Tips for setting up large meetings and events in Microsoft Teams

Set up a large meeting or event 

First, based on the type of meeting or event you want to host, schedule a Teams meeting, webinar, or town hall.  

Then, in meeting options, adjust the following settings for optimal experiences: 

• In Roles   > Who can present, select Specific people. Then, select Search for participants. Choose presenters for your meeting (from your org or trusted orgs only).

  Note: During a meeting, presenters can promote attendees to the presenter role. 

• In Recording & transcription  , specify Who can record and transcribe. Turn the Record and transcribe automatically toggle on to make sure every part of your meeting or event is captured in the recording. 

• In Participation  : 

  1. Turn the Allow mic for attendees toggle off to prevent audience interruptions. If someone needs to interact during the meeting, either allow them to unmute when they raise their hand or change their role by hovering over their name and selecting More options  . 

  2. Turn the Allow camera for attendees toggle off to keep the focus on presenters and shared content only. When needed during the meeting, allow video for a specific attendee or everyone. 
     
     To learn more, see Manage attendee audio and video permissions.  

• In Production tools  ​​​​​​​: 

  1. Turn on the Enable Green room toggle to allow presenters to join early and check their audio, video, and content sharing before attendees are admitted. To learn more, see Using the green room in Microsoft Teams. 

  2. Turn on the Manage what attendees see toggle to manage how content is shared. To learn more, see Manage what attendees see in Microsoft Teams. 

  3. Select Save. ​​​​​​​

• Breakout rooms can’t be created in meetings that have more than 300 attendees, even if the number of attendees drops to fewer than 300 during the meeting. Also, creating breakout rooms in a meeting automatically limits capacity to 300 attendees. 

Encourage attendee engagement 

Help your attendees get the most out of your meeting or event by encouraging their participation.  

• Remind and encourage attendees to raise their hands before speaking and to use live reactions.

• Create polls during the meeting to get real-time feedback from attendees.

• Turn on Q&A to allow presenters, organizers, and co-organizers to take questions from attendees and answer them in real time.

More best practices 

• For the best experience attending large meetings and events, attendees should use the latest version of the Teams app on a desktop or mobile device. To learn more, see Update Microsoft Teams.

• After hosting a successful event, create a personal meeting template in Microsoft Teams to save and reuse all your configured settings.

Need more assistance? 

Microsoft Teams Event Services can provide more support with planning or running your large meetings and events. To learn more, see Microsoft Adoption. 

Related topics 

Meeting options in Microsoft Teams

Tips for presenting in large meetings and events in Microsoft Teams

Tips for producing large meetings and events in Microsoft Team