Guidance for delivering Virtual Events

This guidance has been created to assist event organizer, technical producers, IT professionals and content creators deliver virtual events. It is organized by role and event delivery phase. We are regularly updating it with best practices, integrating new product features and guidelines to ensure your success.

Download the playbook

Download the full playbook

The full playbook is available in PDF format for your use. View the segment below by role or review the entire set of content for our most popular scenarios. Scroll down to see the top playbook content broken down by role.

Join our community

Producing events is a new skill for many people. Join others who are learning just like you in our Virtual Event community. Ask questions, meet experts and expand your talents in this important area.

Guidance by role

Each person on an event production team has a particular role to play in delivering a successful event. Some events are self-produced and you may be filling multiple roles in your organization. Ground yourself as an organizer and then move through the other guidance for before, during and after your event.

Each individual or team involved in virtual events should review our playbook overview that will set the tone and context for delivering inclusive, accessible and useful events for your audience.

Organizers

You are the main host of the upcoming event. You will work with technical staff, presenters, event sponsors and ensure an engaging attendee experience.

Download our Virtual Event Organizers checklist to manage all your tasks.

Download playbook sections especially for Organizers including common scenarios types, how to avoid common issues and step-by-step views for configuration

Producers

Technical producers manage the technology involved in your broadcast. Often in small to mid size events the organizer and the producer are the same person. In large scale productions this is a dedicated role with the required technical acumen. Producers should work hand in hand with the relevant IT professional staff to ensure network & service readiness for your event.

TIP: If using Microsoft Teams meetings to produce your event you may want to designate someone to play the producer/moderator role to better cue speakers to switch between content sources or managed a unified presentation.

Download playbook sections especially for Live Event Technical Producers

IT Professionals

Your IT administrator should be engaged before producing events to be made aware of your plans. They will ensure the health of your network, your service configuration and support you in having a successful event. Even with our current distributed workforce its a wise idea to engage with IT early in your planning process.

Download our IT Guidance for virtual events

For IT Pro’s:

Presenters

Giving an engaging online presentation isn’t easy.  Support your presenters with training and use our best practices for computer, environment and video setup.

Download our playbook sections especially for Presenters

Download our Record from Home checklist

Attendees

Understand the attendee experience for both meetings and Live Events, including the guest experience.

Download our Virtual Event Attendee Guide

Moderators

Whether large or small moderators are the special component that drive audience satisfaction and simplify the experience for your presenters.  They manage the conversation between the two and ensure questions are captured, prioritized and shared with your presenters.

Download our Event Moderator best practices guide and checklist

Guidance for everyone

Our playbook is organized by role and event phase. Download our Microsoft Virtual Event Playbook to get started!

Compelling virtual events are easier than ever

Using Microsoft Teams, Live Events and the full capabilities of Microsoft 365 you can deliver small, medium or large scale virtual events to connect with employees and customers.  Communication is critical and easily leveraging these digital tools can help you invest in the important relationships that make your business thrive.

Live broadcast – from home

Microsoft is committed to ensuring that you can reach the people that are important to your business from any location.

  • Use Microsoft Teams to have interactive, two-way discussions up to 300 people
  • Use Live Events to broadcast to large scale audiences up to 20,000* and support moderated Q&A
  • Use Office apps, SharePoint and other Microsoft tools to deliver beautiful, interactive content

Professional broadcast capabilities are achievable with additional features for video stream ingestion and streaming.

*View our notification about Live Event limit increases.

Tell your story with our tools

Virtual events aren’t about the technology. They about what you want to communicate.  As you design your event prioritize your storytelling skills and use additional methods to drive engagement with your audience. Let your event fuel connectivity in three key ways:

  • Inform & engage with news, announcements and employee/customer engagement
  • Capture & share knowledge across your team, organization or industry
  • Enrich collaboration by providing more authentic and effective communication and extending your reach to web & mobile devices

View the story of how the Microsoft Events team alongside Microsoft Teams Engineering used these principles to transform our annual developer conference into a virtual event.

Building Build: Microsoft’s developer conference goes digital

Use our Virtual Event playbook

Get up to speed quickly with our Virtual Event Playbook that captures our best practices for using Microsoft technology to engage with your customer and employees. It includes:

  • Organizer checklist
  • Technical producer readiness guide
  • What IT needs to know
  • Presenter and moderator guidance
  • Ideas for building communities to continue engagement
  • Pitfalls to avoid

We’re all learning, together.

Microsoft continues to lead the way providing easy to use tools and assistance through our Live Event Assistance Program (LEAP) for large scale events.

Virtual Event Success Stories

The Microsoft community at large is full of passionate, talented people who come together frequently to share knowledge.  In the current environment that is not possible.  Read the stories below of people who used our technology to continue to nurture these important communities and deliver on the promise of an engaging digital event.

Adis Jugo and the entire organizing team of Galactic Collaboration Summit have shared their knowledge about producing a multi-day, multi-track virtual conference in a CollabMagazine article entitled, “Organizing a multi-track virtual conference with Microsoft Teams Live Events: a technical playbook and lessons learned.”  While some information is for advanced technical producers other information about pre-recording sessions and the need for pre-production time are tidbits of knowledge everyone can benefit from.

Get connected with our M365 learning pathways partners