Virtual Events and Webinars topics

Customizing Participant Data in Teams Meetings

dtruzman1 — Tue, 21 Apr 2026 18:23:34 GMT

Hello,

I have a Teams Premium account, and I would like to customize the participant data. Most of the participants are outside of my organization. Ideally, I would like participants to add their full names as well as their department when they log into the meeting. Otherwise, I am having to ask participants to add that information into the chat, and they don't always do it. What is the best way to achieve this?

Thanks,
David

The webinar description has disappeared from the registration page.

AleksandrEKUK — Fri, 13 Mar 2026 12:06:31 GMT

Today I discovered that the seminar description has disappeared from the registration page for our seminar. The description itself is in the original form in Teams desktop, but it is missing from the registration page. The same thing happens on registration pages for events from other organizations. I'm attaching screenshots. For example ISWA public seminar.

Please help us with a solution, we need to have a description of the event on the registration website.

Delayed emails when registering for a Webinar

AM3 — Fri, 06 Mar 2026 17:40:24 GMT

We are seeing delays with receiving the emails with the meeting link after registering for a Webinar. It is taking around 7 minutes for the email to appear. This is the case with various email domains. Also, Gmail users are consistently receiving the email in their spam folder.

When guests are not permitted to join a Teams call

ux0042 — Thu, 07 Aug 2025 15:05:02 GMT

I organize Teams meetings with external guests, and I use an Azure Microsoft 365 group my org manages to grant permission to join the call. There are certain domains that get the above message. They are not given any option to log in as a guest, as they should. The message is ambigous in that it doesn't state which org policies are being enforced - the guest or the meeting organizer's.

Is there anything on my org's side that we can do?
Or, is it entirely on the guest's side that they have some our tenant blocked
- If it is on their side, I wish I could give them some instructions to troubleshoot. My org's IS has been unable to solve the issue.

Confidentiality during Microsoft’s support for Webinars, Townhalls under LEAP program

AyushShukla — Wed, 30 Apr 2025 14:58:01 GMT

I’m reaching out to inquire about the confidentiality practices followed during Microsoft’s support for webinars, townhalls, and large-scale meetings under the Microsoft 365 Live Event Assistance Program (LEAP).

As per the program details, Microsoft offers guidance and live assistance before and during events. In this context, I would like to confirm:

What confidentiality and data protection measures are in place during this engagement?
How is sensitive organizational content (such as internal discussions, executive communication, or client data shared during events) handled by Microsoft engineers or support staff?
Are support personnel under NDAs or bound by Microsoft’s internal compliance framework when participating in rehearsal and live support sessions?

We highly value privacy and information security and would appreciate written confirmation regarding the safeguards implemented during your assistance with such events.

Looking forward to your response.

Audio quality when using Teams Townhall with rtmp-in.

initialc — Wed, 02 Apr 2025 23:18:16 GMT

Hi everyone

I have broadcast a live music (orchestra) concert using Teams Townhall with rtmp-in (using Blackmagic Design web presenter).

When I checked the archive recorded on Teams, I realized that the volume of the music is being ducked automatically. All my audio sources are mixed down with a professional digital mixer before streaming to Teams so basically they have a good balanced.

I have another back-up recorded data and it does not have the same problem, so i think it is caused by the algorithm of Teams, and even if I am using an external encoder??

Is there a method to fix this problem?

I have compared the data recorded by the external device and teams. The ducking is quite obvious.

Upper: Recorded by external device
Lower: Recorded on Teams Townhall

Thank you

Cheers

Carson

Webinar - Attendees Joined 3 Different Calls

mccalam — Thu, 27 Mar 2025 18:05:24 GMT

Hello!

I facilitate a monthly call and I've been instructed to schedule the call through my personal calendar as a TEAMS Webinar. The invitation is sent to 1500 colleagues. IT instructed me to send out three different Outlook invites due to the maximum limit of 500 recipients. I then take the webinar call details and I copy the call in details into the three separate outlook invites.

This past week when colleagues started to join the call some called into the January meeting/started a chat, some called into the February meeting/started a chat and come called into the correct meeting. Those that dialed into the incorrect calls (January and February) were unable to join the correct March meeting. Even after I copied the event link in the Webinar invite they were unable to join. It asked them to register for the event, but then gave them an error.

Even stranger, I set up the Outlook invite by business unit, the incorrect meeting chats for January and February each had colleagues from all three business units.

Can you confirm, is the webinar the best application and is it true that I must set up the webinar in my personal email and copy it over to an outlook invite? In my research, it looks like the limit for a meeting invite is 5000 in outlook, not 500. Can you also confirm?

