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IT and Library Services

Teams Live Events

This article provides information and guidance about using Teams Live Events

Introducing Teams Live Events

Teams Live Events is a feature within Microsoft Teams that enables university staff to schedule, produce and broadcast meetings to a large online audience. Live events in Teams will allow the University up to 15 concurrent broadcast events with audience sizes of up to 10,000 people.

As Microsoft is updating the functionality of Teams on a regular basis, we will be updating this page on a regular basis.

If you would like to arrange a Public Teams Live Event, this will need to be requested via the IT Service Desk. For a Teams Live Event for staff or students only, please refer to the guidance below.

Guidance

Teams Live events are not designed to be chat-based collaborative events, but one-to-many communications. Attendees join via a shared URL link and can only view the content the hosts decide to make live. Attendees cannot be seen or heard by the presenters, but can participate in discussions using a moderated Q&A chat function.

What type of events should Teams Live Events be used for?

  • Meetings exceeding the current 350 person limit of Teams Meetings.
  • Information dissemination such as town hall meetings
  • Large scale training events
  • Public engagement events

Important considerations before using Teams Live Events

  • There is no password protection for events. Anyone with the link can view the event and join anonymously
  • Presenters have no way of knowing if someone has joined who shouldn't have.
    It is therefore strongly recommended that no confidential information is shared in a Teams Live event.

How to set up a Teams Live Event

Live events are created in the Teams calendar app in much the same way as a personal or channel meeting.

  1. In Teams, select Calendar
  2. Select +New meeting > live event.
  3. Complete the details in the meeting description boxes – date/time/event details etc.
  4. Add names of your 'Event group' – those people who will be working behind the scenes and/or presenting information.
  5. Click Next.
  6. Under Live Event Permissions, choose who can attend your event
  7. Choose your settings -  who the recording will be made available to, whether you would like a Q&A session, captions and attendee reports.
  8. Click Schedule when done. Once scheduled, an attendee web link will be generated in the Teams calendar that you can share

Your event group should automatically receive a calendar invite with all the details for joining the event. Clicking on the 'get attendee link' will copy the link which you can then share to your intended audience. If the event is Organisation or a select internal group/team, then they will need to log in to Teams to watch the event.

If you have any queries or would like to schedule a test meeting then we are more than happy to help and advise. Please contact the IT Service Desk.

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