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TEDxX=independently

organized TED event

TEDNon-profit organization for

Ideas Worth Spreading

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Step 1: Pre-Event

License (p.4) General Rules (p.5) Naming a TEDx Event (p.7) Website (p.14) Speakers (p.17) Photo & Video (p.18) Social Media/Online Marketing (p.20) Event Profiles (p.21) Event Types (p.26) What You Are Committing To (p.27) Online Application (p.28)

*Sponsor information highlighted in redWhat We Did:

License (p.30) Naming a TEDx Event (p.30) Theme/Audience/Speakers (p.30) Website (p.30) Speakers/Bios (p.31) Photo & Video (p.32) Budget (p.32) Sponsors (p.32) Supplies (p.32) Technology Setup (p.33)

Step 2: During the Event-What We Did

Guest Relations (p.37) Computer Control (p.37) Schedule (p.37) Photos (p.37)

Step 3: Post Event

Event Profiles (p.39) Photo & Video (p.40) Sponsors & Speakers (p. 41)

*Sponsor information highlighted in red

What We Did: Clean Up (p.43) Say Thank You (p.43) Survey (p.43) Photo & Videos (p.43)

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PRE-EVENT

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License

-MUST ATTAIN a TED license in order to host a TEDx event

-Anyone can get a licenseHere are eligibility rules:

Organizers under age 18 must be supervised by an adult. TED does not grant licenses to those associated with controversial or extremist organizations. TEDx events may not be used to promote spiritual or religious beliefs, commercial products or

political agendas. Organizers may not affiliate the TEDx or TED brand with other conferences, or with commercial

endeavors.

*Check http://www.ted.com/pages/organize_tedx_event for any more information you may need-forms, more help, examples, etc.

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General Rules

Spirit/purpose: Your event must maintain the spirit of TED itself: multidisciplinary, focused on the power of ideas to change attitudes, lives and ultimately, the world.

Focus/theme: TEDx event themes should be multidisciplinary and broad. TEDx events must feature a diversity of speakers from across several disciplines that address a variety of topics. These topics should not fall under a single subject.

Format: A suite of short, carefully prepared talks, demonstrations and performances on a wide range of subjects to foster learning, inspiration and wonder -- and to provoke conversations that matter. (The typical presentation should be an 18-minute talk by a single presenter. No talk should exceed 18 minutes. No panels. No break-out sessions. Usually: No podium.) You may not pay your speakers to present.

Length: Your event may not exceed one day in length. Frequency: A TEDx license permits you to organize one event. (If you want to organize a recurring

event, you must apply for a new, second license after you've organized one TEDx event.) Location: TED allocates one location-based license per applicant; you must live in the city for which

you are applying for a license. Your TEDx event must happen in the city for which you received the license. TEDx events do not travel -- a TEDx license is valid for one city, and for one event.

Admission/tickets: You may not use your event to make money. You may not use your event to raise funds for charities or other organizations. (TED will allow certain TEDx events to charge a small admission fee -- always under $100 -- to help cover the event's production costs. In order to charge an admission fee, you must firstsubmit your proposed ticket price for approval from TED.)

Attendance: Up to 100 individuals may attend your event. (Only individuals who have attended an official TED conference in person may organize an event with more than 100 attendees. I.e., the primary license holder -- the individual whose name is on the application form -- must have attended a TED conference. Having attended a TEDx event does not qualify you to host an event for more than 100 guests.)

Introduction video: A short, official video introduction must be played at the beginning of your event. (Playing this video is not optional; the purpose of the video is to make sure that your audience understands what TEDx is, and the difference between it and TED.)

Pre-recorded talks: A minimum of two official, pre-recorded TEDTalks must be shown at events which are less than half a day in length. For longer events, 25% of the total number of talks must be official, pre-recorded TEDTalks. Talks from the TEDxTalks site do not apply.

Live original content: You must record all original stage content (live talks, performances, etc.) on video. After your event, you must make this video accessible to TED and the public.

Speakers: Organizers cannot be speakers at their own event. Speaker waiver: All of your speakers, performers and other stage presenters must sign this

permission release form, giving TED and others the right to edit and distribute video of their presentation.

Branding: Never use the TED logo. Do not use the generic TEDx logo; you must use your own event's official, unique TEDx brand identity (see the "Branding / identity / logo") in all communications. You must make it clear that your event is independently organized.

License term: Your TEDx license is valid for one year from its date of approval, or until the conclusion of your event -- whichever comes first. You must re-apply for each subsequent event.

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License transfers: TEDx licenses are non-transferable -- you cannot transfer your TEDx license to another individual. (If you want to relinquish your license to allow another organizer to have it, you'll need to notify us first. The new licensee will need to fill out his or her own application.)

Co-branding: We do not allow co-branding (i.e., connecting the TEDx logo/identity/name to the name of another organization), except in certain circumstances; pre-approval is always required:

Corporations/organizations: Co-branding your event with a company, organization or agency is only permitted in the case of an internal event. (To be considered an internal event, your event must be for employees only, promoted only within the organization -- not to clients, the public, etc. Video and other material from your event may only be shared inside the organization.)

Schools/NGOs/camps: We do not co-brand with NGOs. We only co-brand with schools and universities.

Clubs: In the case of schools, colleges and universities, it is possible to create a club to assist with the organization and structure of your TEDx event.

Schools: TEDx events that take place at a school may create a TEDx event club at their school in order to execute their TEDx event. The activities of this club can include: team building, regular TEDtalk viewing events and organizing and structural planning of a TEDx event. The name of the club should mirror the name of the TEDx event with a space and then the qualifier "Club". Eg. A school club for TEDxIBYork would be TEDxIBYork Club. Note: A teacher advisor must be part of a TEDx event club, as well as a student TEDx event club leader who would ideally be the primary licensee of this event.

Universities: University organizers can create a TEDx event club at their school in order to execute their TEDx event The activities of this club can include: team building, regular TEDTalk viewing events and organizing and structural planning of a TEDx event. The name of the club should mirror the name of the TEDx event with a space and then the qualifier "Club". Eg. A university club for TEDxYale would be TEDxYale Club. Note: A teacher advisor must be part of this TEDx event club, as well as a student TEDx event club leader who would ideally be the primary licensee of this event.

Co-events: TEDx events are stand-alone events -- they may not be combined with or integrated into any pre-existing conference or event.

Recurring events under one license: Organizers who want to produce weekly TEDx events may apply for a license for a recurring event. (We only consider weekly events to be "recurring"; monthly events must apply for a new license at the end of each cycle.) To apply for a recurring event, you must first have organized at least one TEDx event. If you would like to request a license for a recurring event, contact us.

Closing out your event: After your event, you'll need to do the following:1. Fill out the organizer survey (required)2. Send the audience survey to your attendees(required)3. Upload photos to Flickr, tagged "TEDx" + "TEDx[place name]" (required)4. Upload video (if any) to the TEDx channel on YouTube (follow our guidelines) (required)5. Tell us your story (optional)6. Re-apply to renew your license (optional)7. Share with the community (optional)* Read the complete guide to closing out your event.

