Even if you’ve already seen one online or in person, you may still wonder: what is a TED Talk? As a non-profit movement, TED is committed to spreading ideas anyone can get involved with. TEDx events are local, independently-organised events, which aim to bring people together under the organisation’s mission statement of “ideas worth spreading”. You could organise an entire TEDx conference, a university or youth event, one within your company or organisation, or a viewing party around an official event. It’s an excellent way for individuals interested in becoming event organisers to further their experience. Meanwhile, you can bring together and inspire your community.
While planning such an event means adhering to strict guidelines, the organisation offers plenty of support on how to plan a TED talk. Here we run through the 10 steps for how to organise a TEDx event, with the help of Shaena Harrison, part of the production team for TEDxStockholm.
Table of contents
Step 2. Devise an event programme
Step 3. Apply for a TEDx licence
Step 5. Select a venue and design your event
Step 9. Photograph, video, and webcast your event
Step 10. Send out a post-event survey
Step 1. Choose an event type
The first thing to consider is what type of TEDx event you want to host. Luckily, there are a variety of TEDx event types. Your choice will depend on the kind of organisation you represent (if any) and your ability and appetite for organising.
Standard event
The guidelines for standard TEDx talks allow creators to host up to 100 guests, with the talks lasting from two hours to one day, and covering a broad range of topics. Tickets may be priced up to approximately £84 each. Standard event rules also apply to most other event types.
University event
University events are hosted within universities and organised by current staff or students. They aim to share the innovations and ideas their community is creating.
Youth event
A TEDx youth event is organised by or catered towards children. Applicants to the scheme who are under the age of 18 must have an adult co-organiser.
ED event
One of the original aims of the TED organisation was to allow educators, students, and others to gather to discuss the future of education. ED events allow members of this community to do just that.
Salon event
These small, weekly or monthly events keep a TEDx community engaged between regularly scheduled TEDx events. To organise a Salon event, creators must already have a standard licence.
TEDxLive event
Organise a community viewing party to watch the official TED Conference through a live webcast. There’s no limit on attendee numbers.
TEDxWomen event
These are smaller satellite events organised around the official TEDWomen conference, featuring at least one streamed session. Entry is usually free, but event organisers may consider introducing a small charge if there are live speakers.
Business event
Employees organise and attend these events to share ideas that are core to their company’s mission and values. A TED Licence fee applies for these events.
Internal event
Internal events are typically for non-profit organisations, government entities, and hospitals to promote internal idea-sharing and cross-departmental collaboration. They are usually employee-only events.
Library event
This event is hosted by librarians at a local library and often held weekly or monthly.
Countdown
Countdown events are dedicated to amplifying and demonstrating climate solutions to the world. They can be held in various formats – live speaker events, screenings of the Countdown summit in Bergen, showcases of solution technologies, or even volunteer activities contributing to positive change.
Studio licence
Not a TED event type per se, the TEDx Studio licence allows event creators to host a TED Talk that’s unaffiliated with an in-person or virtual TEDx event. This provides greater flexibility for sharing compelling new ideas from your community anytime, anywhere.
Step 2. Devise an event programme
Before you approach TED to apply for a licence, you’ll need to come up with a hypothetical programme for your event and give it a name. Look for research, discoveries, insights, theories, issues, and solutions from your community, which have not yet been addressed in a TED or TEDx Talk.
You don’t need to have the speakers lined up, but TED does ask for at least three examples of ideas for TED Talk topics that you’d like to see presented. Talks should be diverse and not connected in any way. If you decide to have a theme for your event, it should be abstract. TEDx events may not be used to promote spiritual or religious beliefs, political agendas, or commercial products.
When TED Talk planning, creators must be aware that all TEDx events begin with the short, official video introduction featuring TED Curator Chris Anderson. It ensures your audience understands what TEDx is and the difference between TEDx and TED events.
Apart from this introductory video, organisers are no longer required to show a prescribed number of TED Talk videos at their event, but are welcome to do so.
Each talk must last no longer than 18 minutes, and TED recommends scheduling regular breaks for attendees.
Shaena from TEDxStockholm says: “For devising the theme and content for this year, we had a workshop facilitated by Hyper Island where we invited external guests and the core team to discuss four major concepts and from there we broke them down into interesting themes.
“This year’s event is themed “Lighthouse,” and we will have seven speakers covering talks on the topics of technology, entertainment, design, education, science, (and) society.”
Step 3. Apply for a TEDx licence
You can only apply for one licence, and it must be associated with the event’s location. TED also stipulates that you must live in the city for which you are applying for a TEDx licence.
You need to apply in good time as TEDx event applications can take up to eight weeks to review. You will have 12 months to organise the event once you are licensed. TED advises that you need at least three months to organise an event but starting earlier is recommended.
Says Shaena: “Organising a large TEDx event starts about 10 months prior. The minute one event is over, we take a few months off to regroup and then start discussing the next year.”
Step 4. Recruit a team
Put out the word to your friends, family, or colleagues that you’re organising a TEDx event and see who wants to get involved. You can also look in the TED Community directory to find local members who will be likely to want to help.
Every person on your team should be designated a role that fits their specific skill set. Often, team members take on more than one role, depending on the size of your event – just make sure that they have the capacity to get those jobs done!