Unexpected SharePoint Access Alerts in Microsoft Defender after Teams Premium Webinar Publication

TatiWe — Thu, 27 Mar 2025 13:22:14 GMT

Dear experts,

We recently published a video recording of a Teams Premium Webinar via the platform https://events.teams.microsoft.com.

Shortly after publication, Microsoft Defender issued alerts indicating that there were access attempts to our SharePoint environment – apparently triggered by external participants or recipients of the webinar recording.

The video was published exclusively via the event page mentioned above, and we did not knowingly use SharePoint or OneDrive as a source.
Therefore, we kindly ask for your support in clarifying the following questions:

Is there any background linkage between the Microsoft Events platform and SharePoint or OneDrive that could explain such access patterns?

How is it possible that these SharePoint access alerts occurred, despite the video being embedded or streamed solely through the Events platform?

Are there any known scenarios where the Events platform indirectly triggers access to SharePoint resources?

Can you assist us in narrowing down the root cause of the Defender alert (e.g. by providing access to logs or relevant configuration insights)?

We appreciate your support and look forward to your response.

Kind regards,
Tatjana

Town Hall forced producer view for Teams Room

jjanis — Tue, 11 Mar 2025 21:52:21 GMT

Teams room accounts added as presenters to a Town Hall are joining the meeting in the co-organizer view, no matter what role was assigned. Prior to 03/10/25, Teams Room could join as presenter and had meeting view control.
Some change seems to have taken place over the weekend, and now even room accounts scheduled as external presenters are joining in the co-organizer view. The in-meeting change view button is now blocked during a the Town Hall.
Has anyone else seen this or know about the change?

Townhall meetings unable to disable attendee response

Icebeamer — Thu, 06 Mar 2025 22:17:51 GMT

Hi,

Is there a way to disable the email notification response for when attendees accept/decline the townhall meeting? I know I can disable the email entirely but this option prevents me from adding a distribution list or attendees directly into the townhall meeting setup in teams.

Is adding a link to the townhall meeting and putting it in a seperate outlook calendar meeting the only option to not get the response from the meetings? Why is this not disabled by default? Townhall meetings are meant for large numbers of attendees. Nobody wants 800+ notification emails in their inbox.

Please let me know if there is another way to do this.

Please introduce Recurring schedules for Webinar

BaldRickB — Thu, 23 Jan 2025 09:01:22 GMT

Hi,

We're moving towards using Teams more predominantly for virtual events and teaching. In some cases, it would be useful to use the registration features available in Webinar but have that govern a course which spans 10-12 weeks at a couple of hours per week. As registration has been removed as an option from Teams Meetings, can the ability to set recurring Webinars within Webinar Scheduling be introduced?

Cheers

Rich

Disable chat Join and Leave notifications

ux0042 — Thu, 05 Dec 2024 13:54:18 GMT

For a recurring Teams meeting with hundreds of invitees, the Chat will fill up with useless notifications such as '<Person> has temporarily joined the chat' (see attachment).

Is there some way I can turn off these join and leave notifications? The number of messages makes the Chat completely useless.

I use the Q&A panel during the call and have Chat turned off. After the call I will turn Chat on temporarily in order to post a message. This doesn't seem to affect the Join and Leave notices though, the notices will be published in the Chat even when Chat is off.

Assistance on Microsoft Townhalls, Live events and Webinars

Susheel_Dogra — Wed, 12 Mar 2025 12:45:02 GMT

Dear All,

We hope you're enjoying our new Teams Town Halls! To further support your event experience, we’re excited to introduce the Microsoft Live Event Assistance Program (LEAP)—a complimentary service designed to help you seamlessly plan and execute your events (New Teams Townhalls, Live events, Webinars)

What Does LEAP Offer?

This free program connects you with Microsoft event experts who can assist with:

Training and demos
Configuration support
Assistance before, during, and after your Town Halls, webinars, or live events

Whether you're transitioning from Teams Live Events to Town Halls or planning future events, our team is here to guide you every step of the way.

How to Access Free Support

To receive assistance for your Microsoft events, simply log a support case with our experts. Please bookmark or update the following links to submit your request:

Important Notes for First-Time Users

Profile Creation: On your first visit, you may be prompted to create a profile.
If redirected to a form that doesn’t mention LEAP, simply revisit Live Event Assist after profile creation.

When submitting your support request, please follow these guidelines:

Product Family: Cloud and Online Services
Product: Live Events Assistance Program (LEAP)
Support Type: Professional No Charge
Issue Description:

Title: Live Events Assistance Request
Event Date and Duration
Event Location

Note: Use your work contact details (corporate email). Personal accounts such as Outlook or Gmail are not supported. If you're an event attendee, please contact your event host for assistance.

