Organizing teams live event? Extensive Guide

Now that working from home is the norm, everyone is gradually starting to find their way to Microsoft TeamsOne of the handy communication tools contained in the Office 365 & Microsoft 365 This application allows you to collaborate even more efficiently (remotely) with your colleagues. In addition to the many known features - such as sharing documents, chatting, starting up video conferences, ... - you can also Organizing Live Events through TeamsSuper handy if you want to give webinars or a presentation without too many 'live' interactions from others!

How to set up a Team Live Event?

As the organizer of a Live Event, you are in full control. If you really want to be in contact with your participants in an interactive way, it is best to opt for a regular team meeting. This gives the participants a little more freedom, but offers less control during the online session to the organizer. See the comparison between a Team Live Event and a Team Meeting.

Attention: in order to set up a Teams Live event you need to have the right license: an Office 365 Enterprise E1, E3 or E5 license or an Office 365 A3 or A5 license.

What should you pay attention to when creating a Microsoft Teams Live Event?

  1. There are several roles available to organizers, namely: producer vs. presenterDepending on the chosen role, you can set up, share and moderate certain things before or during a Team Live Event.

    Can start and end a Live Event Cannot start or end a Live Event.
    Can choose to share 1 or 2 sources with the participants. Important: once you have clicked on 'start', you cannot switch to 1 or 2 sources. You choose beforehand whether you only want to share content (e.g. demo environment or presentation) with or without video (e.g. your webcam). Can share content (e.g. a presentation), but the producer must prepare it for streaming for the Live Event.
    You can publish or delete questions asked in the Q&A chat function in the 'New' tab and then answer them in the 'Published' tab, so you can easily answer each question separately or send a message to all participants via the chat. You can publish or delete questions asked in the Q&A chat function in the 'New' tab and then answer them in the 'Published' tab, so you can easily answer each question separately or send a message to all participants via the chat.
    Can the background of the webcam not fade away. Can blur the background of the webcam.
  2. In the settings, choose for which persons the live event should be available: persons & groups, the entire organisation or publicly.
    • Individuals & groupsOnly specified persons and groups can watch the live event.
    • Whole organizationOnly persons within your organization can participate in the live event (registration is required).
    • PublicThe live event is accessible to everyone who has the link, including people outside your organization.
  3. In the settings, choose in advance whether you want to record the live event and whether the recording Only for the producers and presenter(s), or also for the participants. By default, both options are ticked.
  4. If you want to know who participated in the Live Event, activate the 'Invited Invitation Invitation ReportThis is checked by default in the settings when setting up a Live Event, so you can find out who was present during the online session after the live event as an organizer.
  5. Don't forget 'Questions and answersThis is not ticked by default when setting up a Live Event. Only if you activate it will there be a Q&A chat feature are available during the live event. If you don't activate this, questions can still be asked via the regular chat function, but as an organizer you will not be able to moderate the questions. In other words, every question asked will be published automatically and you will not be able to answer every question (clearly) separately. Your answers will also be published automatically as a general message to all participants.


Live event as producer or presenter

The role that an organizer has within a Live Event not only affects the possibilities they have within the online session. At the back, the live event is also displayed differently. For example, a producer sees two windows to set up the session and a presenter sees only one window.

Review webinar:

Our licensing specialist Ines Van Hoof takes a look at some smart savings using example scenarios.

This is what you see as a producer:

This is what you see as a presenter:


What does an attendee or participant see?

The participants of the live event will only see the presented content. This can be a presentation only (1 source) or a presentation with video display (2 sources). If you choose to share 2 sources with the participants, for example, they will see your presentation on the left and your webcam on the right.

KNOWLEDGE: If you, as an organizer, regardless of your role, answer a question, a participant will see that a 'moderator' has answered the question. This looks very professional, especially if you organize the Live Event with several people within your organization. This way, both the producer and the presenter can answer the question without the participant seeing who (name) answered the question.

Reports & recording of Live Events

As soon as a Live Event is finished, you can download numerous reports as an organizer, which offer a wealth of information and can be found: Go back to the live event in your calendar (via Teams) and there you can find the recording as well as the overview of the reports:

  • Report with questions & answersso you can easily review all the questions asked.
  • Report on Invitee InvolvementFind out who took part in your Live Event, because during the live event you can only see how many guests are participating.


You recording of the live event can be shared in two ways:

  • You can download and upload the recording via your desired channel (e.g. YouTube, Facebook, LinkedIn, Microsoft Stream, your own site...) to share it with others.
  • By clicking again on 'participate in the online session', participants (and guests who could not attend) can completely re-visit the event at their own pace.

(!) Please note that the recording only remains available for 180 days.

Comparison: Teams Live Event versus Team Meeting


Microsoft Teams Live Event

Microsoft teams meeting

Maximum number of participants  until 10,000 attendeeswith a duration of up to 4u Until 300 Participants
Participants visible: Number of guests without a name visible during the Live Event. For more information you can download the report afterwards. Number of guests directly visible with name during the
Team meeting.
Interaction participants via chat function: Questions can be asked via the Q&A chat function.
(must be activated in the settings).
Questions can be asked via the regular chat function.
Interaction participants via microphone and video: No video, no microphone.

Participants are not able to ask questions through the microphone or use their camera.

With video and microphone.

Participants can choose whether to turn on their camera or microphone. The organiser can mute them individually, but everyone can at any time reactivate their microphones, so questions can always be asked via the microphone during the call.

Moderate posed questions via chat function: Questions can be moderated easily & conveniently. The moderators/organisers have to publish the questions and can then answer each question separately.

WEETY: You can also post a general message visible to everyone in the Q&A chat feature.

Questions cannot be moderated by the organizers. Every question asked via the chat function is automatically published. It is also not possible to answer every question separately.
Recording online session: A Live Event is recorded by default (automatically ticked in settings) and can be reviewed via the participation link or downloaded and shared by the organizers.

WHEETHER: during a Live Event, a participant can easily rewind if he/she has missed something.

A team meeting is not included by default.
This should be clicked on by the organizer of the meeting
(via the three dots in the display) at the start of the meeting.
Real-time interaction Since attendees can pause and/or rewind, it is NOT possible to use e.g. interactive quizzes (such as Kahoot or Menti ) or apps that require real-time interaction. Some will -without realizing it- watch images from 10 seconds or even 10 minutes ago. You can easily organize and follow up interaction through your audience.

In short, if you want to give a webinar or online presentation to people outside your organization in a professional way, then Microsoft Teams Live Event If you have any questions about Microsoft Teams or specifically about Teams Live Events, our specialists will be happy to help you.

vat no.*

"If you want to give a webinar or online presentation to people outside your organization in a professional way, Microsoft Teams Live Event is highly recommended".

Written by:

Our Solutions