Best practices for producing a Teams live event

Best practices for producing a Teams live event

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

To produce a great live event, we suggest these best practices.

Planning and producing your event

  • Most importantly, practice. Run several events as rehearsals, watch the attendee experience live and on demand. Learn the system well, so the producers don’t have to solve problems during the live event.

  • Always have more than one person in the event group meeting, ideally three people, with one person outside the presentation room. That way, if there’s a network outage in the room, you don’t lose all control of the meeting.

  • Create a custom address (using bit.ly, for example) for the attendee join link. In the event of any catastrophic event, or if a producer makes some kind of mistake, you can easily create a new broadcast event and just update your custom URL to point to it. That way you don’t need to update every attendee’s calendar with a new link.

  • Start the meeting for the event group about 30 minutes ahead of time. Have a slide active that is a nice intro, indicating that the event will begin soon. Start the live broadcast about 10 minutes early to make sure everything is working. Leave all audio sources muted until you’re ready to go live with your presenter at the start of the live event.

  • Plan for your event group communication—real-time communications are critical for live events. The inner event chat is a good way to stay in touch.

  • Designate roles and responsibilities—know who is responsible for each step of the operation, from camera operators, presenters, and Q&A moderators, to your overall producer or director.

Audio

  • Don't ignore audio—it’s the most important part of a great meeting. You’ll have people listening with the browser in the background. Nobody sits and watches every frame, but everyone will listen and hear every glitch.

  • Make sure you have a good microphone on the presenters—a lapel microphone, not handheld. People don’t handle microphones well under pressure.

  • Make sure to test in-room audio before the event, so you aren’t bringing noise or feedback from the room into the online event.

  • If you are broadcasting an event with an in-room audience, you can turn off noise cancellation, since audience applause, laughter, and so on is often picked up as noise. Click Device settings and then turn off Noise cancellation from the device settings pane.

  • Add audio to the live event using any audio capture device that will take balanced audio (XLR connector) or even a headphone style 1/8-inch plug and let you encode and bring the audio in via USB for the Teams client.

    Alternatively, you can use a high-end AV system, and connect the HDMI or SDI output of that system into Teams client using a basic video capture device like an HDMI-USB box.

Video

  • Light your subject well—you can’t have too much light for most cameras. Lighting can be the difference between a production perceived as quality or amateur.

  • Use three lights to illuminate your subject—a key light, a fill light, and a back light to provide good depth.

  • You can use a capture device to take HDMI inputs into your meeting as a camera. For example, you can use them to connect a prosumer camera with better optics and zoom capabilities and an HDMI output as a Teams meeting camera.

  • These HDMI capture devices can also be used to stream a desktop into a live event to show videos or demos. Any PC or Mac with an HDMI output can be used.

Screen sharing

If you are the sole event producer, we recommended you use two monitors. This way, you can share the content from the second monitor while producing the event from first monitor.

Teams live events uses video-based screen sharing (VBSS). Use the following planning guidelines to ensure you get the best experience:

  • Ensure producers and presenters are assigned the right TeamsMeetingPolicy with the correct ScreenSharingMode. If ScreenSharingMode is None, producers and presenters won't be able to share their screens.

  • Ensure network bandwidth requirements account for media traffic:

Video codec

Resolution and aspect ratio

Max video payload bitrate (kbps)

Min video payload bitrate (kbps)

H.264

1920x1080 (16:9)

(The aspect ratio depends on the sharer's monitor resolution, and will not always be 16:9)

4000

1500

Want to know more?

Microsoft Teams live events overview

Produce a live event in Teams

Produce an external encoder live event in Teams

Present in a live event in Teams

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