Additionally, our team can assist with Microsoft eCDN-related queries.

Learn More

To explore the full benefits of the LEAP program, visit: Microsoft Virtual Event Guidance

We look forward to helping you make your events a success!

Townhall recording for in-org-guests

TobiasKinzner — Tue, 22 Oct 2024 19:39:28 GMT

I set up a Town Hall in Microsoft Teams and invited the members of a Microsoft 365 group. This group also includes guests who do not have a business, school, or university account. All participants can open and join the Town Hall via the link in the email invitation. Once I publish the recording after the Town Hall ends, all invitees receive another email informing them that the recording of the event is available. However, only people with a business, school, or university account can access the recording (VOD) via the link provided. If I alternatively provide a link for people with existing access through my OneDrive in the “Recordings” folder (shared with all members of the above Microsoft 365 group), access to the recording is possible. Is there a way to enable access to the VOD for people who do not have a business, school, or university account?

No access to chat in Town Halls

oltunska — Fri, 18 Oct 2024 06:54:09 GMT

hello, we tried to use Town Halls and see that every attandee can see chat but noone can write there anything. Chat availiable only for presenters. Why is it so?

Entra Groups and managing Access to Teams or Town Hall

ux0042 — Thu, 17 Oct 2024 11:59:08 GMT

Wouldn't it be great if there was a way to grant access to a Teams or Town Hall meeting using an Entra ID Group without inviting all the users in the Group? This way you could send the meeting link to users in the Group as needed. For large organizations with many external partners managed in Entra, this would be very beneficial. This can be done already with the meeting recordings in Stream via the Share button.

Town Hall vs Live Events

MichelleT5 — Wed, 16 Oct 2024 17:47:09 GMT

Please bring back some of the beloved features of Live Events into Town Hall or just make these improvements:

1. Ability to end the live broadcast and debrief with presenters behind the scenes when the event has concluded

2. Ability to sort published questions in different ways (# of likes, first in vs last in)

3. Ability to reply to questions In Review / Dismissed so the audience doesn't have to see the conversation

4. Ability to clean up the Published questions once they've been asked/answered

Feedback on Managing Town Halls as Organizer/Co-Organizer

AmandeepSingh1989 — Tue, 15 Oct 2024 11:55:19 GMT

Below are some suggestions for improving the management experience for organizers and co-organizers in Town Hall events:

Queuing Option for Screen Sharing
- There should be a controlled queuing system for screen sharing to prevent anyone from starting to share their screen randomly.
End Town Hall Button
- An option to end the event while keeping event members (organizers, presenters, and co-organizers) connected for post-event discussions.
Separate Attendee Joining Time
- There should be an option to set a different joining time for attendees, independent of the event group’s start time, to allow the event group some preparation time.
Q&A Visibility and Permissions
- Questions under review should be visible to presenters as well.
- Attendees should only have view-only access to published questions and should not be able to respond to them.
Presenter Management
- Co-organizers should have permission to add or remove presenters during the event.
Control Rights for Organizers and Co-Organizers
- Only organizers and co-organizers should have control over actions like bringing presenters on/off-screen, switching views, and managing event controls, similar to the Presenter/Producer views in Live Events.
Improved Recording Quality
- The recording quality needs significant improvement to match the standard of Live Events.

These enhancements will greatly improve the overall efficiency and experience of managing Town Hall events.

Town Hall recording missed most screen sharing

Steve_SumProductCom — Wed, 09 Oct 2024 13:29:46 GMT

We hosted a conference using Town Halls and then reviewed the recordings, which we intended to share with people who missed the conference. Most of the screen shares that happened during the event are missing from the recordings, but not all. We don't see any pattern as to who's screen shares made it into the recording and who's didn't. One presenter had half of their presentation recorded, and half missed. The audio is fine throughout.

There was no indication of any problem during the event, and no warning that any content would not be recorded. This is totally unacceptable, because the recordings are now unusable and we can't repeat the event.

Has anyone else had similar problem? Do you know what caused it and how to avoid it?

Error saving additional external presenter to Town Hall

Steve_SumProductCom — Mon, 07 Oct 2024 13:34:58 GMT

I have a Town Hall with 12 external presenters. I was able to save it. Then I try to add another external presenter, or an attendee and it gives me the unhelpful message "Unable to save changes. Let's try again." I get this on 2 different computers for the same Town Hall.

Anyone know of a workaround or fix?