you do not see that, it could be that you are using the incorrect link and you would join as a participant. If that is the case, you will need to close that link and look for the correct link to join as a producer.
5. You can add a room or an attendee by clicking on the link from the join page.
6. As the presenters join the meeting, have them check their cameras and microphones for performance, check camera views etc. (start early to allow enough time)
7. Make sure you select include system audio if the presentations have recorded narrations.
8. You can change the view to include the content and the web camera view of the presenter by changing the view from single source to content left, (only the presentation).
9. Choose the presenters from the lower section of your screen to add to the queue.
10. When it is time for each presenter to go live, you will need to click the send live button.
11. Click start only after everyone is ready. Audio starts about 3-5 seconds before video.
12. Select the next presenter to send to the queue, click send live when it is their turn.
13. You may be required to monitor the Q&A session to answer, dismiss or publish questions.
14. You are responsible for ending the event by clicking the stop button. Pressing stop ends the event.
    • By end of October 2021, Microsoft plans to roll out a feature update that will allow you to restart a Teams Live Event if it is mistakenly ended or if there is a connection issue during the event.
    • If a producer chooses to restart a live event after it has started or after you have ended, you will lose the recording, transcript, and captions data of the event in progress and attendees will not be able to view the current event on demand. Once the producer restarts the event, all presenters and producers must re-join the call and can start the event once they re-join. Only producers may restart an event.
15. You may be responsible for gathering reports from the live event.
16. You may be responsible for uploading the event to a webpage, or an application like Youtube.

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