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Naming a TEDx Event

All TEDx event names follow the same convention: a name beginning with TEDx, followed by a location-based descriptor such as the name of your city, school, or neighborhood. (E.g., TEDxSydney, TEDxThames, TEDxUSC.) TED must approve your event's name; we approve when you submit the standard application form.

TEDx events are community-driven and must be named after the local area in which the community it will serve is situated. If the name of your city or town is taken - or if your city is very large - consider a neighborhood, street, river, lake or public square name. The TEDx name you nominate must be local and specific to your area within your town or city.

TEDx names are discretionary, and take into consideration the overall TEDx strategy. You are not guaranteed to receive the TEDx name for which you apply, even if it is listed as "Available."

Country names: No country names will be granted. City names: City names will be reserved for individuals organizing events attended by more than 100

people. (To organize an event attended by more than 100 people, you need to have attended a TED conference in person.)

Co-branded names: Names co-branded with organizations, non-profits and NGOs are not allowed. We don't co-brand with other conferences or seminars. We only co-brand with schools and universities, eg TEDxUSC.

Corporate names: When approved, corporations can only organize private, internal TEDx events (e.g., an event named TEDxPWCDublin may only be attended by PWC employees).

Theme names: We will not approve theme-based names (e.g., "TEDxMarketing" or "TEDxEducation"). We will not approve any location-based name with a theme or vertical added to it (e.g., "TEDxSydneyDesign" or "TEDxNewYorkSpace"). You may give your event program a theme ("Revolutionary Ideas"), but the name of your TEDx event (appearing on your logo, website, etc.) must be the standard location-based name.

Name abbreviation / variation: Name abbreviations and variations are not allowed. You must always refer to your event with the name you were approved for. (E.g., if you are licensed for "TEDxPhoenix," you may not refer to your event as "TEDxPHX" or any other variation. You must refer to it as "TEDxPhoenix" in all copy, messaging, logos, etc.)

Place names of 2 or more words: Some place names are composed of two or more words, e.g. San Francisco. However, TEDx names must never include spaces. Do not use spaces when referring to your event in your copy or on your logo. (The capitalization of subsequent words implies the space.) E.g., the name of an event for the city of San Francisco would be called "TEDxSanFrancisco."

TEDx no longer licenses location nicknames or large city/regional names. In addition, if you are choosing a street name, river, lake or other such entity, your event name must have a location qualifier where appropriate, such as TEDxRegentSt, TEDxBrickLane, TEDxRawaRiver.

Even if your city name is taken, you can name your event after a street or neighborhood, for example, in London there are more than ten local TEDx events, including TEDxLondon, TEDxRegentSt, TEDxEaling, TEDxEastEnd, TEDxSquareMile, TEDxTeddington, TEDxKensington, TEDxBow, TEDxEuston and TEDxMarylebone.

Branding / identity / logo

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This section covers proper use of the TEDx brand identity, your event's specific TEDx logo, and complete specifications for print and on-screen applications. In order to maintain and preserve it, the only acceptable versions of the identity are those appearing in these rules.

The most important rule: Never use the TED logo. Only your event's approved TEDx logo that includes the TEDx tagline may be used. When you use your TEDx event's logo it must be accompanied by the tagline "x=independently organized TED event". This is a lockup -- your logo (as well as the generic TEDx logo) may not be used without this tagline.When to use your TEDx identity: Your event's TEDx logo must appear on your website, on all outbound communications with speakers, attendees and sponsors, and on all PR and marketing materials.

One- or two-line taglineThe TEDx logo is unique artwork that has been created to brand and market all TEDx events. TEDx has an official tagline that is in a lockup relationship with TEDx: "x = independently organized TED event" must be included in the logo, either as one line or two lines. (Do not change the wording of the tagline -- the only approved versions are shown here.)

The one-line tagline logo is preferable. However in situations where there is not enough room to use a logo of this width, the two-line tagline logo may be used.

Logos and place namesYour specific TEDx logo will contain the place name. For longer place names, there is an alternative template that puts the place name on a second line.

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Place names with descendersFor place names that contain lower-case letters with descenders (p, q, g, j, y) use the two-line stacked tagline so that the descenders do not touch the tagline.

TED color Offset printing with Pantone inks: When possible, a spot color should be used for your logo -- this is

the best way to reproduce TED red (Pantone 485). Offset printing with 4-color process inks: If specifying a spot color is not possible, the 4-color process

(CMYK) method of printing may be used to print your TEDx event's logo. 4-color process printing is acceptable, although it is not the preferable way to reproduce our logo. In 4-color process printing the TED red color will only be simulated.

Note that even though you may be offset printing a publication using 4-color process, it is often possible (and highly recommended) to specify an additional spot color (Pantone 485) for the logo.

Desktop printing: Sometimes it is more appropriate to produce branded publications and other communications using a digital process -- such as printing from a computer directly to a desktop laser or ink-jet printer. Local settings and calibrations should be used to determine the best color specifications for your particular printer.

On-screen/web: When your TEDx event's logo is reproduced on-screen in Microsoft PowerPoint presentations, in video, or online for the web, RGB or web color logos should be used. On-screen applications use RGB (red/green/blue) values to simulate color. On the web, hex values are used to specify color. Each of these specifications is shown above-right.

The colors shown here and throughout these guidelines have not been evaluated by Pantone Inc. for accuracy and may not match the Pantone Color Standards.

Due to the manner in which color is represented on-screen, the colors shown here may not accurately 

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represent the true TEDx colors. Therefore, do not use the colors shown here (or a printed version of this page) for color matching. Instead, always refer to the color specifications and visually match the specified colors accurately using Pantone Color Standards.

Specifications / templatesWe've created a unified system for TEDx logos, so they all retain the same look and feel. We provide two differenttemplates that you can download and customize for your event. Each includes a text field for you to type in your event name (in Helvetica) so it automatically appears in the correct place. (For events with longer names, there is a template that puts the name of your event on a second line.)

Typeface: The typeface (Helvetica) is an integral part of our visual identity and should not be changed or substituted. Helvetica comes pre-installed on most computers, but if you do not have access to it, use Arial. If you have a different version of Helvetica (Helvetica Neue, for example) use the Regular weight of your version.

Kerning: Letter-spacing in the TEDx logo templates is set to 0. Do not adjust this setting. Alignment: The name of your event should always align left in relation to the "TEDx" part of the logo,

and should be sized to be exactly the same height as the "TEDx" part of the logo. Letter-spacing in the TEDx logo templates is set to 0. Do not adjust this setting.

Color: your TEDx event's logo should always include a red "TEDx", and either black or white text for the other words. Use a solid, all-white or all-black background. (For your event's profile on TED.com, we recommend a white background.) Do not place your TEDx event's logo on other colors or on photographic, patterned or illustrative backgrounds.

Download: TEDx logo templates (.eps, .pdf, .jpg, .psd) »

Background colorUse a solid, all-white or all-black background, as shown at right. (For your event's profile on TED.com, we recommend a white background.) Do not place your TEDx event's logo on other colors or on photographic, patterned or illustrative backgrounds.

