Live event organizer checklist in Microsoft Teams
Important:
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Teams live events will no longer be going away on September 30, 2024, as previously announced. While we still recommend switching to Teams town halls for new features and experiences, you can now schedule live events beyond September 2024.
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For more information, please read this blog post for more information.
Equipment setup (non-webcam)
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If your event requires you to have your own (non-webcam) cameras, make sure you have the right equipment:
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Cameras
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Microphones
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Converter to ingest video into your computer (for example, Magewell)
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Tripod
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Cords for connections
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Event information
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Basic information
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Title
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Date
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Location
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Description
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Invite everyone who will be producing or presenting (including Q&A moderators) as part of the event group. Wait to invite attendees until you've created your event and you have an attendee link.
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If anyone will be sharing a PowerPoint, invite them as a producer or presenter.
Event settings
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Carefully set the access to your live event. This is very important if you plan to share sensitive information.
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Select Q&A if you want to have one.
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If you select Q&A, make sure someone plans to moderate it (and that you make them a producer or a presenter).
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Make sure your support link points to the right support info for your attendees.
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Select Recording available to attendees if you want your attendees to be able to watch a recording of the event on demand.
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Select Recording available to producers and presenters if you want to get an MP4 file of the recording after the event.
Invite attendees
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Send the event link to all your attendees as you see fit—share it in a Teams channel, send an email, share it on a website, or add it to a collaboration group.
Test run
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Make sure all your equipment works and the connections are solid.
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Connect your Magewell (or other converter) to your USB port and test video and audio. Make sure your video and audio are set properly in your device settings.
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Confirm that you have good lighting. We recommend choosing a room with natural light.
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DO NOT click Start during testing. You can't stop and restart the event later—you’ll have to schedule a new one to send to attendees. (If you want to test this, we recommend that you have a rehearsal live event a few days prior with a small group of people.)
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Check the attendee link everywhere you've sent it to your audience.
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Your link should point to the actual event. If you follow it, you should see a blue screen that says “The live event hasn’t started.”
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Make sure you and any presenters have the event content ready to share.
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