Schedule a live event in Microsoft Teams

If you are the organizer of a live event, you can schedule it in Teams the same way you schedule a regular Teams meeting. This process will add the live event to your and your event group's calendars. After that, you'll need to invite the attendees.      

1. In Teams, select Calendar   from the panel on the left.

2. Select the dropdown arrow next to New meeting   and choose Live event.

   Note: When you schedule a live event, you'll be prompted to continue scheduling in classic Teams for web. 

3. Add meeting details

   • In the Invite people to your event group field, add people who will present and help produce the event. The event group can consist of anyone inside or outside your org. Just don't invite attendees at this point—you'll get a link to share with them later. 

4. Select Next.

5. Under Live event permissions, choose who can attend your live event:

   Permission type	Description
   People and groups	The event can only be watched by individual people, Microsoft 365 security groups, or Microsoft 365 Unified Groups you name. You can specify up to 150 individual email addresses, security groups, or unified groups. Distribution lists are currently not supported.
   Org-wide	Everyone in your org can watch the live event, including guests.
   Public	Anyone can join – both people in your org and those outside of it.

6. Make selections under How will you produce your live event?

   • If you're producing in Teams:

     Setting	Description
     Recording available to producers and presenters	A recording is available to producers for download for 180 days after the event is over.
     Recording available to attendees	Attendees can watch the event on demand using DVR options for 180 days.
     Captions	Captions are available to event participants.
     Attendee engagement report	Download a report that tracks attendee participation.
     Q&A	Attendees can interact with producers and presenters in a moderated Q&A.

   • If you're using a Teams encoder:

     Setting	Description
     Recording available to producers and presenters	Available and will be stored in the organizer’s OneDrive. It will be managed by the organization’s OneDrive storage retention policy.
     Recording available to attendees	Available to attendees in Teams.
     Captions (encoder captions or post-event AI captions)	Captions are supported if you’re using an encoder that supports CAE 608 captions.
     Spoken language (for post-event captions)	English and Spanish are only spoken languages currently supported for post-event captions
     Attendee engagement report	Download a report that tracks attendee participation.
     Q&A	Attendees can interact with producers and presenters in a moderated Q&A.

7. In Support, make optional changes to the URL where attendees can access support info. 

8. Select Schedule to add the event to you and your event group's calendars.

   Note: To change or update details of the live event, open the invite from your Teams Calendar, not from Outlook.