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Clear spaceTo remain completely legible and ensure that your TEDx event's logo is presented in the best possible manner, a minimum buffer zone of clear space should always be maintained around the entire perimeter of your logo. Other logos, graphics or copy must be kept out of this zone. (Logos may not be "locked up" with any other logos or images. Other logos cannot appear as if they are a part of your TEDx event's logo.)

Minimum sizeProportions must stay consistent when your logo is resized. To ensure legibility, never use your TEDx event's logo with an overall width that is less than 2.0 inches. At widths that are smaller than 2.0 inches, the tagline will become illegible.

What to avoidDo not set the place name in all caps, or change its size.

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Do not change the color of "TEDx," the place name, or the "x" in the tagline.

Only use the 2-line template for longer place names. Do not change the color of the "x" in TEDx.

Do not create your TEDx event's logo or tagline in your own typeface.

Copy / messaging

To support your TEDx event's graphic identity, several important verbal messages must appear on all your TEDx communications, especially outbound materials used for PR and marketing, to describe the program as a whole, and distinguish it from your specific event.

Mandatory language: All communications must include the following copy:This independent TEDx event is operated under license from TED.

On materials with multiple pages, each page must include the following copy:

This TEDx event is independently organized.

Spacing: There is no space between "TEDx" and your event name's place name. E.g., when referring to your TEDx event with the place name in copy, use "TEDx[place name]".

Capitalization: Never capitalize the place name of your event name (e.g., "TEDxDUBLIN" is incorrect; it should be "TEDxDublin"). This goes for your logo, your website, and any other place where your event's name appears.

Describing the TEDx program: When describing the TEDx program to press, bloggers, attendees and friends, use the following copy (and be sure to distinguish between the program as a whole and your specific event, never referring to your event as "TEDx", but always as "TEDx[place name]"):In the spirit of ideas worth spreading, TED has created a program called TEDx.

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TEDx is a program of local, self-organized events that bring people together to share a TED-like experience. Our event is call TEDx (name), where x=independently organized TED event. At our TEDx (name) event, TEDTalks video and live speakers will combine to spark deep discussion and connection in a small group.

The TED Conference provides general guidance for the TEDx program, but individual TEDx events, including ours, are self-organized.

Explaining the TEDx program's mission: Use the following copy to describe the TEDx program's mission:In the spirit of ideas worth spreading, TEDx is a program of local, self-organized events that bring people together to share a TED- like experience. At a TEDx event, TEDTalks video and live speakers combine to spark deep discussion and connection in a small group. These local, self-organized events are branded TEDx, where x=independently organized TED event.

The TED Conference provides general guidance for the TEDx program, but individual TEDx events are self-organized.

Unacceptable copy: The TEDx program's brand name is written "TEDx" Do not use the following or any other variation:

TED-x

TEDX

TedX

Name abbreviation / variation: Name abbreviations and variations are not allowed. You must always refer to your event with the name you were approved for. (E.g., if you are licensed for "TEDxPhoenix," you may not refer to your event as "TEDxPHX" or any other variation. You must refer to it as "TEDxPhoenix" in all copy, messaging, logos, etc.)

Place names of 2 or more words: Some place names are composed of two or more words, e.g. San Francisco. However, TEDx names must never include spaces. Do not use spaces when referring to your event in your copy or on your logo. (The capitalization of subsequent words implies the space.) E.g., the name of an event for the city of San Francisco would be called "TEDxSanFrancisco."

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Websites

Your TEDx website may only be used for the purposes of promoting your TEDx event. Your website should offer basic information about your event (its date and location; background on its organizers; the speaker roster and session schedule) and information about the TEDx program and TED.

Domain acquisition: Do not purchase a domain name until your license has been approved. You aren't required to purchase a domain name, but we strongly encourage it. (A domain name will make your site more findable.) Whether you decide to buy web hosting from a paid service or opt for a free hosting account is up to you. However, we do not permit any TEDx site to run advertising, so be sure that your hosting service does not require you to do so.

Your site's URL: The URL of your website's homepage should be the name of your TEDx event, e.g. TEDxTokyo.com. The .com top-level domain should be your first choice, followed by the top-level domain of your country (e.g., .pl for Poland). .org and .net should be your next choices.

Ownership of your domain name: When you purchase your TEDx[place name] domain name, you are entitled to keep the domain name as long as you are the TEDx licensee whose event's name corresponds exactly to the domain name in question. (E.g., as long as you are the licensee in charge of TEDxAcme, you may keep the domain name "http://www.tedxacme.com.")

Domain name squatting: You may only own the domain name that corresponds to your own event; you may not register domain names corresponding to other TEDx events -- including prospective events that have not yet been licensed -- without permission from TED. (In other words, you may not "squat" in domain names for potential TEDx events if you are not already the licensee, even if you intend to transfer ownership, or intend to apply for a license for the event at a later point.)

License renewal/relinquishment: If you decide not to renew your TEDx license after your TEDx event, or TED does not renew your license, you must transfer ownership of your TEDx domain name either back to your domain registrar (or web hosting service), or to another TEDx licensee. TED cannot be held liable for expenses incurred during the purchase, transfer or re-sale of TEDx-related domain names.

Content: Your site needs to include information about your live speakers, a description of your venue, the date and location of your event, and information about TEDx and TED.

Unacceptable content: You may not display any content associated with: Weapons manufacturers

Ammunition companies

Cigarette companies

Online gambling organizations

Sex-related businesses

Other conferences or seminars

Homepage: Your site's homepage must include the following: A visible link, on your event's homepage, to the TEDx program (http://www.ted.com/tedx)

Language that describes TEDx:

What is TEDx?In the spirit of ideas worth spreading, TED has created a program called TEDx. TEDx is a program of local, self-organized events that bring people together to share a TED-like experience. Our event is called TEDx[name], where x = independently organized TED event. At our TEDx[name]

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event, TEDTalks video and live speakers will combine to spark deep discussion and connection in a small group. The TED Conference provides general guidance for the TEDx program, but individual TEDx events, including ours, are self-organized.

Text in the footer that states "This independent TEDx event is operated under license from TED."

About page: Your site must have an "About" page that includes the following language: About TEDx,

x = independently organized event In the spirit of ideas worth spreading, TEDx is a program of local, self-organized events

that bring people together to share a TED-like experience. At a TEDx event, TEDTalks video and live speakers combine to spark deep discussion and connection in a small group. These local, self-organized events are branded TEDx, where x = independently organized TED event. The TED Conference provides general guidance for the TEDx program, but individual TEDx events are self-organized. (Subject to certain rules and regulations.)

About TED TED is a nonprofit organization devoted to Ideas Worth Spreading. Started as a four-day

conference in California 26 years ago, TED has grown to support those world-changing ideas with multiple initiatives. At TED, the world's leading thinkers and doers are asked to give the talk of their lives in 18 minutes. Talks are then made available, free, at TED.com. TED speakers have included Bill Gates, Jane Goodall, Elizabeth Gilbert, Sir Richard Branson, Benoit Mandelbrot, Philippe Starck, Ngozi Okonjo-Iweala, Isabel Allende and former UK Prime Minister Gordon Brown. Two major TED events are held each year: The TED Conference takes place every spring in Long Beach, California (along with a parallel conference, TEDActive, in Palm Springs), and TEDGlobal is held each summer in Edinburgh, Scotland.

