Schedule a Teams live event

Applies to: Microsoft Teams.

If you are the organiser of a live event, you can schedule it in Teams exactly like you would schedule a regular Teams meeting. This process will import the live event to your and your event group’s calendars. Following that, you must then invite the attendees.

Watch this video for an overview of planning and scheduling a live event.

  1. In Teams, press Calendar Meetings button  and then New meeting.
  2. At the top of the scheduler, choose New meeting > New live event.New live event menu selection
  3. Insert the meeting title, date and time information, and other details.
  4. In the Invite people to your event group box, enter the names of your event group—the people who’ll be presenting and producing the event. The event group can comprise anyone inside or outside your organisation. You’ll receive a link to share with them later so there is no need to invite attendees at this stage.
  5. Pick Next.
  6. Below Live event permissions, decide who can attend your live event:
Permission typeDescription
People and groupsThe event can solely be watched by people, contact groups, or Microsoft 365 groups you name (max. 150 e-mail addresses).
Org-wideEveryone in your organisation can see the live event, even guests.
PublicAnyone can join – both people in your organisation and those external to it.  

Live event permissions

  1. Set selections below How do you plan to produce your event?
  • If you’re designing in Teams:
Recording available to producers and presentersA recording is available to producers for download for 180 days following the event’s conclusion.
Recording available to attendeesAttendees can watch the event on demand using DVR options for 180 days.
CaptionsCaptions are provided to event participants.
Attendee engagement reportYou can download a report that monitors attendee participation.
Q&AAttendees can engage with producers and presenters in a moderated Q&A.
  • If you’re using a third-party app or device:
Recording available to attendeesThis is promptly checked and can’t be unchecked. Attendees can watch the event on demand using DVR options until the event recording is clearly erased by the owner in Microsoft Stream.
CaptionsCaptions are offered to event participants.
Q&AAttendees can get involved with producers and presenters in a moderated Q&A.

Note: Microsoft Stream powers live events produced outside of Teams, so an organizer needs a valid Stream license to produce an event that way.

  1. Press Schedule to insert the event to your and your event group’s calendars.

Note: Once the event is scheduled, be sure to make any changes to it in Teams. Don’t edit this event in Outlook.

Important: This process doesn’t invite attendees to your live event! To learn about best practices for inviting attendees and announcing your live event, see Invite attendees to a Teams live event.

Want to know more?

Teams live event overview

Produce a live event

Produce an external encoder live event

Present in a live event

Live event organiser checklist

Invite attendees

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