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Organize a live event in Viva Engage

Create and produce live events for people in your Viva Engage network, with built-in discussions for use before, during, and after the event. Up to 10,000 people can attend at once from anywhere on their device or computer (higher limits for event attendees are temporarily available through the Microsoft 365 Live Events Assistance program). You can make the video available after the event, so that people who can’t make it at the scheduled time can still participate.

Important: When setting up a live event, we recommend that you configure your video, community, and user permissions at least 24 hours before the event for the best experience. This includes such settings as adding users, updating video permissions, and changing a community from private to public. It can take up to two hours for certain changes to propagate across Microsoft Teams and Viva Engage. Allow 24 hours or more to provide time for testing and any necessary adjustments.

Ready to get started? There are two ways to produce and broadcast a live event in Viva Engage. Decide which is best for your specific event and follow the steps:

Method

Reasons to choose this production method

External app or device

With this production method, everything you need to schedule, run, and participate in the event is in Viva Engage. The video processing is handled by Microsoft Teams, but you never have to leave Viva Engage.

This type of production method is typically used for events in large auditoriums when you have the audio and video (AV) equipment and people who know how to run it.

The steps to organize and run this type of event are easy once you set up the AV equipment and decide which hardware or software external encoder to use.

The event is automatically recorded and available for viewing after the event in Viva Engage.

Tip: Setting this up requires support from your AV staff.

Teams

Select this method if the presenters use Microsoft Teams to present themselves on camera (and record video) from their computers. This type of live event is easy to organize and produce and doesn't require AV expertise - similar to setting up a Teams meeting.

This type of event is scheduled and produced in Teams.

Attendees watch the video and participate in the event from Viva Engage.

Use an external app or device to broadcast

Step

Description

Step 1: Schedule the live event

Schedule the event in the Viva Engage community.

  • Schedule the event.

  • Invite presenters.

  • Select caption and recording options.

Step 2: Share the live event with attendees

Get the links to the event and share them with people you want to attend.

Step 3: Produce your live event

In Viva Engage, start the event, connect your external encoder so that you can start the video, moderate the discussion, and end the event.

Step 4: Follow up afterwards

Continue the discussion in Viva Engage after the event. A recording of the video is available for people who can't make the scheduled time, and the Viva Engage conversation remains open for follow-up questions and comments.

Use Teams to produce and broadcast an event

Step

Description

Step 1: Schedule the live event

Create the event in a Viva Engage community. 

  • Schedule the event.

  • Invite additional presenters and producers.

  • Select recording and reporting options.

Step 2: Share the live event

Get the link to the event and share it with people you want to attend.

Step 3: Broadcast your live event in Teams

In Teams, start the event, and then start the video. Moderate the discussion in Teams or Viva Engage, and end the event in Teams.

Step 4: Follow up afterwards.

Continue the discussion in Viva Engage during and after the event. A recording of the video is available for people who can't make the scheduled time, and the Viva Engage conversation remains open for follow-up questions and comments.

Learn more

Schedule and produce a live event in Viva Engage 

Drive engagement in a Viva Engage live event 

Attend a live event in Viva Engage 

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