TED’s media initiatives include TED.com, where new TEDTalks are posted daily; the new TED Conversations, enabling broad conversations among TED fans; and the Open Translation Project, which provides subtitles and interactive transcripts as well as the ability for any TEDTalk to be translated by volunteers worldwide.

TED has established the annual TED Prize, where exceptional individuals with a wish to change the world are given the opportunity to put their wishes into action; TEDx, which offers individuals or groups a way to host local, self-organized events around the world; and the TED Fellows program, helping world-changing innovators from around the globe to become part of the TED community and, with its help, amplify the impact of their remarkable projects and activities.

For information about TED's upcoming conferences, visit http://www.ted.com/registration

Follow TED on Twitter at http://twitter.com/TEDTalks, or on Facebook at http://www.facebook.com/TED

Images: Never use the TED logo or TED conference images on your website or any other promotional materials. You may only use your TEDx event's logo and TEDx images.

Sponsors: Sponsor or partner logos or names may not appear on your site's homepage. Instead, create a separate page dedicated to your sponsors, and link to the page from your site's global

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navigation bar. Anywhere it appears, the sponsor's logo must be smaller than your TEDx event's logo.

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Speakers

Selection: TEDx Organizers are responsible for procuring and handling their own speakers. TED staff do not help identify or secure speakers. TEDx organizers cannot speak at their own TEDx events.

Payment: TEDx events may never pay speakers. Sponsorship: Speakers may not sponsor any portion of your TEDx event, in-kind or otherwise.

Sponsors of your event cannot be speakers. Duration: No talk can exceed 18 minutes in length. Multi-topical and Multidisciplinary: TEDx events must feature a diversity of speakers from across

several disciplines that address a variety of topics. These topics should not fall under a single subject. Programming: Up to 75% of your program can consist of original speakers. 25 percent of your

program should feature TEDTalks that have been featured on TED.com Presentations: Every talk's content must be in compliance with copyright law. Speakers must inform

you beforehand of any third-party material that will be used in their presentations and seek written permissions to copyrighted materials when applicable. TED cannot assist with this process or act as a consultant on individual cases.

Content: Speakers must tell a story or argue for an idea. They may not use the TED stage to sell products, promote themselves or businesses. Every talk's content must be original and give credit where appropriate. Speakers cannot plagiarize or impersonate other persons, living or dead.

Speakers must be able to confirm the claims presented in every talk -- TED and TEDx are exceptional stages for showcasing advances in science, and we can only stay that way if the claims presented in our talks can stand up to scrutiny from the scientific community. TED is also not the right platform for talks with an inflammatory political or religious agenda, nor polarizing “us vs them” language. If Talks fail to meet the standards above, TED reserves the right to insist on their removal.

Speaker release: Everyone who appears onstage must sign the TEDx Speaker Release form. TEDxTalks videos: TEDx event teams must upload videos of every talk from their event to the

TEDxTalks YouTube channel (and only the TEDxTalks YouTube channel) unless the content is in violation of the above rules. If an organizer chooses to withhold a talk, they are fully responsible for informing TEDx staff and then for communicating the reasoning of their actions to the speakers.

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Photo & Video

Rights

Before covering an event, photographers must sign this release form stating that they will release the photos under the Creative Commons "Attribution - Noncommercial - NonDerivative" license and authorize TED Conferences, LLC to replicate and distribute their photos for publicity releases, program marketing, and on print and web TED properties.

Photos of TEDx events must be released under a Creative Commons license ("Attribution - NonCommercial - NonDerivative"), so they can be freely shared and reposted

Credits

When posting photographs anywhere (e.g. on Flickr), clearly credit the photographer in metadata, captions and tags

If you use an image from another TEDx event, contact the event's organizer to confirm that use of the image is authorized

Video

Sponsor logos on your videos: Sponsor logos may only be shown on one slide at the beginning and end of each video. This slide must be 3 seconds long at maximum and adhere to our official sponsorship slide template.There may only be a single slide in your video to feature all of your sponsor logos. Sponsor logos may not appear anywhere else in the video. If you have multiple sponsors you must feature all of your sponsor logos on the one slide. Never superimpose your event logo or a sponsor logo over the speaker's talk or slides. Never feature rolling credits.

Slides related to sponsors must appear in the following sequence:

1. General event intro graphics (optional)

2. Your TEDx event logo (Required)

3. Sponsor pre-roll card (cannot exceed 3 seconds)

4. Talk (Required)

5. Sponsor pre-roll card (cannot exceed 3 seconds)

6. Post-roll card (optional)

The pre- and post-roll sponsor logo slides you display in your videos should use the layout of these templates(versions for 4:3 and 16:9 provided). If you are unable to edit these image files, recreate the layout in your image/slide editor of choice.If you are featuring multiple sponsor logos, send a still image of your slide to tedxpostevent@ted.com for approval. Sponsor logos must appear smaller than your TEDx event's logo.Standards

Resolution: Shoot and upload photos in the highest possible resolution. (For JPEGs to be considered "high resolution," they must meet or exceed a minimum of 7x5 @300 dpi.) If large file sizes cause problems having to do with bandwidth or storage, contact remy@ted.com.

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Documentary

You can shoot a documentary specific to your TEDx event, but not a general TEDx documentary.

No use of the TED and/or plain TEDx logos.

No filming inside the theatre while your event is taking place; only the designated film crew who is filming the TEDx talks is allowed into the theatre to film during talks and breaks.

You can shoot b-roll in break areas, but not inside the theatre.

TEDx talks cannot be re-edited or remixed; a maximum of 30 seconds of any TEDx Talk may be featured.

If you plan to incorporate TEDTalks shown at the event in a documentary, please read and follow the below rules:

Documentary filmmakers can use excerpts of TEDTalks within their films, provided the speaker agrees. TED must secure permission from each individual speaker for any use not produced by TED.

In order for us to approach the speaker with the request, you must provide TED with a brief from the filmmaker on the intended use of the footage, the film's perspective/point of view, and distribution plan. We also like to see brief bios on the creative team (producer, director, etc).

If the speaker agrees, we will provide the filmmaker with footage on a data DVD in one of our standard formats (any needed conversion will be the filmmakers' responsibility). Depending on the particular conference, footage will be delivered in one of the following formats: DVCPro NTSC, DVCPro PAL, DVCPro NTSC Anamorphic or DVCPro HD 1080i60. We do not deliver footage on tape.

No licensing fees are charged, but the footage must be accompanied by an on-screen credit (generally a lower-third) referencing TED.com. We prefer the language "Full talk available at TED.com.

Radio

TEDx events can be streamed live on the radio based on review and approval. Sessions and speakers should play live and uninterrupted. TEDx events must be broadcast on the radio live -- archived audio of events or talks cannot be played. TEDxTalks cannot be broadcast on the radio without further permission. Email TEDx@ted.com with your radio proposal.

