Information Services

Teams Live Events

On this page you will find information about Live Events in Teams.

About Teams Live Events 

Live Events in Teams allow for large scale "town hall" events which can run for up to 4 hours and allows 10,000 audience members. A typical format is multiple presenters taking turns to give a presentation and audience Q&A

The number of simultaneous live events is limited to 15 and these are scheduled centrally by Information Services Group.  Event organisers can request to host a live event using Teams in the "Request to Host a Live Event" section  below.

We recommend at least 2 weeks lead time before the main event and a practice event so that your producer, moderator and presenter(s) can familiarise with Teams Live Events.   Event hosts can request a live event in the next section below.

As with any large scale event, they need planning in advance and the event host needs to organise presenter support during the event (a producer and moderator (if audience Q&A is included).  Training is included in the Producer and presenter training section.

How Live Events work

  • Live Events have an Event Organiser, who requests that the Live Event be scheduled.
  • Live Events also have producers who support the presenter(s) in controlling the content that the audience sees during the event.
  • Live Events have designated presenter(s) who deliver a presentation to the audience. 

Hint - Did you know that we can help you choose the right tool for your type of digital event?  If you're still unsure about which tool to use or you're not sure if a live event in Teams is for you then more help is on hand using our "Online and Digital Events tool selector".

Request, Update or Cancel a Teams Live Event

Request to Host a Live Event

Given this is a limited resource and is for very large scale broadcast events, eligibile staff can request to host a Teams Live Event by filling out the form below:

Request to host a Teams Live Event

You will be asked to provide the following:

  • If you want a practice event before the real event (highly recommended)
  • Title and description of your event
  • Target date & time of your event
  • Email addresses of your presenter(s) and producer(s)
    • Note - if you intend to have an external presenter you will have to add them to a Team as a guest before requesting your Live Event (for information on how to add external users as guests, see "Can I invite guests (without a University of Edinburgh account)..." on our FAQs page).

If eligibile your Teams Live event will be scheduled for you centrally by Information Services Group Facilities.

You should now start preparing for your practice and main event, by asking your producer(s) and presenter(s) to complete the training below under "Producer and Presenter training", and by reviewing the "Planning your Teams Live Event" section. 

Update or Cancel a Live Event

You can request an update to or cancel your Live Event by filling out the form below:

Update/Cancel your Live Event

To update or cancel your Live event you will be required to provide your current Live Event title and date. 

You can requests updates to any of the following:

  • Date of your live Event
  • Start time of your Live Event
  • End time of your Live Event
  • Disable recording
  • Add new producer(s) and/or presenter(s)

Training for Producers or Presenters

Before hosting your Live Event, your producers and presenters are required to complete the following training. 

Producer Training

Producers should review the following training video before the Live Event:

Producer Training Video

Presenter Training

Presenters should review the following training video before the Live Event:

Presenter Training Video

Planning your Teams Live Event

Will the event be recorded?

Yes, events are recorded by default and the recording will be made available for download soon after your event has ended. This includes a transcript, captions and, if you have requested it, a Q&A report. These are found by opening your event from your calendar in Teams and scrolling down to the 'Event Resources' section. You can ask for recording to be turned off when requesting your Live Event.

If you want further information on the Guiding principles of recording of online and digital events, please have a look at the following page:

Guiding Principles - recording of online and digital events

Disclaimer - Once the event is scheduled the event organiser will self-manage all aspects of the event. The designated producer(s) will support the presenter(s) and the audience during the event. There is no guarantee of Information Services help during a live event.

Further information for your producer(s) and presenter(s)

Your producers and presenters should review the training above before the Live Event. However, it may also be helpful for you to provide them with some guidance and information before your Live Event.

An example of this information is:

  • Tell them exact time you want them to arrive by (make this earlier than the start time)
  • Tell them to use either the desktop or browser (Chrome or Edge) versions of Teams, as the mobile version will not work
  • Ask them to mute their microphones during the event until it is their turn to speak
  • Discuss how you want the Q&A to be moderated
  • Provide them with an outline/agenda for the Live Event. 

Moderating the Q&A

During your Live Event, your attendees will be able to ask questions. Either your producer(s) or the person you have asked to be your moderator for the Q&A, will moderate the Q&A.

There will be sections of the Q&A visible only to the producer(s) and presenter(s), one called "New" and one called "Published".

From the "New" section the Q&A moderator(s) can publish questions for all attendees to see. You should decide before your Live Event how you want to moderate the Q&A session. For example, how and when the questions will be answered, and who will answer what.

Further information and guidance on Moderating the Q&A is available in the following video:

How to moderate the Q&A

Informing your attendees 

It is a good idea to inform your attendees of the format of the Live Event before hand, as although it is very similiar to Teams meetings in the way that attendees join the meeting, the format is slightly different.

You should let them know that they can ask questions during the Live Event.

Further information on attending Live Events is available in the following video:

How to attend a Live Event

Privacy Notice

Privacy Statement – Microsoft Teams Live Events and recording

Information about you: how we use it and with whom we share it

The University provides the Microsoft Teams Live Events service to allow you to host large “town hall” style events on the Microsoft Teams platform. Your Microsoft Teams Live Events will be recorded and will be available to download after your event, either by all event attendees or only by producers and presenters, depending on your settings (your Live Event organiser should discuss these setting with you beforehand).                                                

The University uses an external company (Microsoft) to provide Teams Live Events on the University’s behalf. The University remains responsible for your Microsoft Teams Live Events recordings and will ensure they are held securely. Please read Microsoft’s privacy statement for further information on the data that Microsoft collects from you and how they use this data (https://privacy.microsoft.com/en-gb/privacystatement)​.

We provide you with the use of Microsoft Teams Live Events with the function to record your Live Event because it is necessary in the performance of your contract with us, for us to provide necessary platforms for you to complete your work, study and/or research. If you are an external collaborator producing or presenting in a Teams Live Event with the University of Edinburgh, your Live Event will only be recorded with your consent (this should be given to your meeting organiser).

Sharing Information

Your Microsoft Teams Live Events recordings will be shared with those specified to you by your Live Event organiser before the event. Your Live Event organiser should discuss with you before the event if the recording will be available to all attendees or if it will only be available to producers and presenters. The University will not share your Microsoft Teams Live Event recordings without your knowledge and consent. Only those people that you consented for your Microsoft Teams Live Event recording to be shared with and the Microsoft Teams administrator will have access to them.

When your Microsoft Teams Live Event recording is kept in Microsoft Teams and not downloaded, the recording will be retained and available to download for 180 days before deletion. When your Microsoft Teams Live Event recording is downloaded, your Live Event organiser should provide you with a retention period for this download.

For guidelines on disclosing who you will be sharing your Microsoft Teams meeting recordings with and how long you will retain the recording, please read our “Guiding Principles – Recording of online and digital events”.

Further Queries

If you want to contact someone about Data Protection, you can contact the University’s Data Protection Officer at dpo@ed.ac.uk.

For further information on the University of Edinburgh’s approach to your data protection and rights, please see the following page - https://www.ed.ac.uk/data-protection/notice.

If you have any questions about Microsoft Teams Live Events, please contact IS Helpline - https://www.ed.ac.uk/information-services/help-consultancy/contact-helpline.

If you are looking for privacy information on uploading your Live Event recording to Microsoft Stream, please read the University’s privacy statement relating to Microsoft Stream – https://ed.ac.uk/microsoft-stream (Coming Soon by the 4th September).