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Arranging event podcasts and videos

General Advice

The 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 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 pages, iTunes, SoundCloud and MixCloud. Podcasts are also made availabe in most other podcast apps and via an RSS feed. Videos are also published on the LSE YouTube channel. Podcasts are 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

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 known and accessible to your departmental colleagues 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 well in advance of the event.

    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 (search for 'Audacity' in the Windows start menu). 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 https://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.

    Important - if Powerpoint slides will be used at your event please ensure that you request that the slides are incorprated into the video. There is an additional charge for this - see rate card below. You will also need to supply the Powerpoint slides to Dida Media. 

    Dida Media filming and editing is charged at the rate of £150 for a 60 minute lecture, or £225 for a 90 minute lecture, including VAT. Filming and editing with Powerpoint slides is charged at the rate of £246 for a 60 minute lecture, or £369 for a 90 minute lecture, including VAT. Dida Media will send an invoice to you on completion of the job. These prices are correct as at September 2017.
     
  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 https://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. It should be noted that on-demand audio podcasts made available after the event are much 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. The audience for live webcasts is relatively small but if it is 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.

Using podcasts and videos in the CMS and Wordpress blogs

If your website has been migrated to the new CMS and templates pleae contact the Digital Team on Comms.Digital@lse.ac.uk.

If your website has not yet been migrated to the new CMS and teamplets please contact Comms.FilmAndAudio@lse.ac.uk.

 

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