TEDx » Organizer Resources » Closing out your event

1. Fill out the organizer survey (required)

After your event is finished, you'll need to fill out and submit the official TEDx Organizer Close Out form. (The success of the TEDx program depends on your input!)

2. Send out the audience questionnaire (required)

Send all of your attendees a link to the official TEDx Attendee Feedback Form (http://on.ted.com/8meV).

• Non-English events: If a majority of your attendees speak a language other than English, use one of our translated forms located in the TEDx wiki here. If we do not have the form translated into your language, send us an email requesting a version of the survey for you to translate before sending to your attendees. .

Feedback from your event will be used in evaluating and renewing licenses. It is crucial that the link to the feedback forms be sent to attendees immediately following your event. We are happy to provide a copy of your audience's responses upon request.

3. Upload photos to Flickr (required)

Upload all photography taken at your event to Flickr. Tag each photo "TEDx" and "TEDx[place name]" (this must be your officially licensed event name, without extra spaces), and any other appropriate tags.

• Upload the images in the highest resolution possible
• Photos of TEDx events should be released under a Creative Commons license ("Attribution - NonCommercial - NonDerivative"), so they can be freely shared and reposted
• All rules and information about photography are located here
• Professional photography: If your event was photographed by a professional photographer, send us high-resolution images (optional)
• Regional restrictions: If Flickr is unavailable in your region, contact us about alternatives.

4. Upload video to YouTube (required)

There are five basic steps to uploading your event's Talks:

1. Upload your videos.

2. Title each video according to the TEDx format (see below).

3. Describe your speaker.

4. Tag your videos according to the TEDx format (see below).

5. Create a playlist to link on your TEDx Event Page.

You must upload Talk videos to the official TEDx channel on YouTube within one month of your TEDx event. Do not upload your videos anywhere other than the official TEDx YouTube channel. We will put your videos onto the TEDxTalks website on the work-day after your videos have been uploaded to YouTube. As such, videos must be properly named and tagged as soon as you upload.

You must confirm that all the images, music and video clips used in your speakers' presentations are cleared for re-distribution on YouTube and TED.com. TED may request documentation of the licenses for the presentations' content; collecting it and providing it to TED is the responsibility of the organizer.

• Opening and closing graphics: You must open each video with your officially licensed event logo. Closing reels are welcome, but not required. We encourage you to create intro and closing reels that are unique to your event, providing that they follow all of our branding guidelines. You may never use the TED logo or the TEDx logo without your unique name or the “x=independently organized TED event” text. Your logo must be clearly separated from any other text or graphics used.

  We will take down videos that break these rules and require that they be fixed and re-uploaded. If you are unsure about your intro or closing reels, feel free to send them to me for approval.

• Copyrighted content: Before you upload any video, you must confirm that all the images, music and video clips used in your speakers' presentations are cleared for re-distribution on YouTube. Securing rights to any copyrighted materials is entirely the responsibility of the TEDx organizer.

• Sponsor logos on your videos: Sponsor logos may only be shown on one slide at the beginning and end of each video. This slide must be 3 seconds long at maximum and adhere to our official sponsorship slide template.

  There may only be a single slide in your video to feature all of your sponsor logos. Sponsor logos may not appear anywhere else in the video. If you have multiple sponsors you must feature all of your sponsor logos on the one slide. Never superimpose your event logo or a sponsor logo over the speaker's talk or slides. Never feature rolling credits.

  Slides related to sponsors must appear in the following sequence:

  1. General event intro graphics

  2. Your TEDx event logo

  3. Sponsor pre-roll card

  4. Talk

  5. Sponsor post-roll card

  6. General event post-roll card

  The pre- and post-roll sponsor logo slides you display in your videos should use the layout of these templates (versions for 4:3 and 16:9 provided). If you are unable to edit these image files, recreate the layout in your image/slide editor of choice.

  If you are featuring multiple sponsor logos, send a still image of your slide to tedxpostevent@ted.com for approval. Sponsor logos must appear smaller than your TEDx event's logo.

Instructions

1. When your video is ready, submit a request for the YouTube credentials via this form: http://goo.gl/KGGYX
2. Title each video in this format (REQUIRED):

   [Title of Talk]: [Speaker Name] at [TEDxOfficial Event Name].

If any words in your title included an accented character (i.e., TEDxKraków), remove them. These will translated garbled when they are ingested on the TEDx website.
3. In the description field, describe the talk and the speaker, and paste the following text:

   About TEDx, x = independently organized event
   In the spirit of ideas worth spreading, TEDx is a program of local, self-organized events that bring people together to share a TED-like experience. At a TEDx event, TEDTalks video and live speakers combine to spark deep discussion and connection in a small group. These local, self-organized events are branded TEDx, where x = independently organized TED event. The TED Conference provides general guidance for the TEDx program, but individual TEDx events are self-organized.* (*Subject to certain rules and regulations)

4. Tag your videos with at least your country and the language that the talk was given in, and your official event name.
5. Make sure the privacy setting is public ("Share your video with the world")
6. Build a playlist of all of your videos. Title the playlist in this format: [Event name] - [Date of event] (MM/DD/YY)
• Did your event feature a great talk in a non-English language? We want to see it. Subtitle and translate the video using our subtitling software partner Amara. (optional)
• If YouTube is inaccessible in your region contact us
7. Subtitle your videos to reach a wider audience! TEDx talks can be transcribed and translated through TED's Open Translation Project. Follow these five steps to get started.

5. Add highlights to your TEDx event page (required)

This page gives other organizers, your local audience, and the global community an overview of what is happening in your region. The power of the platform is dependent on you accurately representing your event. (See an example of a completed TEDx event page here.) We cannot renew your license until you have:

• Added the Flickr tag for your event photos
• Added your YouTube playlist URL
• Made sure your speaker list is up to date
• Uploaded a new photo from your event

Technical issues on TED.com: If you're having trouble using the TEDx website (accessing your account, finding your TEDx event, updating your event info, adding highlights to your event, or applying for licenses) contact tedxhelp@ted.com, or ask other organizers for help on the TEDx Licensees Google Group.

6. Tell us your story (optional)

We want to hear all about your event! Appoint an official storyteller to post innovations and interesting multimedia from your event on the TEDx Blog. (We are also looking for great stories to feature on the "TEDx Spotlight" section of the TEDx homepage, the TEDx newsletter, and the TED Blog. Email tedxstories@ted.com with these highlights.)

7. Share with the community (optional)

Help other organizers learn from your event:

• Post tips on the TEDx Google Group (licensees only)
• Share materials that other organizers can repurpose -- program schedules, source code, or just advice -- on the TEDx Wiki

8. Renew your license (optional)

Want to organize another TEDx event?

• Make sure you've completed all of the required post-event steps
• Fill out the standard application form

Note: Monthly events will need to re-apply for a new license at each cycle.

If you do not plan to renew your license, tell us as soon as possible. (Other organizers may want to use your event name.)