{"id":53351,"date":"2025-09-25T16:24:45","date_gmt":"2025-09-25T14:24:45","guid":{"rendered":"https:\/\/www.itaf.eu\/?p=53351"},"modified":"2025-09-25T16:27:16","modified_gmt":"2025-09-25T14:27:16","slug":"how-to-organize-microsoft-teams-town-hall","status":"publish","type":"post","link":"https:\/\/www.itaf.eu\/en\/how-to-organize-microsoft-teams-town-hall\/","title":{"rendered":"How to organize Microsoft Teams Town Hall"},"content":{"rendered":"

Did you know that Microsoft Teams now includes a Town Hall feature designed specifically for hosting large-scale, company-wide meetings and announcements?<\/p>\n

The platform you use every day for collaboration now includes a modern feature that allows you to reach large audiences, share key organizational updates, and interact with employees in real time.<\/p>\n

Microsoft Teams Town Hall possibilities<\/h2>\n

Microsoft Teams Town Hall is a feature designed for professional broadcasting of video, presentations, and meeting content to large groups.<\/p>\n

Town halls can host up to 10k attendees, or up to 100k attendees with Teams Premium.<\/p>\n

Scheduling<\/h3>\n

Scheduling a Town Hall is done directly through your Microsoft Teams calendar. To create one, click on New Meeting and select New Town Hall. During the setup, you can assign roles to other participants within your organization by inviting them as presenters or producers, while the person scheduling the Town Hall becomes the organizer and retains full administrative control throughout the event.<\/p>\n

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When setting the time frame, remember that organizers and producers can join the Town Hall in advance to prepare screens, test audio and video, and adjust layouts before going live. It is recommended to schedule the end time a bit later than expected, in case the Q&A runs longer, or unforeseen technical issues occur.<\/p>\n

Unlike Live Events, however, a Town Hall can be restarted within the scheduled window if it ends earlier than planned.<\/p>\n

Event roles<\/h3>\n

In a Microsoft Teams Town Hall, the organizer is responsible for scheduling the event, assigning roles, managing permissions, and sending invitations.<\/p>\n

By default, the Organizer is the person who created the town hall.<\/p>\n

In Event group > Co-organizers or\u202fPresenters from your org, search and select other people who will help manage the town hall. You can also add external presenters.<\/p>\n

Organizers still have the option to share the link manually through Teams, email, or other communication channels. As part of the scheduling process, the organizer assigns roles to presenters and producers and defines attendee permissions.<\/p>\n

Note:\u202fCo-organizers will have most organizer capabilities but can’t change Details (date, time, etc.). Presenters will be able to speak and share content during the event.<\/p>\n

Event access<\/h3>\n
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  1. In Event access, choose\u202fwhether your event will be available to Your organization, Public, or People and groups.<\/li>\n
  2. In Invite attendees,\u202fsearch and select people and groups you want to invite.<\/li>\n
  3. Select Save to\u202fapply changes and continue customizing your event.<\/li>\n<\/ol>\n

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    Add external presenters<\/h3>\n

    Easily add up to 20 presenters from outside your org to your town hall.\u202f\u202fExternal presenters are presenters who are anonymous, outside your org, or don\u2019t use Teams.<\/p>\n

    When you add an external presenter, they’ll receive a unique join link that will allow them to enter the event without waiting in the lobby. Anonymous presenters won’t need to sign in with a Microsoft account; they can join using the link and type in their name before entering.<\/p>\n

    To add an external presenter:<\/p>\n

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    1. Select Calendar Teams Calendar tab icon\u202fin Teams.<\/li>\n
    2. Double-click an upcoming town hall.<\/li>\n
    3. Select Edit\u202f Edit icon.<\/li>\n
    4. In\u202fDetails, select Add external presenters.<\/li>\n<\/ol>\n

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      Notes:<\/p>\n

      External presenters should not forward their links. They are able to join using the same link on up to 3 devices.<\/p>\n

      If a guest hasn\u2019t successfully authenticated when joining the event, they’ll be placed in the lobby. From there, an event organizer or presenter can approve or deny their request to join the event.<\/p>\n

      Requirements and supported platforms<\/p>\n