Hello and welcome, I’m Alex and this is a tutorial on how to book Webcast or simply Recording for an event in Indico.
Go to your event management page.
Make sure that you select a room that is equipped with webcast and Recording for your event.
To see which rooms these are, please go to the Indico “Room booking” page, and click on “book a room”.
Use the filter banner to display only rooms equipped for Webcast and Recording. You will see the list of candidate rooms.
Before selecting one of them, make sure it is available at the time of your event.
On the left banner of your event 'management page', click on logistics, under the services tab.
And click on Webcast/Recording.
If your Event is a Lecture, you can click on Webcast/recording and you will be able to send the request for a Webcast right away.
If your Event is a Conference or a Meeting, on the other hand, you will need to create a contribution to your event first.
To do this, click on “Timetable” on the left banner, under “Settings”. Click on “add new”, and then on “contribution”.
Insert the title of your contribution and a brief description, and Indicate the start time and duration of your contribution.
Add Speakers to your contribution by searching for them, or by adding them manually.\
Once you are finished defining your contribution, click on Save.
Remember that the tutorial video dedicated to “Indico Meetings” contains all information on contributions creation.
Now we can return to the Logistics page, cick on “Logistics” on the left banner, under the “services” tab.
Click on Webcast/Recording.
Now that you have a contribution, you will be able to send a request for your Webcast.
Hover over question marks for explanations.
Remember that Webcast makes your event accessible live on the web via streaming, it does not leave any trace afterwards.
The recording is made, but is not published in the "CERN document server" (CDS).
If you decide after the event that you wish CDS publishing, you may request that in service now,during one year following the event.
If you click on Webcast you will be asked to define restrictions for the community eligibleto view the webcast, if any.
Recording allows your community to watch your event afterwards, from the CDS.
Speakers of your event will be asked to electronically sign their agreement to be recorded and made publicly available.
If you click on recording you will be asked to inform the experts’ team about additional restrictions, if any.
Uncheck “all contributions” if you want the request for a Webcast and/or a recording to only apply to some of your contributions and not all of them, and select which ones.
In this example, we have only created one, but we could have created several of them.
Write some additional comments if you need to, and once you are finished, click on “send request”.
Your request is pending approval.
As event manager you will receive an email informing you about the status of the Webcast/recording request.
You can click on “Webcast/recording” if you want to modify or withdraw your request.
Once your request for a Webcast has been accepted, and you have chosen to record the Webcast,
all the speakers have to sign an e-agreement to effectively record the Webcast.
Until all speakers sign the agreement, the Webcast cannot be published.
As the Event manager, click on the link you have received by e-mail once your Webcast request has been accepted.
It will redirect you to your Webcast request page. Click on “Speaker Release Form” in the Warning box.
Here, you will be able to send the e-agreement requests to all the speakers of your event.
You can decide whether you want to notify all the event managers of the speaker’s signature.
Click on “Download” if you want to print the agreement form in order for the speakers to sign in paper form.
Otherwise, if you want to let the speakers sign electronically, you can send the agreements to all the speakers (a list will be provided below).
You can customise the e-mail the speakers will receive, or leave the default message. Click on “Send”.
Now all the speakers will receive the request by email.
Let’s now act as a speaker and agree to the recording of the Webcast, so it can be published.
Click on the link you have received by e-mail informing you about the agreement that needs to be signed.
Select “I agree”. Click on submit and the agreement is signed.
If the option to notify all event managers each time an agreement is signed has been selected, all event managers will receive the notification.
Please remember that all speakers must sign the agreement, otherwise the recording will not be published.
Congratulations! You now know how to book Webcast and recording in idico.
Thank you for your attention, and see you in the next tutorial.