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Social Media / Online Marketing

Sponsors: Never mention your event's sponsors on social media accounts -- including Twitter, Facebook, newsletter (mailing list) emails or on your blog. Facebook: The name of your Facebook account should mirror the name of your event. (Set up

your Facebook account as a "Page," not as a "Group" or "Profile.") Your official TEDx event logo must appear in your Facebook image. No sponsor logos are allowed. In the "Info" tab, include the below "About TED" and "About TEDx" copy: About TEDx, x = independently organized event

In the spirit of ideas worth spreading, TEDx is a program of local, self-organized events that bring people together to share a TED-like experience. At a TEDx event, TEDTalks video and live speakers combine to spark deep discussion and connection in a small group. These local, self-organized events are branded TEDx, where x = independently organized TED event. The TED Conference provides general guidance for the TEDx program, but individual TEDx events are self-organized. (Subject to certain rules and regulations.)

About TED TED is a nonprofit organization devoted to Ideas Worth Spreading. Started as a four-day

conference in California 25 years ago, TED has grown to support those world-changing ideas with multiple initiatives. The annual TED Conference invites the world’s leading thinkers and doers to speak for 18 minutes. Their talks are then made available, free, at TED.com. TED speakers have included Bill Gates, Al Gore, Jane Goodall, Elizabeth Gilbert, Sir Richard Branson, Nandan Nilekani, Philippe Starck, Ngozi Okonjo-Iweala, Isabel Allende and former UK Prime Minister Gordon Brown. The annual TED Conference takes place each spring in Long Beach, California, along with the TEDActive simulcast in Palm Springs; the annual TEDGlobal conference is held each summer in Edinburgh, Scotland.

TED's media initiatives include TED.com, where new TEDTalks are posted daily, the recently launched TED-Ed platform for students and educators, the Open Translation Project, which provides subtitles and interactive transcripts as well as the ability for any TEDTalk to be translated by volunteers worldwide, and TEDBooks, short e-books by speakers that elaborate on a single idea originally presented on TED's stage. TED has established the annual TED Prize, where exceptional individuals with a wish to change the world are given the opportunity to put their wishes into action; TEDx, which offers individuals or groups a way to host local, self-organized events around the world, and the TED Fellows program, helping world-changing innovators from around the globe to become part of the TED community and, with its help, amplify the impact of their remarkable projects and activities. Follow TED on Twitter or on Facebook.

Facebook: Download our Facebook information one-sheet for more info. Twitter: Your Twitter account name must mirror the name of your TEDx event. (If your event name

exceeds the 15-character limit allowed for Twitter names, contact us with alternative suggestions, which we must approve.) You must use your official TEDx event logo as your Twitter image. Download our twitter information one-sheet for more info

Email lists: Never use your email list for any purpose other than communicating information specifically about your TEDx event. Never send out mailings more than once a week.

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Other social media channels/online marketing tools: All of the standard naming and branding rules apply. If you have a question, contact us.

Event Profiles

Filling out your event profile is mandatory. You'll need to fill out as much information as you can immediately after your license has been approved. Events profiles left blank for an extended period of time are subject to deletion, at TED's discretion. (The corresponding license will also be canceled at time of deletion.) We're strict about this rule because both the global TEDx community and the TED team rely on the data you enter to make decisions.

Regular updates: Update any key data at least once a week. It's crucial that you keep the general public, and TED, aware of what may have changed about your event. If your event profile has not been updated with the most current information by your event date, your next event will not be approved.

Required fields: You might be missing certain information about your event at the point that your license is approved. However, as soon as the relevant information becomes available, it's critical that you update the information on each of these items:

Your event website

Your event date

Social media pages

Twitter tag

Venue location

Ticket price (your ticket price must be approved by TED Webcast URL (if you plan on providing a webcast)

Date changes: Our system will allow you to change the date of your event after your license has been approved. If you want to change your event's date, follow these steps:1. Go to the world map of TEDx events and review other TEDx events happening in your

region/local area2. If your date change could affect another TEDx event -- i.e. if it is within the same 4-8 week

period and close enough in proximity that your audiences might overlap -- reach out to the other TEDx organizer and discuss

3. Once you have settled on a new date and confirmed it's acceptable to other organizers in your region, change it on your event profile page

4. Tell us the new date Webcasts: If you're planning on providing a webcast of your event, it's important to let the TEDx

community know. (Other organizers may want to organize events that feature your event's webcast.) Fill in the "Webcast URL" field as soon as you know the URL. If you know you'll have a webcast but don't have the URL yet, enter your website's URL -- or a placeholder page on your website that contains information you do have about your webcast.

Webcasts

Notify us: You must seek approval from TED before you can produce a webcast. Email us.

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Advertising: No advertisements or sponsor logos are permitted on or around your webcast. (You may not advertise inside the webcast. You may not place advertisements or sponsor logos on the website hosting the webcast. Never place advertisements or sponsor logos in the webcast, or on the video player before or after the webcast.)

Cost: Your webcast must be free to viewers. Distribution: Talks and other content recorded at your event may not be distributed on broadcast

television, cable television, satellite television or on-demand TV. Third-party webcast services: If you are broadcasting your webcast on a third-party website or with a

third-party webcast service, you will need to get approvalfrom TED. (Advertisements in, on or around the webcast are not permitted.)

Promoting your webcast: If you plan to promote the webcast of your event to the general public, you'll need to notify us first.

Your event profile: Add the URL of the webcast to your event profile as soon as you have it. If you know you will be webcasting your event but are unsure of the URL, add a link to your website, which should include any information about the webcast that you have so far. (Doing this will make the global TEDx community aware of your plans to offer a webcast.)

Webcast archive: Archiving your TEDx event webcast for the public or your attendees is not permitted. (I.e., you are not allowed to provide a stream of your event's webcast after your event has concluded.)

Viewing parties: You're allowed to organize viewing parties around your TEDx webcast, but no viewing party may exceed 100 attendees. Viewing parties must be free of charge to guests, and must be held in non-commercial venues (such as homes, schools or libraries).

Audit: After your event, fill out this form.

Sponsors

Approval: Before you approach any sponsors, you must use our form to submit a list of sponsors you would like to approach, along with an explanation of how you want them to be involved. Only when TED has approved this sponsor proposal may you reach out to them. If you want to add more sponsors after you've submitted your initial list, use the form to submit the new list.

Unacceptable sponsors: Under no conditions will TED allow companies or organizations who deal in the following to sponsor TEDx events:

Weapons/ammunition

Tobacco/cigarettes

Adult-oriented products/services

Editorial control: Sponsors have no editorial control or veto power over your program. The stage: Sponsors may not present from the stage. No one can pay to be included in the program;

speakers are chosen by merit only. Sponsor logos cannot be displayed on a TEDx stage.Bookstores

It is in TED's tradition to partner with a bookstore and to present attendees with a selection of works from innovative and creative minds around the world. We encourage TEDx Organizers to host a literary space at their events, and recommend that you partner with a local bookstore to curate your selection.

Revenue: Partnerships with bookstores should be in-kind -- all revenues from book sales should go to the bookstore. In exchange, the bookstore will provide staffing and shipping (if applicable) of the books.

