Home > Staff and students > Staff > Web support > Guides > Video and audio > Arranging event podcasts and videos

Arranging event podcasts and videos

General Advice

The Conference and Events Office and the Film and Audio Team work in partnership with AV Services to deliver podcasts and videos of LSE public lectures and events.

If you're organising an event and you would like to make it available as a podcast or video please read the following instructions. There are two sets of instructions, one for events that form part of the LSE public lecture programme (PLP events), and another for events which have been organised independently of the LSE events office and are not part of the public lecture programme (non-PLP events).  

 Public lecture programme (PLP) events

Contact the conference and events office well in advance of your event. They will book the recording, organise recording / filming permission, and add your event to the weekly list of podcast and video requests sent to the Film and Audio Team.

The Film and Audio Team will produce your podcast and publish it on the public lectures podcast and video channel, Webfeeds, iTunes U, SoundCloud and MixCloud. Videos are also published on the LSE YouTube channel. Podcasts are usually published one to two working days after the event (usually the next working day), videos one to five working days after the event.

You will be notified by the events office when the podcast or video is published.

 Non public lecture programme (non-PLP) events

We regret to inform event organisers that from summer term 2015 onward the Film and Audio Team will be unable to edit and produce non-PLP podcasts and videos nor will they be published on the LSE public lecture podcasts pages and Youtube.

You may still request an audio recording from AV Services and/or commission a video recording from Dida Meda or an alternative provider, however, the media files must be supplied to the Film and Audio Team pre-edited and ready to go live. The Film and Audio Team will then upload the files to the media server and provide a URL so you can publish the content on your departmental website or blog.  

Audio is recorded using the lecture capture system, it is free of charge and must be booked in advance via AV Services

Video is usually supplied by DIDA Media, this is a chargeable service and must be booked in advance, please see below for their current rates. If you prefer you can use an alternative supplier. 

Non-PLP audio podcasts step-by-step

  1. Request a recording from  AV Services by completing the lecture capture request form well in advance of your event. If you have any queries please email imt.AV.Support@lse.ac.uk. Lecture capture recordings are automated so they will begin and end exactly at the time you have requested. Events and seminars often overrun by a few minutes. To ensure that your event is recorded in its entirety please ensure you allow for this when you book your recording with AV Services.

  2. Obtain permission in writing from your speaker(s) to record the event and publish the podcast/video on the internet. Please use the LSE speaker release form and copy the text into an email.  A confirmation by return email is sufficient. Ensure that the form/email is kept in a place which is accessible to your departmental manager in case it is needed in future.

  3. Advice for recording public events

    Ensuring good audio quality
    Most teaching rooms are equipped only with a single microphone located on the lectern. In order to capture a good quality sound recording all presenters including the chairperson of the event must stand directly behind the microphone when addressing the audience. When presenters don’t stand behind the microphone the audio signal is weak and recordings are often unusable. Please brief the speaker and chairperson before the event so that they're aware of this. If you’re planning a panel discussion with multiple presenters it may be possible to install additional desk microphones, if you have a presenter who does not want to be restricted to delivering their talk form behind the lectern it may be possible to use a wireless lapel microphone - please discuss your requirements with AV Services.

    Handling audience participation
    Questions from the audience will not be audible on the recording unless you use wireless microphones and you have stewards on hand to pass the microphones to members of the audience. Wireless microphones can be requested from AV Services. There are some teaching rooms where wireless microphones cannot be used in which case please ask the chairperson to repeat questions for the benefit of podcast listeners.

  4. After the event contact AV Services to obtain a download link for the mp3 audio file. Download the mp3 file to your PC (you may need to right click on the download link and choose 'save as'). Open the audio file for editing to remove the extraneous content at the beginning and end and undertake any other audio post production that is required e.g., amplifying sections of audio which are too quiet. This can be done using Audacity audio editing software which is installed on all School PCs. There are many online guides for editing audio files using Audacity for example see: Audacity's tutorial - Editing an Existing Audio File and Nottingham University's video tutorial - How do I use audacity to edit a podcast.

