Phase 2 · Booking and Contracting
Recording and Streaming Rights for Keynote Speakers
Booking a speaker for a live keynote does not automatically give your organization permission to record it, stream it or distribute the speaker's slides. Ask about each intended use separately, as early as you can. The speaker may agree to one use and limit another, so we need to know what your team actually plans to do.
What should you tell us about the recording?
Before the agreements are finalized, give the Mollie Plotkin Group the details that will let the speaker consider the request:
- Capture: Do you want a recording, a livestream or both?
- Audience: Who will have access—only your organization, a password-protected audience or the public?
- Format: Will you keep the full keynote, make short clips or retain a copy for your archive?
- Storage and duration: Where will the video live and how long will it be available?
- Distribution: Will you share the recording or clips beyond the original audience?
- Other materials: Do you want to share the speaker's slides or notes, too?
Recording a keynote for an internal archive is a different request from posting the full presentation publicly. A livestream is different again: approval to record does not automatically include permission to stream, and permission to host the live keynote does not include either use.
Will recording or streaming cost more?
It depends on the speaker and the use. Recording and streaming are among the requests most likely to involve separate permission, restrictions or an additional fee. Sometimes a speaker may approve a stream or a retained recording without charging more, but neither the permission nor the price should be assumed.
The formal event questionnaire asks about these plans when you decide to move forward. If you already know you want to record or stream during the first conversation, tell us then. If your plans change later—perhaps you decide to make a private video public—we can take the new request to the speaker or representative before you use it.
What about slides and notes?
Receiving a deck for production does not mean you can distribute it to attendees. Recording permission does not cover that use either. Speakers may have separate policies for sharing slides, notes and other presentation materials, so tell us if your organization wants to make them available after the event.
Presentation Deadlines, Slides and Content Policies covers when production needs the file and how a speaker's delivery policy may affect that deadline. Permission to distribute the materials still needs to be discussed separately.