Teams live event organizer checklist

Teams live event organizer checklist

Note: Live events are a preview feature in Microsoft Teams. Enjoy your sneak peek!

Equipment setup (non-webcam)

  • If your event requires you to have your own (non-webcam) cameras, make sure you have the right equipment:

    • Cameras

    • Microphones

    • Converter to ingest video into your computer (for example, Magewell)

    • Tripod

    • Cords for connections

Event information

  • Basic information

    • Title

    • Date

    • Location

    • Description

  • Invite everyone who will be producing or presenting (including Q&A moderators) as part of the event group.

  • If people will be sharing a PowerPoint, invite them as a producer or presenter.

Event settings

  • Carefully set the access to your live event. This is very important if your event is sensitive.

  • Select Q&A if you will be hosting one for your event.

    • If you select Q&A, make sure you have assigned someone to moderate it (either a producer or a presenter).

  • Make sure your support link points to the right support info for your attendees.

  • Select Video on demand if you want your attendees to be able to see the event on demand.

  • Select Recording available for download if you want to get an MP4 file of the recording after the event.

Invite attendees

  • Make sure your attendees have the correct link to view your event. You can copy the link from the meeting details.

    • If you are using a short URL, make sure it's pointing to the correct link.

  • Send the invitation to the event to all your attendees through any form of communication your organization uses.

    • Don't forget to include important notices, such as that the meeting won't support mobile devices or include a Q&A.

Test run before the live event

  • Make sure all your equipment works and the connections are solid.

  • 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.

  • Make sure your lighting is good. We recommend choosing a room with natural light.

  • 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.

  • Check the attendee link in all forms that you've sent to your audience.

    • Make sure it points to the actual event; click it to make sure you see the blue screen that says “The live event hasn’t started.”

  • Make sure you and any presenters have the contents needed for the event ready to share.

    • Make sure presenters have joined the meeting.

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