    When you have edited your audio file - if you have saved it as an mp3 - you might also want to add the event information e.g., title, speaker, date and description, to the ID3 tags using a tag editor such as mp3tag, iTunes or an online tag editor such as NeatMP3 or mp3-tag-editor-online

  5. Email comms.filmandaudio@lse.ac.uk to arrange the transfer of the media file to the Film and Audio Team team along with the details of the event or a link to a page about the event. The media file must be edited and ready to go live. To transfer the file to the Film and Audio Team please use a file sharing service such as Dropbox, Google Drive, MailBigFile or WeTransfer. Alternatively if you intend to submit audio/video on a regular basis the Film and Audio team can provide you with a shared network folder.

  6. The Film and Audio Team team will upload the podcast file to the media server and provide a URL which you can use to publish the podcast on your departmental website or blog. When adding the media to your departmental website or blog please copy and paste the URL directly from the email from the Film and Audio team and not from a web browser address bar. The URL should always begin with http://media.rawvoice.com/lse_  If it does not viewing statistics for your media will not be recorded.

Non-PLP videos step-by-step 

  1. If you arrange a video recording please ensure that you also request an audio podcast recording (see above 'Non-PLP audio podcasts step-by-step'). This is so that the event can be made available in both media formats (audio is much more popular than video for long-form content such as lectures and seminars) and there is a backup audio track for your video.

  2. Contact Frank Huang at Dida Media to arrange filming of your event on frank@didamedia.com and cc comms.filmandaudio@lse.ac.uk to make the Film and Audio Team aware of your request. 

    Dida Media filming and editing is charged at the rate of £120 for a 60 minute lecture, or £180 for a 90 minute lecture, including VAT. Filming and editing with slides is charged at the rate of £210 for a 60 minute lecture, or £315 for a 90 minute lecture, including VAT. Dida Media will send an invoice to you on completion of the job.
     
  3. When it is ready Dida Media will send you a link to download the edited video file. When you have received the link from Dida Media forward it to comms.filmandaudio@lse.ac.uk along with the details of the event or a link to a page about the event. If the link you received from Dida Media has expired you can send the file using a file sharing service such as DropboxGoogle DriveMailBigFile or WeTransfer

  4. The Film and Audio Team team will upload the video to the media server and provide a URL which you can use to publish the podcast on your departmental website or blog. Non-PLP videos are not routinely uploaded to the LSE YouTube channel. When adding the media to your departmental website or blog please copy and paste the URL directly from the email from the Film and Audio team and not from a web browser address bar. The URL should always begin with http://media.rawvoice.com/lse_  If it does not viewing statistics for your media will not be recorded.

Live webcasts

The Events Office choose a small selection of PLP events each term to be webcast live on the LSE Live page and LSE YouTube channel. The service is provided by the Events Office and Film and Audio Team in partnership with AV Services.

Live webcasts are not provided for non-PLP events. The provision of live webcasts is resource intensive and when we have in past webcast non-PLP events the viewership has been very low (often less than twenty concurrent viewers). As such there simply isn't a compelling use case for a live webcast unless the event features a very high profile speaker and/or there is a lot of interest in the event from the media. By contrast on-demand audio podcasts made available after the event are orders of magnitude more popular than live webcasts. This is because most people prefer to watch/listen at a time of their choosing especially if they live in a different time zone. It is for this reason that we recommend that non-PLP event organisers in the first instance arrange for audio recording and if required a video recording (see instructions above). If live webcasting is still something that you would like to pursue the Film and Audio team can put you in touch with external providers who would usually charge somewhere between £1000 and £3000 depending on your requirements.     

Podcast and video usage statistics

If you require podcast / video usage statistics please contact the Film and Audio Team on comms.filmandaudio@lse.ac.uk.

Linking and embedding public lecture podcasts and videos in the CMS and Wordpress blogs

Web editors who would like to link or embed an existing public lecture podcast or video in the CMS please see sections 1.1 and 2.5 respectively on the following page in Moodle: publish your audio / video in the CMS.

For instructions on using audio and video in Wordpress blogs please see: adding an audio recording and adding a video recording.  

Login to Moodle with your LSE login and password, should you require the course enrolment key please email webeditors.enquiries@lse.ac.uk

Share:Facebook|Twitter|LinkedIn|