{"id":10933,"date":"2025-11-25T16:20:15","date_gmt":"2025-11-25T16:20:15","guid":{"rendered":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/?p=10933"},"modified":"2026-02-25T08:41:30","modified_gmt":"2026-02-25T08:41:30","slug":"best-practice-for-applicant-and-external-events-on-teams","status":"publish","type":"post","link":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/2025\/11\/25\/best-practice-for-applicant-and-external-events-on-teams\/","title":{"rendered":"Best Practice for Applicant and External Events on Teams"},"content":{"rendered":"\n<p>If you are hosting an online event with externals, for example an applicant event, you must follow the process below, outlining how you set up and conduct the meeting:<\/p>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>Meeting checklist<\/strong><\/h5>\n\n\n\n<p>If you are presenting and sharing your screen during the meeting, make sure to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Set yourself to <strong>Do not disturb<\/strong>.<\/li>\n\n\n\n<li>Close Outlook.<\/li>\n\n\n\n<li>If you are in a shared office\/space, let everyone know you will be in a meeting with externals, so they can act accordingly.<\/li>\n\n\n\n<li><strong>Mute<\/strong> the microphone initially. This can then be unmuted when needed.<\/li>\n\n\n\n<li>Apply a<strong> background filter<\/strong>. We recommend that for external events, you use a <a href=\"https:\/\/loughcoll.sharepoint.com\/:f:\/s\/LoughboroughCollegeStaff\/marketing-and-communications\/EtMdufQCqgtOqtrATS0S5L4BGvRc3oyJMLkkAsn7zTqVPw?e=kFkUum\" target=\"_blank\" rel=\"noreferrer noopener\">Loughborough College Group background<\/a>.<\/li>\n\n\n\n<li>Share a <strong>Window<\/strong> instead of a Screen.<\/li>\n<\/ul>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>Setting up a Town Hall meeting in Teams<\/strong><\/h5>\n\n\n\n<p>All online external events should be conducted via a <strong>Town Hall<\/strong> meeting in Teams. To set this up correctly, follow the process below.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>From the Teams calendar, select the <strong>New event<\/strong> dropdown, then <strong>Town Hall<\/strong>.<\/li>\n\n\n\n<li>Give the event a <strong>Title<\/strong>, set the<strong> Start and end date and time<\/strong>, and add a <strong>Description<\/strong>.<\/li>\n\n\n\n<li>Under <strong>Event group<\/strong>, add additional <strong>Co-organisers<\/strong>, <strong>Presenters<\/strong> and any <strong>External presenters<\/strong>.<\/li>\n\n\n\n<li>Set <strong>Event access<\/strong> to <strong>Public<\/strong> if people from outside of the organisation are due to attend.<\/li>\n\n\n\n<li>Select <strong>Save<\/strong> <strong>and send invites <\/strong>at the top of the window, then <strong>Publish<\/strong> in the top right corner. <\/li>\n\n\n\n<li>Your additional Co-organisers and Presenters will be sent an invite. You can now copy the<strong> Join link<\/strong> to share with all attendees.<\/li>\n<\/ol>\n\n\n\n<p><strong>Meeting Options<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The microphone and camera for attendees are disabled and cannot be turned on. The <strong>Q&amp;A<\/strong> function is automatically enabled and should be promoted and used to manage all questions from the attendees.<\/li>\n\n\n\n<li>The event is automatically recorded and transcribed, so you should inform the guests of this.<\/li>\n<\/ul>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>Joining and running the Town Hall Event<\/strong><\/h5>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Select <strong>Join<\/strong> from the event inside your calendar.<\/li>\n\n\n\n<li>Set a <strong>Background filter<\/strong> and make sure your <strong>Microphone is toggled off<\/strong> to begin with, then select <strong>Join now<\/strong>.<\/li>\n\n\n\n<li>After joining, the Town Hall event will not start, and attendees will not be able to join until an organiser has selected <strong>Start Meeting<\/strong> in the top right corner.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-vimeo wp-block-embed-vimeo wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Town Hall Event\" src=\"https:\/\/player.vimeo.com\/video\/1140473029?h=4d636f7f04&amp;dnt=1&amp;app_id=122963\" width=\"439\" height=\"247\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\"><\/iframe>\n<\/div><\/figure>\n\n\n\n<h5 class=\"wp-block-heading\"><strong>Prepare before going live<\/strong><\/h5>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Share <\/strong>your &#8220;presented&#8221; PowerPoint window.<\/li>\n\n\n\n<li><strong>Toggle on<\/strong> the person who is presenting and\/or the shared screen (PowerPoint).<\/li>\n\n\n\n<li>Turn on your microphone.<\/li>\n\n\n\n<li>Select the <strong>Start meeting<\/strong> button in the top right corner when you are ready.<\/li>\n\n\n\n<li>Begin your presentation and toggle on and off presenters as needed.<\/li>\n\n\n\n<li>Once you are finished, <strong>stop sharing<\/strong> and select <strong>End Event<\/strong>.<\/li>\n\n\n\n<li>Only the Organisers, Co-organisers, and Presenters will remain in the meeting. When you are done, select <strong>Leave<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p>You should now know how to set up and run online external events using Town Hall in Microsoft Teams.<\/p>\n\n\n\n<div style=\"height:15px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity is-style-wide\" \/>\n\n\n\n<h4 class=\"wp-block-heading\"><strong>Help and Support<\/strong><\/h4>\n\n\n\n<div class=\"wp-block-media-text alignwide is-stacked-on-mobile is-vertically-aligned-center\" style=\"grid-template-columns:21% auto\"><figure class=\"wp-block-media-text__media\"><a href=\"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/contact-us\/\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/files\/2021\/06\/GettyImages-1271748762-1024x1024.jpg\" alt=\"Message icon\" class=\"wp-image-6229 size-full\" \/><\/a><\/figure><div class=\"wp-block-media-text__content\">\n<p>As always, contact the&nbsp;<a href=\"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/contact-us\/\" target=\"_blank\" rel=\"noreferrer noopener\">Digital Learning Team<\/a>&nbsp;for more information, guidance, and support.<\/p>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>If you are hosting an online event with externals, for example an applicant event, you must follow the process below, outlining how you set up and conduct the meeting: Meeting checklist If you are presenting and sharing your screen during the meeting, make sure to: Setting up a Town Hall &hellip;<\/p>\n","protected":false},"author":119,"featured_media":8081,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[148],"tags":[338,340,337,169,339],"class_list":["post-10933","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-microsoft-teams","tag-applicant-event","tag-external-meeting","tag-online-meeting","tag-teams","tag-town-hall"],"acf":[],"_links":{"self":[{"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/posts\/10933","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/users\/119"}],"replies":[{"embeddable":true,"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/comments?post=10933"}],"version-history":[{"count":12,"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/posts\/10933\/revisions"}],"predecessor-version":[{"id":11370,"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/posts\/10933\/revisions\/11370"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/media\/8081"}],"wp:attachment":[{"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/media?parent=10933"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/categories?post=10933"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blogs.loucoll.ac.uk\/learningtechnology\/wp-json\/wp\/v2\/tags?post=10933"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}