As a TEDx host, there are certain responsibilities you must fulfill -- before, during and after your event. Read through this list of organizers' responsibilities before you apply for a license.
Pre-event responsibilities
- Designing the program: More than anything else, the content is what defines a TED event. As host, you'll be curating (or working with a team to curate) a program designed to inspire and delight the attendees you gather. Whether you invite live speakers, or simply show recorded TEDTalks, your selections will set the tone and drive the conversation.
- Inviting guests: Early on, you'll need to decide who your event is for: Work colleagues? Friends? Kids? This decision will help guide all the decisions that follow. We recommend organizers carefully curate their audience -- selecting diverse attendees who can contribute to the conversation.
- Choosing a venue: The environment you choose for your event will both set its tone and dictate its complexity. A dozen people in your living room is a very different proposition from taking over the local theater.
- Soliciting sponsorship (if needed): If you're holding a larger event, you may require financial support from sponsors. You will be responsible for both approaching potential sponsors and requesting permission from TED (each sponsor must be cleared by TED).
- Creating an event website: If you're holding an event for more than 30 people, you must create a website to provide prospective attendees with necessary information. For smaller events, Facebook Pages are acceptable. We also encourage you to register a Twitter account in the name of your event.
- Clearly communicating expectations: From the outset, be clear to your potential guests, speakers, sponsors and support staff about what is expected of them, and what they should expect at your event.
Event responsibilities
- Creating a TED-like experience for your guests by welcoming them to your venue, facilitating conversation, and encouraging behavior that will allow everyone to get the most out of the onstage content. This includes, of course, keeping them physically safe.
- Resolving problems that inevitably arise, and responding graciously to audience feedback
- Enforcing the clock to keep the event running on time
- Filming live talks so they can be shared later
- Treating attendees, sponsors and staff with respect: Assuming responsibility for the venue that's hosting you
Post-event responsibilities
- Soliciting feedback: You must send TED feedback after your event. TED provides both a feedback form for hosts, and a separate form you must send to your attendees.
- Sharing photos: Images taken at TEDx events must be uploaded to Flickr and tagged "TEDx." Email the photostream link to TED so the photos can be featured on the TEDx Facebook Page.
- Sharing videos: You must upload video of all original content presented at your event to TEDx's channel on YouTube.
- Creating a highlights page: You must write a summary of your event (i.e., important moments from live speakers' talks, attendees' reactions to TED videos) and post it to the website used to promote your event.
- Mentoring other TEDx hosts: We ask that you offer mentorship to new TEDx hosts in your area.
- Sharing a webcast audit: If you provide a live webcast of your event, you must send TED an audit afterward. It must include:
+ Total viewers
+ Peak simultaneous viewers
+ Countries tuned in - Sharing a sponsorship summary: Hosts of sponsored events must send an email to TED, summarizing:
+ Names of all sponsors that supported your event
+ Elements of the TEDx program each sponsor contributed to
+ Amount committed by each sponsor (both in-kind and cash contributions must be listed)
