Recording an External Speaker Event

When planning an event with an invited speaker, it’s important to consider the following guidelines regarding recording their talk for use on their website or social media:

 

1. Communicate with the Speaker: Discuss with the speaker whether they would like to record their talk. Ensure you understand the context and purpose of the recording.
2. Audience Awareness: Inform the audience that the event may be recorded, place posters around the venue and add it to your event risk assessment. This helps address any privacy concerns and ensures transparency.
3. Technical Setup: If recording is permitted, arrange for the necessary audio-visual equipment, you can usually set this up via your room booking. Ensure that the setup is suitable for high-quality recordings.
4. Clarify Content Ownership: Discuss who will own the rights to the recording and how it can be used afterward. This should be agreed upon before the event.
5. Obtain Consent: If the speaker plans to use the recording for promotional purposes, ensure that all parties involved are comfortable with this arrangement.
6. Follow Up: After the event, check in with the speaker about how they plan to use the recording and offer any support they might need.