Tips for organizers
As a meeting or live event organizer you are responsible for planning and scheduling the meeting or event. You also create the live event, and set up the permissions for the attendees and the group that manages the event. Consider the tips below to organize an inclusive meeting or live event.
For more info on the organizer role in a Microsoft Teams live event, refer to Teams live event organizer checklist.
Plan for an inclusive meeting or live event
When planning for a meeting or event, ask the participants which type of accessibility they need. You can include this question on a registration form, for example.
For a live event, consider using a production crew that can provide multiple camera feeds, so the speaker’s camera is also visible to the audience. This enables people who are lip readers to follow along.
Make sure there is adequate lighting on the person speaking. People who read lips need to see the speaker’s lips.
Suggest that speakers wear dissimilar colors to their skin tone so the contrast will be high. Otherwise the lighting can wash out people’s faces and make reading lips difficult.
Gather and share the material
To make it easier for everyone to follow the presentations in a meeting or live event, ask the presenters to deliver the content they’ll be sharing in advance if possible. Remind the presenters that their material should be accessible. Make the links to the material available to the audience before the meeting or event.
Make sure the short aka link to the material is displayed on the opening slide of the presentation and in the event announcements leading up to the broadcast.
Make sure the materials are available also after the meeting or live event including the meeting or event recording.
Provide info on how to access the meeting
Let the participants know how to access the meeting or event with alternative means, for example, keyboard shortcuts or voice assistance.
For detailed info, go to Keyboard shortcuts for Microsoft Teams and Use a screen reader to join a meeting in Microsoft Teams. For voice control info, refer to Using Cortana voice assistance in Teams and Windows Speech Recognition commands.
Provide a direct link to join the live event for those who can join using their computer or smart device. However, it is important to remember that some individuals may not have easy access to the Internet. Make sure the dial-in number is included in the invitation along with the link to your meeting.
Select the easy access options to let people join a meeting in progress from within a Microsoft Teams meeting. We are making it easier for meeting organizers to quickly and easily change their presenter and lobby settings once a Microsoft Teams meeting starts by providing an easy to access link directly in the participants pane. This new functionality will be available for both the scheduled and Meet Now instant meetings.
Include live captions
Microsoft Teams can detect what’s said in a meeting or live event and present real-time captions, also known as CART (Communication access real-time translation). Live captioning provides everyone an equal opportunity to access and enjoy the meeting or event.
In a Microsoft Teams meeting, you can use the live captions straight from the meeting window. For instructions, refer to Use live captions in a Teams meeting.
When scheduling a Microsoft Teams live event, select the Captions option in the language you will be speaking and up to 6 additional languages to reach an even broader audience. For instructions, refer to Use live captions in a live event.
In a Microsoft Teams live event, the attendees can type their questions to the Q&A pane to interact with the event team and participate in the event. When scheduling a live event, select the Q&A option to include the feature in your event.
Share the meeting or live event recording
When you’re scheduling a live event, select the relevant recording options to make the recording available for everyone.
For more info, refer to Schedule a Teams live event.
Share the recording and other materials after the meeting or live event so attendees can review them on their own time. Ensure recordings of the event have accurate time synced closed captions.