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If the bookstore provides customized items such as t-shirts or mugs for sale at the event, Organizers can set-up a revenue share deal. Bookstores would be allowed to give out coupons in the gift bags.

Speakers and Bookstores: Speakers' books can be part of the selection at a TEDx event bookstore, but cannot be sold individually. Be creative! Ask one of your speakers to curate a selection of their favorite books.Book signings: Speakers at TEDx events can sign their books, but only as part of a larger book sale, and bookstore presence. Maximum contribution amount:

For events with less than 100 attendees, total sponsorship funding may not exceed $10,000 (in cash), this amount excludes direct cost of venue. For events with 100 attendees or less, try to reach out to as many sponsors as possible who can offer in-kind support.

For events with more than 100 attendees, sponsorship funding may not exceed $20,000 (in cash) per sponsor. If your budget necessitates funding above this amount, you will need to get prior written approval from TED.

Payment: Wherever possible, please have sponsors pay vendors directly. Social media: Do not endorse your sponsors via your event's social media properties. You are not

allowed to promote your sponsors on Twitter, Facebook or any other social media properties. Sponsorship summary: After your event, you'll need to send TED a summary of your event

sponsorship. The summary must include a list of all sponsors, what they sponsored and how much they contributed. Both in-kind contributions and cash must be declared.

Products and giveaways: Branded products may be given away. TEDx-branded products may only be sold at your event -- not pre/post or online. Profits from these items must go back to support your event. The TEDx logo/brand may not be licensed for commercial purposes.

Sponsor logos on your videos: Sponsor logos may only be shown on one slide at the beginning and end of each video. This slide must be 3 seconds long at maximum and adhere to our official sponsorship slide template.There may only be a single slide in your video to feature all of your sponsor logos. Sponsor logos may not appear anywhere else in the video. If you have multiple sponsors you must feature all of your sponsor logos on the one slide. Never superimpose your event logo or a sponsor logo over the speaker's talk or slides. Never feature rolling credits.

Slides related to sponsors must appear in the following sequence:

1. General event intro graphics (optional)

2. Your TEDx event logo (Required)

3. Sponsor pre-roll card (cannot exceed 3 seconds)

4. Talk (Required)

5. Sponsor pre-roll card (cannot exceed 3 seconds)

6. Post-roll card (optional)

The pre- and post-roll sponsor logo slides you display in your videos should use the layout of these templates(versions for 4:3 and 16:9 provided). If you are unable to edit these image files, recreate the layout in your image/slide editor of choice.

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If you are featuring multiple sponsor logos, send a still image of your slide to tedxpostevent@ted.com for approval. Sponsor logos must appear smaller than your TEDx event's logo.

PR / press / media

Logos: Use your event's TEDx logo. Don't use the TED logo at any time, and don't allow journalists to use it (in print or on video). Supply journalists with your customized TEDx logo.

It's a TEDx event -- not TED: Don't say "TED is coming to [city name]." Don't say your event is "organized by TED," "sponsored by TED" or an "official TED event." TED staff should be the sole official spokespeople for TED and the program as a whole; any journalist seeking comment from TED should be routed through Melody Serafino and TED.

Press page for journalists: Ask local journalists to visit your website's media section (see below). Provide them with the URL to the TEDx program (http://www.ted.com/tedx) for detailed information on the nature of the TEDx program. Press releases: All press and press releases must be routed through approved by the TEDx

program's media liaison, Melody Serafino. Press releases must contain the "About TED" and "About TEDx" text: About TEDx, x = independently organized event

In the spirit of ideas worth spreading, TEDx is a program of local, self-organized events that bring people together to share a TED-like experience. At a TEDx event, TEDTalks video and live speakers combine to spark deep discussion and connection in a small group. These local, self-organized events are branded TEDx, where x = independently organized TED event. The TED Conference provides general guidance for the TEDx program, but individual TEDx events are self-organized. (Subject to certain rules and regulations.)

About TED TED is a nonprofit organization devoted to Ideas Worth Spreading. Started as a four-day

conference in California 25 years ago, TED has grown to support those world-changing ideas with multiple initiatives. The annual TED Conference invites the world’s leading thinkers and doers to speak for 18 minutes. Their talks are then made available, free, at TED.com. TED speakers have included Bill Gates, Al Gore, Jane Goodall, Elizabeth Gilbert, Sir Richard Branson, Nandan Nilekani, Philippe Starck, Ngozi Okonjo-Iweala, Isabel Allende and former UK Prime Minister Gordon Brown. The annual TED Conference takes place each spring in Long Beach, California, along with the TEDActive simulcast in Palm Springs; the annual TEDGlobal conference is held each summer in Edinburgh, Scotland.

TED's media initiatives include TED.com, where new TEDTalks are posted daily, the recently launched TED-Ed platform for students and educators, the Open Translation Project, which provides subtitles and interactive transcripts as well as the ability for any TEDTalk to be translated by volunteers worldwide, and TEDBooks, short e-books by speakers that elaborate on a single idea originally presented on TED's stage. TED has established the annual TED Prize, where exceptional individuals with a wish to change the world are given the opportunity to put their wishes into action; TEDx, which offers individuals or groups a way to host local, self-organized events around the world, and the TED Fellows program, helping world-changing innovators from around the globe to

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become part of the TED community and, with its help, amplify the impact of their remarkable projects and activities. Follow TED on Twitter or on Facebook.

As you to craft your TEDx press release, please be sure to include the following:

Your TEDx event logo at the top of the release

Contact information for the organizer handling press inquiries

A headline

Dateline -- city/state or city/country and date of release

Location, date and time of your event

A quote from an event organizer

Links to your website, Facebook page and Twitter handle

Required TEDx and TED boilerplates

Interviews: If you are interviewed for broadcast TV or radio, clearly state, at the very start of the segment, that your event is a TEDx event, and explain what that means (it is independently organized, etc.). Represent yourself as a participating organizer in your specific TEDx program.

Interview requests for TED staff: Route requests for interviews with TED staff to Melody Serafino, TEDx Media Liaison.

Creating a media section on your website: If you're planning on having media cover your event, create a media section on your website. Direct all your media requests to a single, consistent resource.

What your media section should say:All press requests should be sent to [name]. [Name] is the official spokesperson for TEDx[place name]. Please note that TEDx event organizers are not able to speak for the TED Conference. Any inquiry regarding TED should be sent to: Melody Serafino TEDx Media Liaison TEDxPR@groupsjr.comWhile we appreciate any coverage, we kindly ask that all journalists and/or bloggers be respectful of the difference between the TED and TEDx brands. The 'x' in 'TEDx' stands for "independently organized events." Any headline or text which implies "TED" is coming to [location] is misleading. For more information on TEDx, visit http://www.ted.com/tedx.

Having media attend your TEDx event: At TED, we keep the number of journalists to a minimum. We ask you to do the same. Only invite media you know personally.

Members of the press are not allowed to take pictures of or film/videotape your TEDx event. Instead, find one in-house photographer and share selections with the media.

