How To Create A Live Event

Learn how to create a Teams Live Event within OneVenue with this quick instructional video!


Creating sessions with OneVenue is easy, but it's important to consider all the parts required when creating a live event.

Unlike a Teams Meeting where everyone uses a single link to join a common chat room where everyone can talk and share their screen and video, a Teams Live Event is a structured presentation, where you have a producer who runs the event, the presenters who host the session, and an audience that watches and can only interact with a Q&A panel. While Teams Meetings are great for collaborative sessions, Teams Live Events are great for webinars, keynotes, and panels.

Let's start creating our session by clicking "Add Scheduled Item". On the General tab we can see that "Live Event" is already the selected Session Type. 

Meeting Organizer refers to the tenant admin, which most of the time will be a OneVenue admin account. However, if you had an enterprise license and were running OneVenue on your own tenant, you would have different options. For our purposes, we don't need to worry about it.

We can continue to enter details about this session on this tab, such as the title, date, start and end time, time zone (if there's more than one setup for your conference) and description.

Continuing to the Visibility tab, we can control who should see this session. For this example, we'll make this a track specific session and select our Design Track. Optionally, you could select an audience or level, if you've set these sorting options up on the Customization page. We could also further restrict this session to invite only, which would prevent attendees from registering for this session and only allow specific attendees who you select. For this example, we'll stick with "Open for all".

Let's continue to the Staff tab. Here we can add our producer and presenters, but we'll need to make sure they're registered in the conference first. For now, I'll add myself as a producer. Scrolling down, we can see our meeting settings. We can enable or disable the internal chat, control who can bypass the lobby on the backend, and adjust the settings of the session to best serve our needs.

Some important settings are: recording enabled and record automatically, which records the session for later viewing; the attendee report which contains detailed information about attendee engagement with the session; question and answer (or Q&A) which allows your attendees to submit questions that would then be moderated and responded to publicly or privately by your presenter; and video-on-demand, which allows attendees to re-watch the session after the fact.

Finally, we have closed captioning. OneVenue's integration with Teams gives us incredible translation options for our sessions, providing up to seven closed captioning tracks from over 50 languages! 

Let's enable captions and scroll down. We'll need to select the language that will be spoken during this session. I'll use English for this example. This will automatically give us closed captioning in this language. We can now also add up to six additional closed captioning tracks. To do so, simply select the language in the dropdown and click Add. Once this is done, we can click Create Activity.

Any time we make changes to sessions, we'll need to make sure to click the orange "Sync Conference" button so that OneVenue can push the changes to the Teams events. This will also email the back-end Teams invites to your producers and presenters, which they'll use to access the presenter or producer view.

Since we haven't added our presenter yet, let's go ahead and take care of that now. The first thing we'll need to do is make sure they're registered in the conference. Let's head to the Attendee Manager page. Here, we could search our attendees to see if they're already registered, or add them by clicking "Add Attendee".

Enter the email and click "Lookup". OneVenue will try to pull their information from their account and autopopulate these fields. If none is found, simply enter it in manually. Since this is a presenter, I'll make sure to change their role to Coach and select the track. Once complete, click "Add Attendee".

We can now go back to the Scheduler, edit the session, click the Staff tab, and add them to the session. We'll enter their email, click "Add Selected User", and make sure their role is set to Presenter. Click update and click the big orange "Sync Conference" button to push the changes and invite our presenter!

If you're using the optional Speakers page, you'll want to create a speaker profile for this presenter and add them on the Speakers tab of this session as well. More details on this process can be found in the "How To Create And Manage Speakers" video.

That covers the process of creating a live event, adding producers and presenters, and updating the conference. For more information on how your producers and presenters will join the event, please refer to the other videos on our knowledge base, and if you need additional help with this process please reach out to your Customer Success Manager.