Shaena: “The size of the team can vary. I’ve seen teams of 3-5 people and I’ve seen teams much larger. Like our Stockholm team, which is 38 people. We’ve broken them down into sub-teams like communications, production, members, partners, and advisory board.
“I’ve been working with volunteers on all types of events, and in my experience, the TEDx ones are the greatest! They are interested in TED, sharing ideas, and helping. We would typically put out an open call on our social media pages and get a healthy dose of applications.”
Step 5. Select a venue and design your event
According to TED, the best venues for TEDx events with 100 guests or fewer are cosy and simple. Some examples are small auditoriums, hotel conference rooms, theatres, “white box” spaces like art galleries, and private music venues.
TED specifies that your venue will need to have:
- Facilities for projecting and watching videos
- A raised platform or stage for the host and live speakers to speak from
- A space for refreshments to be served/sold from
- Easily accessible bathrooms
- Space for extras relevant to your event – TED suggests exhibition space for sponsor materials or a bloggers’ lounge
- Dining/recreational space for sponsored lunches and other add-on events
In terms of design, every space should include your official TEDx logo with your full event name. You should use props and visual elements to showcase your region, city, or local culture, and you’ll need to light the stage for video production. TED also stipulates that the event should be as environmentally friendly as possible.
Shaena: “We have guidelines on how the stage must be set up, for example, the red carpet on the stage and the TEDxStockholm letters in the background. We also have guidelines for high-quality video production and this is where a large part of our budget goes.”
Step 6. Confirm your speakers
Your speakers can only talk for a maximum of 18 minutes (you’ll have a timer on stage), but talks can be as short as three minutes. The talks can focus on one big, world-changing idea; one small, engaging idea; an under-publicised issue; the amazement of science or discovery; a tech demo; an artistic performance; or a talk by an artist about their work. TED recommends looking for ideas rather than speakers to ensure quality content at your event. Even better if these ideas come directly from your community but are widely relatable.
TEDx speakers cannot be paid and cannot promote themselves or their products on stage (except where that is what they have been specifically asked to speak about i.e., a tech demo or ideas in their book). Sponsors cannot be speakers, and neither can organisers.
Shaena: “The great thing about TED is that speakers, volunteers, the team, are all like-minded when it comes to wanting to give back to the community, so when it comes to finding speakers, they are on this wavelength about sharing ideas and providing value that is in line with TED’s mission.”
Related: 6 Strategies to Find Your Conference Keynote and Other Speakers
Step 7. Create a budget
A TEDx event cannot be used to generate profit or raise money for a charity. While you may charge for tickets (up to $100/£84 per person for most event types), this can only be used to cover costs. All excess funds should go back into the organisation of subsequent events.
You may seek sponsorship to help pay for things you need, such as the venue, food and drink, and audiovisual equipment. TEDx suggests seeking in-kind sponsorship and has existing relationships with some companies that provide products and services to TEDx organisers for free through the Sponsor Marketplace.
Sponsors should be viewed as partners who want to have an authentic dialogue with the TEDx community. These partners should be encouraged to be as creative as possible to devise value-adding activations.
Shaena: “We are allowed to charge for the event to cover our costs. We aim to break even and provide an exceptional experience for our guests. All TEDx events rely heavily on sponsors and ticket sales to make these concepts come to life. We need to make the event affordable as well as cover our budgets.
“A good tip is to try and find sponsors/partners that see the long tail scope of what you are building. If you plan to organise multiple TEDx events, sponsors that understand this and the audience you are attracting is a win/win.”
Step 8. Promote your event
You can promote your TEDx event through a page on TED.com and a ticketing platform, such as Eventbrite. Setting up an official website for your event and its social media pages is also a great promotional idea.
In the run-up to your event, TED advises keeping a blog, emailing regular updates to guests, sending press releases, and creating a teaser video. Aim to build a community around your event before it takes place.
Shaena: “What makes a good TEDx event, in my opinion, is having diversity amongst speakers and attendees. Getting people to interact and build a community and relationships rather than just a “connection”.”
Step 9. Photograph, video, and webcast your event
The whole purpose of your event is to spread the word, so it’s essential to capture the action on the day and share it. Livestreaming helps amplify your event’s reach, and you can use Facebook Live, YouTube Live, or TED’s own livestream channel.
Once you’ve edited the videos of your speakers’ talks, upload your talks to the TEDx YouTube channel. You should also work out a marketing plan for promoting your videos post-event.
Related: 5 Simple Steps To Livestream Your Event Online For Free
Step 10. Send out a post-event survey
TED stipulates that you must send out the TEDx attendee survey within 48 hours after your event – results will be emailed to you in a PDF four weeks after your survey is sent. Results are based on the Net Promoter Score system, so you can easily compare the success of your TEDx event to others.
When it’s all over, you can apply to renew the event, and TED will review your performance when considering whether to grant you another licence.
Start planning your TEDx talk
By organising a TEDx event, you can benefit from using a highly regarded brand to help you attract exciting speakers, an engaged audience, and enthusiastic sponsors. It’s not a money-making exercise, but you can gain skills and recognition – not to mention inspiration – through this exciting opportunity.
Find more tips for how to organise a TED Talk or for generally delivering events with Eventbrite’s complete guide to setting up your event.
