How to organize a TEDx Conference

Step 1. Choose your TEDx event format – there are several formats TED offers like Standard event, University event, ED event, TEDxLive event, TEDxWomen event, Business event, Internal event, Library event. You have to choose the one that represents the organization you represent. 

Step 2: Decide your event name and ideas: Every TEDx event has a name, for ex: TEDxFIIB or TEDxDelhi, based on the format of your event, you should decide on the name of the event as you are only allowed to promote your event with the same. Your TEDx event need not have a theme but it certainly helps having a central idea that showcases various different ideas, insights, innovations, issues, and solutions of your community. They need not even be connected, as diverse they are, the better your event will be. You should also select 2-4 TED talks you want to show at your event as TED asks it in your license application.

Step 3: Write your TEDx license application: You can apply for one application that is valid for a year and it is associated with the location of your event, you can’t hold your event in a different city/location that you mention in your application. Your application should include 3-5 new ideas generating from your local community. They need to be diverse, and can address small topics to huge issues. Make sure they don’t talk about any business or commercial agenda. TED takes up to 8 weeks to review your application.

Step 4: Start planning your event: TED suggests that you take at least 3 months to plan and curate your TEDx event. Once you receive the license, only then, you need to start announcing your TEDx event on your digital platforms. You should start by announcing the theme and opening it for speaker nomination.

Step 5: Build the right team: Every person in the organizing team should have a specific role assigned to them, examples include marketing, event management, curation, admin arrangements etc. One team member can don various hats based on the scale and size of your event. You can also include a set of volunteers that can help you with on-the-day event execution and post-processing. The size of the team really is up to you.

Step 6: Pick your speakers and curate their talks: Pick the number of speakers appropriate for your type of event (it is usually mentioned in the TED license form) TEDx speakers cannot promote themselves or their products on the stage. Choose the speakers from your local community who are doing something innovative or new in their domain to creatively solve big or small issues. You should help curate their talks that consist of should an idea that they want to spread and the talk can relate the idea to their life’s journey. The talk can be of maximum 18 minutes, so it is the curator’s responsibility to prepare the speakers to deliver their idea within the stipulated time. Neither can organisers nor the sponsors of the event can become the speakers

Step 7: Create a budget: A TED conference cannot be used to generate profit, not even to raise money for charity, however you can seek sponsorship or charge for your tickets to cover the costs of organizing the event or to pay for the venue, food, and A/V equipment. Sponsors are not allowed to cobrand with the event, or promote their products but you can showcase a slide of them in your videos. 

Step 8: Promote your event: You should fill out all the details of your event page on TED.com and can also list your event on other digital and social media platforms. You can have a twitter page for your event and you can post updates related to your theme, ideas, speakers, and other information there. You should also have an event website that has all the details about the event. Make sure that the event website doesn’t have a url that ends with your organization domain name. The domain name should adhere to the guidelines specified by TED. Also, all the marketing collaterals you design should not have any cobrand other than your TEDx event full name. For more information, always check the TED guidelines for organizers

Step 9: Design a venue and stage: Make sure the venue you pick has the facility to project videos/slides, has a good lighting and sound system, a stage for hosting live speakers, arrangements for food and beverages, convenient public restrooms, party space after the program. It is also recommended to use props and lights to showcase the community culture.

Step 10: Photograph and capture video of the event: As TEDx events are aimed to spread ideas, you should always photograph and take the complete videos of your event. You can also use Facebook Live or YouTube Live feature to webcast your event. Once your TEDx speaker videos are edited and finalized, you should upload them to TED platform for them to review and publish. All the pictures need to be uploaded on flickr.com under creative commons license.

Step 11: Send out post event attendee survey: Within 48 hours of completion of your event, you should send out the attendee list to TED and they’ll send a survey to your audience, once they evaluate the results, they will share the feedback with you. It will be a Net Promoter Score system and you can easily compare your success with your previous editions or other events.

Bonus Step 12: Reapply for the license: Your event license will be valid for one year from the day you got it, and you can only organize one event during the period so, after your first event is finishes, you should apply for the license before it expires to get the same name of your event for the next time.