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Event Types

Event types

The following event types are available for new licenses:

Standard Event: The Standard Event type, the basic event type, is subject to all of the standard rules and applies to most events.

University Event: The University Event type is for events at a college or university and are hosted by current university administration staff, faculty or students attending the university.

Youth Event: The Youth Event type is an event organized by, or catered toward, youth and/or kids. Events of the Youth type are permitted names that include the word "Youth" or "Kids," e.g., "TEDxYouth@SMU."

Salon Event: A Salon Event is a small weekly or monthly recurring event that keeps a TEDx community engaged between larger annual or bi-annual events. These events typically just screen TEDTalks, some have local speakers. The name includes the qualifier “Salon” and applicants must already have an existing standard license.

Corporate Event: The Corporate Event type is for corporations that want to organize an event with a co-branded name, i.e., a name that includes the name of the corporation, such as "TEDxPWCDublin." The Corporate Event type, and the naming exception it grants, is only approved for internal, private, employees-only events within corporations.

ED Event: An ED Event is a license given to educators or members of the education community to host an event specifically focused on the conversation around education.

Teachers Event: A Teachers Event can be hosted by one or a group of teachers, and attended by teachers in the community.

Cinema Event: A Cinema Event follows the same format as a Standard Event, except that it is held at a cinema or movie theatre.

Library Event: A Library Event is a Standard TEDx event held at a local library.

*To learn more about each event type, go to http://www.ted.com/pages/tedx_event_types

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What You Are Committing To

Your responsibilities as a TEDx organizer

Designing the program: More than anything else, the content is what defines a TED event. As organizer, you'll be curating (or working with a team to curate) a program designed to inspire and delight the attendees you gather. Whether you invite live speakers, or simply show recorded TEDTalks, your selections will set the tone and drive the conversation.

Inviting guests: Early on, you'll need to decide who your event is for: Work colleagues? Friends? Kids? This decision will help guide all the decisions that follow. We recommend organizers carefully curate their audience -- selecting diverse attendees who can contribute to the conversation. (Do not invite more guests than you are licensed to accommodate. Organizers who have not attended an official TED conference may not organize an event for over 100 guests.)

Choosing a venue: The environment you choose for your event will both set its tone and dictate its complexity. A dozen people in your living room is a very different proposition from taking over the local theater.

Clearly communicating expectations: From the outset, be clear to your potential guests, speakers, sponsors and support staff about what is expected of them, and what they should expect at your event.

Creating a TED-like experience: Welcoming your guests to your venue, facilitating conversation, and encouraging behavior that will allow everyone to get the most out of the onstage content. This includes, of course, keeping them physically safe.

Resolving problems: Inevitably, problems will arise -- it's up to you to solve them, and to respond graciously to audience feedback.

Enforcing the clock: Keeping the event running on time -- talks may never exceed 18 minutes. (See tips for training speakers from TED's June Cohen.)

Treating attendees, sponsors and staff with respect:Assuming responsibility for the venue that's hosting you.

Being a part of the global TEDx community: TEDx is more than a set of events -- it's a global community comprised of individuals from many nations, cultures and backgrounds. Engage and collaborate with others graciously and professionally.

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Online Application

Complete the online application right here:

https://auth.ted.com/session/new?referer=http://www.ted.com/tedx/licenses&pre_referer=http://www.ted.com/pages/tedx_event_types

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WHAT WE DID

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License

Before doing anything else, we had to renew our TEDx license. Waited the required few weeks before getting approved.

Naming a TEDx Event

We chose to stick with the TEDxYouth@JamesRiverRoad title because we already had the sign readymade and the name approved by TED.

Theme/Audience/ Speakers

We first came up with who we wanted our audience to be. Once we figured out that the incoming Leadership Center freshman would be our audience, we could then focus on the theme.

We had many meetings when coming up with the theme. We began by just brainstorming out loud. We came up with a general direction that we wanted to go in, and then we threw out ideas. We finally settled on “Leadership Is…”

Once we had our audience and theme, we then focused on who the speakers would be. We decided to continue on with the Leadership theme by choosing Leadership Center teachers to give talks.

o Before the event, we held a few sessions with the speakers in order to train and inform them on TED and TEDx. We had to tell them the decided time limit, the basics of giving a TEDx talk, and have Q & A sessions. We created a Google Doc for the speakers to write in their topic for their talk, so that no word was used twice.

Website

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Create a website for your event. We were able to use WordPress in order to design our website. Here is a screenshot of our website:

We used the speaker bios from the programs and pasted them into the website. If the name of your event is the same, check into using the same website and just adding updated information.

Speakers/Bios

We decided to go in-house for our speakers, and then bringing one speaker from out of the school. We had nine speakers (1 outside guest, 2 students/alumni, 6 teachers) and then chose our three videos from the TED website that tied in with the theme of our event. (It is required to show a video from the TED website.)

Here is our speaker order:

Intro: http://www.youtube.com/watch?v=othM2dwi2bE1. Bryan Hannum rhythmic (Falumni)

2. Joshua Thomaspassion

http://tedxteen.com/talks/tedxteen-2012/113-mteto-maphoyi-the-power-of-listening3. Kelly Bisognoinspiring

____________________________________________________________________________http://tedxteen.com/talks/tedxteen-2012/120-mteto-maphoyi-marchiare

4. Jeffrey Doylegreen5. Ashley Hewlettcharacter

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http://www.ted.com/talks/lang/en/charlie_todd_the_shared_experience_of_absurdity.html6. Sarah Mansfieldhumility

_____________________________________________________________________________7. Chris Merceropportunity

8. Erin Rieckcreativehttp://tedxteen.com/talks/tedxteen-2011/anonymous-extraordinaries-natalie-warne

9. Patience Salgadoauthentichttp://www.youtube.com/watch?v=3M_FaoKxvFA

Quotes:Section 1 “Nothing is impossible, the word itself says, ‘I’m possible!’”- Audrey Hepburn

Section 2 “Whatever you are, be a good one.” - Abraham LincolnSection 3 “Out of clutter, find simplicity. From discord, find harmony. In the middle of difficulty lies

opportunity.” – Albert Einstein In order to write the speaker bios, we created a template on Google Docs for the speakers to fill

in. In this document we asked several questions that were relevant to all of them in some way that could help us form their bios. Each speaker was asked to answer the questions within the Google Doc so that all the other could speakers and organizers could view all the responses. Bios were kept short and straight to the point. Here is an example of one of our speaker bios:

Ashley HewlettShe has been teaching English for five years. Her favorite thing about teaching is

providing opportunities for her students to open up their minds to new ideas. She enjoys watching her students grow into great leaders and people. She is passionate about the future and enjoys mentoring young people about their potential to be successful. She believes that despite their backgrounds, family situations, or environments, everyone has the ability to change the world. She is proud about writing a children’s book, which she wrote in graduate school. Writing the book provided her with an outlet to express her ideas and provide a piece of literature that will last a lifetime. She aspires to learn how to play the guitar this summer and would be a wedding planner if she wasn’t a teacher. To her, leadership is character.

We communicated with the speakers through email, and we also held meetings about once a month in order to update them and answer questions.

