Could your next event be a Teams Live Event?

Monday 1 June 2020

Teams live events is an extension of Teams meetings, enabling users to broadcast video and meeting content to a large online audience. For you and other presenters, it will feel like a Teams meeting. For the viewers, it will feel like they’re watching a YouTube video.

These are meant for one-to-many communications where the host of the event is leading the interactions and audience participation is primarily to view the content shared by host. For example, if you wanted to deliver a presentation to a large group of people, you could use a Teams live event.

Why host a live event?

Reach more people

Teams meetings are limited to 250 people. Teams live events can support up to 10,000 people. You can decide when setting up your live event whether you’d like it to be public or limited to staff and students only.

You don’t need to worry about ‘meeting etiquette’ – it’s built-in

We’ve seen quite a few DIY versions of this scenario, where a Teams meeting is set up, everyone mutes their mics and cameras and uses the chat or raise hand feature to interact with the host. Normally the host will go over how they’d like you to interact with them at the start of the meeting or include this in the invite. Although you’ll often have a colleague or two that will forget to mute/unmute themselves at times, this is usually quite an effective way to communicate to larger groups.

During a Teams live event, the participant just watches your video – they don’t have the option to speak or show their webcam. There is a Q&A feature which you can use to take questions but this can also be turned off if needed.

Receive engagement reports afterwards

You can see afterwards how many people attended and download a copy of all the questions asked throughout the event. This makes it easier to measure impact and to follow-up on any questions.

Only one link to worry about

If you’ve written a press release or something for In The Loop, you can include a link to the live event. After the event is over, your audience can use the same link to watch the event back if they missed it.

How it works

Fill out the form in IT Self Service to let us know more about your event.

Before the event

IT Services will discuss your requirements with you, whether you’d like videos to play, slides or just a discussion. They’ll also offer a test run (which is recommended!) the day before. This provides an opportunity to discuss how the event will flow, whether anyone needs to adjust their mic or webcam set up and how you’d like to approach the question and answer.

If you or any of your presenters need additional support beforehand to understand how everything works, you can request a one-to-one session as well.

During the event

Whilst you will be presenting your content alongside your other presenters, a member of IT Services will be supporting your event in the following ways.

Control what’s on the screen

The moderator from IT Services will select whatever content you’d like to be displayed to the audience for you. For example, if you’d like a welcome slide or would like a video to play.

Monitor technical queries

Usually a member of IT Services will moderate the Q&A for you to capture any technical issues reported by the audience. This allows you or your facilitator to focus on the questions relevant to your content. They’ll also monitor any incoming queries about your event to the IT Service Desk to make sure your audience can access the event.

Keep an eye on presenter mics

The moderator will also monitor your microphones and whether they’re on mute at the right time. This is useful if you’re off camera but experiencing background noise – the moderator can quickly jump in and mute your mic for you. Similarly, if you’re about to answer a question or present something and your mic’s muted, they can step in and unmute you – normally before you even realise!

After the event

Once the event is over, you’ll be sent a folder containing:

  • your questions which you received throughout the event
  • a report of how many people attended
  • an MP4 recording of your event which you can edit or upload to Stream (or YouTube depending on the audience)

Examples of live events

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