Teams Live Events

Overview

With Teams live events, users can broadcast video and meeting content to large online audiences. Live events are like webinars and encourage connection throughout the entire engagement lifecycle with attendees before, during, and after live events via the Q&A.

If you plan to host a Teams live event for your academic unit:

1. First, reach out to your unit communicator or the CHHS Communications Team to let them know your desire to host an event.

2. Then, spend time reading the following Microsoft articles and the additional notes on the remainder of this page to understand the platform and the process: 

   • Get started with Microsoft Teams live events

   • Set up and attend live events (video training)

   • Best practices for producing a Teams live event

Event Group Roles

There are four key event group roles

1. Organizer - Schedules a live event and ensures the event is set up with the right permissions for attendees and the event group, who will manage the event.

2. Producer - As a host, makes sure attendees have a great viewing experience by controlling the live event stream.

3. Presenter - Presents audio, video, or a screen to the live event, or moderates Q&A.

4. Attendee - A viewer. Watches the event live or on-demand, using DVR controls, either anonymously or authenticated. Can participate in Q&A.

Event Rehearsals

Schedule multiple rehearsal events.  Be sure to read through the MS articles posted at the top of this page, learn the platform, and make sure the producers and presenters feel comfortable with their roles.

• Agree to a protocol to mute the mic of anyone who is not speaking.  Have presenters practice muting and unmuting their mics.  Let all of the participants know that any producer or presenter can mute the mics of the other producers and presenters. (keyboard shortcut Ctrl + shift + M)

• There can be a slight delay when the producer advances the slides to when the other presenters see it.

• Agree to a protocol that the presenter will only begin speaking when they see their face in the video feed.

• Make sure presenters/producers know that attendees can hear ALL of the presenters once the event is “live”

• If your event has multiple presenters, it’s best to have a single producer controlling the content (slides) and video feeds.

• If your event has multiple presenters sharing a presentation, it’s a good idea to build a detailed agenda as a separate document and review that during the rehearsal.

Attendee Instructions

Share instructions with attendees on how to view the live event.  Attend a live event in Teams.

• For attendees that do not have the Teams client installed follow these steps:

  1. Click on the button that says “Watch on the web”

  2. Click on the link that says “Join anonymously” 

  3. If they join early, they will see a message “The Live Event hasn’t started” 

• Again, attendees do not need to have the Teams client installed nor do they need to sign in to view the event.

Open

Open

Producer Role (things to note)

• During the event the producer can see the number of attendees which will fluctuate as people join and leave.

• After the event the producer and presenters can download the attendee engagement report.

• There is a 10- to 20-second delay from the time a media stream is broadcast to when the attendees see it.

• The producer cannot stop a live event and then restart.  If you accidently stop a live event, you have to create a new one.

• Producers cannot remove an attendee from the event, but the individual moderating the Q&A can dismiss their questions and privately message them asking them to leave.  More on moderating the Q&A.

• Layout options for Teams live events (displaying multiple videos is not currently an option)

  • Single webcam video

  • Shared content

  • Shared content + single webcam video

  • There have been requests from folks in the MS Tech Community asking for this feature

    • Live Event gallery/grid view option

    • Plans for multiple webcam video in live events produced in Teams

    • UserVoice – Additional Streaming Layouts for Teams Live Events

• The producer will see a message when there are 5 minutes left in the scheduled event, however, the event will not end abruptly.  The event will continue to record for up to four hours from when the producer starts recording and until the producer hits the red “End” button

• Finally, you can have up to 100 presenters and producers in a Teams live event, but only the last 10 who spoke show up in the list.

Guest Presenters (things to note)

• First, read this article How to include guest presenters

• The guest presenter will need to be added to the CHHS Team: Live Events team. Email the Helpdesk at chhshelpdesk@colostate.edu and request to have the guest added to the team.

• Let the guest know that they will receive an email invitation. Share this article with them Steps to join the CHHS Team: Live Events team as a guest.

Tip for Sharing Content like a PowerPoint Presentation

• Note: the default behavior when a presenter starts a PowerPoint slideshow is to take over the full screen which will hide the Teams Live Event window along with everything else.

• Ask the presenter to take these steps before sharing their presentation content

  • Open the presentation and click “Slide Show” then “Set Up Slide Show” on the menu

  • Under “Show type” select “Browsed by an individual (window)”

  • Have them start the slideshow

• Next, in the Teams Live Event window, have them click “Share” then select the “Window” where their PowerPoint presentation is showing up

• When they share their content the Teams window will minimize down in the bottom right corner of the screen, just have them click it to make it large again.

• Now the presenter should be able to see both their presentation window and the Teams Live Event window.

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