Photo & Video

We contacted Bryan Jones- Assistant Director of Technology Here is his contact information: Brian D. Jones

Assistant Director of TechnologyChesterfield County Public Schools4003 Cogbill RoadRichmond, VA 23234Phone (804) 279-1945Fax (804) 279-7462

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Budget

Create a budget. This will help when you begin the journey to find sponsors. If you have an idea of how much money you are going to need, then it will help you decide where to seek out sponsorships. Be practical in deciding your budget.

Sponsors

We formed an idea of what we were going to need. We created a list of places to request a sponsorship from (see sponsorship list-p.34). We drafted a letter (see sample sponsor letter-p.35). We printed the letters on Leadership letterhead. We signed each letter personally. We then addressed the envelopes. HAND DELIVER the letters allows store owners to ask questions and put a face to the name. Follow up with the sponsors through an email.

Supplies

With gift cards we received from sponsors (Kroger and Martin’s), we were able to purchase some of our supplies for the event. Here are some supplies that we needed to purchase:

Balloons Table Cloths Paper Plates Food and Drinks Red Cloth—To use as a carpet Poster Board Doors Paint PVC Pipe Spray Paint Program paper/ink

We received food donations from Chick-fil-a, and so we picked up the trays the morning of the event.

Technology Setup

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Sponsorship List

Cheeburger Cheeburger

Panera

Dominion?

Carrabba’s

Noodles and Company

YMCA

Sweet Frog

Tropical Smoothie

Papa Johns

CLARITY

BioRide

Candela’s

Club West Med Spa

Books-A-Million

Great Big Greenhouse

Friendly’s

Mediterraneo Fine Cuisine

Mexico Restaurant

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Ukrop’s x5

C3

Chesterfield Public Education Foundation

Chick-fil-a

Qdoba

Red Robin

O’Charley’s

Virginia Barbeque

Costco

Sam’s Club*

Sample Sponsorship Letter

(Skip 4 Lines for letterhead)

Date

Contact

Address

City, state, zip code

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Dear… :

On June 20, 2012, students at James River High School in the Leadership and International Relations Center will be hosting a youth symposium, inspired by TEDx. This event will be held for the incoming freshman during their Leadership Summer Institute. The Institute is an orientation that allows the incoming freshman to come together prior to entering high school.

TED is a nonprofit organization dedicated to "ideas worth spreading.” A TEDx event is an independently organized TED event. Our event will be centered on the theme “Leadership Is...” The speakers will come from within the Leadership and International Relations Center. The goal of this event is for the freshmen to see that there is no Leadership Center mold to fill. Each person has the ability to make it personal and make it the best he or she can.

Our TEDx application has been approved, and the event will be called TEDxYouth@JamesRiverRoad. In order to ensure the success of our event, we are seeking local partnerships. Our needs range from refreshments for the youth, speakers, and volunteers to monetary donations. We look forward to answering any further questions about the logistics and schematics of our event. Questions are to be directed to tedxyouthatjamesriverroad@gmail.com .

Sincerely,

(Leave space between “Sincerely” and typed names. Sign your name in this space)

Organizer(s) name(s)--typed

DURING EVENT WHAT WE DID

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Guest Relations

We had greeters at the doors to welcome the freshman coming in. Introducing ourselves to the guests. A general “welcome” was given once everyone arrived. Music playing to make the atmosphere more fun and relaxed. During breaks, workers placed food out for the guests to enjoy, and then cleaned it up at the

end of the break.

Computer Control

During the event, we had two people manning the two laptops off to the side. One person was controlled the stopwatch, and the other person controlled the power point presentation.

The person controlling the power point also had to be on standby for the videos. Speaker can have a clicker to choose when to move slides.

DURING EVENT WHAT WE DID

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Schedule

Organizer Arrival 7:30:00Volunteer Arrival 9:00:00Student Arrival 12:00:00Intro 12:30:00Session 11 12:40:00-12:50:002 12:50:00-1:00:003 1:00:00-1:10:004 1:10:00-1:20:00Break 1:20:00-1:50:00Session 21 1:50:00-2:00:002 2:00:00-2:10:003 2:10:00-2:20:004 2:20:00-2:30:00Break 2:30:00-3:00:00Session 31 3:00:00-3:10:002 3:10:00-3:20:003 3:20:00-3:30:004 3:30:00-3:40:00Wrap-up 3:40:00-4:00:00End 4:00:00

Photos

Have a volunteer take pictures before, during, and after the event. Capture moments.

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Event Profiles

After your event: After your event, remember to add highlights to your event profile. (Adding highlights is a prerequisite for renewing your license.)

Add a Flickr tag

Add the URL of your YouTube playlist of videos

Make sure your speaker list is up to date

Upload a new photo from your event

Closing out your event: After your event, you'll need to do the following:1. Fill out the organizer survey (required)2. Send the audience survey to your attendees(required)3. Upload photos to Flickr, tagged "TEDx" + "TEDx[place name]" (required)

POST-EVENT

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4. Upload video (if any) to the TEDx channel on YouTube (follow our guidelines) (required)5. Tell us your story (optional)6. Re-apply to renew your license (optional)7. Share with the community (optional)* Read the complete guide to closing out your event.

Photo & Video

Photos

Unedited photos only: Do not modify photos -- e.g., do not adjust contrast, color balance, apply filters or airbrush.

Watermarks: Do not put watermarks, text or other labels onto the photos Do not superimpose your event logo or your photographers information.

Credits: Credit the photographer in the digital image with metadata (never watermarks, text, etc.)

Uploading to Flickr

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Help keep the collection of TEDx photography clean, organized and searchable -- follow these instructions when uploading your TEDx event photos to Flickr:

Tag every photo: TEDx, TEDx[EventName], [photographer's name], [name of speaker(s) in photo

Use a Creative Commons license that matches the license TED uses for TEDTalks: "Attribution - NonCommercial - NonDerivative"

Join the TEDx Flickr Group

Once you've uploaded all your photography, send a link to your set or gallery to us If you cannot access Flickr, email us

Sponsors & Speakers

Thank You Notes

Draft a thank you note Hand write the finals on school letterhead/notes (make it more professional) Send out the letters

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Clean Up

We had volunteers stay afterwards until cleanup was done. Leave your location the same way it looked when you got there.

Say Thank You

It is imperative to write thank you notes to:o Sponsors*o Speakers*o Volunteers

*Must do according to TED rules.

WHAT WE DID

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We used Leadership Center thank you notes. Here is what we used as a letter format (speaker):

Dear ____,

Thank you so much for taking time out of your schedule to be a speaker at TEDxYouth@JamesRiverRoad. We would not have been able to put this event on without you. Your generosity helped make the incoming freshmen’s experience unforgettable. Hope you have a great year!

Sincerely,

TEDx Organizers

Survey

TEDx Organizers, participants, and audience must complete a quick survey as of TED rules.

Photo & Videos

Speaker videos must be posted to YouTube soon after event is over. Post videos to a Flickr account. You can post to Facebook account as well.

Enjoy the Experience! Have Fun! Make Memories That Will Stay

With You!