Host a Viva Engage live event

FAQ: Getting started

Q: Who can create live events in Viva Engage?

• You must be an admin in the community in which you create the live event.

• You can't be a guest user on the Viva Engage network.

• You must have a Microsoft 365 subscription that includes Viva Engage.

  • For live events produced using an external app or device, you need a Microsoft Teams or Stream license. 

    Important: Microsoft is retiring Stream live events in September, 2023. Teams live events is the successor service that allows you to create, host and produce live events within Viva Engage with the same functionality that you get with Stream.

  • For live events produced in Microsoft Teams, you need a license for Microsoft Teams. In addition, Microsoft Teams must be enabled for the producer and presenters. Select the Microsoft 365 app launcher and if there is a Teams icon, Teams is enabled.

Q: How will event producers and presenters join the event?

When a live event is scheduled, the event organizer, any co-producers, and all presenters receive a calendar invite that includes a link to join the event. Event producers and organizers can join by selecting this link or by going to the event page directly.

Q: Which communities can have live events?

A: You can host a live event in any public or private Microsoft 365 connected group. To determine if your community is a Microsoft 365 connected group, see Is my Viva Engage community connected to Microsoft 365?.

• If you create an event open to all employees, use a public community so that any community members or non-members can view and participate.

• To restrict who can join and participate in the event, use a private community, and then only members in the Viva Engage community can participate.

Q: I don't see the live event option in my Viva Engage community. Is it available for my network?

It should be, but you'll need to ensure that the community meets these requirements:

• The Viva Engage community must be a Microsoft 365 connected group. To see if it is, go to Is my Viva Engage community connected to Microsoft 365?.

• To create a live event, you must be a community admin in the Viva Engage community in which you want to create the live event.

• You can't be a guest user on the Viva Engage network.

• You must have a Microsoft 365 subscription that includes Viva Engage and Microsoft Teams.

• Microsoft Teams must be enabled for producers and any presenters. To check if it is, select the Microsoft 365 app launcher and see if there is a Teams icon.

Q: Can I create a live event in All Company?

If your network’s All Company community is a Microsoft 365 connected group, then you can host events in this community.

Q: Should I create a test live event before I do my first real one?

We do recommend doing a test live event to make sure you're comfortable with what needs to happen and the responsibilities of each team member. This is especially true for a live event that will be broadcast to thousands of people. You only need a few people to do your test, as long as you have someone in each key role: organizer, presenter, attendee, and for events produced using an external app or device, AV staff to run the mixer and to provide the encoder information. Consider creating a Viva Engage community for everyone involved in the test.

Q: Is a Viva Engage live event the same as Skype Broadcast? Why use Viva Engage for meetings or town halls rather than Skype for Business?

No, live events in Viva Engage leverage an external coder and allow for the rich social engagements of Viva Engage before, during, and after the event and is intended for internal audiences in a destination (Viva Engage) where employees already go to engage.

FAQ: Creating a live event

Q: Can the landing page for the event be customized?

You can edit the title, description, date and time for the event landing page. It will include the recording once the event has occurred.

Q: Is there an option to share a PowerPoint presentation during a live event?

Yes, you can share your screen which could include PowerPoint.

Q: What are good ways to promote an event?

A: Use the links to the event found on the event page in Viva Engage to invite attendees to join your event.

• For public communities, post an announcement in the community with a link to the event page. For wider reach, you can also post an announcement in the All Company community.

• For private communities, post an announcement in the community with a link to the event page.

• In all communities you can pin these announcements to the top of the community feed.

• Send an email with the link.

• Send a meeting invite in Outlook or Microsoft Teams containing the link.

Q: What suggestions do you have for engaging employees who may not be able to attend the event live?

View the Live Event playbook for suggestions and best practices.

Q: Can our event team moderate the conversations, or will all attendees see all the questions?

All questions and conversations will be visible within the Viva Engage community.

Q: Do I have to create a transcript or does the tool transcribe the video? How does closed captioning work after the event? 

Teams powered AI closed captioning is available in real-time during and after the event is over.  

Q: Can I create a live event in Viva Engage from my mobile device?

This isn't available yet. The ability to broadcast live video from your mobile device is coming soon.

Q: How can I cancel a scheduled live event?

1. Go to the event:

   • In Viva Engage, go to the group page.

   • In the Group Events section, select the event, and then select Cancel Event. 

FAQ: Attending a live event

Q: Can I view live events in Viva Engage​​​​​​​ from my mobile device?

Yes, you can view the event and participate in the discussion from the Viva Engage mobile app.