Teams - Plan and Launch a Town Hall Tutorial

Learn how to plan and organize a meeting with ease. Discover how to access the calendar, fill in the parameters and set the date, time and duration of your event. Perfect for event organizers of all levels!

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Objectifs :

This document aims to provide a comprehensive guide on how to schedule a Town Hall event using the calendar feature, detailing the necessary steps and options available for organizing the event effectively.

Chapitres :

Introduction to Scheduling a Town Hall
Scheduling a Town Hall is an essential process for organizations to facilitate communication and engagement. This guide will walk you through the steps to set up a Town Hall event, ensuring all necessary parameters are correctly filled out.
Accessing the Town Hall Scheduling Feature
To begin scheduling a Town Hall, follow these steps: - Navigate to the calendar. - In the dropdown menu, select 'Town Hall'. This will open a new window where you can input the event details.
Filling in Event Details
In the new window, you will need to provide the following information: - **Event Title**: Enter the name of the event or the reason for the Town Hall. - **Start and End Date/Time**: Specify when the event will take place. - **Time Zone**: If your event is broadcast worldwide, select the appropriate time zone. - **Description**: Provide a brief overview of the event.
Co-Organizers and Presenters
You can add one or more co-organizers who will help manage the event but will not have the ability to publish or modify event details. Additionally, define who will have the presenter role: - If the presenter is not part of your organization, click on 'Add external presenters'. They will receive unique links to connect, which cannot be transferred or shared.
Setting Event Access
Determine the access level for your Town Hall: - **Public**: Open to everyone. - **Organization**: Open to anyone within the organization. - **Restricted**: Only invited guests can attend. For this example, we will choose 'Your Organization'.
Adding Participants
In the section below, add participants who will receive the link via email. The meeting options available are similar to those of a regular meeting, although some options may be locked.
Saving and Customizing the Event
Click on 'Save' to validate the Town Hall. If you have added at least one external presenter, the external presenter menu will appear, allowing you to: - Copy the unique connection link. - Generate a new link. You can also customize the emails sent to participants by adjusting colors, logos, or images.
Email Notifications and Previews
By clicking on 'Emails', you can view the different emails that will be sent and at what time. You will also have a preview of how the email will appear to participants.
Finalizing the Event
Reports and recordings will only be available after the event. To send out your invitation emails or manage the invitation separately, click on 'Publish'.
Conclusion
By following these steps, you can effectively schedule a Town Hall event, ensuring all necessary details are covered. This process enhances organizational communication and allows for effective engagement with participants.

FAQ :

How do I schedule a Town Hall event?

To schedule a Town Hall, go to the calendar, select 'Town Hall' from the dropdown menu, and fill in the necessary parameters such as event title, date, time, and access settings.

What are the roles of Co-organizers?

Co-organizers can assist in managing the event but do not have the ability to publish or modify the event details.

Can I invite external presenters to my Town Hall?

Yes, you can add external presenters who will receive unique links to connect to the event.

What types of event access can I set?

You can set event access to public (open to everyone), organizational (open to anyone in the organization), or restricted (only to invited guests).

How do I customize emails sent to participants?

You can customize the emails by clicking on the 'theming' option, allowing you to add colors, logos, or images.

When can I access reports and recordings of the event?

Reports and recordings will only be available after the event has concluded.

Quelques cas d'usages :

Corporate Town Hall Meetings

Organizations can use Town Hall events to communicate important updates to employees, gather feedback, and foster a sense of community within the company.

Educational Institutions

Schools and universities can schedule Town Halls to engage with students and parents, discuss academic programs, and address community concerns.

Non-Profit Organizations

Non-profits can hold Town Halls to inform stakeholders about initiatives, gather support, and encourage volunteer participation.

Product Launch Events

Companies can organize Town Halls to present new products to customers and stakeholders, allowing for live demonstrations and Q&A sessions.

Remote Team Engagement

Remote teams can utilize Town Halls to maintain communication, share updates, and build team morale despite geographical distances.

Glossaire :

Town Hall

A Town Hall is a meeting or event where members of an organization come together to discuss important topics, share updates, and engage in dialogue.

Calendar

A tool used to schedule and organize events, appointments, and meetings, allowing users to view and manage their time effectively.

Parameters

Specific details or criteria that define the characteristics of an event, such as title, date, time, and participants.

Co-organizers

Individuals who assist in managing an event but do not have the authority to publish or modify event details.

Presenter

A person designated to speak and present information during an event.

External presenters

Individuals who are not part of the organization but are invited to present during the event.

Event access

The level of availability of the event to participants, which can be public, organizational, or restricted to invited guests.

Participants

Individuals who are invited to attend the event and receive the event link via email.

Meeting options

Settings and features available for configuring a meeting, which may include options for video, audio, and participant management.

Reports and recordings

Documentation and audio/video recordings of the event that can be accessed after the event has concluded.

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To schedule in Town Hall,

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go to the calendar, then in the

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drop down menu click on Town Hall.

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Once on the new window,

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you can fill in all the necessary

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parameters for the event title,

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either the name of the event or

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the reason for the town hall,

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the start and end date and time.

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The time zone if your event is

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broadcast worldwide. A description.

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Add one or more Co organizers who

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can manage the event but cannot

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publish or modify the event details.

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Define who will have the resenter role and

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can speak and present during the event.

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If the resenter is not

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part of the organization,

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click on Add external presenters.

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They will receive unique links to connect

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which cannot be transferred or shared.

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Define the event access between public,

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meaning open to everyone.

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Organization for a town hall open

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to anyone part of the organization

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or people an groups for access

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restricted only to invited guests.

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For our example,

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we will choose your organization in

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the section just below ad participants

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who will receive the link by e-mail.

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The mating options are identical

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to those of a regular meeting,

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but some options are locked.

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Click on Save to validate the Town Hall.

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The external Resenter menu will only

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appear if you have added at least one.

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It allows copying the unique connection

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link or generating a new one.

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By clicking on theming,

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you can customize the emails

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sent to participants with colors,

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logos, or images.

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By clicking on emails,

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you will know the different emails

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that will be sent at what time,

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and you will also have a preview

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of the mail as it will be

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received by the participants.

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Reports and recordings will

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only be usable after the event.

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Click on Publish to send your

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invitation emails or copy the link

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to manage the invitation separately.

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