Teams: How to Schedule a Live Event

Issue/Question

• How can I schedule a Live Event out of MS Teams?

Resolution

As a producer of a live event, you can organize and schedule through your MS Teams calendar. Live events are scheduled in a similar way as other Teams meetings. However, because of the nature of the proceedings, you should coordinate with the Media department to ensure that the location, equipment, participants, etc. are ready before committing to a time and place. Some things to consider:

- The type of audience needs to be defined. Is the meeting for your organization, outside parties, select individuals, etc. How the invitations will be send should also be discussed.

- Everyone involved with the presentation, including your presenters and production staff, should be prepared before the meeting is scheduled.

- Any live event should be rehearsed and all equipment, rooms, networks, etc. should be tested and in place prior to the meeting times.

You need a Producer

Each live event needs a Producer, someone who is in charge of scheduling and running the meeting.

You need Event Group Presenters

You will need a list of presenters set before your meeting. They will be the first to be notified when the meeting is scheduled.

The Invitees will be sent a link

Once the meeting is scheduled and the preparations are complete, a link to join the meeting is generated.
The link can be distributed via a variety of methods – Email, text, etc.

How do I (as the Producer) create a Live Event?

• While in Teams, select Calendar .
  
  You will see your Teams Calendar.
   
• Click the drop down button for New Meeting.
  
   
• Click Live Event.
   

You will see the Live Event details box.

• Enter the details.
  • Add meeting title, date, time, location.
  • It is a good idea to add a brief description of the event agenda.

• In the Invite People to Your Event Group box, add the names of your event group, the people who'll be presenting during the event.
   
• DO NOT invite attendees at this point - you'll get a link to share with them after the event is posted to the calendar.
• Select .

You will see the box to set the event permissions and the production details.

• Under Live Event Permissions, choose who can attend your live event.
  The audiences (as defined by Microsoft) are:

Make selections under How do you plan to produce Make selections under.

These are the setting (as defined by Microsoft) are:

• When complete, click .

The event will be posted to the Teams Calendar. All participants will be notified.

You will see the meeting confirmation box with the generated invitee link.

• Click .

For additional information, see: Schedule a Teams Live Event      Attend a Live Event in Teams