6 more lessons from Teams Live Events

After producing two Live Events for our “Convention bureau”, and sharing the lessons learned, I thought I knew it all!
So for another event, I handed over the producer role to the organization. One of our psychiatric nurses was eager to try it. I briefed him and his presenter colleagues, told them how it works, what to do and what to think of during presenting.

I told them that switching presenters was a bit of work, as you can not “line up” the next presentation properly and wait for the proper time to make it live. (Presenters overwrite each other, so changes of presenter are messier than I had expected)

But they already had a solution.

1. Switch less by making one big presentation

That was clever. They collected all research slides as well as the intro and break slides into one big PowerPoint, and shared that on one laptop. As the presenters were in one room, it meant that each presenter in turn walked up to the laptop, cleaned keyboard and mouse (COVID-19!) and gave their presentation. The producer only had to switch layouts to start and end each break.
This can certainly not be done in every situation, but it worked here and made the producer’s work much easier.

2. You can not organize a Live Event with a F3 license

After my run-through, the producer wanted to create the Live Event, but he did not have the option.
That was an unpleasant surprise, but it was later confirmed in the Microsoft information.

If you have an F3 license, you do not see the dropdown option to create a Live Event

As it turned out, you can produce and present with the F3 license, as long as you use the desktop app. Everyone in my organization has the desktop app, which makes things a lot easier.

3. Attendee’s devices may go to sleep during a long break

I have not seen this myself, but apparently, after a 30-min break, the “crew” got some messages that people had to go into the meeting again because their devices had gone to sleep.

4. The attendee report of public events does not show names

The first two events were scheduled as in-company events, where people had to log on. The attendee report then shows the log-in names of attendees.

However, our Convention Bureau really wanted public events as there are often externals who like to join, e.g. teachers or peer organizations. When they switched to a public event, they expected the same type of attendee report and they were disappointed to see only IP-addresses and no names. Which is a bit of a no-brainer as you just click the link to a public event, without having to specify your name, but they had not thought of that.

The attendee reports are needed to give our students “study points” so I suggested to use a Form to collect attendee names, with the following process:

  • employees only
  • record names
  • one question (e.g. satisfaction with the event until now, or any other question, as long as you get the name)
  • limited time to complete, using expiry date and time the same as, or earlier than, the event end time (to minimize the chance of foul play 🙂 )
  • distributed via the Q&A in a break with an explanatory message
These could be the settings to collect attendance from employees

5. Externals with a Microsoft365 account can present

If you have any external presenters (we have them frequently, e.g. university professors) who have a Microsoft365 account from their employer: they can present, as long as that account has been invited and they use the desktop app. And I think they also need to be a guest in your tenant, but I will need to check that.
This same account (a guest) can also produce the event, but needs to be admitted by an internal presenter/producer, so you will always need at least one internal presenter.

6. Externals without a Microsoft365 account can not present

So it makes sense to check with any external presenters if they have a Microsoft365 account – an Outlook.com email address is not sufficient. In case this happens, they may need to present from someone else’s laptop.

Expect more lessons!

As we will have to live with the COVID-19 measures for some time, I expect we will use Live Events more and more. I also expect more lessons as we have a number of event types that need to be moved online.

3 thoughts on “6 more lessons from Teams Live Events

  1. curtica October 5, 2020 / 12:23 pm

    Helpful tips! I’m confused by number 4, the attendee report. Why do you need the form since the attendee report already shows the logged in names of the people within the organization. Wouldn’t you want the form completed by the external people (anyone with the link can respond)? Thanks!

    • Ellen van Aken October 6, 2020 / 2:30 pm

      Hi, thank you for your comment. I have just checked it again, but if you have a public event, the names of attendees are not shown in the attendee report. For an in-company event, they are shown because everyone needs to log on.
      In our case, the employee names are important; these are students who need to attend to get their number of “study points”(not sure if that is a good word) and we need to know who has attended and who has not. External attendees are not that important for this purpose.
      I will do some more checks though. We have not had that many events yet, so I am still learning!
      Cheers,
      Ellen

      • curtica October 6, 2020 / 3:41 pm

        Got it. We’ve only done internal events so far, so hadn’t run into that issue.

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